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After inspection: shipping out, destroying, locations and return charges

Last updated 2026-10-24

Once a return is graded, each line gets a disposition. Lines that leave the building go through a ship-out confirmation, destroyed lines need a second person to review, restocked lines become a warehouse putaway task, and every step is recorded as a billing event your clients can see.

Pick the way out when you set the disposition#

For dispose, return-to-vendor and donate lines you also choose the way out: destroy on site, or ship out. The choice is fixed when the disposition is saved — the ship-out step cannot change it later, so what leaves and how is decided once, by the person who graded it.

Ship-out confirmation#

  1. Open the RMA. The "Disposition outbound" section lists every line waiting to go out, grouped by what is pending.
  2. Tap "Confirm ship-out", fill in the carrier and tracking number, and attach the shipping voucher photo or PDF if you have one. Confirm — the lines are marked shipped out and leave the in-process stock.
  3. Return-to-vendor lines also create their billing event at this moment, counted by piece.

Destruction needs two people#

Lines set to destroy on site wait in the same section under "Pending destruction". Confirming a destruction records who executed it (you) and requires a reviewer — a different team member you pick from the list. Both names and the time stay on the line forever, so a destroyed item can always be traced back.

In-process locations and the putaway task#

  • Received returns land on the warehouse’s default return receiving location; if none is set, they stay unlocated for now and the page says so. Quarantine always needs a location too: when you tap "Quarantine" on the RMA, a dialog lets you pick one — or leave it empty to use the warehouse’s default quarantine location. With neither, the system stops and asks instead of guessing. Both defaults are set in the same place: Master Data → Warehouses → edit the warehouse → "Return Default Locations".
  • The RMA page shows an "In-process stock" section: every physical item, its status and where it sits. Nothing is "somewhere" — if it has no location yet it says so plainly.
  • A restock line does not jump straight back into sellable stock. It creates a putaway task in WMS — the warehouse team shelves it like any other putaway, and only when that task is done does the quantity become available. If the task gets cancelled, the RMA goes back to "disposition" so you can decide again.

How returns are charged#

  • Receiving: one charge per return order when it is received.
  • QC grading and disposition: per piece, when each line is graded / decided.
  • QC photos: one charge per photo submission (a set).
  • Storage: returns sitting in process are free for the first 7 days by default (your warehouse can change the free days). After that, storage is charged per piece per day, counted automatically every night.
  • Prices come from your rate card — the same place as warehouse rates — so a return charge always matches the rate you agreed with the client.

Related topics

Return policies: rules that decide what a return gets

Write the return rules once: how many days, whether there is a restocking fee, whether it needs a receipt, whether small returns can be auto-approved. The system matches each return to the right policy by priority and tells you: eligible or not, how much fee, auto-approve or manual review.

Returns dashboard: how returns are really doing

Open RMAs, returns waiting for QC, and what got done in the last 30 days — plus a bar chart of return reasons and the disposition mix. One page to answer "how bad is it, and why?"

Mobile receiving: take returns in on the dock with a phone

Scan or type the RMA number, check the expected vs. received quantities line by line, tap one big Receive button. Big buttons, one column, works with gloves on.