{"id":19025,"date":"2026-06-19T11:27:00","date_gmt":"2026-06-19T11:27:00","guid":{"rendered":"https:\/\/tenthplanet.in\/idempiere\/?p=19025"},"modified":"2026-07-10T09:05:31","modified_gmt":"2026-07-10T09:05:31","slug":"how-to-create-return-to-vendor-with-material-receipt-in-idempiere-for-retail","status":"publish","type":"post","link":"https:\/\/tenthplanet.in\/idempiere\/how-to-create-return-to-vendor-with-material-receipt-in-idempiere-for-retail\/","title":{"rendered":"How to Create Return to Vendor with Material Receipt in iDempiere for Retail"},"content":{"rendered":"\n

In iDempiere, creating a Return to Vendor (RTV) from a Material Receipt requires a mandatory intermediate step: creating a Vendor RMA (Return Material Authorization) document first. The RMA serves as the bridge between the Material Receipt and the Return to Vendor, ensuring proper linkage and maintaining complete audit trail.<\/p>\n\n\n\n

The Material Receipt defines the receipt of product from a Vendor. When items need to be returned, you create a Vendor RMA linked to that Material Receipt, add the return lines, and then create a Return to Vendor document from the completed RMA. This three-tier structure ensures data integrity and vendor accountability.<\/p>\n\n\n\n

This process is essential for retail operations managing product returns due to defects, overstock, or quality issues.<\/p>\n\n\n\n

Process Flow Diagram<\/strong><\/h2>\n\n\n\n
\"\"<\/figure>\n\n\n\n

Business Rules<\/strong><\/h2>\n\n\n\n

The following business rules apply to Return to Vendor processing with Material Receipt in iDempiere:<\/p>\n\n\n\n

    \n
  • Vendor RMA MUST be created first and linked to Material Receipt<\/li>\n\n\n\n
  • RMA lines are populated from Material Receipt lines using the ‘Create lines from’ button in the Vendor RMA window<\/li>\n\n\n\n
  • Vendor RMA must be completed\/processed before creating a Return to Vendor<\/li>\n\n\n\n
  • Return to Vendor is created second, linked to the completed Vendor RMA<\/li>\n\n\n\n
  • RTV lines are created from RMA lines (via ‘Create lines from’ button that only accepts RMA as source)<\/li>\n\n\n\n
  • Return to Vendor Line tab has ‘RMA Line’ field which links each RTV line to its corresponding RMA line<\/li>\n\n\n\n
  • Return Quantity cannot exceed Material Receipt received quantity<\/li>\n\n\n\n
  • Return to Vendor status flows: Draft \u2192 Completed<\/li>\n\n\n\n
  • Process Shipment button moves products out of inventory<\/li>\n\n\n\n
  • Optional Confirmations can verify actual returned quantities<\/li>\n<\/ul>\n\n\n\n

    Prerequisites<\/strong><\/h2>\n\n\n\n

    Before creating a Return to Vendor linked to a Material Receipt:<\/p>\n\n\n\n

      \n
    • Purchase Order must be created and completed<\/li>\n\n\n\n
    • Material Receipt must be created from Purchase Order and completed<\/li>\n\n\n\n
    • Products must be defined with valid Units of Measure<\/li>\n\n\n\n
    • Vendor must be configured as Business Partner<\/li>\n\n\n\n
    • Warehouse locations must be configured<\/li>\n\n\n\n
    • User must have access to Organization<\/li>\n\n\n\n
    • Vendor RMA document type must be configured<\/li>\n\n\n\n
    • Return to Vendor document type must be configured<\/li>\n<\/ul>\n\n\n\n

