Purchasing Return Orders

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General

A return order is a list of goods that are being returned to the selling party. Return orders may be processed for customers (Return Merchandise Authorization, or "RMA") and vendors (Return To Vendor, or "RTV").The Return Orders module allows you to view, create, and modify return orders.

For more information regarding RMAs continue here.

List View

Filters
Return orders may be sorted on Number, Customer/Vendor, Status, and Completed Date by clicking the filter heading. You may filter for return orders that match specific criteria by typing a value in the text field or selecting an option from the drop-down list. Clicking the Clear Filters button will clear your search. Any filters that are applied in list view will carry over to the List Navigator in the Detail View.
Quick Action
  • Delete Return Order - Remove the return order record from the list view and archive the record in LOCATE. Return orders with a status of issued, complete or voided cannot be deleted. This action cannot be undone from the list view.

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Return Order Detail View

Vendor
  • The return order will list the vendor name, default phone and default email address.
Created On and Issued On Dates
  • The Created On date refers to when the return order was generated and saved. The Issued On date will populate when the return order is issued. These dates cannot be modified.
Output Purchase Order
  • RTVs will generate an output purchase order via which to receive a credit type line or a replacement part from the vendor.
Line Items
  • View the type, status, linked orders, part number, part name, site, whether or not you will send the item back, quantity, cost, and line item total. For more information on Line Items, visit the Line Items main page.
  • Below the line items, you'll find the order total.

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Module Navigation Bar

Details

  • View and edit all order information for the return order.
  • You may add expiration dates to return orders, which is for reference only.
  • The address information at the bottom of the page shows the billing and shipping addresses for the original purchase order.
  • You may modify the addresses by clicking Edit.

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Notes

View and edit notes pertaining to the return order.

  • Notes are for internal use only and will not be displayed on order documents.
  • Entered notes may be filtered or sorted.
  • You may also modify a specific note by clicking the Edit or Delete button.
Enter a New Note
  1. Type the note in the text box with "Start typing a new note..." prompt.
  2. Click Save Note.
  • There is no character limit, but special formatting is not supported.

Use the memo field on the Details sub-tab for special instructions that you would like to be visible to the vendor.

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Docs

This sub-tab allow you to upload and download any pertinent documents you wish to associate with a return order. For example, a PDF copy of the original purchase order for reference. See our Documents page for instructions on how to upload and download documents in LOCATE.

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Operations

  • Any operations records linked to the return order will be displayed in this sub-tab.
  • While a record cannot be created from this page, records are hyperlinked and allow you to quickly access that specific record in the appropriate module.

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Custom

  • Any custom fields pertaining to a return order will reside in this tab. If a custom field is required, it will be necessary to fill out when creating a return order.
  • Click the following link to learn more about Custom Fields.

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Actions

  • Issue Return Order - Change the status of the return order from unissued to issued, which queues RTV line items for picking.
  • Unissue Return Order - Change the status of the return order from issued to unissued, which removes RTV line items from the picking queue.
  • Send Email - Send an email to the vendor. For more information on email, continue here.
  • Audit - View the history of modifications made to the return order record, including the user who made the modification and when.
  • Void Return Order - Change the status of the return order from issued to voided. This action may not be completed if a subsequent process (i.e.: picking, packing) has been started or completed; those actions will first need to be unissued or voided, if possible.
  • Delete Return Order - Remove the return order record from the list view and archive the record in LOCATE. This action cannot be undone from the list view.

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Create RTV

RTVs may be created in the Purchase Orders Module and Return Orders Module.

From the Purchase Orders Module

  1. Open the Purchasing module category and select Purchase Orders.
  2. Navigate to the purchase order for which you would like to create a return.
  3. Click Actions, and select Create Return Order.
  4. In the return order wizard, click the check-boxes for the line items that are being returned.
    • Enter the quantity to return, whether or not you will receive the item back into inventory, and the return reason.
      1. For information on return types, click here.
      2. Return reasons must be created in Settings before they may be selected on a return order. Click here for more information.
  5. Click Submit.

You will be redirected to the return order profile page to edit details, add notes, attach documents, or add custom fields, as necessary. You also have the option to add additional return items from purchase orders issued for that vendor in the past, or for specific parts. Click here for more information on adding lines to the return order.

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From the Return Orders Module

  1. Open the Purchasing module category and select Return Orders.
  2. Click New Return Order in the upper left corner.
  3. Fields:
    • Return Order Type - Select RTV.
    • Quick Create - This feature will generate a blank return order to which you may add lines from the return order profile page.
    1. Enter the vendor name
    2. Click Create Return.
    3. On the return order detail page use the Add Additional Return Items section to add lines to the return order.
    • Order Search - This feature allows you to search and select purchase orders from which to create a return order.
    1. Use the filters to find the purchase order you would like to return.
    2. Click Select.
      1. In the return order wizard, click the check-boxes for the line items that are being returned.
      2. Enter the quantity to return, whether or not you will send the item back to the vendor, and the return reason.
        • RTVs will only allow for the credit return type. For information on return types, click here.
        • Return reasons must be created in Settings before they may be selected on a return order. Click here for more information.
      3. Click Submit.

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Issue/Unissue Return Order

Issue Return Order

  1. Open the Purchasing module category and select Return Orders.
  2. Navigate to the return order list view.
  3. Use the header sorting or filters to find the order to be issued.
  4. Click the order number link.
  5. Click the Actions menu, and select Issue Return Order.

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Unissue Return Order

A return order may be unissued to allow for editing, if the resulting pick has not been started. Otherwise, you will need to revert any subsequent actions (such as picking or packing) prior to unissuing the return order.

  1. Open the Purchasing module category and select Return Orders.
  2. Navigate to the return order to be unissued.
  3. Open the Actions menu, and select Unissue Return Order.

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Delete Return Order

Return orders with a status of issued, complete or voided cannot be deleted.

  1. Navigate to the return order list view.
  2. Use the header sorting or filters to find the order to be deleted.
  3. You may either:
    • Click Quick Action, and select Delete Sales Order. OR,
    • Click the order number, click the Actions menu, and select Delete Sales Order.

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