• Post category:apt-university
  • Reading time:5 mins read


  • How do I return an item from a customer?
  • How can I return an item for a customer purchased my product from a distributor or third party?
  • How can I return an item to a vendor?
  • How can I create a credit memo or request replacement product?

Webinar transcript

APT University: Returns

Hello and welcome to APTU – today our topic will be customer and vendor returns in AdvancePro.

Customer and Vendor Returns In AdvancePro function exactly in the opposite way from sales and purchasing. So at a high level, you’ll still place an order, deal with the warehouse, and then deal with the finances. If you’d like to review how these functions work in customer sales and vendor purchases, check out our past videos on localhost/apt under the resources tab.

So in the case of a customer return, first you’ll issue the customer RMA, which is just like placing an order, then you’ll receive the goods into inventory (or set them up for review later, and finally you have an optional step to create a credit memo (if you chose to do so)

In the case of a vendor return, you will be issued an RMA from your vendor and create a vendor return, then you’ll ship the goods to the vendor, and finally you’ll create a credit memo.

In both cases, the credit memo will move to QuickBooks automatically if you’re using QuickBooks sync.

So lets jump into AdvancePro. To begin a customer return, you’ll want to go up to our returns tab at the top of the screen and choose issue a new customer return. If you need to review previous returns, you can also look at view customer returns.

Now when we start a return, initially we choose the customer, and advancepro will provide us with a list of the items that customer has purchased in the past for us to choose from. If this is a customer who is returning an item they bought through a distributor or other means, or from a point before AdvancePro was in use.go ahead and click the ‘create a return for products that don’t have a order history checkbox and then restart your search. Now check off the items you wish to return, and click create return.

If this was related to an existing order, there will be a set number of items that are unreturned from that order that can still be returned. Go ahead and put in the quantity you’ll be returning, you can also set the refund price, or under the resolutions tab, choose to replace the goods instead of refunding. If you do this you can create another outbound order for the customer.

Once you’re happy with the return you’ve created, go ahead and process the return, the return will be added to the warehouse dashboard under orders to recieve in the returns section.

When you’re receiving the goods, you can mark their serial numbers – which will confirm that your customer is returning the serialized item that they say they are returning, you can decide if you want to return this item to saleable inventory or mark it for review, if you mark it for review, then the item will not be available for sale after you receive the goods, instead you will go to manage inventory, and see a new column appear with a button to review and return or write off the goods.

Finally, when you receive, if the resolution was marked as a CREDIT, you can go to the customers tab, view all invoices and credit memos, and view the memo that was created. This will be sent to QuickBooks.

On the reverse side when dealing with vendor returns, this is a very similar process, we’ll come to the returns tab, start a new vendor return, choose the vendor then the item, and start the order. Once you’ve configured the return appropriately, you can process it and it will be sent to shipping so you can send the returned items to your vendor.

As you ship, you can mark the serial number being returned, and if your vendor is going to credit you, after shipping just visit the view all vendor returns area, open up your return and click create credit memo, That memo will be generated under Vendors>view all bills and credit memos, and will be sent to QuickBooks on your next sync.

So this concludes our tour of AdvancePro’s return features.