Apply Landed Costs and Process a Goods Return

Two things can still happen after goods are received that this page covers. First, the price on the invoice is rarely the whole cost of getting goods to your shelf — there is freight, duty and clearing on top. A landed-cost voucher spreads those extra costs across a goods receipt’s lots so stock is valued at its true delivered cost, not just the supplier’s price. Second, sometimes goods have to go back: a goods return (raised as a debit note — a document that reduces what you owe a supplier, the mirror of an invoice) sends stock back and reduces the payable.

Who / when: the store manager raises and applies landed costs (re-valuing inventory) and confirms returns (sending stock back); a procurement manager holds the apply and confirm permissions. We will follow Sade the store manager for both flows.

Apply a landed-cost voucher

1. Store manager — open Procurement → Landed Cost and press “New Voucher”.
2. Store manager — pick the Goods Receipt the extra costs belong to, choose how to Apportion By (the basis for splitting the cost across lots — by value, quantity or weight), and set the Currency.
3. Store manager — under Charges, press “Add Charge” for each extra cost — freight, customs duty, clearing — giving each a description, an amount, and optionally the expense Account it came from. Press “Create” to save it as a draft.
4. Store manager — open the voucher and press “Apply”. Veona apportions the total charge across the receipt’s lots on the basis you chose and re-costs each lot: the Lot Allocations table shows, per item, the unit cost before and after. The lots are now valued at their true landed cost. Applying posts Dr Stock-in-Hand / Cr GRNI — the same accrual shape as the original receipt, lifting the inventory value by the apportioned cost.

Tip

Apply landed costs before you draw the stock down where you can, so issues and dispenses leave at the true cost. Choose the apportionment basis to fit the charge: freight by weight, duty by value, a flat clearing fee by quantity — whichever reflects how the cost was really incurred.

Process a goods return / debit note

1. Store manager — open Procurement → Returns and press “New Return”.
2. Store manager — pick the Supplier the goods go back to and the From Store they leave from, set the Currency, and record a Reason for the return.
3. Store manager — under Return Lines, press “Add Line” for each item. Pick the item, then the specific Batch (lot) it is leaving from — batches are store-scoped, so choose the store first — and set the Qty and Unit Cost. Press “Create” to save the draft.
4. Store manager — open the return and press “Confirm Return”. Confirming does two things: it decrements the named lot (a return stock movement, so on-hand falls by exactly what went back), and it posts the debit note to the ledger — Dr Accounts Payable / Cr GRNI, reducing what you owe the supplier.

Note

A confirmed return is recorded against the lot it left from, so on-hand always traces to a real movement — the same discipline as every other stock change (see Keep a Signed Stock Movement Ledger). The supplier master and the lots themselves live in the Stock module; the return document and its posting are raised here in Procurement.

What happens next

A landed cost leaves your stock valued at what it truly cost to land, so margins and consumption are honest. A return leaves the supplier owing you less and your shelf holding less, both in step. Both flows close cleanly back into the ledger — the AP balance, GRNI and inventory value all reflect the adjustment. For the wider ledger view, see the Finance & Accounting journey; for inventory, the Medication & Supply — Rx & Stock journey.

Follow the trail

• Previous: Pay a Supplier and Clear the Payable
• Related: Receive the Goods Against the Order · Three-Way Match and Post a Purchase Invoice · Keep a Signed Stock Movement Ledger