---
title: "Returns to suppliers"
description: "Send faulty or wrong units back to a supplier under a return (RMA), and record whether you were credited, sent a replacement, or had the unit repaired."
url: "https://support.outpostplatform.com/procurement/returns/"
product: "depot"
type: "how-to"
status: "draft"
ai_summary: "Procurement > Returns (RMA): supplier, their RMA number, ships from, reason, units by serial or item and quantity. Mark as shipped, record each unit's outcome (credited, replaced, repaired, scrapped), and close with the credit received. Cancel only before shipping."
availability:
  plans: ["home-lab", "essentials", "enterprise", "msp"]
  permission: "procurement:write"
  preview: false
source: "https://gitlab.com/outpostplatform/docs/-/edit/main/src/content/docs/procurement/returns.md"
license: "CC BY 4.0"
---

# Returns to suppliers

A return sends units back to a supplier for credit, replacement, or repair.
Suppliers often call it an RMA, for return merchandise authorization. This page
covers opening a return, shipping it, and recording what came back.

## Before you begin

- Returns need `procurement:write`.
- Ask the supplier for their RMA number first if they issue one.

## Open a return

1. Select **Procurement** > **Returns**, then **New return**.
2. Choose the **Supplier**, and enter **Their RMA number** and the
   **Reason**.
3. In **Ships from**, choose the stock location the units leave from, or
   **Not from stock** for a unit that is not in your stock, such as one at a
   client.
4. Under **Units going back**, add each unit:
   - For a serialized unit, scan or type its **Serial number** and select
     **Find**.
   - For anything else, choose it in **Or an unserialized item**, enter the
     **Qty**, and select **Add**.
5. Select **Open the return**.

A serialized unit from your stock leaves stock when the return opens.
Unserialized stock leaves when the return ships.

## Ship it

When the units go out, select **Mark as shipped**. A return can be canceled
with **Cancel return** only before it ships. Canceling puts the units held
here back into stock.

## Record what came back

For each unit, select **Record outcome** and choose the **Outcome**:

| Outcome | What happens to the unit |
| --- | --- |
| **Credited (the unit is retired)** | Its asset is retired. |
| **Replaced (a new unit came back)** | The old unit's asset is retired, and the replacement is recorded against it. Receive the replacement first, then find it by **Replacement serial**. |
| **Repaired (the same unit came back)** | It returns to stock. |
| **Scrapped (the unit is retired)** | Its asset is retired. |

A repaired or replaced unit from your stock returns to the location the
return shipped from, or to the default receiving location when it did not
ship from stock. A unit at a client stays in the client's register.

## Close the return

1. Select **Close the return**.
2. In **Closes as**, choose **Credited**, **Replaced**, **Repaired**, or
   **Closed**.
3. In **Credit received**, enter the amount the supplier credited, or leave
   it empty when there was none.
4. Select **Close it**.

## Return statuses

| Status | Meaning |
| --- | --- |
| **Open** | Opened, not yet shipped. |
| **Shipped** | On its way to the supplier. |
| **Credited**, **Replaced**, **Repaired** | Closed with that result. |
| **Closed** | Closed with no single result. |
| **Canceled** | Canceled before it shipped. |

## Verify

- **Procurement** > **Returns** lists the return with its state and credit.
- The unit's asset history shows **Return to vendor**.

## Next steps

- [Assets](/procurement/assets/)
- [Inventory](/procurement/inventory/)