Return inventory to vendors

Upon receiving ordered inventory, if the receiving clerk finds a discrepancy or if the item fails inspection, the order agent or authorized role can return the inventory to the vendor.

You can return inventory that has or has not been inspected yet. If an invoice is not yet created for the item you are returning, you can request a replacement item or cancel the original PO (after the return to vendor shipment is sent). When you request a replacement item before the order has been closed, an outbound shipment of type RTNVEN is created on the original PO on which the inventory was ordered. A pending inbound shipment is created, to receive the returned quantity of the part, on the original PO as well. If the inventory being returned is excess inventory, sending the shipment will return the inventory to the vendor and archive the excess inventory in Maintenix.

  1. On the Inventory Details page, click Return To Vendor.
  2. On the Return To Vendor page, provide the requested information. Note the following:
    • RMA (Return Material Authorization) Number (optional).
    • Return Quantity: Mandatory for batch inventory. The maximum quantity that you can return in this transaction is the Bin Quantity on the Inventory Details page, Details tab, Batch-Controlled Inventory Information area. The exception to this rule is when the batch that you are returning has a mix of invoiced and uninvoiced items. In this case, the maximum quantity that you can return in this transaction is the number of invoiced items or the number of uninvoiced items - whichever number is higher. In this same case, if you need to return the full quantity of the batch, do two separate Return to Vendor transactions - return the invoiced quantity in one, send the shipment and then return the uninvoiced quantity.
  3. Click OK.
When you mark an item to be returned to a vendor, a shipping request is created with a RTNVEN type and sent to the storeroom clerk, who returns the item.
Note: The shipping request is also displayed in the Open Moves tab of the Inventory Details page.