RMA-20251115-0003(the third RMA created on November 15, 2025)This number is used to track the return throughout the process and should be referenced in all communications with the customer.
| Status | What It Means | Who Handles It |
| Draft | RMA created but not yet approved for return | Customer Service |
| Authorized | Approved - customer can ship items back | Customer Service |
| Received | Items have arrived at the warehouse | Warehouse Staff |
| Processed | Return complete - inventory updated, refund ready | Warehouse Staff |
| Cancelled | Return cancelled (can happen at any stage except after processing) | Either team |
| Status | Can Edit RMA? | Can Delete? | Can Receive Items? | Can Inspect? | Can Process? |
| Draft | Yes | Yes | No | No | No |
| Authorized | No | No | Yes | No | No |
| Received | No | No | Yes (additional) | Yes | Yes |
| Processed | No | No | No | No | No |
| Cancelled | No | No | No | No | No |
| Code | Return Reason | When to Use |
| 1 | Defective/Damaged | Item arrived broken, not working, or damaged during shipping |
| 2 | Wrong Item Shipped | We sent the wrong product (our error) |
| 3 | Customer Ordered Wrong | Customer ordered the wrong item (their error) |
| 4 | No Longer Needed | Customer no longer wants/needs the item (default) |
| 5 | Quality Issue | Item works but doesn't meet quality expectations |
| 6 | Pricing Discrepancy | Price dispute or billing issue |
| 7 | Late Delivery | Item arrived too late to be useful |
| 8 | Other | None of the above - add details in notes |
| Condition | Description | Typically Restockable? |
| Good | Item is in original, sellable condition. Packaging intact. | Yes |
| Damaged | Item has cosmetic damage but may still function. Packaging may be damaged. | Sometimes (as-is or discounted) |
| Unusable | Item is broken, missing parts, or cannot be sold | No |
| Not Received | Item was expected but not included in the return shipment | N/A - investigate with customer |
| Action | Status Required | What Happens |
| Create RMA | (new) | Creates in Draft status |
| Edit RMA | Draft | Update items, quantities, notes |
| Authorize | Draft | Changes to Authorized |
| Cancel | Draft, Authorized, Received | Changes to Cancelled |
| View/Track | Any | Always available |
| Action | Status Required | What Happens |
| Receive Items | Authorized or Received | Logs quantities, changes to Received |
| Inspect Items | Received | Records condition and restock decisions |
| Process RMA | Received (fully inspected) | Restocks inventory, finalizes return |