Purchase Returns

Purchase Returns manage the return of goods to suppliers for credits, replacements, or refunds.

Overview

Purchase Returns enable you to:

Initiate returns to suppliers
Track return status
Request vendor credits
Manage return shipping
Process replacements
Document return reasons

Accessing Purchase Returns

Navigate to Purchase → Returns from the main menu.

Return List

Viewing Returns

Purchase Returns

Filter: [All Returns ▼] [Status ▼] [Date Range ▼]

┌────────────────────────────────────────────────────────────────┐
│ Return       │ Supplier       │ Date      │ Items │ Status     │
├────────────────────────────────────────────────────────────────┤
│ RTN-2026-045│ ABC Electronics│ Jan 22    │ 25    │ Approved   │
│ RTN-2026-038│ Global Parts   │ Jan 20    │ 10    │ Shipped    │
│ RTN-2026-032│ Tech Supplies  │ Jan 18    │ 5     │ Received   │
│ RTN-2026-025│ Quality Mfg    │ Jan 15    │ 50    │ Credited   │
│ RTN-2026-018│ Fast Freight   │ Jan 12    │ 8     │ Closed     │
└────────────────────────────────────────────────────────────────┘

Open Returns: 3
Pending Credit: $4,567.89

[+ New Return]

Return Status

Status Flow

Status	Description
Draft	Return being created
Pending	Awaiting supplier approval
Approved	Return authorized
Shipped	Items sent back
Received	Supplier received items
Credited	Credit note received
Replaced	Replacement received
Closed	Return completed
Rejected	Supplier denied return

Creating Returns

New Purchase Return

Click New Return
Select supplier
Choose items to return
Enter return reason
Submit return request

Return Form

New Purchase Return

Supplier: [Select Supplier ▼]
Return Date: [01/22/2026]

Supplier Selected: ABC Electronics

Reference Purchase:
├─ Purchase Order: [PO-2025-0156 ▼]
├─ Bill: [BILL-2025-156 ▼]
└─ Receipt: [RCV-2025-089 ▼]

Items Received (available for return):
┌────────────────────────────────────────────────────────────────┐
│ [x] │ Widget Pro       │ Received: 100│ Return: [25] │ $79.99 │
│ [ ] │ Gadget Plus      │ Received: 50 │ Return: [0]  │ $129.99│
│ [ ] │ Cable Kit        │ Received: 200│ Return: [0]  │ $24.99 │
└────────────────────────────────────────────────────────────────┘

Return Reason:
[Select Reason ▼]
├─ Defective/Not Working
├─ Wrong Item Received
├─ Damaged in Transit
├─ Quality Issues
├─ Over-shipment
├─ Not as Ordered
└─ Other

Detailed Description:
[25 Widget Pro units arrived with manufacturing     ]
[defects - screens not functioning properly         ]

[Cancel] [Save Draft] [Submit Return Request]

Return Details

Viewing Return

Purchase Return: RTN-2026-045

Return Information:
├─ Return Number: RTN-2026-045
├─ Date: January 22, 2026
├─ Supplier: ABC Electronics
├─ Status: Approved
├─ Created By: John Smith
└─ Supplier RMA: RMA-ABC-2026-789

Reference Documents:
├─ Purchase Order: PO-2025-0156
├─ Bill: BILL-2025-156
└─ Receipt: RCV-2025-089

Return Items:
┌────────────────────────────────────────────────────────────────┐
│ Product          │ SKU         │ Qty │ Price   │ Total        │
├────────────────────────────────────────────────────────────────┤
│ Widget Pro       │ WDG-PRO-001 │ 25  │ $79.99  │ $1,999.75    │
├────────────────────────────────────────────────────────────────┤
│ Return Value:                                   │ $1,999.75    │
└────────────────────────────────────────────────────────────────┘

Return Reason: Defective/Not Working
Notes: 25 units with manufacturing defects - screens not working

Resolution: Credit Note Requested

[Ship Return] [Print RMA] [Cancel Return]

Supplier Authorization

Request RMA

Request Return Authorization

Return: RTN-2026-045
Supplier: ABC Electronics

Contact: [email protected]

Request Details:
├─ Items: 25x Widget Pro
├─ Reason: Defective - manufacturing defect
├─ Value: $1,999.75
└─ Resolution: Credit Note

Request Method:
○ Send email to supplier
○ Log phone request (manual)
○ Submit via supplier portal

Email Template:
───────────────────────────────────────────────────────────────
Subject: Return Authorization Request - RTN-2026-045

Dear ABC Electronics,

We are requesting return authorization for the following items:

Order: PO-2025-0156
Item: Widget Pro (WDG-PRO-001)
Quantity: 25 units
Reason: Manufacturing defect - screens not functioning

Please provide RMA number and return instructions.

