Invoice for the return of goods from a supplier in Russia – filling guide

The return of goods to a supplier is not only an important process in business management, but also a key moment in financial accounting. The correct preparation of an invoice for the return of goods is an integral part of this process. In this article, we take a detailed look at how to properly prepare a goods return invoice and what to look out for.

Basic principles of preparing a return

Returning goods to a supplier requires special attention and accuracy in the execution of the documentation. To begin with, it is important to clearly understand what documents need to be prepared. The main ones are the return deed, the invoice and, in some cases, the delivery note.

These documents must then be carefully and accurately completed. It is important to provide all the necessary details, including the name of the goods, the quantity, the reasons for the return, as well as the details of the supplier and the buyer. Particular attention should be paid to the invoice, as it plays a key role in financial accounting and tax deductions.

In addition, the legislation governing the returns process should be taken into account. Different jurisdictions may have different documentation requirements as well as return conditions. For example, some countries require the reasons for returning goods to be set out in the return certificate, which may affect subsequent taxation.

It is also worth remembering to follow your company’s internal accounting procedures. This includes recording all returned goods in the accounting system, adjusting stock balances and updating financial statements.

Invoice preparation steps

Preparing an invoice for returned goods is a process that requires attention to detail at every stage. Here are the basic steps to follow:

• Preparation of source data: The first step is to collect all the necessary data on the returned goods. This includes information about the original purchase, including date of purchase, original invoice, terms of purchase and reasons for return.
• Filling in the basic data: The return invoice should always contain basic data such as the name of the goods, quantity, price, total cost of the return and the details of the supplier and purchaser.
• Statement of reasons for return: Clearly and specifically state the reasons for returning the goods. The goods may be faulty, not in accordance with the specifications or for other reasons. An accurate statement of reasons will help avoid misunderstandings and potential disputes.
• Calculation of taxes and discounts: Certain tax credits or discounts may apply to returns. Make sure all these calculations are done correctly and reflected on the invoice.
• Verification and approval: Once the invoice has been completed, it is important to carefully check all data for errors. An incorrectly completed invoice can lead to legal problems and financial loss.
• Finalising and sending the document: Once the invoice has been checked and approved, it should be finalised accordingly and sent to the supplier. This can be done electronically or on paper, depending on the parties’ preferences and requirements.
• Recording and archiving: Once the invoice has been submitted, it is important that it is properly recorded in the accounting system and archived for future accounting and tax purposes.

These steps will help to ensure that the goods return invoice is completed correctly and in accordance with the applicable legal and accounting requirements.

Legal aspects of returning goods

Returning goods to a supplier involves not only financial aspects, but also legal ones. It is important to understand what rights and obligations both parties to the transaction have, as well as how to correctly draft all the necessary documents from a legal point of view.

Typical mistakes and how to avoid them

When drafting an invoice for the return of goods, it is easy to make mistakes that can lead to financial losses or legal problems. In this section, we take a look at the most common mistakes and suggest how to avoid them.

In summary, correctly invoicing a return of goods to a supplier is a key element of a successful business. By taking the above recommendations into account, you can minimise the risks and ensure that the whole process goes smoothly and without unnecessary problems.