How to Create and Process Return to Vendor without Material Receipt in iDempiere for Retail

Overview

This is the simplest, fastest way to create a Return to Vendor in iDempiere for Retail. You need:

• NO Material Receipt link required
• NO Vendor RMA required
• NO Purchase Order linkage required
• Just: Vendor + Product + Quantity + Locator

Perfect for retail with 100+ vendors and fast return processing.

The Simplified Workflow

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Prerequisites

• Vendor must be configured as Business Partner
• Products must be created with valid UOM
• Warehouse/Locator must be configured
• User must have access to Organization
• Return to Vendor document type must be configured

Navigation

Menu → Returns → Return to Vendor

Step 1: Create Return to Vendor Header

Instructions:

1. Navigate to Menu → Returns → Return to Vendor
2. Click New Record
3. Fill in header fields:
   • Business Partner: Select vendor
   • Organization: Select branch
   • Warehouse: Select source warehouse
   • Movement Date: Date of return
   • Account Date: GL posting date
   • Order Reference: Optional (vendor’s/PO ref number)
   • Description: Optional (reason for return)
4. Save the header

RTV Header Fields – Key Information

Field	Description	Sample Value
Tenant	Company/legal entity	POTS
Organization	Business unit or branch	Chennai Store
Document No	Auto-generated RTV identifier	590003
RMA	Associated Vendor RMA if applicable	[Leave Empty]
Order Reference	Use: Original purchase order reference	PO-01020
Description	Notes about the return	Defective units return
Document Type	RTV document type	MM Vendor Return
Movement Date	Date return is being processed	06/16/2026
Account Date	Date for GL posting	06/16/2026
Business Partner	The vendor	CHENNAI SUPPLIERS
Partner Location	Vendor location/address	Chennai
User/Contact	Vendor contact person	Murugan
Warehouse	Source warehouse for return	Chennai Selling Floor
Priority	Return priority	Medium
Delivery Rule	Delivery timing rules	Availability
Pick Date	Date items were picked for return	2024-06-14
Company Agent	Procurement officer	Deepak Anand
Delivery Via	Delivery method (pickup/ship)	Pickup
Freight Cost Rule	Freight charge method	Freight included
Create lines from	Button to generate lines from source	(Button)
Generate Invoice from Receipt	Button to create credit memo (in toolbar)	(Button)
Movement Type	Type of movement (read-only)	Vendor Returns
Create Confirmation	Button to create confirmations [present in the tool bar settings button]	(Button)
In Transit	Is movement in transit?	No
Date Received	Date goods were received back	(Not yet)
Document Status	Current RTV status	Draft
Document Action	Button to complete RTV	(Button)
In Dispute	Is document disputed?	No
Posted	GL Posting Status	No

Step 2: Add Return Lines Manually

Now add the products being returned.

Instructions:

1. In the Return to Vendor Line tab, click Add Row
2. Fill in:
   • Product: Select the item being returned
   • Quantity (QtyEntered): Enter the quantity
   • Locator: Select warehouse storage location
   • Description: Optional (item notes)
   • Movement Quantity: Enter quantity to return
   • UOM (from Product)
3. Repeat for each item to return
4. Save the Return to Vendor line

RTV Line Fields – Manual Entry

Field	Description	Sample Value
Tenant	Company/legal entity	POTS
Organization	Business unit	Chennai Store
Return to Vendor	Parent RTV document	590003_06/16/2026
RMA Line	Associated RMA line (if applicable)	[Leave Empty]
Line No	Unique line sequence number	10
Product	Item being returned	CIN_Cinthol Soap
Attribute Set Instance	Product attributes (serialized items)	(None)
Locator	Warehouse storage location	Selling Locator
Charge	Additional charge type	(None)
Description	Line notes/return reason	Defective units
Quantity (QtyEntered)	Quantity being returned	10
UOM	Unit of Measure	EACH
Movement Quantity	Qty to move out of inventory (auto)	10
Picked Quantity	Qty picked for shipment	0
Target Quantity	Target quantity for return	0
Confirmed Quantity	Confirmed qty after verification	0
Scrapped Quantity	Qty marked as scrap	0

Step 3: Complete Return to Vendor

Process the return and reduce inventory.

Instructions:

1. Verify all line items are correct
2. Click Document Action button
3. Select Complete
4. System processes:
   • Validates all fields
   • Reduces inventory (stock moves out of selected locator)
   • Posts GL entries
   • Changes Document Status to Completed
5. Document Status now shows Completed

Stock Reduction – What Happens

When you complete RTV, inventory is automatically reduced.

• Product selected in RTV line
• Quantity specified in line
• Locator specified in line

Stock is REDUCED in that specific locator by that quantity

✓ Stock reduction is automatic and immediate upon completion. No separate inventory adjustment needed.

Real Retail Example

Scenario: Found 10 units of Cinthol Soap damaged during inventory count. Need to return to vendor CHENNAI SUPPLIERS.

Process:

1. Create RTV Header
   • Business Partner: CHENNAI SUPPLIERS
   • Organization: Chennai Store
   • Warehouse: Chennai Selling Floor
   • Movement Date: 06/16/2026
2. Add Line
   • Product: CIN_Cinthol Soap
   • Quantity: 10
   • Locator: Selling Locator
3. Complete RTV
4. Result:
   • Stock reduced by 10 units
   • GL posted
   • RTV completed and documented
   • Ready for credit memo generation (if needed)

Comparison: With vs Without RMA

Workflow	Steps	Speed	Complexity	Best For
WITH RMA & MR	MR → RMA → RTV	Slower	High	Tracked, linked returns
RTV ONLY (This)	RTV only	Fastest	Low	Fast retail returns, 100+ vendors

Validation Rules

• Business Partner must exist
• Organization must be accessible to user
• Warehouse must be valid
• Product must exist
• Locator must be valid
• Quantity must be positive
• Dates must be valid

Common Issues and Resolutions

Issue	Cause	Resolutions
Cannot save RTV header	Required field missing	Check Business Partner, Organization, Warehouse, Dates are filled
Cannot add line – Product not selectable	Product may be inactive	Ensure Product is marked Active
Cannot select Locator	Locator doesn’t exist or inactive	Verify Locator is configured and Active
RTV won’t complete	Validation error on lines	Verify Product, Qty, Locator filled for all lines
Stock didn’t reduce	RTV status not Completed	Check Document Status field – must be Completed
No GL posting appears	Check GL configuration	Verify GL accounts configured for product/org

Best Practices for Retail

• Use this workflow for fast, simple returns
• Enter clear descriptions (reason for return)
• Verify locator selection (correct warehouse)
• Complete RTV promptly (don’t leave in Draft)
• Use Order Reference for vendor’s reference number
• Monitor GL posting to verify accounts
• Perfect for managing 100+ vendor returns