Purchase Return Supplier Access (Internal)

The supplier-facing copy of the buyer’s return applet: a login linked to a supplier entity opens it inside the buyer’s tenant and reads the returns raised against that supplier — header, lines, refunds recorded, contra records and attachments — and can change none of it. Unlike the other supplier portals its listing does not filter to finalised returns, so a supplier also sees drafts that can still change and returns the buyer has voided or discarded — and no screen here shows which is which. Confirm a return with the buyer before acting on it. Hiding a price here keeps it off the supplier’s screen, not out of the supplier’s browser: the line is fetched in full.

Overview

Purchase Return Supplier Access (Internal) is the supplier-facing copy of the Purchase Return (Internal) applet. A login linked to a supplier entity opens it inside the buyer’s tenant and reads the returns the buyer has raised against that supplier: header, lines and quantities, refunds recorded, contra records and attachments.

It is read-only — no create screen, no save, no delete, no status action. Unlike the credit-note, GRN and invoice portals, its listing does not filter to FINAL — it asks only for returns whose record is active — so a supplier also sees the buyer’s DRAFT, VOID and DISCARDED returns. None of this applet’s screens displays the posting status: there is no column, field or tab for it, so a supplier cannot tell a draft from a finalised return here.

Where it fits

Screens and menus

Listing

Columns: Purchase Return No, Branch, Purchaser Name, Created Date, Transaction Date, Created by. Most recently updated first. Only returns whose record is active are listed, and there is no posting-status filter, so DRAFT, FINAL, VOID and DISCARDED returns all appear side by side. Neither the listing nor the document view shows the posting status, so the screen cannot tell you which you are looking at.

Advanced search accepts a document number, a free-text keyword (supplier name, branch name and creator all search the same keyword), a created-date range and a transaction-date range.

Document view

Eight read-only tabs: Main Details (Branch, Location, Transaction Date, Credit Terms, Due Date, Reference, Remarks, Permit No, Currency, Tracking ID), Account (supplier entity, billing and shipping address), Lines, Payment (refunds recorded against the return), Department Hdr (Segment, Dimension, Profit Center, Project), Contra, Attachments, and Export. The Contra tab is always empty: its loader is switched off, so it never shows the buyer’s contra records.

There is no Doc Link tab here — to see which invoice or receipt the return came from, open the linked document in its own portal.

On Export, only EXPORT AS PDF is enabled; CSV, DOCX and ZIP are disabled. It does not work — see Troubleshooting.

Line Items

Despite the name, one row per return, holding a single line of it (the first line the server returns): a five-line return shows one row, so this grid cannot be used to count or total returned items — open each return’s Lines tab for that. Its advanced search adds item code, item name and a transaction-amount range. Columns: Purchase GRN No, Item Code, Item Name, Ordered Qty, Unit Price, SST/VAT/GST, Txn Amount — and the first heading is wrong. The column holds the purchase return’s own number, not a goods received note’s; the heading is a leftover from the applet this one was copied from. A supplier reading it as a receipt number will go looking for documents that do not exist. Opening a line shows Item Details, Serial Number, Costing Details, Pricing Details and Issue Link. Costing Details is always empty (its grid is never filled), and Issue Link shows one hard-coded sample row that is not your data — read neither.

Configuration

Before you can use it

Applet settings

Settings › Field Settings is the shared field-configuration screen filtered to this applet, and there is nothing on it that changes what this applet will let a supplier do. The 19 settings that take effect all hide one field on a line — base quantity, the price and discount columns, the tax and withholding-tax pickers, the Costing Details tab. Each gives way to the matching permission, so a supplier login holding the matching SHOW_* permission sees the field anyway. Flip one and you can see what it did. How settings are stored and who they apply to.

Nothing sets these toggles for you, and a saved settings row exists only where somebody made one. So when a supplier reports that a column has disappeared, a settings change is the least likely explanation — look at what was granted, and to whom, before you look here.

One thing about that screen is not visible on it, and on a portal your suppliers log in to it matters more than it does anywhere else in the product.

DEFAULT_BRANCH and DEFAULT_LOCATION are rendered and saved by the applet-local Default Selection screen and read by nothing here — there is no create form to default. PRINTABLE is used only by Printable Format Settings itself. Everything else the shared screen offers for this applet code is saved and never read, because this applet has no buttons, no status flow and no write path for those keys to act on.

Document behaviour settings

Not applicable — FINAL, VOID and refund handling are buyer-side.

Who can change what

Twenty client-side permissions can be granted for this applet: the eighteen field pairs above plus SHOW_COSTING_DETAILS and SHOW_UNIT_PRICE_TXN. Grant them per role in Settings → Role Permission Listing.

No role permission governs what a supplier login can read: the supplier link alone decides which returns it sees. The branch, supplier and purchaser lookups that fill the grid do need read permissions.

Fields

Every field is read-only; the tab list above describes them. There is no create or edit form.

Lifecycle and effects

This applet writes nothing. What the supplier is looking at is the buyer’s purchase return: the purchase-side document that actually takes stock out, from each line’s delivery location (where the goods were received, when the line came from an invoice) — finalising fails if there is not enough stock there. It posts Dr the supplier’s creditor account against Cr purchase returns and input tax; refunds post to the cashbook of the settlement method. Voiding it reverses the journal and the stock movement and removes it from the e-Invoice queue and from aging; it cannot be voided while a later document is linked to it. The full posting is on Purchase Return (Internal).

A supplier login can list, search and open the returns on its supplier — at every posting status — with the supplier link alone. It cannot create, save or delete, and the PDF export does not work (see Troubleshooting).

Related applets

• Purchase Return (Internal) — the buyer-side applet.
• Purchase Credit Note Supplier Access (Internal) — the buyer’s extra charges after an invoice. Not a follow-on to a return; it moves the balance the other way.
• Purchase Invoice Supplier Access (Internal) — the invoice the return adjusts.
• Purchase GRN Supplier Access (Internal) — the receipt the goods came in on.
• Supplier — where the login link is created.

Troubleshooting

Related documentation

• Purchase Return (Internal) applet
• Purchasing module
• Supplier applet