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RMAs / returns
Send defective or wrong parts back to your vendor and track them all the way to credit — without losing the paper trail or your inventory count.
Creating an RMA
Orders → RMAs → New RMA. Two ways to start:
- From a source PO — link the RMA to the PO you bought the part on, so the cost and history carry over.
- Freestanding — no PO needed; just pick the vendor and add the items.
For each line add the SKU, quantity, reason for return, and cost. Add notes/instructions for the vendor. Save it as a draft.
Sending to the vendor
- Send to Vendor. Open the RMA → Send to Vendor. It emails the RMA to the supplier's address.
- It's now "submitted." The status moves from draft to submitted so you can track what's outstanding.
- Resend anytime if the vendor needs another copy — status doesn't change.
Printing an RMA
Open any saved RMA and click 🖨️ Print. You get a clean Return Merchandise Authorization document — your business letterhead (from Settings → Business Identity), the RMA number, vendor, an items table with reasons and total return value, and a two-party signature block. Drop it in the box with the return.
The RMA lifecycle
| Status | What it means |
|---|---|
| Draft | Being built. Editable. Nothing has happened yet. |
| Submitted | Sent to the vendor; waiting on them. |
| Approved | You confirmed the return is going back — this deducts the quantities from your Shopify inventory at the location you choose. Irreversible. |
| Credit received | The vendor issued your credit/refund. Closed. |
| Rejected | Vendor declined the return. Closed. |
Heads up: Approve is the step that touches inventory — only approve once the parts are actually leaving, since it deducts stock and can't be undone.
FAQ
I can't edit an RMA anymore.
Once an RMA is approved or credit received, it's locked — the items were already deducted from inventory. Create a new RMA if you need to return more.
The send failed with "could not save."
Make sure the vendor email is filled in and each line has a SKU and quantity, then retry. If it still fails, contact [email protected].