Free supplier return note generator

Create a supplier return note that leaves nothing unclear.

Goods are going back. Make sure the paperwork goes with them. Record exactly what you are returning, why it is being returned, which purchase it belongs to and the value you expect the supplier to credit.

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Create supplier return noteComplete the details, choose a design, then review the finished note below. Sample data is pre-filled so you can immediately see how a completed supplier return note renders.

Your business

Who is returning the goods? Add the business details the supplier should see.

Your logo

Upload logo

PNG, JPG, WEBP or SVG.

Business nameEmailPhoneWebsite

Business address

Supplier

Who are the goods going back to? Add the supplier receiving the returned stock.

Supplier / company nameContact personEmailPhone

Supplier address

Supplier return note details

Connect this return to the purchase it came from.

Document titleReturn note numberReturn date

Currency

Changing currency changes display only. It does not convert values.

Purchase order referenceConnect the return to the original order.

Purchase order number

Supplier invoice referenceMatch the return to the supplier's original invoice.

Supplier invoice number

Goods received note referenceLink the return back to the goods originally received.

Goods received note number

Stock locationRecord where the returned goods came from.

Location / warehouse

Goods being returned

Add each returned product, quantity, unit cost, condition and reason for return.

Item 1

Returned itemQtyUnit cost

Description

ConditionReason for return

Item 2

Returned itemQtyUnit cost

Description

ConditionReason for return

Value of goods being returned

The supplier return note calculates the expected return value from quantities and unit costs.

Tax adjustmentInclude tax only when it applies to this return.

Expected supplier credit: This is the value you expect based on the return. The supplier's actual credit note remains the final supplier-issued credit document.

Return logistics

Record how the goods are getting back to the supplier.

Return methodCourier, supplier collection, in-person return or another method.

Return methodTracking / delivery reference

Return details

Give the supplier enough information to process the return without another round of questions.

Return reasonExplain why the goods are being returned.

Return reason

Additional notesAdd anything the supplier needs to know about the return.

Additional notes

Authorized signatureAdd an authorization line when the return needs sign-off.

Choose your document design

Select one of six clearly different layouts. Your full-size document preview updates below this section.

Template

Brand colour

Heading fontBody font

Density

Live previewWhat you see is what prints.

BelvaraWestlands Business Park Nairobi, Kenya accounts@belvara.co.ke 0700 000000 www.belvara.co.ke

Supplier Return Note

# SRN-2026-014
Return date 08 Nov 2026
Purchase order PO-2026-184
Supplier invoice INV-KWS-8842
Goods received note GRN-2026-091
Stock location Westlands Store

Returning businessBelvaraWestlands Business Park Nairobi, Kenya accounts@belvara.co.ke

SupplierKilimani Wholesale Supplies LtdGrace Mwangi Enterprise Road Industrial Area, Nairobi accounts@kilimaniwholesale.co.ke 0700 000000

Returned item	Qty	Unit cost	Amount
Canned tomatoes 400gTwo cartons with damaged packagingCondition: Damaged packagingReason: Packaging damaged on arrival	24	Ksh 180.00	Ksh 4,320.00
Cooking oil 5LItem supplied did not match the purchase orderCondition: Incorrect itemReason: Does not match purchase order	6	Ksh 1,250.00	Ksh 7,500.00

ReferencesPurchase order PO-2026-184 Supplier invoice INV-KWS-8842 Goods received note GRN-2026-091 Stock location Westlands StoreReturn reasonTwo cartons arrived with damaged packaging and one item supplied did not match the purchase order.Additional notesSupplier collection arranged for 03 Oct 2026. Please confirm receipt of the returned goods and issue the relevant credit note against supplier invoice INV-KWS-8842.

Expected goods valueKsh 11,820.00

Expected supplier creditKsh 11,820.00

Return logisticsSupplier collection COLL-02-10-26

Authorized signature

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The Belvara effect

The supplier return note is done. The return is not.

Ksh 11,820.00 of stock is going back to your supplier. The supplier return note records the return, but not whether the goods actually left inventory, whether the supplier received them or whether the expected credit arrived. Belvara keeps the return open until the business side is resolved.

Email for early access

Know which returns are still openSee which supplier returns are waiting for collection, confirmation or credit.

Keep stock and purchasing connectedThe purchase, goods received, supplier return, inventory movement and supplier balance stay part of the same record.

See the business, not just the documentKnow what was returned, what was credited and what still needs action.