Archived Returns

Archived Returns shows all completed and archived return orders. Review return history, verify what was processed, and access historical data for reporting and analysis. This is your permanent record of all returns that have been completed and archived.

Quick Access

The page shows as Processed Returns in the system. Go to Returns in the menu, then click Processed Returns from the active Returns list (Return Orders).

Why Use Archived Returns?

Complete History

Access all completed return orders without time limits. Perfect for audits and historical analysis.

Return Verification

Review exactly what was processed in past returns. Verify items received, quantities, and processing dates.

Performance Analysis

Analyze return processing performance over time. See processing dates, completion times, and return rates.

Customer Service Support

Look up past returns quickly when customers have questions about previous return transactions.

Search and Filter

Use the search form to filter by RMA#, Shipping#, account, status, and date ranges. Basic search finds returns by keyword.

Understanding Archived Return Status

Archived returns can have different statuses based on how they were completed:

Status	Description
COMPLETE	Return processed successfully. All items received and processed as expected.
DISCREPANCY	Return processed but there was a discrepancy (wrong items, wrong quantity, etc.).
INCOMPLETE	Some expected items were not received in the return.
UNEXPECTED	Return contained unexpected items that weren’t in the original order.
AS EXPECTED ARCHIVED	Return completed successfully and archived.
DISCREPANCY ARCHIVED	Return with discrepancy archived.
INCOMPLETE ARCHIVED	Incomplete return archived.
UNEXPECTED ARCHIVED	Unexpected return archived.

How Returns Are Archived

Returns are archived automatically when they reach completion statuses:

Automatic Archiving

When a return reaches these completion statuses, it appears in Processed Returns:

• AS EXPECTED - All items processed successfully
• DISCREPANCY - Processed with discrepancies
• INCOMPLETE - Some items missing
• UNEXPECTED - Unexpected items received

These returns can be manually archived to their archived versions, but they already appear in the archived view.

Manual Archiving

Returns can be archived manually:

• When closing an account (all completed returns archived automatically)
• Through bulk archiving operations
• Individual return archiving by administrators

Archiving Process

Archiving changes the return’s status from active to archived. All data remains intact and accessible.

Viewing Archived Returns

1. Open Processed Returns

   Go to Returns → Archived Returns. From the active Returns list (Return Orders), click Processed Returns to open the page in a new tab.

2. Review the List

   The table shows archived return orders with:

   • RMA# - Return Merchandise Authorization ID (click to view details)
   • Shipping# - Original order shipping number
   • Account - OMS account (company name)
   • Request Type - Type of return (Simple Return, Exchange, Restocking, etc.)
   • Order Status - Current status (AS EXPECTED, DISCREPANCY, INCOMPLETE, UNEXPECTED, or archived versions)
   • Tracking# - Tracking number for the return shipment
   • custFName - Customer first name
   • custLName - Customer last name
   • custZip - Customer zip code
   • Requested Date - When the return was initiated
   • Received Date - When the return package arrived at warehouse
   • Processed Date - When the warehouse completed processing
   • items - Number of items in the return
   • Skus - List of SKUs returned

3. Use Search and Filters

   The search form at the top lets you filter by:

   • RMA# - Exact RMA number
   • Shipping# - Order shipping number
   • Account - OMS account
   • Order Status - Status dropdown
   • Requested Date - Date range (between)
   • Received Date - Date range (between)

   Use the search box for keyword search, then click Search (*). Use Reset to clear, or Show all to remove filters. Choose Exact phrase, All words, or Any word for search type.

4. Change Records Per Page

   Use the Records Per Page dropdown (10, 20, 50, 100, 200, 500, or All Records) to control how many rows show.

5. Sort Columns

   Click column headers to sort by that field. Click again to reverse the sort order.

Viewing Archived Return Details

1. Click on an RMA#

   Click the RMA# in the first column to open the detail view. Restocking returns open in one view; other types open in a different view.