      Navigation<\/strong><\/h2>\n\n\n\n

      For Vendor RMA<\/strong>:<\/p>\n\n\n\n

      Menu \u2192 Returns \u2192 Vendor RMA<\/strong><\/code><\/pre>\n\n\n\n
      For Return to Vendor<\/strong>:<\/p>\n\n\n\n
      Menu \u2192 Returns \u2192 Return to Vendor<\/strong><\/code><\/pre>\n\n\n\n
      \"TenthPlanet-iDempiere-Transaction-ReturnToVendor-1\"<\/figure>\n\n\n\n
      For Material Receipt<\/strong>:<\/p>\n\n\n\n
      Menu \u2192 Requisition-to-Invoice (Purchasing) \u2192 Material Receipt<\/strong><\/code><\/pre>\n\n\n\n
      \"TenthPlanet-iDempiere-Transaction-ReturnToVendor-2\"<\/figure>\n\n\n\n
      The Return to Vendor Workflow<\/strong><\/h2>\n\n\n\n
      1. Purchase Order Created<\/strong><\/p>\n\n\n\n
      \u2193<\/p>\n\n\n\n
      2. Material Receipt Completed<\/strong><\/p>\n\n\n\n
      \u2193<\/p>\n\n\n\n
      3. CREATE VENDOR RMA (Mandatory)<\/strong><\/p>\n\n\n\n
      [ Link to Material Receipt – Use ‘Create lines from’ button to add MR lines – Complete RMA ]<\/p>\n\n\n\n
      \u2193<\/p>\n\n\n\n
      \n
      4. CREATE RETURN TO VENDOR<\/strong> <\/p>\n\n\n\n
      [ Link to Completed RMA – Use ‘Create lines from’ button to add RMA lines – Process Return to Vendor ]<\/p>\n\n\n\n
      \u2193<\/p>\n<\/div><\/div>\n\n\n\n
      5. Vendor Credit Memo Generated<\/strong><\/p>\n\n\n\n
      \u2193<\/p>\n\n\n\n
      6. Accounts Payable Reconciliation<\/strong><\/p>\n\n\n\n

