How to return goods to a supplier (Alt+X)كيفية إرجاع بضاعة إلى المورّد (Alt+X)

You bought ten litres, three came back damaged, and you are sending them to the supplier. The document for that is Return purchases - and the right way to fill it is from the purchase invoice the goods came on, so that the quantity, the cost and the VAT are copied from that invoice instead of being typed again.

The route is a keyboard shortcut: Alt+X, pressed on the new return. It is the step people miss, because it is a key rather than a button. The whole worked example below - two returns against one invoice - was done on a live screen and every figure was read back afterwards.

1. Open a new return and choose the supplier first

Open Account payable → Return purchases and press New. Type the supplier's number into Supplier; Libra fills in the name, the account and the currency.

Leave the Details grid empty. The shortcut fills it for you.

2. Press Alt+X

With the new return still open, press Alt+X. A window called Client orders opens, listing the documents you already have from this supplier - its purchase invoices and goods receipts.

If nothing opens, one of two things is wrong:

• **A small message, Select an account, appeared in the top-right corner of the screen** for a few seconds, with a beep. You pressed Alt+X before choosing the supplier. Go back to step 1.
• Nothing happened at all. The return has already been saved. Alt+X only works while a document is being written; start a New one.

The first of those looks like this, and it is gone after a few seconds:

3. Pick the invoice, then the quantity to return

1. Tick the invoice in the upper list. Its lines appear in the lower list.
2. Press Edit at the top left of the window. Save and Cancel light up.
3. Tick each line you are returning, and type how many into Qty to deliver.
4. Press Save, then Send to invoice.

Two columns tell you what you may return:

• Quantity is what the invoice was for.
• Qty exist is what is still returnable - the invoice quantity minus what earlier returns already sent back. On the second return in this example it read 7.000, not 10.000.

The Fill all quantity exist to all items box at the bottom fills Qty to deliver with the whole returnable quantity for every ticked line, for when everything is going back.

Asking for more than Qty exist is refused:

The message says ordered, but the limit is Qty exist. Here 9 was typed against 7 returnable. Press Ok and type a smaller number.

4. Check the line, then save

Send to invoice closes the window and writes the line into your return: the item, the quantity you chose, and the invoice's own cost and VAT.

Add a Reference if you have one, then Save (or press F12).

5. Settle it against the invoice - Save pay

Saving opens Payment Installments, which applies the return to what you still owe on that invoice.

Here the invoice was for 106.371, and this return pays 31.911 of it. Scrolled to the right, the row reads Last paid 0.000 and Remain 74.460 - what is left owing on the invoice. Press Save pay.

The return takes its number, here 001-2026-RPI-1.

6. What the return changed

Read back after saving:

• The accounting entry is the purchase invoice run backwards: the supplier's account 40111 is debited 31.911, and the purchases account 60111 (28.749) and the VAT account 44210 (3.162) are credited.
• The invoice knows. In the Purchase invoices list, its Inventory status changed from Not delivered, Not Returned to Not delivered, Partially Returned.
• The Relation Matrix draws the chain. Select the invoice in the list and press Relation Matrix: the invoice points to each return made from it.

On this screen each return was drawn twice - once under its full number (001-2026-RPI-1) and once under a short number (1) - so two returns show four boxes. The amounts match; count the full numbers.

7. Why not type the lines in by hand?

You can: Purchase orders, receipts and returns shows a return filled in line by line. Alt+X is what ties the return to its invoice, and everything in section 6 comes from that tie - the Qty exist ceiling, the invoice's own cost and VAT, the amount taken off what you owe, the invoice's status line and the Relation Matrix. Use Alt+X whenever the goods came on an invoice you have in Libra.

8. Quick reference