> ## Documentation Index
> Fetch the complete documentation index at: https://docs.alforse.com/llms.txt
> Use this file to discover all available pages before exploring further.

# RMAs

> Customer return authorizations: receive shipped goods, disposition them, issue credit, and create replacements.

A **return merchandise authorization (RMA)** defines the goods and quantities a customer may return. When possible, it links them to the original sale. Receipt, disposition, customer credit, and replacement fulfillment remain separate, auditable events associated with the RMA.

Alforse screenshot**RMA detail with returned lines, received quantities, return reasons, and disposition**

The RMA keeps the commercial authorization and the physical return together.

## What an RMA controls

Confirming an RMA authorizes a return; it does not move inventory or post accounting. The physical movement begins when you choose **Receive** and post the resulting receipt. Credit and replacement actions are separate, so you can receive goods before deciding the final commercial outcome.

Whenever the original delivery is known, add lines from a posted shipment. Alforse shows shipped lines for the selected customer that still have quantity available to return. A source-linked line retains links to its sales order, shipment, and invoice, and confirmation prevents the combined quantity on active RMAs from exceeding what originally shipped.

Use **Add manually** for a blind return when the original document is unavailable. A manual line is not checked against a source-document return limit, so review its item and quantity before confirmation.

NOTE

An RMA is the authorization, not the receipt. Inventory, cost, and the received counter change only when the return receipt is posted.

## Header fields

FieldType

<details>
  <summary>**RMA ID**</summary>

  The readable return number. Alforse assigns the next `RMA` sequence when you do not enter one.
</details>

<details>
  <summary>**Customer**`reference`</summary>

  The customer returning the goods; required.
</details>

<details>
  <summary>**Sales Order**`reference`</summary>

  Optional link to the order behind the return.
</details>

<details>
  <summary>**Customer Reference**</summary>

  The customer's case, ticket, or authorization reference.
</details>

<details>
  <summary>**Customer Contact / Location**`reference`</summary>

  Who is coordinating the return and the customer address involved.
</details>

<details>
  <summary>**Order Date**`date`</summary>

  The date of the authorization; required.
</details>

<details>
  <summary>**Expiration Date**`date`</summary>

  The date shown as the authorization's expiry. Alforse does not currently block receiving after this date.
</details>

<details>
  <summary>**Return Location**`reference`</summary>

  The Alforse location that will receive the goods.
</details>

<details>
  <summary>**Currency**</summary>

  The currency used to value customer credit.
</details>

<details>
  <summary>**Assignee**`reference`</summary>

  The employee responsible for the RMA.
</details>

## Line fields

FieldType

<details>
  <summary>**Item**`reference`</summary>

  The item being returned.
</details>

<details>
  <summary>**Return Quantity**`number`</summary>

  The quantity authorized to come back.
</details>

<details>
  <summary>**Unit Price**`number`</summary>

  The commercial price used as the basis for customer credit, not the inventory cost of the returned stock.
</details>

<details>
  <summary>**Restock Fee Percent**`number`</summary>

  The percentage deducted from the gross credit for this line.
</details>

<details>
  <summary>**Return Reason**`reference`</summary>

  A company-defined reason such as Defective, Warranty, or Damaged in Transit.
</details>

<details>
  <summary>**Disposition**`enum`</summary>

  What to do with received material: *Pending*, *Repair*, *Return to Customer*, *Rework*, *Scrap*, or *Use As Is*.
</details>

<details>
  <summary>**Received**</summary>

  The posted received quantity compared with the authorized quantity.
</details>

After confirmation, the item, quantity, unit, price, restock fee, and source links are fixed. Reopen the RMA before changing those structural fields. Return reason and disposition remain the operational controls while the RMA is open.

## Status

<details>
  <summary>**Draft**</summary>

  Build the authorization and add its lines.
</details>

<details open>
  <summary>**To Receive**</summary>

  Confirmed; at least one line still expects goods.
</details>

<details>
  <summary>**Completed**</summary>

  Every line is fully received or marked **Stop Receiving**.
</details>

<details>
  <summary>**Cancelled**</summary>

  The authorization was withdrawn before a return remained against it.
</details>

Status is driven only by receiving. Posting receipts increases each line's received quantity; voiding a receipt reverses it. **Stop Receiving** short-closes an outstanding line, while **Resume Receiving** makes that remainder expected again. There is no manual Complete action, and issuing credit, setting disposition, creating a replacement, or shipping goods back does not complete the RMA.

Only one Draft receipt can exist for an RMA. Choosing **Receive** again opens that receipt instead of creating a duplicate, and it includes only quantities that are still outstanding.

## Tracked items and disposition

For a Serial- or Batch-tracked item, select the identity that physically arrived on the receipt. The RMA line itself does not reserve an expected identity. Alforse offers consumed identities from posted shipments to the same customer; a blind return can use the normal serial or batch entry flow.

Posting the receipt puts returned tracked stock **On Hold**. Disposition determines what happens next:

* **Use As Is** releases held tracked stock to Available.
* **Scrap** or **Rework** opens a linked quality issue. Closing that issue performs the material disposition; Rework currently releases the tracked stock and does not create a production job.
* **Return to Customer** makes received quantity eligible for a no-revenue shipment back to the customer.

HEADS UP

A fully received RMA becomes Completed immediately. Set the intended disposition while the RMA is still open when possible, especially on a one-line return.

## Credit and replacement orders

**Issue Credit** creates a Draft customer credit memo for received quantity that is not already reserved by another non-voided memo. The amount is quantity × unit price, less the restock fee. Creating the memo does not post it, apply it to an invoice, or refund cash; finish those steps in the normal memo and settlement flow.

**Create Replacement** creates a separate Draft sales order. It copies every authorized RMA line at its full return quantity and resolves current pricing, so review the new order if the replacement should be free or use warranty pricing. Replacement shipment has no effect on RMA completion.

## Related

**Sales orders**

See the customer commitment and source lines behind an RMA.

[Open](/docs/reference/sales-orders.md)

**Receipts**

Learn when posting brings returned goods into inventory.

[Open](/docs/reference/receipts.md)

**Issues**

Resolve Scrap and Rework dispositions through quality.

[Open](/docs/reference/issues.md)

**Invoices and credit memos**

Post and settle the customer credit created from an RMA.

[Open](/docs/reference/invoices.md)


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