Thank you,
[Your Company]
───────────────────────────────────────────────────────────────

[Cancel] [Send Request]

Log RMA Response

Log RMA Response

Return: RTN-2026-045
Supplier: ABC Electronics

Authorization:
├─ RMA Number: [RMA-ABC-2026-789]
├─ Authorized Date: [01/22/2026]
├─ Valid Until: [02/22/2026]
└─ Authorized By: [Contact Name]

Return Instructions:
[                                                           ]
[Ship to: ABC Electronics Returns Dept                      ]
[123 Supplier Way, City, ST 12345                          ]
[Include RMA number on all packages                        ]

Special Conditions:
[ ] Restocking fee applies: [___]%
[x] Supplier pays return shipping
[ ] Replacement instead of credit
[ ] Partial credit authorized

[Save Authorization]

Shipping Returns

Create Shipment

Ship Return Items

Return: RTN-2026-045
Supplier: ABC Electronics
RMA: RMA-ABC-2026-789

Ship To:
ABC Electronics Returns Dept
123 Supplier Way
City, ST 12345

Items to Ship:
┌────────────────────────────────────────────────────────────────┐
│ Product          │ Qty │ Bin Location │ Status               │
├────────────────────────────────────────────────────────────────┤
│ Widget Pro       │ 25  │ RET-01       │ Ready to Ship        │
└────────────────────────────────────────────────────────────────┘

Shipping Details:
├─ Carrier: [UPS ▼]
├─ Service: [Ground ▼]
├─ Prepaid Label: [ ] Supplier provided
├─ Tracking: [_________________]
├─ Ship Date: [01/23/2026]
└─ Packages: [1]

Include in Package:
[x] RMA documentation
[x] Packing slip
[ ] Original invoice copy

[Cancel] [Create Shipment]

Track Return Shipment

Return Shipment Status

Return: RTN-2026-045

Shipment Details:
├─ Carrier: UPS Ground
├─ Tracking: 1Z999AA10123456784
├─ Shipped: January 23, 2026
└─ Status: In Transit

Tracking History:
Jan 25, 2:30 PM │ In Transit
               │ Departed - Chicago, IL
───────────────┼──────────────────────────────────
Jan 24, 8:00 AM│ In Transit
               │ Arrived - Chicago, IL
───────────────┼──────────────────────────────────
Jan 23, 4:30 PM│ Shipped
               │ Picked up - Columbus, OH

Expected Delivery: January 27, 2026

[Refresh Tracking] [Report Issue]

Receiving Credit

Log Vendor Credit

Receive Vendor Credit

Return: RTN-2026-045
Supplier: ABC Electronics

Return Summary:
├─ Return Value: $1,999.75
└─ Items: 25x Widget Pro

Vendor Credit Details:
├─ Credit Note Number: [CN-ABC-2026-456]
├─ Credit Date: [01/28/2026]
├─ Credit Amount: $[1,999.75]
└─ Reference: [RMA-ABC-2026-789]

Adjustments:
├─ Restocking Fee: $[0.00]
├─ Shipping Deduction: $[0.00]
└─ Other Adjustment: $[0.00]

Net Credit: $1,999.75

Apply Credit:
○ Apply to outstanding bills
○ Keep as account credit
○ Request refund

[Cancel] [Record Credit]

Apply Vendor Credit

Apply Vendor Credit

Credit: CN-ABC-2026-456
Available: $1,999.75

Outstanding Bills:
┌────────────────────────────────────────────────────────────────┐
│ Bill          │ Date      │ Outstanding │ Apply               │
├────────────────────────────────────────────────────────────────┤
│ BILL-2026-089│ Jan 20    │ $3,456.78   │ $[1,999.75]         │
│ BILL-2026-092│ Jan 22    │ $2,345.67   │ $[      ]           │
└────────────────────────────────────────────────────────────────┘

