Flxpoint provides you with the ability to track your customer returns from your sales channels and return merchandise authorizations (RMAs) for your suppliers.

Currently, managing your returns and RMAs within Flxpoint is a manual process. Automation is not available at this time.

Navigating to Returns:

• Click Orders
• In the top navigation bar, click Returns
• Doing so will bring you to the Returns Overview Page.

The Returns Overview Page will display the history of returns on your account. From this screen, you can quickly see a snapshot of each return including:

• The status of the return
• The progress on return approval and shipment
• The date the return was requested
• The return and order reference numbers
• Total number of line items and RMAs
• Total cost of the return

In the blue left panel, you have access to default filters based on return status, shipment received status, RMA statues, channels, and sources. You can also create custom filters for your business needs. 

You may also use this screen to bulk export returns by selecting the desired returns and clicking Export.

Once you click on a particular return, you will arrive at the expanded view of the return. Here you will find the three key elements of a return:

• Returned Order Line Items
• RMA Request(s)
• Return Shipment

You can also locate the related order information in the blue panel on the left side of the screen.

Creating a Return & RMA

Now let's walk through how to create a return and a return merchandise authorization (RMA). There are 3 key steps to creating a return and RMA.

To start, click Create Return located in the bottom right corner of Returns section on your order.

You will now see a pop-up menu to guide you through the creation process. We will break each step down below.

Step One: Create Return

In this first step, you are building your return. In order to continue, you must:

1. Select the item(s) to be returned
2. For each item selected, choose the appropriate Return Quantity
3. Select the Return Destination (i.e. the supplier accepting the return)
4. Choose the Return Reason. Default options include: incorrect item, changed mind, incorrect size, and late arrival. You may not input a custom reason.
5. Select the Condition. Default options include: new, used, and damaged.
6. Enter the amount to be refunded in the Item Refund field.
7. If applicable, you may enter a Refund Adjustment.
8. Decide if you would like to apply the total refund to the customer to the Channel Invoice for this order. If yes, be sure to select the checkbox for this option.
9. Click Continue to move to step 2.

Refund Adjustment 

You have the ability to add both positive and negative values in the Refund Adjustment field. Once you enter a refund amount, the Total Refund to Customer will update automatically. 

If you wish to add a negative value, be sure to enter the negative dash ( - ) before the refund amount. 

Always confirm the Total Refund to Customer amount is correct before proceeding to step 2.

Step 2: Create RMA

Here, you are creating the Return Merchandise Authorization (RMA). To continue to step 3, please:

1. Confirm the Return #. Update if necessary.
2. Confirm the Request RMA #. Update if necessary.
3. Ensure the correct Return Destination has been selected.
4. Enter the Return to Address.
5. Optional: You may edit the return item by clicking the pencil icon to the right of the Per-Unit Cost.
6. Optional: Enter a Note.
7. Decide if you would like to have the RMA approved automatically after creation. If yes, select the checkbox to the right of Approve RMA?
8. Update Credit Adjustment field if applicable.
9. Click Complete to move to step 3.

Step 3: Completion Confirmation

Congratulations! You have successfully created a return and RMA. From here, you may click View Return to see the new return.

Managing Returns

Once you have created a return, you can select the Actions menu in the bottom right of the return to commit the following actions:

• Close Return
• Cancel Return
• Edit Return
• Sync Refund
• Re-Open Return
• Un-Cancel Return

Managing Return Merchandise Authorizations (RMAs)

After a RMA has been created, you may select the Actions menu in the bottom right of the return to commit the following actions:

• Approve RMA
• Deny RMA
• Edit RMA
• Void RMA
• Cancel RMA
• Sync Credit

Creating a RMA Separately

If you have previously created a return and now need to create an additional RMA, you may create the RMA independently.

Navigate to Orders >>> Click Returns >>> Select Appropriate Return >>> Click Create RMA

1. Confirm the Return #. Update if necessary.
2. Confirm the Request RMA #. Update if necessary.
3. Ensure the correct Return Destination has been selected.
4. Enter the Return to Address.
5. Optional: You may edit the return item by clicking the pencil icon to the right of the Per-Unit Cost.
6. Optional: Enter a Note.
7. Decide if you would like to have the RMA approved automatically after creation. If yes, select the checkbox to the right of Approve RMA?
8. Update Credit Adjustment field if applicable.
9. Click Complete to move to step 3.

RMA Processing Strategies

Flxpoint supports four distinct RMA processing flows so you can match the workflow you (and your vendors) actually use for returns.

Configure Auto-Process at the Global Level

Go to Orders → RMA Strategy and use the AUTO PROCESS RMAs toggle. When enabled, an RMA goes directly into a Processing status and either becomes visible in the API or is flagged to Process to the source through a configured integration.

Override the Global Strategy on a Source

On each source's RMAs section, use the OVERRIDE: AUTO PROCESSING radio buttons to set a per-source policy:

• Use Global RMA Strategy — follow the global toggle above.
• Auto Process — always auto-process for this source, regardless of the global toggle.
• Do NOT Auto Process — never auto-process for this source.

The Four Vendor Portal RMA Flows

RMA Statuses

RMAs flow through these statuses: Waiting, Processing, Processed, Approved, Partially Approved, Denied, Voided, Canceled. The Processing and Processed statuses were added alongside the Vendor Portal RMA flow.

Returns in the Vendor Portal

Vendors can see Returns specific to them inside the Vendor Portal, nested under the Purchase Order that originated the return. Returns do not appear as a standalone page in the Vendor Portal — they are always shown in the context of the related PO.

What Vendors See on a Purchase Order

• A Returns section on each PO that has one or more Return records associated with it.
• Individual Return records, viewable inside the PO with their associated RMA(s).
• A Return Status filter on the PO list, so vendors can quickly find POs that have active returns.

RMA-Available Notification to Vendors

When a new RMA becomes available for a vendor, Flxpoint sends a notification email:

"You have a new RMA available in the Vendor Portal. Login to your account to see RMA #12345."

Vendors enable this in their Vendor Portal notifications by toggling NOTIFY ME WHEN RMA BECOMES AVAILABLE. The email follows the same template structure as the Fulfillment Request notification.

What Vendors Can Do

From the RMA Actions dropdown inside the Vendor Portal (depending on the configured flow), vendors can:

• Approve or Deny RMA line items directly.
• Re-process the RMA — opens a modal to append a new RMA # (similar to how Fulfillment Requests are re-processed).

Reminder: Refunds and RMAs in Flxpoint are currently manual. Approving an RMA does not auto-issue a refund and does not deduct from inventory quantity. Use Sync Refund on the Return and Sync Credit on the RMA to record the refund and source credit when you're ready to close it out.

Refunds & Credits

A record of the refund to the customer will be created automatically along with the return. The refund total is the sum of the selected order line item prices and any custom adjustments made by you.

Refunds can be applied to the Order and/or Channel Invoice in two ways:

• By opting to do so during the return creation
• Creating the return. Then selecting Actions >>> Sync Refund

Adding a refund will not directly affect the order invoice total. Instead, you will see a Net Balance field displaying the difference between the invoice total and the refunded amount,

Return Shipments

Adding a return shipping allows you to add tracking information for shipments you're sending back to the supplier.

Creating a Return Shipment

1. Select the appropriate RMA # if applicable
2. Ensure accuracy of Return To address
3. Input Carrier Name
4. Insert Tracking Number
5. Confirm Quantity
6. Optional: Add a note
7. Click Create to complete

Frequently Asked Questions