Customer Returns & RMA Management

Efficiently manage customer returns, process RMAs, and handle refunds with complete workflow tracking. Streamline the entire returns process from authorization to inspection, restocking, and refund processing.

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Core Features

Complete returns and RMA processing solution

RMA Authorization

Create and authorize return requests with unique RMA numbers linked to orders or sales for easy tracking.

Status Workflow

Track returns through complete lifecycle: Requested → Authorized → In Transit → Received → Inspected → Approved/Rejected → Refunded → Completed.

Inspection Management

Inspect returned items, document condition, and determine approval or rejection with detailed notes and findings.

Restocking Control

Manage restocking status for approved returns: mark as restocked, damaged, or disposed with warehouse tracking.

Refund Processing

Process full or partial refunds, track refund status (Pending, Partial, Completed, Rejected), and maintain financial records.

Serial Number Tracking

Track returned items by serial numbers for accurate inventory reconciliation and warranty management.

Returns Analytics

View comprehensive statistics including total returns, pending counts, completed returns, and total refund amounts with visual dashboards.

Advanced Filtering

Filter returns by status, date range, customer, order/sale reference, or RMA number for quick access to specific returns.

Status History

Complete audit trail of all status changes with timestamps, user details, and comments for full transparency.

Key Workflows

Creating a Return Request

  1. Click "Create Return" button to open the return form
  2. Select customer and link to original order or sale
  3. Add items to return with quantities, serial numbers, and return reasons
  4. System automatically generates unique RMA number for tracking
  5. Enter customer notes and save - return status starts as "Requested"

Authorizing RMA

  1. Review return request details and validate customer information
  2. Click "Authorize RMA" to approve the return request
  3. System updates status to "Authorized" and customer can proceed with shipping
  4. Track shipment with provided tracking number if available

Receiving and Inspecting Returns

  1. Mark return as "In Transit" when customer ships items back
  2. Upon receipt, mark as "Received" with receiving user details
  3. Inspect returned items and click "Inspect Items" to open inspection modal
  4. Document item condition and enter inspection notes
  5. Approve or reject items based on inspection findings

Restocking Approved Returns

  1. For approved items, click "Restock Items" button
  2. Select warehouse location for restocking
  3. Update restock status (restocked, damaged, disposed) per item
  4. System automatically updates inventory with returned serial numbers

Processing Refunds

  1. Click "Process Refund" for approved returns
  2. Review refund amount (full or partial based on inspection)
  3. Select refund method (original payment, store credit, etc.)
  4. Enter refund details and confirm processing
  5. System tracks refund status and updates financial records

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