Provisional sales return, approved later

Q: The Approve button never appears for the manager.

The manager must be in an approver group set up for the Sales return (Provisional) module, and their user must be linked to an employee record. Ask the administrator ( Approvals for purchases and vouchers ).

A provisional sales return is a request that books nothing. When an approver approves it, it becomes a real sales return with its own number.

Accounting Returns
3 min read
Updated October 20, 2026

For Sales clerk Owner or manager Accountant

What it is

A provisional sales return is a return waiting for permission. A clerk can record that a customer is bringing goods back, with the invoice, products and quantities, but nothing changes in the books or in stock. A manager or approver then approves it. Approving transfers it into a real Take goods back with a sales return with a new number from the sales return series.

Open Sales return (Provisional) (the page title). It has the same fields as a return.

The two steps

Record the request
Who
Sales clerk
Where
Sales return (Provisional) > Add
What changes
The provisional return is saved with a number from the provisional series. No ledger or stock change.
Approve it
Who
Approver, such as the manager or accountant
Where
Sales return (Provisional) > the return > Approve
What changes
The approver chooses the return series, and for a cash sale the receipt series, and confirms. A real sales return is made with a new number; the money goes back and the goods return as for any return. The screen says "Provisional sales return approved and transferred to sales return successfully."
Needs
In companies with IRD, the approval date is today. A return series, and where needed a receipt series, a Cash ledger and an adjustment series for expiry/breakage.
Approval
The approver must be set up for the Sales return (Provisional) module in the company's approver groups.

Until it is approved, the provisional return can be edited or deleted. After approval it is a normal return, so read Take goods back with a sales return for what it changes.

Worked example: a return that waits for the manager

On Monday ABC Traders brings back 2 units from an invoice that billed them at 1,000 each with VAT at 13% (the rate set up for this example). The clerk records a provisional return of the 2 units against the invoice. The manager approves it on Tuesday.

	Monday, after the clerk saves	Tuesday, after the manager approves
The document	A provisional return, numbered from the provisional series	A sales return with a new number from the sales return series
ABC Traders' account	No change	Credited 2,260 (2,000 + VAT 260)
Stock	No change	2 units back in the warehouse
The invoice	No change	Its Due amount falls by 2,260
IRD (when on)	Nothing is sent	The credit note goes with the next scheduled retry, not at once (How bills reach the IRD, and what to check when one does not)

Until Tuesday the clerk can still edit or delete the provisional return. The approval itself is always dated the day it is made.

Common questions

The Approve button never appears for the manager.

The manager must be in an approver group set up for the Sales return (Provisional) module, and their user must be linked to an employee record. Ask the administrator (Approvals for purchases and vouchers).

The approved return still shows Sync with IRD = No.

An approved provisional return is not sent the moment it is approved. The scheduled retry sends it, normally within about an hour; IRD data synchronization on the IRD API screen sends it at once (How bills reach the IRD, and what to check when one does not).