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

Navigate to Archived Returns from the Returns menu (accessible via /return_archived_whlist.php) or click “Processed Returns” link from the active Returns list. Requires appropriate WMS permissions.

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.

Advanced Search

Filter by RMA ID, Order ID, account, customer, dates, and status to find specific archived returns.

Data Export

Export archived return data to CSV for reporting, analysis, or integration with accounting systems.

Understanding Archived Return Status

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

Status	Status Code	Description
COMPLETE	25	Return processed successfully. All items received and processed as expected.
DISCREPANCY	26	Return processed but there was a discrepancy (wrong items, wrong quantity, etc.).
INCOMPLETE	27	Some expected items were not received in the return.
UNEXPECTED	37	Return contained unexpected items that weren’t in the original order.
ARCHIVED COMPLETE	28	Return completed successfully and archived.
ARCHIVED DISCREPANCY	29	Return with discrepancy archived.
ARCHIVED INCOMPLETE	30	Incomplete return archived.
ARCHIVED UNEXPECTED	38	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 Archived Returns:

• COMPLETE (25) - All items processed successfully
• DISCREPANCY (26) - Processed with discrepancies
• INCOMPLETE (27) - Some items missing
• UNEXPECTED (37) - Unexpected items received

These returns can be manually archived to statuses 28, 29, 30, or 38, 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 (25, 26, 27, 37) to archived (28, 29, 30, 38). All data remains intact and accessible.

Viewing Archived Returns

1. Navigate to Archived Returns

   Go to Returns → Archived Returns or access /return_archived_whlist.php directly. You can also click “Processed Returns” link from the active Returns list.

2. Review the List

   The table shows all archived return orders with:

   • RMA ID - Return Merchandise Authorization ID (click to view details)
   • Order ID - Original order shipping number
   • Account - OMS account ID
   • Request Type - Type of return (Simple Return, Exchange, Restocking, etc.)
   • Order Status - Current archived status
   • Tracking# - Tracking number for the return shipment
   • Customer Name - Customer first and last name
   • Customer Zip - 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. Filter Archived Returns

   Use search and filter options to find specific returns:

   • Filter by status
   • Filter by account
   • Filter by Request Type
   • Search by Order ID, RMA ID, or Tracking#

4. 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 ID

   Click the RMA ID to open the detail 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 (Status 25) / ARCHIVED COMPLETE (Status 28)

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

DISCREPANCY (Status 26) / ARCHIVED DISCREPANCY (Status 29)

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 (Status 27) / ARCHIVED INCOMPLETE (Status 30)

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 (Status 37) / ARCHIVED UNEXPECTED (Status 38)

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 Basic Search

   Enter keywords in the search box to find returns by:

   • RMA ID
   • Order ID
   • Tracking number
   • Customer name

2. Use Advanced Filters

   Click Advanced Search to filter by:

   • Status (COMPLETE, DISCREPANCY, INCOMPLETE, UNEXPECTED, and archived versions)
   • Account
   • Request Type
   • Order ID
   • Date range (Requested Date, Received Date, Processed Date)

3. 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

Exporting Archived Data

1. Select Export Format

   Use the export options to download archived return data:

   • CSV format for spreadsheet analysis
   • Excel format for detailed reports

2. Export All or Filtered

   Export either:

   • All archived returns (if no filters applied)
   • Filtered results (only matching your current filters)

3. Use Exported Data

   Use exported data for:

   • Return rate analysis
   • Customer service reports
   • Inventory reconciliation
   • Accounting records
   • Performance metrics

Best Practices

Regular Reviews

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

Status Verification

Verify that returns show the correct status. COMPLETE 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 (Status 25, 26, 27, or 37)
• Search by RMA ID or Order ID 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 ID is correct
• Try accessing from a different account if you have multiple account access
• Contact support if issues persist

Export Not Working

Problem: Export function doesn’t generate file or shows errors.

Solution:

• Check if you have export permissions
• Try exporting fewer records (use filters)
• Clear browser cache and try again
• Contact support if export continues to fail

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

Next Steps

After reviewing archived returns:

1. Verify Processing - Check that COMPLETE returns were processed correctly
2. Analyze Trends - Export data to identify return patterns and problem areas
3. Support Customers - Use archived returns to answer customer service questions
4. Improve Processes - Review DISCREPANCY returns to improve return handling procedures