Returns Orders – Help Center

1. Return Orders Overview

The Return Orders page helps you manage and track all product returns in one place. It shows important details for each return order, like the order number, customer reference, and the total amount of the return. This makes it easy to keep track of returns and handle them efficiently.

You can use the filters and search bar to quickly find specific return orders.

Go to Administration
Click on Sales
Click on Return Orders under Sales Action

Key Features of the Return Orders Tab

1.1 Search & Filter Options

The search bar is designed to help users quickly find a return order by entering details like the return order number or account number.
The "Filter" dropdown provides options to refine the list of return orders based on specific criteria. Users can select from predefined filters, such as Account Number, Customer Name and more to narrow down the displayed results. This makes it easier to locate specific orders without manually searching through all entries.

1.2 Order Selection

Select All Checkbox
The "Select All" checkbox allows users to select all return orders displayed on the page at once. This is helpful when performing bulk actions like downloading multiple orders. By checking this box, all the entries on the current page are highlighted for processing. Users can also manually deselect individual orders after selecting all if needed.

1.3 Download Selected and Refresh Options

Download Selected: The "Download Selected" button enables users to download the details of selected return orders.
Refresh: The "Refresh" button reloads the data displayed on the page to ensure users are viewing the most up-to-date information.
The Return Orders tab supports pagination, allowing users to navigate through numerous pages of Return orders easily. The pagination controls include the current page, total pages, and the option to view more orders per page.

2. Order Details Overview

Document Number (4570-20240215-00000725): A Document Number is a unique reference assigned to a document, such as an invoice, order, or receipt, within a system. It helps track and organize documents so they can be easily found when needed. This number is automatically generated by the system or assigned manually to keep records in order.
Merchant Document Number (SCR24000107): A Merchant Document Number is a reference number assigned by the merchant or supplier for their records. It is different from the system-generated Document Number. This number helps businesses align their internal documentation with the records provided by vendors, ensuring consistency.
Created By: The creator's name or ID is associated with this field, indicating the individual or automated system responsible for initiating this document.
Customer Reference Number: The Customer Reference Number for Return Orders is a unique reference assigned by the customer to track a return request. It helps both the customer and the seller link the return to the original purchase and manage the return process efficiently. This number ensures that the return request is processed correctly and associated with the right order.
Returned On: This date and time field specify when the document or item was returned, closed, or processed.
Order Status : This indicator shows the current status of the order or document. "Closed" signifies that all actions related to the document have been completed, and no further updates are pending.
Total Amount: This field reflects the total monetary value associated with the document or transaction.

2.1 View Details

Users can click on View Details for an expanded view of the order. To explore more information about this record, locate the "View Details" link on the screen. Clicking it will redirect you to a detailed page where you can view all associated fields, sub-documents, or related records.
Click on View Details

Return Order No.: The Return Order Number is a unique system-generated identifier that distinguishes each return order. It ensures traceability and accuracy by providing a reference number that users can rely on to track the progress of the return process. This number is automatically assigned by the system to prevent duplication and maintain consistency. It helps in searching, retrieving, or cross-referencing return orders across different systems or records.
Merchant Document. No.: A Merchant Document Number is a reference number assigned by the merchant or supplier for their records. It is different from the system-generated Document Number. This number helps businesses align their internal documentation with the records provided by vendors, ensuring consistency.
Customer Reference No.: The Customer Reference Number for Return Orders is a unique reference assigned by the customer to track a return request. It helps both the customer and the seller link the return to the original purchase and manage the return process efficiently. This number ensures that the return request is processed correctly and associated with the right order.
Invoice No.: The Invoice Number represents a unique identifier for the invoice associated with the transaction. If an invoice is not generated for a return, the field will display "None," indicating the absence of billing documentation. It is a critical financial reference that links the return transaction to its corresponding invoice for auditing and tracking purposes.
Payment No.: The Payment Number is a reference field used to link the return transaction with its associated payment. It provides clarity regarding the payment source or method, ensuring smooth reconciliation processes. If no payment is linked to the return order, the system will display "None," indicating no payment reference exists. This field is critical for tracking and verifying financial transactions in the system. The Payment Number aids in resolving disputes or discrepancies by serving as a unique identifier for the payment.
Payment Status: Shows the current status of the payment for the order.
Order Date: The Order Date specifies the date when the original order was placed, providing a historical reference for the transaction.
Price Date: The Price Date refers to the effective date of pricing associated with the return transaction. It ensures that the return is calculated based on the correct pricing policy or promotional terms. This field is particularly important for handling returns involving variable pricing, discounts, or price changes over time. It provides a clear reference for users to verify that the return is processed under the applicable pricing structure.
Shipping Method: The Shipping Method specifies how the shipment for the return order was handled, offering critical details about the logistical process. It provides users with a clear understanding of the shipping terms and responsibilities.
Shipping Carrier: The Shipping Carrier identifies the service provider responsible for handling the delivery and return of the shipment. This information is critical for accountability and tracking, ensuring that all logistics partners are accurately recorded. The carrier name serves as a point of reference for contacting the service provider in case of delays, damages, or disputes.
Shipping Carrier Billing Method: The Shipping Carrier Billing Method describes the arrangement for how shipping costs are billed. It provides insight into whether the charges were prepaid, billed to the merchant, or paid by the customer. This field helps clarify financial responsibilities between the parties involved in the transaction.
Shipment Tracking No.: The Shipment Tracking Number is a unique identifier assigned to the shipment by the carrier, enabling real-time tracking of the package during transit. This field provides users with critical visibility into the shipment’s progress and estimated delivery times.
Shipping/Pickup Detail: The Shipping/Pickup Detail provides the complete address or location where the return shipment is to be sent or picked up. This field is critical for logistical planning, ensuring that the shipment reaches the correct destination without errors. It includes essential details such as street address, suite number, city, state, and ZIP code.
Product/Service Total: The Product/Service Total reflects the total cost of the returned product or service before any adjustments, providing a baseline for financial calculations. This value represents the original price of the items or services associated with the return order. It does not include taxes, shipping fees, or discounts, ensuring a clear understanding of the base cost.
Shipping & Handling Charges: This field displays the total amount charged for shipping and handling in the return transaction. It helps clarify whether additional costs were incurred for these services during the return process.
Sales Tax: The Sales Tax field indicates whether any tax has been applied to the return transaction. This field ensures compliance with tax regulations by clearly documenting applicable taxes for financial and audit purposes. It helps verify whether the original purchase included sales tax and if the corresponding refund or adjustment is accurate.
Discount Amount: The Discount Amount field captures any discounts applied to the return order. It indicates the monetary value of the discount provided, helping to reconcile financial records accurately.