Return & Claims Management Software South Africa

Yes. Once a return is approved the platform raises a VAT-compliant credit note in rand, ready for your SARS invoicing records, and adjusts the customer's outstanding balance in the same step, so finance never keys it a second time.

A secondary return sits against an order: a spaza shop, tuck shop or pharmacy sending stock back to its distributor. A primary return sits against a GRN: a distributor or independent wholesaler returning stock to the brand or supplier as RTV.

The reason list is fully configurable. A typical South African setup covers damaged, expired, near-expiry, wrong order, market return and short delivery. Every reason maps to a resolution path — either a replacement or a credit note.

Every return carries the batch number from the original delivery. Returned quantity is reconciled at batch level, expired SAHPRA-regulated stock is flagged for controlled disposal, and sellable stock updates on its own.

Approval follows the distribution hierarchy. A retailer return clears at the distributor; a distributor return clears at the brand. Workflow Automation supports up to seven levels, set either by role or by hierarchy.

When a GRN at a Durban, Johannesburg or Cape Town warehouse shows fewer cartons than the invoice, the distributor raises a primary return on that GRN. Approval posts a supplier debit note, so the shortage lands with the supplier rather than on the customer ledger.

Yes. Reps record returns at the counter even where mobile coverage is weak or absent, on a rural route or in a township pocket. Entries are held on the phone and sync to the portal the moment connectivity comes back.

Four header cards show Returns MTD, Open Returns, Resolved MTD and Total Returns, all valued in rand. The table below lists Return number, Date, Customer, Channel, Reason, Items, Quantity, Value, Credit Note and Status for every record.