What Kelola Returns Do

Kelola has a dedicated return workflow for completed Stock Out sales and Stock In purchases. A return stays linked to the original transaction, updates the relevant reports, and appears in the transaction’s return history.

Use:

• Sales Return when a customer sends goods back
• Purchase Return when you send goods back to a supplier

Do not create a separate Stock In, Stock Out, or Audit entry for a normal return.

Before You Start

• Open the original transaction from History
• Staff need permission to create stock returns
• A sales transaction must be fully paid before a sales return can be created
• A purchase return can be created even when the original purchase is unpaid or partially paid
• You cannot return more than the remaining returnable quantity

If Create Return is missing, ask the business owner to check your permissions and whether returns are enabled for the business.

Create a Sales Return

1. Open History
2. Select the original Stock Out transaction
3. Tap Create Return
4. Enter the quantity returned for each product
5. Choose the stock condition:
   • Good condition — the product returns to available stock
   • Damaged/defective — the product does not return to stock and its cost is recorded as a loss/expense
   • Mixed — split the returned quantity between good and damaged units
6. Choose a return reason, such as defective, wrong item, changed mind, overstock, or other
7. Review the Refund to customer amount
8. Add a note when needed
9. Tap Create Return

The refund cannot exceed the lower of the returned goods’ value and the original transaction total. Use the full-refund action when you want Kelola to fill the maximum available amount.

Create a Purchase Return

1. Open History
2. Select the original Stock In transaction
3. Tap Create Return
4. Enter the quantities being returned to the supplier
5. Review Refund from supplier
6. Add a note
7. Tap Create Return

The returned quantities are removed from stock and the purchase-side reports are updated.

View Return History

Open the original transaction to see Return History. Each entry shows:

• Sales or purchase return type
• Returned quantities
• Damaged quantities and stock conditions for sales returns
• Return reason and notes
• Refund amount

Return records cannot be edited or deleted from the transaction detail. If an entry is wrong, contact Kelola support before creating compensating records.

Print a Return Receipt

1. Open the original transaction or a return entry from History
2. Tap View Receipt
3. Review the document title and returned items
4. Print or share the receipt

Kelola labels return documents as Return Receipt. Return receipts are available as thermal receipts; A4 output may not be available for every return type.

How Reports Change

For a sales return:

• The refund reduces sales
• Good items return to stock
• Damaged items stay out of stock and their cost is treated as a loss/expense
• Profit, customer, and eligible combined reports are updated

For a purchase return:

• Returned items leave stock
• Purchase totals and supplier-linked transaction history are updated

Troubleshooting

Create Return is not visible

• Confirm you opened a Stock In or Stock Out transaction, not another return
• Ask the owner to grant stock-return permission
• Confirm the return feature is enabled for the business

The sale cannot be returned

Sales marked Unpaid or Partial must be settled first. Record the remaining payment, then reopen the transaction.

The quantity is limited

Kelola subtracts quantities already returned. Only the remaining quantity can be selected.

The refund is reduced

The maximum refund is limited to the returned goods’ value or the original transaction total, whichever is lower.

Related Guides

• Managing Transaction History
• Printing Receipts and Invoices
• Recording Stock Out
• Recording Stock In