Returning Items to Supplier When Original Purchase Invoice is in Another System or Missing

When to use this instruction

When the customer requests a return of an item to the supplier and the original purchase invoice is not present in Qoyod (for example: the customer was using an old accounting system in 2025 and switched to Qoyod in 2026, or the item was added to the system as an opening balance).

The Solution

The solution in Qoyod is to create a debit note, and from the “Original Purchase Invoice” field, you’ll see an option for “External reference for original purchase invoice”, click on it and add the external invoice reference (invoice number from the old system).

Steps

1. Go to Purchases and then click on “Debit Notes” from the top menu options
2. Click Add New Debit Note.
3. In the “Original Purchase Invoice” field, click on the “External reference for original purchase invoice” option.
4. Enter the invoice number/reference from the old system manually.
5. Complete filling in the debit note details (supplier, item, quantity, price) and save.

Important Notes

• The same procedure applies to inventory items and non-inventory items (expenses), the only difference is that inventory items must be available in inventory in the required quantity for the save to be accepted.
• If the item is an inventory item and was not originally in Qoyod, make sure it’s added within the opening inventory balance before creating the return.
• If the debit note doesn’t save, the reason is usually insufficient quantity in inventory, check the inventory report.