Goods went back to the supplier, but the credit has not arrived

Retain the return authorization, affected purchase references, accepted quantities and proposed credit basis. Identify any restocking deduction, freight responsibility or inspection condition. Shipping goods back without an accepted return arrangement can leave a disputed claim rather than a settled purchase reversal. Give the accountant the actual agreement and current status.

Microsoft's purchase-return guidance connects return shipments and credit memos with the original purchasing documents. It also distinguishes a purchase allowance from a physical return. Use that distinction when assembling evidence: a supplier's price concession on goods the business keeps needs a different quantity trail from goods sent back.

Match the warehouse issue to the return authorization and carrier reference. Obtain supplier receipt or other delivery evidence, then confirm whether the accepted quantity differs from the quantity dispatched. Keep partial or damaged receipts visible. A supplier credit may cover fewer units than the warehouse sent, and the difference requires investigation rather than an automatic stock adjustment.

Remove returned goods from ordinary available inventory using the approved workflow. Ask the accountant how ownership and the open supplier claim should be reflected during transit and inspection. Do not leave the goods counted in a warehouse that no longer holds them solely because the credit memo has not arrived.

Preserve the original cost layers or purchase references needed by the system's return-cost method. Using the latest catalog cost can distort the correction when the returned units were bought at a different price.

Use separate statuses for requested, authorized, received by supplier, approved credit, issued credit and settled. Name the owner and next follow-up for each open return. Age delays from the event that should trigger the supplier's response under the agreement. An old warehouse dispatch and a newly approved credit need different collection actions.

For a hypothetical return of 40 units with an agreed credit of $18 each, the expected gross credit is $720. If the supplier accepts 38 units and identifies a supported $20 return charge, the proposed settlement is $664: $684 less $20. The remaining two units and the charge both need evidence before finance accepts the result. This example does not determine tax or inventory classification.

Match the issued credit to any receivable or purchasing adjustment already recorded. Apply it to the agreed open supplier invoice or track the cash refund if the original purchase was paid. Check the next supplier statement for unused credits. A credit memo can be valid while remaining unapplied for several payment runs.

Close the case when quantity disposition, final credit and settlement are explained. If the supplier denies part of the claim, retain the decision and obtain approval for the remaining balance's treatment. Review repeat delays by supplier and reason, using the completed evidence to improve authorization and dispatch procedures before another return creates the same unresolved balance.