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

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

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Software Plan: Growth & Enterprise
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Account Type: Seller Account
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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
  • (Optional) Gate Entry
  • 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.

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.

From Pricing Master:
Supported:
  • SKU-wise pricing
  • Flat Discount pricing
Not Supported:
  • Net Of Taxes (NOT)
  • Net Realization Value (NRV)
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: (Optional) Gate Entry

Gate Entry is optional.
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.
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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
  2. HHT device (if enabled for the location)

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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.
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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.







  • After generation, the same three-dot icon provides the option to download the Credit Note PDF.





  • An electronic Credit Note (e-CN) is generated.
If automatic electronic Credit Note generation fails, a manual “Generate e-CN” button becomes available after GRN closure.
Notes
Each Credit Note must be downloaded individually.
 There is currently no consolidated Credit Note report available.

How Credit Note Amount Is Calculated

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 Details:
  • Seller Name
  • Dispatch Address
  • Goods and Services Tax Identification Number (GSTIN)
  • Permanent Account Number (PAN)
  • Corporate Identification Number (CIN)
Reference 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
Customer Details:
  • Customer Name
  • GSTIN
  • State Code
Product Details:
  • Product description
  • Harmonized System of Nomenclature (HSN) code
  • Quantity
  • Rate
  • Discount
  • Tax breakup
  • Total amount

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

FAQs

Can I search Return Business Orders from the Global Search bar?
 No. They are available only under Inventory → Purchase Orders → B2B Return Orders.

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.

Is Gate Entry mandatory?
 No. Gate Entry is optional.

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.

Will shipping charges be adjusted in this process?
 No. Shipping charges are not handled in this module.

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.

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