Creating a Vendor Return Authorization

NetSuite offers two ways to create a vendor return authorization:

Create an individual vendor return authorization.
Create a vendor return authorization from an existing purchase order.

This creates a vendor return authorization that automatically shows the items and prices from the original purchase.

Tip:

To print a Vendor Return Authorization form you must be in View mode.

Note:

After you enter a quantity for an item on a vendor return authorization, note the following about changing the quantity later:

Returning fewer items than you ordered is allowed.
Increasing the quantity or changing the rate will create an improper G/L impact and is not recommended.

To create an individual vendor return authorization:

Go to Transactions > Purchases > Enter Vendor Return Authorizations.
Complete the form as described in the sections below.
Click Save.

After you click Save, the vendor return authorization is recorded in the Vendor Return Authorizations register, a non-posting account in your chart of accounts.

Primary Information

The Subsidiary field displays the subsidiary associated with this transaction.

Note:
This field appears only if you use NetSuite OneWorld. If you have defined vendor records that are shared with multiple secondary subsidiaries, you can change the subsidiary where the vendor return is authorized. For more information about globally shared vendor records, see Assigning Subsidiaries to a Vendor.
Optionally enter a reference number for this return transaction. Typically, this is a number provided by the vendor after they approve the return. This number may be referred to by the vendor as an RMA number or return number.
Select a vendor.

If this vendor is shared with multiple secondary subsidiaries, the Vendor field lists all of the vendors assigned to the selected subsidiary.
The status of the approval can be one of the following:
- Pending Approval
- Pending Return
  
  Note:
  By selecting Pending Return, the authorization skips the approval process.
If your company uses the approval process for vendor return authorizations, Pending Approval is your default status. If your company does not use the approval process, Pending Receipt is your default status.

The default status for return authorizations is set by an administrator at Setup > Accounting > Accounting Preferences on the Order Management subtab. You can change the status for each vendor return authorization in this field, if needed.
Accept or enter the date.
The vendor's currency appears in the Currency field. All currency amounts on this transaction are shown in this currency.
The currency's exchange rate is shown in the Exchange Rate field. You can edit the exchange rate for this transaction only, or you can update the currency record with the exchange rate you enter here.
In the Memo field, you can enter information about this return, such as the reason for the return. What you enter in this field appears on reports.

Classification

Select a department, class or location if you track them.

Expenses and Items

On the Expenses subtab, select an account to associate with this vendor return.
Enter expenses associated with this return that you want to show on a vendor credit when this return is fulfilled.

Both items and expenses show on a vendor credit. However, only items show on a return fulfillment. Expenses do not show on return fulfillments.
If this expense is for a particular customer, select that customer in the Customer column.

Note:
If you use NetSuite OneWorld and the selected customer is shared with multiple subsidiaries, you can choose any customer associated with the selected subsidiary. For information about sharing customer records with multiple subsidiaries, see Assigning Subsidiaries to a Customer.
Click Add after each entry.
Click the Items subtab and select the item you are returning.
Enter information about items being returned:
1. Click Add Multiple to add several items to this transaction.
  
  The Choose Item window opens and shows a list of items you can add.
2. Filter the list by item type or name.
3. In the left pane, click an item to add it to the right pane.
4. Enter an item Quantity.
5. Click Done.
  
  Items and quantities shown in the right pane are added to the transaction.
If the item being returned is a serialized item:
1. Enter the item number in the Item field.
2. Click List.
3. Select the serial number purchased from the vendor you chose in the Vendor field.
4. Enter the serial number and the item number automatically fills the Item field.
If this item is for a particular customer, select that customer in the Customer column.

If the selected customer is shared with multiple subsidiaries, you can choose any customer associated with the selected subsidiary.
Click Add after each entry.

Billing

Click the Billing subtab.
In the Vendor Select field, choose a vendor.
Verify the billing address displayed in the Vendor field. To change the address, click the Edit button to the right of the Vendor Select field.

Relationships

The primary contact for the vendor is selected automatically. To edit information for this contact, click the contact's name.
You can also add contacts to this order by entering the contact's information and clicking Add.

Communication

Use the Events, Tasks, and Phone Calls subtabs to attach activities to this transaction. For more information, see Attaching Events, Tasks, and Calls to Records and Transactions.
On the Files subtab, you can select and attach files from the File Cabinet related to this transaction. Select New to upload a new file to File Cabinet.
On the User Notes subtab, you can enter a title and note for any comments you want to add to this transaction. Click Add after each note.