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Order returns and refunds

Load items for an order return

Populate eligible source lines for full or partial return. The guide then takes you through the correct route, the checks to complete before making changes, the workflow in order, and the evidence to review afterwards.

Audience: Purchasing staffPermission: purchase_order_return capabilityModule v1.7.9
Jump to steps
Where to goAdmin Area → Purchase → Order Returns → New/Edit → Source/Items
Before you start
  • Use an account with purchase_order_return capability and confirm the intended record or setting before making a change.
  • Follow the exact route above. If the screen or action is absent, check module activation, ownership and permissions rather than using another person’s account.
  • Use controlled test data for configuration, integration, email, AI, payment, portal or automation changes before production-wide use.

What you’ll accomplish

Populate eligible source lines for full or partial return. The instructions reflect the supplied module’s registered menus, controller actions, views, settings and code-backed validation flow.

Follow these steps

  1. Go to Admin Area → Purchase → Order Returns → New/Edit → Source/Items.
  2. Select the exact record or option described in this guide.
  3. Complete the displayed fields or action using the rules below.
  4. Save or submit once and resolve any validation response.
  5. Check the resulting record, status, file, notification or integration effect.

Fields and options to review

Return sourceReturn type, related purchase order/invoice or other source, vendor and selected items.
Return detailQuantity, warehouse where available, reason, amount, status, attachments and refund records.
Item masterCommodity/item code, description, group/subgroup, unit, purchase price, tax and purchase eligibility.
Vendor-item mappingVendor, group and selected item list, shared visibility and vendor-specific values where exposed.
Files/importAttachments, spreadsheet import rows, validation errors and generated barcode/code.

Rules the system enforces

  • Order-return states exposed by the register include Draft, Processing, Confirm, Shipping, Finish, Failed, Cancelled and On hold.
  • Approval and refund actions are separately validated from basic record editing.
  • Item and vendor-item operations use separate capability groups.
  • Spreadsheet imports can create an error file for rejected rows; review it before retrying.

How to confirm it worked

  • The supported load items for an order return flow completes without bypassing permission or validation checks.
  • The resulting record, setting, status, file, delivery event or external response is visible from the relevant workspace.
  • Unexpected validation, provider or linked-record errors are investigated before retrying.

Security, privacy and operational checks

  • Apply least privilege to purchasing, vendor, invoice, payment, return, contract and report permissions.
  • Verify vendor identity, bank/payment details, tax, currency, totals and approvals before creating financial commitments.
  • Treat public links, signatures, portal files, attachments and exported reports as controlled business records.
  • Test settings and automated jobs with controlled records before production-wide use.
Choose the order-return type and sourceChoose a warehouse for a returnCreate a purchase order returnCreate a FAF requestCreate a purchase contractBrowse all Purchase Management guidesExpenses FinanceInvoices PaymentsContracts Documents