Use a PO Return in ProcureDesk when items from a Purchase Order need to be sent back to the supplier.
You can return all eligible items on the PO or only selected line items.
Make sure:
You have permission to create PO returns.
The Purchase Order is a Vendor Order.
The PO is in one of the following statuses:
ASN Created
Partially Delivered
Delivered
Partially Returned
The PO has a quantity available to return.
You have the Supplier Return Number.
If applicable, you also have the supplier's RMA number and shipment tracking information.
Depending on your company's configuration, items may need to be received before they are available to return.
Don't see the Create Return option?
Check the PO type, PO status, your permissions, and whether there is still an eligible quantity available to return.
Create a PO Return
Go to Purchase Orders.
Open the Purchase Order containing the items you want to return.
Open the Actions menu.
Select Create Return.
The Return page will open with the eligible PO line items.
Enter the Return Header information
Complete the following fields:
Supplier Return Number — Required
Enter the supplier's reference number for the return.
RMA Number — Optional
Enter the Return Merchandise Authorization number provided by the supplier, if applicable.
Requested Date — Required
Select the requested date for the return.
Tracking Information — Optional
Enter the carrier or shipment tracking reference, if available.
Return Reason — Required
Select one of the following:
Damaged
Return
Credit
Balance
Notes — Optional
Add any additional instructions or context related to the return.
You can also attach supporting documents, shipping paperwork, or images when required.
Select the items to return
The return will initially display PO line items that still have an eligible quantity available for return.
For each item you want to return:
Review the ordered quantity, previously returned quantity, and receipt quantity when available.
Enter the quantity in Return Qty.
Select an Action for the line.
Add a line-level note if needed.
Return Quantity rules
The Return Qty.:
Must be greater than 0.
Cannot exceed the remaining quantity eligible for return.
Available return actions
Select the appropriate action for each line:
Exchange
Return
Credit
Replace
Remove items that are not being returned
If you only need to return some items from the PO, remove all other lines from the return.
To remove one line, select the Delete icon for that line.
To remove multiple lines:
Select the applicable line-item checkboxes.
Select Bulk Delete.
At least one line item must remain before the return can be submitted.
Save the return as a draft
Select Save as Draft if the return is not ready to be submitted.
You can reopen the draft later from the Purchase Order's related documents and continue making changes.
Submit the return
Once the return information and quantities have been reviewed, select Submit.
After submission:
ProcureDesk records the returned quantities against the Purchase Order.
The PO status is updated to Partially Returned or Returned, depending on the quantities returned.
The submitted return becomes read-only.
Review all quantities carefully before submitting.
Cancel a submitted return
If a return was submitted by mistake, it can be cancelled from the Return page.
Cancelling the return restores the quantities affected by that return.
Draft and cancelled returns can also be deleted from the Return page.
Troubleshooting
The Create Return option is missing
Confirm that:
The PO is a Vendor Order or Inventory Order.
The PO is in a returnable status.
Your role has permission to create return orders.
There is still an eligible quantity available to return.
There are no items available to return
This can happen when:
The available quantity has already been returned.
Your company requires items to be received before they can be returned.
There is no remaining eligible quantity on the PO.
The return will not submit
Check that:
All required Return Header fields are completed.
At least one line item remains on the return.
Every remaining line has an Action selected.
Every Return Qty. is greater than 0.
No return quantity exceeds the eligible quantity for that item.