Customer level B2B Return Order (Without Invoice Number) - Consolidated Return Flow

Customer level B2B Return Order (Without Invoice Number) - Consolidated Return Flow

Info
Software Plan: Growth & Enterprise
Info
Account Type: Seller Account
Info
Inventory Type: Serialized & Non-Serialized

Overview

The B2B Return Order (Without Invoice Number) feature is designed for scenarios where a customer sends returns in a single shipment that include items from multiple forward orders and invoices.
Instead of linking the return to one specific invoice, this feature allows the return to be recorded against the customer’s stock, making it easier to process consolidated returns. The system does not validate whether the returned items were originally invoiced to the customer.
This is especially useful when:
  • Returns include items from different orders and invoices.
  • Multiple returns are shipped together in one consignment.
  • Mapping each item to its original invoice and tracking it in the ERP is not possible.
The return is processed through:
  • Return Business Order creation
  • Gate Entry (if Enabled)
  • Goods Receipt Note (GRN) and Quality Check (QC)
  • Credit Note generation
This feature is available in both Old B2B and New B2B modules.
This flow is available on the web portal. GRN execution is also supported via HHT.

3PL Support

For a 3PL setup, create the Return Business Order from the seller account. Process the return at the mapped 3PL location, including Goods Receipt Note (GRN), Credit Note generation, and E-Credit Note (E-CRN) regeneration when required.

The Return Business Order is created on the seller account; it is not created from the 3PL account.

When to Use This Feature

Use this feature when:
  • A B2B customer sends consolidated returns.
  • The return shipment contains items from multiple invoices.
  • Invoice-level mapping is not possible.
  • You need to inward the stock and issue a Credit Note.

Pricing Support

Pricing in this flow works based on the configuration defined in the Pricing Master.

Refer: Create Pricing Master Scheme and Customer Group
From Pricing Master:
Supported:
  • SKU-wise pricing
  • Flat Discount pricing
Not Supported:
  • Net Of Taxes (NOT)
  • Net Realization Value (NRV)
  • Cost As Price
If a customer is configured with NOT or NRV pricing, that pricing will not apply in this return process.

Prerequisites

This workflow must be enabled via support tool at the required location level.

If the “Return Business Order” option is not visible in the Create menu, please contact EasyEcom Support to enable it for your location.

Additional settings required based on usage:

• LotBatchSuggestionFeature
Must be enabled if you want previously inwarded lot batches to appear in a dropdown during Goods Receipt Note (GRN).
If disabled, lot details must be entered manually.

• receiveBoxDuringGRN
Must be enabled if box scanning is required during the GRN process.
If disabled, box scanning will not be available.

Ensure the B2B customer is already created in the system.
Refer: Create Customers using Customer Master

Ensure Credit Note series is configured.
Refer: Invoice, Credit Note, Return Challan Series Configuration

• b2b_return_po_autodekitting
Must be enabled to allow automatic de-kitting for Kit SKUs in B2B Return PO flow.
If disabled, de-kitting will not be triggered automatically.

Workflow

Step 1: Create Return Business Order

This option allows you to create a return order specifically for consolidated B2B returns.
Navigation: + (Create Button) → Return Business Order

Old B2B: Return Business Order Creation



New B2B: Return Business Order Creation



Steps:
  1. Select Return Business Order
  2. Select B2B Customer
  3. Add products manually or upload via sheet.
  4. Enter quantity.
  5. Enter unit price (if pricing master calculation is not selected).


Shipping charges are not supported in this return flow and cannot be added to the Credit Note.
After saving:
  • A B2B Pending Return Order is created.
Note: These return orders will not appear in the Global Search bar. They are available under: Inventory → Purchase Orders → B2B Return Orders

Step 2: Gate Entry

Gate Entry is mandatory if Gate Entry is enabled for the account. If Gate Entry is not enabled, this step is not required.
Navigation:
Order→ Return Gate Entry → Create Gate Entry

Screenshot Required

Select:
  • B2B Gate Entry
  • Customer Wise




Validation rules:
  • The Return Reference Number must match an existing pending return.
  • The Return Reference Number cannot be duplicated for the same customer.
Info
If a Return Reference Number is selected while creating Gate Entry, the Gate Entry will be linked to that specific Return Business Order.
After creation:
  • A Gate Entry ID is generated.
  • Box barcodes are generated based on the entered number of boxes.

Step 3: View Pending B2B Return Orders

Navigation: Inventory → Purchase Orders → B2B Return Orders

Status types:
  1. Created - The return order is created but no Goods Receipt Note (GRN) has been started.
  1. In Progress - At least one quantity has been received through GRN, but the return is not fully completed.
  1. Completed - All quantities for all SKUs in the return order have been fully received and GRN is closed.




