Return & Claims Management Software Vietnam

The credit note comes out automatically once approval clears, carrying a reference back to whichever e-invoice the goods were billed on originally. Every business in Vietnam has had to e-invoice since 1 July 2022, so this correction runs on the exact same rails as the original sale rather than off to the side. That single transaction is also what clears the VND value from the outlet's outstanding balance, so finance isn't keying the figure in twice.

A secondary return moves one tier upward and sits against an order, most often a tạp hóa outlet, a minimart or a pharmacy sending stock back to whichever distributor supplied it. Go one tier further and it becomes a primary return, raised against a GRN instead, with the distributor (nhà phân phối) or a wholesaler pushing the stock on to the brand as RTV.

You define the list yourself. In practice, most distribution teams here end up with damaged, expired, near-expiry, short delivery, wrong order and unsold festive stock, and that last category does most of the work in the weeks that follow Tết. Because each code carries its own disposition, a near-expiry swap never gets routed the same way as a write-off or a supplier claim.

The batch a line was delivered on stays attached to it all the way through, which is why quantities net off at batch granularity instead of just at SKU level. Stock that's near expiry gets kept apart from stock already past its date, sellable inventory adjusts itself, and anything the Drug Administration of Vietnam or the Vietnam Food Administration regulates goes into controlled destruction rather than back onto a shelf.

The tiers already used by the trade are what approval follows: a distributor signs off an outlet's claim, the brand signs off a distributor's, and a Sales Supervisor or Area Sales Manager gets inserted between the two wherever the claim value calls for a second look. Up to seven levels can be built in Workflow Automation, configured by role or by hierarchy.

Heat and humidity take their toll on anything spending long hours on the road between Hai Phong, Da Nang and Ho Chi Minh City, and crushed, swollen or short cartons show up often enough that the process needs to be built in rather than handled case by case. It starts at the receiving warehouse, which opens a primary return on the GRN and logs what was ordered against what actually landed; once that clears approval, a supplier debit note follows, and the loss stays upstream instead of hitting the customer ledger.

Yes, and that is one of the stronger arguments for tightening it. Because every claim is matched to the batch and the invoice the goods were despatched on, anything presented for credit that cannot be traced to a real delivery is held and flagged rather than quietly accepted. Counterfeit and diverted stock is a recognised problem in Vietnamese FMCG, and returns are one of the doors it walks in through.

Four VND-valued cards sit across the top: Returns MTD, Open Returns, Resolved MTD and Total Returns. Below them runs the register itself, one row per claim, with return number, date, customer, channel, reason code, items, quantity, value, credit note reference and current status all in view.