Receive RMA (Admin Portal)

Overview

The Return Merchandise Authorization (RMA) process is the recommended workflow for managing order returns. RMAs allow you to track and manage returns from the initial customer contact to the receipt of the returned items in your warehouse. You can utilize the Skustack Admin portal to create RMAs and effortlessly receive existing ones through the Skustack application.

Manage RMA

The Skustack Admin portal enables you to easily create new RMAs, search for existing ones, monitor their progress, export them to Excel, and more.

Create RMAs

You can create RMAs either individually through a fully shipped order or in bulk via a file import.

Individually

Whenever an item from a fully shipped order should be returned, an RMA can be created in a few simple steps:

1. Navigate to the Skustack Admin portal at https://xx.skustack.com (replace “xx” with your server ID or team name).

2. Enter your login credentials.

3. Click Orders > Manage Orders and open the desired Orders Details page.

4. From the Actions menu, select Create RMA.
   
   

   
   

5. In the Items panel, check the boxes of the products that should be returned.

6. Enter a Qty to Return.
   
   

   
   

7. Enter a Reason. You can do this per item or select the Return Reason For All Items.
   
   

   
   

8. Optionally, enter a Description.

9. Click Create RMA.
   
   

   
   

In Bulk

To create multiple RMAs at once:

1. Navigate to the Skustack Admin portal at https://xx.skustack.com (replace “xx” with your server ID or team name).

2. Enter your login credentials.

3. Select Receiving > Manage RMA.

4. Click the Actions icon at the bottom-right corner of the page and select Import.
   
   

   
   

5. Click Download Sample RMA for Default and a template file will be saved in your computer's Downloads folder.
   
   

   
   

6. Enter the required details in the downloaded spreadsheet:

   1. OrderID

   2. SKU

   3. QtyToReturn

   4. ReturnReason

   5. Description

   6. ChannelRMANumber

   7. Channel

   8. ChannelOrderNumber

   9. CompanyID

   10. TrackingNumber

   
   
   

   
   

7. Once done, save the file and return to the import prompt.

8. Click Choose File and select the populated spreadsheet.

9. Click Import RMAs.
   

   
   

10. A Queued job will be created, from which you can monitor the status of the import. Once completed the RMAs will be created in the system.
    
    

    
    

Search RMAs

To search for existing RMAs:

1. Navigate to the Skustack Admin portal at https://xx.skustack.com (replace “xx” with your server ID or team name).

2. Enter your login credentials.

3. Select Receiving > Manage RMA.

4. Configure your Default filters to make sure that the results display exactly what you need.

5. Click Search. Each filter you apply gets highlighted. If a filter is gray or not displayed at all, it’s not active.

6. To manage the columns in the grid, click the three dots icon on the top right and select Customize Columns. You can:

   • Reorder columns by dragging them up or down in the list;

   • Hide columns by clicking the Trash icons;

   • Add columns by clicking Add column.

7. To arrange the data in a different order, use the Sort by menu.

8. To save your filtering and sorting options, click Save view, enter a Name, and click Save.

9. Access the Actions menu to either import a new RMA, or export existing RMA information.

10. Click on an RMA ID to be directed to the RMA details page.

Approve RMAs

To ensure control over which RMAs are processed, you can incorporate an approval step into your workflow. By enabling the Client Setting Enable RMA Item Approval Status, you require that RMAs be reviewed and approved before moving forward. If you use Skustack as a standalone product, contact Sellercloud Support or your onboarding representative to enable this option.To approve RMAs:

1. Navigate to the desired RMA details page and click the Edit in the Items panel.
   
   

   
   

2. Select an approval status from the Approved dropdown menu:

   • Undecided

   • Approved

   • Rejected

   
   

   
   

3. Once done, click the Save icon.
   
   

   
   

RMA Details

On the RMA details page, you will see four panels with RMA-related information. Refer to the details below for more information about each panel.

General Panel

Changes Panel

Field	Description
Updated By	The email address of the user who last updated the RMA.
Received By	The email address of the user who received the RMA.
Updated On	The date when the RMA was last modified.
Received On	The date when the RMA was received.

Items Panel

Field	Description
SKU	The product SKU.
Original Order	The internal order number.
Item	The product name.
Qty Ordered	The quantity ordered.
Qty To Be Returned	The quantity expected to be returned.
Qty Received	The quantity received back in your warehouse.
Reason	The reason for the return.
Resolution	The resolution for the return.
Description	The RMA description.
Approved	Approval status on an item level. Client setting Enable RMA Item Approval Status must be enabled for this workflow. If you use Skustack as a standalone product, contact Sellercloud Support or your onboarding representative to enable this option.
Serials Returned	The serial numbers of the items being returned, if applicable.

Notes Panel

Field	Description
RMA Notes	Notes that were added to the RMA during the receiving session. When creating a new note, you can tag one or several employees, who will receive it as a notification when they log into the Skustack Admin Portal.
Order Notes	System notes.

Toolbox

The Toolbox on the RMA Details page provides additional functionalities.

Tool	Description
Change Log	The records of all changes made to the RMA.
Documents	RMA documents or attachments, such as camera images. Typically added during the receiving session.
Serials	The serial numbers of the items being returned, if applicable.

Actions

Some of the available Actions on the RMA details page are:

• Export to Excel - Downloads an Excel spreadsheet with the RMA's details.

• Manage Documents - RMAs can store documents. You can Upload, View, Edit, Download, and Delete them from the corresponding RMA Documents page.

• Manage Serials - Here you can view and import item's Serials.

• Print to PDF - Use this action, to issue a PDF document with information about returned and received quantities, as well as related order payment and refund details.

• Receive Return - This action allows you to receive all RMA items simultaneously.

• Un-receive Return - Allows you to unreceive returned RMAs.

Related Settings

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