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Return a fixed asset to the supplier

Returning a purchased machine, vehicle or piece of furniture works like a purchase return, but the credit goes to the asset's own ledger and each returned unit is picked by its serial number.

  • Accounting Purchase returns
  • 2 min read
  • Updated October 20, 2026

For Accountant

What it is

The Purchase return (fixed assets) screen sends back an asset you bought with the Purchase fixed assets screen (Buy a fixed asset). It is the same as a Return goods to a supplier, with these differences:

  • You return units by serial number, from the units of the invoice you name.
  • The credit goes to the asset's Fixed assets ledger (the asset's own, or the company's from Configuration > Fixed assets), not to the purchase return ledger.
  • A returned unit stops depreciating: it is left out of the depreciation calculation (Depreciate fixed assets).

Make a return

  1. Choose Add
    Who
    Accountant
    Where
    Purchase return (fixed assets) > Add
    What changes
    Add purchase return opens. It needs a numbering series for purchase returns.
  2. Find the invoice in Ref. invoice no
    What changes
    The supplier and the asset lines come in.
  3. Choose the units that go back
    What changes
    On each line open the serial numbers and keep only the units you return.
    Needs
    A quantity above 0, a warehouse on each line, and not more than the invoice had.
  4. Save
    What changes
    "Purchase return (number) saved successfully." The supplier's account goes down and the asset's value leaves the asset ledger.
What an asset return changes
AreaChange
Supplier's accountYou owe the supplier less
Fixed assets ledgerCredited by the cost of the returned units
StockThe units leave the warehouse
DepreciationStops for the returned units. Depreciation already posted is not reversed
Worked example: one of two laptops goes back

Of the two laptops in the Buy a fixed asset example (90,000 each plus VAT at 13%), LT-002 is faulty and goes back to XYZ Suppliers. In Ref. invoice no find the purchase, and keep only LT-002 in the line's serial numbers.

AreaChange
XYZ Suppliers' accountDebited by 101,700 (90,000 plus VAT of 11,700): you owe that much less
"Computers" (the Fixed assets ledger)Credited by 90,000: the returned laptop's cost leaves it
Purchase VATCredited by 11,700: the VAT on the returned laptop is reversed
StockLT-002 leaves the warehouse; LT-001 stays
DepreciationLT-002 is left out of depreciation from now on. Depreciation already posted for it stays in the books

After saving

The messages are those of the purchase return (Return goods to a supplier). Edit works until the return is approved (where approval is on) or its year is locked; Delete depends only on your role's permission. When your company has IRD on, neither Edit nor Delete is offered on this page (Change or delete a saved purchase document).

Related guides

Buy a fixed asset Buying a machine, vehicle or furniture uses its own purchase invoice. The cost goes to the asset's ledger instead of purchases… Return goods to a supplier A purchase return sends goods back to the supplier against an invoice. It reduces what you owe (or creates a credit if you… Set up fixed assets and read the register Fixed assets are set up in three levels: a category, an asset (with its ledgers and depreciation rules), and one policy row for… Depreciate fixed assets Each unit's depreciation rules are kept on its policy, but in this release depreciation is not posted for you: post it yourself… Dispose of a fixed asset Disposing of a unit records the money received, takes the asset's value off its ledger and books the gain or loss. In this…