2. Review Complete Information

   The detail view shows:

   • Complete return information
   • Original order details
   • Customer information
   • All items in the return
   • Quantities received (Good vs Hurt)
   • Processing dates
   • Comments and notes
   • Bin assignments

3. Verify Processing

   Check that returns were processed correctly:

   • Compare items received vs expected
   • Verify quantities processed
   • Review processing dates
   • Check for discrepancies

Understanding Status Types

COMPLETE / AS EXPECTED ARCHIVED

What it means:

• All items were received and processed successfully
• Items matched the original order
• Quantities were correct
• Return processed without issues

When you see this:

• Return completed successfully
• All items restocked correctly
• No discrepancies found
• Status may show as “AS EXPECTED” or “COMPLETE” depending on system setup

DISCREPANCY / DISCREPANCY ARCHIVED

What it means:

• Return was processed but had discrepancies
• Wrong items, wrong quantities, or condition issues
• Documented for customer service follow-up

When you see this:

• Items didn’t match original order
• Quantities were different
• Items were in unexpected condition

INCOMPLETE / INCOMPLETE ARCHIVED

What it means:

• Some expected items were not received
• Partial return processed
• Missing items documented

When you see this:

• Customer didn’t return all items
• Partial shipment received
• Some items still expected

UNEXPECTED / UNEXPECTED ARCHIVED

What it means:

• Return contained items not in the original order
• Unexpected SKUs received
• Items processed but documented as unexpected

When you see this:

• Customer returned wrong items
• Items not from this order
• Unexpected products received

Printing Restocking Forms

You can print restocking forms for archived returns:

1. Select Returns

   Check the boxes next to returns you want to print restocking forms for.

2. Select All (Optional)

   Check Select All to select all returns on the current page.

3. Click Print Restocking

   Click the Print Restocking button to generate restocking forms for selected returns.

4. Forms Generate

   PDF documents are generated showing restocking information for the selected returns.

Filtering and Searching

1. Use the Search Box

   Enter keywords in the search box to find returns by:

   • RMA#
   • Shipping# (order number)
   • Tracking number
   • Customer name, address, or other fields

   Click Search (*) to run the search. Use Reset to clear the form, or the Show all link to remove all filters.

2. Choose Search Type

   Select how keywords are matched:

   • Exact phrase - Match the full phrase
   • All words - Match returns that contain all words
   • Any word - Match returns that contain any word

3. Use the Filter Form

   The form above the table lets you filter by:

   • RMA# - Exact RMA number
   • Shipping# - Order shipping number
   • Account - OMS account dropdown
   • Order Status - Status dropdown (AS EXPECTED, DISCREPANCY, INCOMPLETE, UNEXPECTED, and archived versions)
   • Requested Date - Date range (between)
   • Received Date - Date range (between)

4. Filter by Status

   Focus on specific return outcomes:

   • COMPLETE returns - Successful returns
   • DISCREPANCY returns - Returns with issues
   • INCOMPLETE returns - Partial returns
   • UNEXPECTED returns - Wrong items returned

Best Practices

Regular Reviews

Review archived returns periodically to verify processing accuracy and identify trends.

Status Verification

Verify that returns show the correct status. AS EXPECTED means success, DISCREPANCY means issues found.

Historical Analysis

Export data regularly to analyze return trends, identify problem products, and track processing performance.

Customer Service Support

Use archived returns to quickly answer customer questions about past return transactions.

Audit Trail

Keep archived returns for audit purposes. They provide complete history of all return processing activities.

Discrepancy Tracking

Review DISCREPANCY returns to identify patterns and improve return processing procedures.

Troubleshooting

Can’t Find an Archived Return

Problem: A completed return doesn’t appear in archived list.

Solution:

• Check if filters are applied that might hide it
• Verify the return was actually completed
• Search by RMA# or Shipping# directly
• Check if you have permissions to view that account’s archived returns

Status Shows DISCREPANCY

Problem: A return shows DISCREPANCY but you expected COMPLETE.

Solution:

• Review the return details to see what discrepancies were found
• Check if items matched the original order
• Verify quantities received vs expected
• Review processing notes for details

Can’t View Return Details

Problem: Can’t open an archived return to view details.

Solution:

• Verify you have permissions to view archived returns
• Check if the RMA# is correct
• Try accessing from a different account if you have multiple account access
• Contact support if issues persist

Related Features

• Returns - View and process active return orders
• Warehouse Overview - View current inventory levels
• Receiving - Process incoming inventory from suppliers
• Reports - Generate return and processing reports