Relevant Actions here:
  • Start Goods Receipt Note (GRN)
  • Download Return CSV - This file contains SKU-level details along with Quality Check (QC) pass and QC fail quantities.

Step 4: Goods Receipt Note (GRN) and Quality Check (QC)

GRN can be executed using:
  1. Web portal (New GRN or New GRN by Sheet)
  2. HHT device (if enabled for the location)
Notes
ASN Handling for B2B Return Orders
When creating GRN against a B2B Return Order, ASN ID selection is not available in the New GRN and New GRN by Sheet forms.
This behaviour is specific to B2B Return Orders. Regular Purchase Orders continue to follow their existing ASN handling based on account configuration.
Info
HHT support is limited to GRN execution only.
Return order creation, Gate Entry, and other steps continue to be performed on the web portal.
Web: When you click Start GRN:
  • Return Reference ID is auto-filled.
  • If Gate Entry was created, Box ID scanning is available.
During GRN, you must provide:
  • Batch code, or
  • Maximum Retail Price (MRP) manually.
If the batch exists in the system, MRP is auto-fetched.
If not, MRP must be entered manually.
If Lot/Batches are enabled for the account, previously inwarded lot batches will be available in a dropdown for selection during GRN.
Selecting a lot will auto-populate the associated lot details.

Quality Check must be completed before closing the GRN.

Auto Dekitting Handling for Kit SKU

If a return order contains Kit SKUs, GRN can be performed directly against the Kit SKU.
After GRN is completed, the system will automatically perform a dekit action, and the user can proceed with putaway of the individual child items.
  1. De-kitting Behavior Based on QC:
    1. If QC is completed during GRN:
    2. De-kit order is created immediately after GRN
  2. If QC is pending during GRN:
    1. De-kit order is not created at that time
    2. De-kitting is triggered only after QC is completed separately
  3. De-kit Order Processing:
    1. Navigation: Manage Inventory → De-kitting (completed orders)
  4. Putaway for de-kitted inventory is performed under:
    1. Putaway → De-kit
  5. In both cases, de-kitting occurs only after QC pass.
  6. Applicable for Lottable as well as Non Lottable
Additional rules:
  1. GRN against Kit SKUs is supported only for B2B Return Orders.
  2. It is not supported for other Purchase Order types such as vendor POs.
  3. Not supported for serialized inventory
  4. Supported only for non-serialized inventory (including 3PL accounts)
  5. If any Kit is marked as damaged or fails Quality Check (QC) during GRN, automatic dekit will not be performed.

Credit Note Generation

Once the Goods Receipt Note (GRN) is closed, a Credit Note can be generated.
Credit Note is not generated at the time of Return Business Order creation. It can only be generated after the corresponding GRN is completed.
Info
A Credit Note can be generated for partially received inventory within a single GRN, or after receiving the full inventory for the return order.
If multiple GRNs are created against a single return order, each closed GRN can generate a separate Credit Note.
Steps to Generate Credit Note from GRN:
  • A Credit Note can be generated by clicking on the three-dot icon against the closed GRN.

E-Credit Note Generation

After a Credit Note is generated, EasyEcom attempts to generate the E-Credit Note (E-CRN). If E-CRN generation fails, an error is displayed against the relevant Goods Receipt Note (GRN).
If the latest error details are not visible, refresh the GRN page to view the updated status and error information.

Regenerate E-Credit Note

To retry E-CRN generation after a failure:
  1. Review the error information and logs to identify the cause of the failure.
  2. Correct the underlying issue, such as invalid HSN data.
  3. Open the relevant GRN's three-dot menu and select Regenerate E-Credit Note.
  4. After successful E-CRN generation, download the Credit Note using the available Download Credit Note option.

Important:

  • The Download Credit Note option remains unavailable until E-CRN generation succeeds.
  • Regeneration retries E-CRN generation against the existing Credit Note. It does not create another Credit Note.
  • Each Credit Note must be downloaded individually.

EasyGSP Integration Behavior

  • EasyGSP active: In the tested scenario, invalid HSN data caused E-CRN generation to fail. After the HSN data was corrected and E-CRN generation was retried successfully, the Credit Note was generated with a CRN.
  • EasyGSP inactive: In the tested scenario, a Credit Note was generated without a CRN despite invalid HSN data, because the EasyGSP integration was not invoked.

