Archived Returns

Introduction

Archived Returns are completed return orders that have been processed and moved to historical records. Once a return is fully completed (items received, inspected, and finalized), it can be archived to keep your active returns list clean while maintaining a complete history of all returns.

Archived returns provide a permanent record for audits, customer service inquiries, and historical reporting without cluttering your active workflow.

Why Archive Returns?

Clean Active Lists

Keep your active returns view focused on items that need attention by moving completed returns to archive.

Complete History

Maintain a permanent record of all return transactions for auditing and compliance.

Customer Service

Quickly look up past returns when customers have questions about previous transactions.

Performance Reports

Analyze historical return data to identify trends, problem products, or seasonal patterns.

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How Returns Are Archived

Returns are archived automatically or manually once they reach completion:

Automatic Archiving

When a return reaches these completion states, it becomes eligible for archiving:

Active State	Description	Archived Description
AS EXPECTED	All items received as seller expected	AS EXPECTED ARCHIVED
DISCREPANCY	Quantity or condition differences found	DISCREPANCY ARCHIVED
INCOMPLETE	Some expected items not received	INCOMPLETE ARCHIVED
UNEXPECTED	Received unexpected SKUs	UNEXPECTED ARCHIVED

Manual Archiving

System administrators can archive returns:

• When closing an account (all completed returns are archived automatically)
• Through bulk archiving operations during cleanup

Archiving Process

Archiving simply changes the return’s state from active to archived. All data remains intact.

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How to View Archived Returns

1. Access the Archived Returns View

   Navigate to Returns menu and click “Return Orders Archived” from the active returns list.

2. View the Archived Returns List

   You’ll see a table displaying all archived returns for your account with these columns:

   • RMA#: The return merchandise authorization number
   • Shipping#: Original order shipping number
   • Order#: Original customer order number
   • Reference#: Customer reference or PO number
   • Order Ship Method: Shipping method used for original order
   • Request Type: Type of return (Simple_Return, Exchange_on_Received, etc.)
   • Status: The archived status (AS EXPECTED ARCHIVED, DISCREPANCY ARCHIVED, etc.)
   • Requested Date: When the return was initiated
   • In warehouse: When the return was received at the warehouse
   • Processed Date: When the warehouse completed processing
   • Email: Customer email address
   • First Name / Last Name: Customer name
   • Zip Code: Customer zip code
   • Country: Customer country
   • Items: Items returned by the customer

3. Use Search Filters

   Find specific archived returns using these search fields:

   • RMA#: Search by return ID
   • Shipping#: Search by original order shipping number
   • Status: Filter by archived state type
   • Requested Date: Filter by date range when the return was initiated
   • Received Date: Filter by date range when warehouse received it
   • Basic Search: Search across multiple fields (Order#, Reference#, Email, Name)

4. View Return Details

   Click on any RMA# to view the complete return details including:

   • Original items ordered
   • Items returned by the customer
   • Items actually received by the warehouse (QtyGood, QtyHurt)
   • Comments from seller and warehouse
   • Linked exchange order (if applicable)

5. Sort and Filter Results

   • Click column headers to sort ascending/descending
   • Use “Records Per Page” dropdown to show 10, 20, 50, 100, 200, or 500 records
   • Click “Show all” to clear all filters

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Understanding Archived Return States

AS EXPECTED ARCHIVED

Perfect Match

Return was completed exactly as the customer described with no issues.

What it means:

• All expected items were received
• Item conditions matched seller’s specifications
• Quantities were correct
• No discrepancies or unexpected items

Best For: Standard returns where everything went smoothly.

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DISCREPANCY ARCHIVED

Differences Found

Return was completed but with differences between expected and actual items.

What it means:

• Received quantities differed from what seller expected
• Item conditions (Good vs. Hurt) didn’t match specifications
• Different SKUs than expected
• Items in worse or better condition than described

Common Causes:

• Customer returned wrong quantity
• Item condition was different than customer claimed
• Customer added or substituted items
• Counting errors

Action Required: Review discrepancy details. May need to contact customer about differences.

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UNEXPECTED ARCHIVED

Surprise Items

Return included items that weren’t part of the original return request.

What it means:

• Received SKUs not in the return authorization
• Items from different orders mixed in
• Extra items customer didn’t declare
• Wrong order returned entirely

Common Causes:

• Customer returned wrong order
• Customer added unrequested items
• Multiple returns mixed together
• Shipping error delivered wrong package

Action Required: Determine ownership of unexpected items. May need to create new return or contact customer.

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Accessing Archived Returns

For Sellers (Customers)

Shows: Only your account’s archived returns (filtered by AcountID)

States Visible: AS EXPECTED ARCHIVED, DISCREPANCY ARCHIVED, INCOMPLETE ARCHIVED, UNEXPECTED ARCHIVED

Purpose: View your historical returns for reference, customer service, and reporting.

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Best Practices

Regular Review

Periodically review archived returns to ensure accuracy and complete any outstanding follow-ups before final archiving.

Clear Documentation

Add detailed comments to returns before archiving so future reference is clear and complete.

Resolve Discrepancies

Contact customers about discrepancies before archiving so issues are resolved, not just recorded.

Link Related Orders

Ensure exchanges are properly linked to returns before archiving for complete audit trails.

Analyze Patterns

Review archived returns quarterly to identify recurring issues, problem products, or process improvements.

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Troubleshooting

Can't Find an Old Return

Cause: Return might still be in active view or search filters are too narrow.

Solution:

• Check the active Returns list first (may not be archived yet)
• Clear all search filters and click “Show all”
• Try searching by multiple fields (RMA#, Order#, Email)
• Expand date range filters to include the full time period
• Check if you have permission to view archived returns

Return Shows Wrong Status

Cause: Return status may have been updated after archiving or during account closure.

Solution:

• Verify the status in the return details view
• Check if the return was modified after archiving
• Contact system administrator if state appears incorrect
• Review related exchange orders for additional context

Missing Return Data

Cause: Return may have been created before certain fields were added or data was incomplete.

Solution:

• Check the original return details for what data was captured
• Review any linked orders for additional information
• Contact customer if critical information is needed
• Note missing data in comments for future reference

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Related Pages

• Returns Overview - Learn about creating and managing returns
• Processing Returns - How warehouse processes returns
• Exchanges (RMA) - Managing product exchanges
• Orders Management - View original orders linked to returns

Next Steps: Archived returns are permanent records. Use the archived returns list to analyze trends and improve your return processes.