Start a Return is the Returns tab used to create an authorized RMA from an eligible customer invoice.
What this screen is for
Use Start a Return when a customer return needs to be authorized against a prior invoice.
The RMA created here is an authorization. Returned inventory is not restored until the RMA is received through Open Returns.
Screen path
Dashboard > Shipping & Receiving > Returns > Start a Return
Eligible invoice list
The invoice list includes invoices that are eligible for returns. PAX shows recent eligible invoices by default and notes that the default list is limited to the last 6 months for performance. Use search to look for older invoices.
The search box searches by invoice number, customer code, and customer name.
The invoice list includes these columns:
| Column | What it shows |
|---|---|
Invoice # |
Invoice number. |
Order # |
Related Sales Order number. |
Customer |
Customer code and name. |
Invoice Date |
Invoice date. |
Status |
Invoice status. |
Total Amount |
Invoice total amount. |
Action |
Select opens invoice lines for return entry. |
Eligible invoice statuses include Open, Paid, and Partially Paid.
Return line selection
After selecting an invoice, PAX shows invoice line detail.
The return line table includes:
| Column | What it shows |
|---|---|
Line |
Invoice line number. |
Part Number |
Part number being returned. |
Description |
Invoice line description. |
Lot |
Lot number when applicable. |
Qty Shipped |
Quantity originally shipped or invoiced for the line. |
Qty Returned |
Quantity already returned on previous RMAs. |
Qty Available |
Remaining quantity available to return. |
Qty to Return |
Quantity being authorized on this RMA. |
Unit Price |
Unit price from the invoice line. |
Return Amount |
Quantity to return multiplied by unit price. |
The screen also includes optional Return Reason and, when available, Include shipping costs in return?.
What happens behind the scenes
PAX reads invoice lines and subtracts quantities already returned on non-cancelled RMAs. The user cannot authorize more than the remaining available quantity for an invoice line.
Creating the RMA inserts an RMA header and RMA lines with status Authorized. PAX stores the source invoice, order, customer, quantities, unit price, selected inventory detail, lot information, optional reason, and optional shipping charge.
Starting a return does not restore inventory, create a credit memo, reduce AR, increase customer credit, or post GL.