How to Create and Manage a Goods Return Voucher (GRV)

1. Accessing the Goods Return Voucher Module

To begin processing a return, you must navigate to the Purchases module.

1. Log in to your system and look at the main navigation menu on the left side of the screen.
2. Click on the Purchases dropdown menu.
3. Select Goods Return Voucher from the list.

**[Image: Main dashboard with the Purchases menu expanded and Goods Return Voucher highlighted]**

2. Creating a New Goods Return Voucher

To record a new return, follow these steps:

1. On the Goods Return Voucher page, click the red + Add New button located at the top right corner of the screen.
2. A new voucher form will open. The #Purchase (GRV number) is generated concurrently and automatically.
3. Select the appropriate Branch from the dropdown menu.
4. Select the Vendor (the supplier you are returning the items to).
5. Verify or adjust the Date of the return.
6. In the Remark 1 field, briefly type the reason you are sending the items back (e.g., "damaged in transit", "incorrect product").

**[Image: Blank Goods Return Voucher form showing Branch, Vendor, Date, and Remark fields]**

3. Adding Items to the Voucher

Once the header details are filled out, you need to add the specific items being returned.

1. Scroll down to the product entry grid.
2. Select the Item: You can either scan the item's barcode directly using a scanner, or manually search for and select the item from the dropdown list in the Name or Barcode column.
3. Enter the Quantity (Qty) of the item you are returning.
4. Verify the Cost and other pricing details.
5. Press Enter to add the item line to the voucher. You can repeat this process for multiple items.

4. Customizing the Form Settings

You can customize which columns and fields are visible while processing a return to suit your workflow.

1. At the top of the product entry area, click on the Settings tab next to "Product".
2. A list of parameters will appear with toggle switches (e.g., Margin percentage, Multi rate, Category name as item note).
3. Toggle the switches on (green) or off (gray) to hide or show specific features on your form.
4. Click the Save button at the bottom of the screen to apply these settings.

**[Image: Settings tab displaying toggle switches for form customization]**

5. Managing and Editing Existing GRVs

After saving, your voucher will appear in the main Goods Return Voucher list with a status (such as "Approved" or "Pending"). You can open and manage existing vouchers easily.

1. In the main GRV list, double-click on any existing voucher to open its full details.
2. A detailed window will open, presenting several tabs at the top:
   • Details: View the primary information of the voucher.
   • Approvals: Send the voucher for management approval.
   • Journal Entry: View or add related accounting journal entries.
   • Notes & History: Add text notes or review the history of the document.
   • Attachments: Upload supporting documents (e.g., photos of the damaged goods, copies of physical bills).
3. To Edit the Voucher: Click the red Edit button at the bottom of the window (or top right). Make your necessary changes to quantities, remarks, or items.
4. Once your changes are complete, click the green Update button. A success message will appear confirming the GRV has been successfully updated.

**[Image: Detail view of an existing GRV showing the tabs for Details, Approvals, Notes & History, and Attachments]**