Purchase Return Supplier Access (Internal)

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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; read the posting status before acting on one. 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 leaves out only deleted returns — so a supplier also sees the buyer’s DRAFT and DISCARDED returns.

Where it fits

Position	Document / applet	Why
Module	Purchasing, Inventory	Goods going back to the supplier.
The document	Purchase Return (Internal)	Same rows; creation, FINAL and VOID happen there.
Upstream (access)	Supplier	The login must have an active link to the supplier entity.
Upstream (document)	Purchase Invoice Supplier Access (Internal), Purchase GRN Supplier Access (Internal)	The invoice or receipt the return is raised against.
Not downstream	Purchase Credit Note Supplier Access (Internal)	A return is not followed by a purchase credit note. The return itself lowers what the buyer owes you; a buyer’s purchase credit note does the opposite and raises it.

Screens and menus

Menu	What it is
Internal Purchase Return Supplier Access	The listing and the document view behind it.
Line Items	A flat listing of return lines across the supplier’s returns.
Settings	Field Settings, Default Selection, Printable Format Settings, plus Webhook, Feature Visibility, Client Side Permission and the permission listings.
Personalization	Personal Default Selection and sidebar order.

Listing

Columns: Purchase Return No, Branch, Purchaser Name, Created Date, Transaction Date, Created by. Most recently updated first. Only deleted returns are left out — there is no posting-status filter, so DRAFT, FINAL, VOID and DISCARDED returns all appear; read the posting status in the document view.

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 (ARAP contra records), Attachments, and Export.

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

A flat grid of return item lines with the item, quantities and amounts; 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 (hidden by HIDE_COSTING_DETAILS unless the role holds SHOW_COSTING_DETAILS), Pricing Details and Issue Link.

Configuration

Before you can use it

Prerequisite	Where it is set	Why it matters
The supplier’s login is linked to the supplier entity	Supplier → Login, with the link active	Every screen shows only returns on the linked supplier.
The applet is installed for that login	Tenant Admin	Without it the login cannot open the applet.
The return is `ACTIVE`	Purchase Return (Internal)	Deleted returns are excluded; every posting status is shown.

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.

Hiding a price here does not keep it from the supplier. The purchase return line is fetched in full and every price and amount on it is loaded into the form. A HIDE_* key only decides whether the box around a value is drawn. Anyone who can open the document in a browser can read what the form is holding. These toggles keep your buying prices off a supplier’s screen; they do not keep them out of a supplier’s browser. If a figure must genuinely not reach an outside party, it has to be kept off the document rather than hidden on it.

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, at the return location — 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; a return with contra or settlement links cannot be voided until those are removed. 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

Symptom	Cause	Fix
The listing is empty	The login has no active supplier link, or the returns were raised on a different supplier entity record	Check the link in the Supplier applet.
A return the buyer has not finalised is visible	Intentional here: this listing has no posting-status filter	Read the posting status on the document before acting on it — a DRAFT return can still change.
EXPORT AS PDF shows a failure toast and no file	The export asks the server for a PDF address that does not exist, with a fixed printable format that is not this document’s	Ask the buyer to send the PDF from the buyer-side applet. No configuration makes this work.
The Branch, Purchaser Name or Created by cell shows a code	Those come from separate lookups; a failure is caught and the error code printed	Grant the login read access to that master data, or hide the column.
There is no Doc Link tab	This applet does not include one	Open the linked invoice or receipt in its own supplier portal.
A line field is missing for one role and present for another	A tenant-wide `HIDE_` is on and only some roles hold the matching `SHOW_` permission	Adjust in Settings → Field Settings or Settings → Role Permission Listing.
Changing Default Selection has no effect	No create form exists; the two keys are saved but never read	Expected.