How Credit Note Amount Is Calclated

The Credit Note amount depends on whether Pricing Master is used.
When Pricing Master is NOT used
  1. The price entered during Return Business Order creation is used as the final value.
  2. The system does not use GRN MRP or override this value.
  3. If you want a specific Credit Note amount, you must enter that value while creating the return order.
When Pricing Master is used
  1. The system calculates the Credit Note based on the MRP available during GRN.
  2. Pricing Master rules (such as discount) are applied on this MRP.
  3. If MRP is changed during GRN, the updated value is used for calculation.
Important Notes
  • Discount (manual or Pricing Master) is considered in calculation but not shown separately in the Credit Note document.
  • Shipping charges are not considered in order creation or Credit Note calculation.
  • Old B2B with Old Pricing Master is not supported in this return flow

Credit Note Structure

The Credit Note includes Seller & Customer information.
Additional Details:
  • Credit Note Number (from configured Credit Note series)
  • Invoice Number → Not Applicable
  • Buyer’s Order Number → Not Applicable
  • Buyer’s Reference → Return Business Order Number
  • Customer Reference Number (CRN) → From integrated GSP Service
  • Acknowledgement Number → From integrated GSP Service

Automated Email Reminder

If a Goods Receipt Note (GRN) remains in Open status:
The system sends an automated reminder email including:
  • Customer Name
  • Return Reference Number
  • GRN ID
  • Open Since Date
This ensures timely closure and Credit Note generation.

Inventory Ledger Impact
  1. “Dekitting” entry shows increase in child SKU inventory after de-kitting
  2. “Used in Kitting” shows consumption of child SKUs during kit creation
Inventory Reconciliation Report
  1. “Physical DeKits Produced” shows the quantity of child SKUs generated from de-kitting

Report

B2B Customer Return Report

  1. This report provides a consolidated view of Customer Level B2B Return Orders created without a forward invoice number, along with Return Order, Gate Entry, GRN, and Credit Note details.
  2. Records are available in the report only after a Credit Note has been generated for the return.

Steps

  1. Navigate to Reports → Reports Dashboard → B2B Customer Return Report.
  2. Select the required date range.
  3. Queue the report.
  4. Once processing is complete, download the report from Exports.

Report Notes

  • Records are available in the report only after a Credit Note is generated.
  • A single return order can have multiple Credit Notes. Each Credit Note appears separately in the report.
  • The following columns contain Credit Note level values:
    • Total_Credit_Note_Amount
    • Total_Credit_Note_Amount_Excluding_Tax
    • Total_Tax
  • If multiple SKU rows belong to the same Credit Note, these values are populated only in the first SKU row of that Credit Note.
  • SKU-level values are available in:
    • Item_Credit_Note_Amount
    • Item_Credit_Note_Amount_Excluding_Tax
    • Item_Tax
  • For 3PL accounts, an additional 3PL Warehouse column is available.

FAQs

1. Can I search Return Business Orders from the Global Search bar?
 No. They are available only under Inventory → Purchase Orders → B2B Return Orders.
2. Can multiple Credit Notes be generated for one return?
 Yes. Multiple Goods Receipt Notes (GRNs) can be created for one return order, and each can generate a separate Credit Note.
3. Is Gate Entry mandatory?
If enabled, it is mandatory.
4. Will Net Of Taxes (NOT) or Net Realization Value (NRV) pricing work in this flow?
 No. Only SKU-wise and Flat Discount pricing types are supported.
5. Will shipping charges be adjusted in this process?
 No. Shipping charges are not handled in this module.
6. Will this impact my B2B sales or tax reports?
 No. This process adjusts inventory inward and generates a Credit Note but does not create a new sales invoice.
7. Why is my return not visible in the B2B Customer Return Report?
The report displays records only after a Credit Note has been generated for the return.
8. Why are Total Credit Note Amount, Total Credit Note Amount Excluding Tax, and Total Tax blank for some rows?
These values are populated only once for each Credit Note. If a Credit Note contains multiple SKUs, the remaining SKU rows show item-level breakup values instead.
9. What happens if E-CRN generation fails after the Credit Note is created?
An error is displayed against the relevant GRN, and the Download Credit Note option remains unavailable until E-CRN generation succeeds.
Refresh the GRN page if the latest error details are not visible. Correct the cause of the failure and select Regenerate E-Credit Note from the GRN's three-dot menu. Regeneration retries E-CRN generation against the existing Credit Note and does not create another Credit Note.
For the EasyGSP integration behavior, refer to the EasyGSP Integration Behavior section above.
10. If multiple GRNs exist for the same return order, how are E-CRN errors handled?
E-CRN error information is maintained against the relevant GRN. The error information is not limited to the latest GRN.

Video