Application Summary:
├─ Credit Amount: $1,999.75
├─ Applied: $1,999.75
└─ Remaining: $0.00

[Cancel] [Apply Credit]

Replacement Processing

Receive Replacement

Receive Replacement Items

Return: RTN-2026-032
Supplier: Tech Supplies
RMA: RMA-TS-2026-123

Resolution: Replacement

Expected Items:
┌────────────────────────────────────────────────────────────────┐
│ Product          │ Original │ Replacement │ Received          │
├────────────────────────────────────────────────────────────────┤
│ Circuit Board XL │ 5        │ 5           │ [5]               │
└────────────────────────────────────────────────────────────────┘

Replacement Details:
├─ Supplier Shipment: SHP-TS-2026-456
├─ Tracking: 1Z999BB10234567895
├─ Received Date: [01/28/2026]
└─ Condition: [Good ▼]

Quality Check:
[x] Items inspected
[x] Quantity verified
[x] Defect resolved

[Cancel] [Complete Receipt]

Return Reports

Return Summary

Purchase Return Report

Date Range: January 1 - January 22, 2026

Summary by Reason:
┌────────────────────────────────────────────────────────────────┐
│ Return Reason    │ Count │ Value       │ % of Total           │
├────────────────────────────────────────────────────────────────┤
│ Defective        │ 12    │ $8,456.78   │ 45%                  │
│ Damaged          │ 8     │ $4,567.89   │ 24%                  │
│ Wrong Item       │ 5     │ $3,234.56   │ 17%                  │
│ Quality Issues   │ 3     │ $1,567.89   │ 8%                   │
│ Over-shipment    │ 2     │ $1,234.56   │ 6%                   │
├────────────────────────────────────────────────────────────────┤
│ Total            │ 30    │ $19,061.68  │ 100%                 │
└────────────────────────────────────────────────────────────────┘

Resolution:
├─ Credited: 22 ($15,234.56)
├─ Replaced: 5 ($2,345.67)
└─ Pending: 3 ($1,481.45)

Supplier Return Analysis

Supplier Return Analysis

Period: Last 12 Months

Suppliers by Return Rate:
┌────────────────────────────────────────────────────────────────┐
│ Supplier         │ Purchases │ Returns   │ Return Rate        │
├────────────────────────────────────────────────────────────────┤
│ ABC Electronics  │ $89,456   │ $4,567    │ 5.1% ⚠️            │
│ Tech Supplies    │ $67,890   │ $1,234    │ 1.8%               │
│ Global Parts     │ $45,678   │ $567      │ 1.2%               │
│ Quality Mfg      │ $34,567   │ $234      │ 0.7%               │
└────────────────────────────────────────────────────────────────┘

⚠️ ABC Electronics exceeds 5% return threshold

Best Practices

Initiating Returns

Document issues thoroughly
Photograph defects
Request RMA promptly
Track authorization expiry

Processing

Follow supplier instructions
Use proper packaging
Include all documentation
Track shipments

Credit Management

Verify credit amounts
Apply credits promptly
Monitor pending credits
Reconcile regularly

Troubleshooting

Common Issues

Return rejected

Review supplier policy
Verify return window
Provide more documentation
Escalate to management

Credit not received

Follow up with supplier
Verify items received
Check processing time
Escalate if needed

Items lost in transit

File carrier claim
Contact supplier
Document everything
Request replacement

Credit amount incorrect

Compare to original PO
Review deductions
Dispute if needed
Document resolution

Purchase Returns ​

Overview ​

Accessing Purchase Returns ​

Return List ​

Viewing Returns ​

Return Status ​

Status Flow ​

Creating Returns ​

New Purchase Return ​

Return Form ​

Return Details ​

Viewing Return ​

Supplier Authorization ​

Request RMA ​

Log RMA Response ​

Shipping Returns ​

Create Shipment ​

Track Return Shipment ​

Receiving Credit ​

Log Vendor Credit ​

Apply Vendor Credit ​

Replacement Processing ​

Receive Replacement ​

Return Reports ​

Return Summary ​

Supplier Return Analysis ​

Best Practices ​

Initiating Returns ​

Processing ​

Credit Management ​

Troubleshooting ​

Common Issues ​