      Step 1: Access the Returning Product Transaction<\/strong><\/h2>\n\n\n\n
      Navigate to:<\/strong> <\/p>\n\n\n\n
      Menu \u2192 Material Management and Pricing \u2192 Material Management Rules \u2192 Product<\/strong><\/code><\/pre>\n\n\n\n
      Select the specific Product<\/strong> and go to the Transaction Tab<\/strong> to view all movement transactions.<\/p>\n\n\n\n
      Locate the completed Material Receipt transaction<\/strong> (Movement Type = “Vendor Receipts”) and record:<\/p>\n\n\n\n
        \n
      • Receipt Document Number<\/strong> (from Transaction)<\/li>\n\n\n\n
      • Vendor name<\/strong> (Business Partner)<\/li>\n\n\n\n
      • Received quantity<\/strong> (Movement Quantity – shown as positive for receipts)<\/li>\n\n\n\n
      • Storage locator<\/strong> (Warehouse location)<\/li>\n\n\n\n
      • Related Purchase Order number<\/strong><\/li>\n\n\n\n
      • Movement Date<\/strong> (date of receipt)<\/li>\n<\/ul>\n\n\n\n
        \"TenthPlanet-iDempiere-Transaction-ReturnToVendor-3\"<\/figure>\n\n\n\n
        Step 2: Create Vendor RMA<\/strong><\/h2>\n\n\n\n
        This step is NOT optional. Vendor RMA MUST be created before creating Return to Vendor.<\/strong><\/p>\n\n\n\n
        Instructions:<\/p>\n\n\n\n
          \n
        1. Navigate to Menu \u2192 Returns \u2192 Vendor RMA<\/li>\n\n\n\n
        2. Click New Record<\/li>\n\n\n\n
        3. Fill in RMA header:\n
            \n
          • Select Business Partner<\/strong> (the vendor)<\/li>\n\n\n\n
          • Select Receipt<\/strong> (the Material Receipt from Step 1) – MANDATORY<\/li>\n\n\n\n
          • Enter optional Description<\/li>\n\n\n\n
          • RMA Type – Select from predefined types (Defective, Overstock, Wrong Item, etc.)<\/li>\n<\/ul>\n<\/li>\n\n\n\n
          • Save the RMA header<\/li>\n\n\n\n
          • Click Create lines from<\/strong> button<\/li>\n\n\n\n
          • Select Receipt<\/strong> as source<\/li>\n\n\n\n
          • Select specific Material Receipt line items to return<\/li>\n\n\n\n
          • Click Create<\/li>\n\n\n\n
          • Verify quantities in RMA Line tab<\/li>\n\n\n\n
          • Click Document Action<\/strong> button -> Complete<\/li>\n\n\n\n
          • Document Status changes to ‘Completed’<\/li>\n<\/ol>\n\n\n\n
            Vendor RMA Header Fields<\/strong><\/h3>\n\n\n\n
            Field<\/strong><\/th>Description<\/strong><\/th>Sample Value<\/strong><\/th><\/tr><\/thead>
            Business Partner<\/td>The vendor<\/td>CHENNAI SUPPLIERS<\/td><\/tr>
            Receipt<\/td>Material Receipt being returned<\/td>1000021_06\/16\/2026<\/td><\/tr>
            Document No<\/td>Auto-generated RMA ID<\/td>990001<\/td><\/tr>
            Name<\/td>RMA name\/identifier<\/td>Damaged Goods Return<\/td><\/tr>
            Description<\/td>Notes about return<\/td>Defective items<\/td><\/tr>
            RMA Type<\/td>Category of return<\/td>Damaged<\/td><\/tr>
            Document Type<\/td>RMA document type<\/td>Vendor Return Material<\/td><\/tr>
            Purchase Order<\/td>Optional PO reference<\/td>PO-5432<\/td><\/tr>
            Company Agent<\/td>Procurement officer<\/td>Deepak Anand<\/td><\/tr>
            Amount<\/td>Total RMA amount<\/td>708.00<\/td><\/tr>
            Organization<\/td>Business unit<\/td>Chennai Store<\/td><\/tr>
            Document Status<\/td>Current RMA status<\/td>Completed<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
            Vendor RMA Line Fields<\/strong><\/h3>\n\n\n\n
            Field<\/strong><\/th>Description<\/strong><\/th>Sample Value<\/strong><\/th><\/tr><\/thead>
            Line No<\/td>Unique line number<\/td>10<\/td><\/tr>
            Receipt Line<\/td>Material Receipt line<\/td>10_100_CIN_Cinthol Soap_1000021_06\/16\/2026<\/td><\/tr>
            Product<\/td>Item being returned<\/td>CIN_Cinthol Soap<\/td><\/tr>
            Quantity<\/td>Return quantity<\/td>10<\/td><\/tr>
            Description<\/td>Line notes<\/td>Damaged in transit<\/td><\/tr>
            Amount<\/td>Line total<\/td>600.00<\/td><\/tr>
            Active<\/td>Enable\/disable line<\/td>Yes<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
            \"TenthPlanet-iDempiere-Transaction-ReturnToVendor-4\"<\/figure>\n\n\n\n
            Step 3: Create Return to Vendor from Completed RMA<\/strong><\/h2>\n\n\n\n
            Now that the RMA is completed, create the Return to Vendor document linked to it.<\/p>\n\n\n\n
            Instructions:<\/p>\n\n\n\n
              \n
            1. Navigate to Menu \u2192 Returns \u2192 Return to Vendor<\/li>\n\n\n\n
            2. Click New Record<\/li>\n\n\n\n
            3. Fill RTV header fields:\n
                \n
              • Select Business Partner<\/strong> (vendor) & Select Organization<\/strong><\/li>\n\n\n\n
              • Select RMA<\/strong> (the completed RMA from Step 2) – Mandatory<\/li>\n\n\n\n
              • Select Warehouse<\/strong> (source warehouse)<\/li>\n\n\n\n
              • Enter Movement Date<\/strong> (return date)<\/li>\n\n\n\n
              • Enter Account Date<\/strong> (GL date)<\/li>\n<\/ul>\n<\/li>\n\n\n\n
              • Save the RTV header<\/li>\n<\/ol>\n\n\n\n
                Return to Vendor Header Fields<\/strong><\/h3>\n\n\n\n
                Field<\/strong><\/th>Description<\/strong><\/th>Sample Value<\/strong><\/th><\/tr><\/thead>
                Tenant<\/td>Company\/legal entity<\/td>POTS<\/td><\/tr>
                Organization<\/td>Business unit or branch<\/td>Chennai Store<\/td><\/tr>
                Document No<\/td>Auto-generated RTV identifier<\/td>590001<\/td><\/tr>
                RMA<\/td>Associated Vendor RMA if applicable<\/td>990001<\/td><\/tr>
                Order Reference<\/td>Use: Original purchase order reference<\/td>PO-01020<\/td><\/tr>
                Description<\/td>Notes about the return<\/td>Defective units return<\/td><\/tr>
                Document Type<\/td>RTV document type<\/td>MM Vendor Return<\/td><\/tr>
                Movement Date<\/td>Date return is being processed<\/td>06\/16\/2026<\/td><\/tr>
                Account Date<\/td>Date for GL posting<\/td>06\/16\/2026<\/td><\/tr>
                Business Partner<\/td>The vendor<\/td>CHENNAI SUPPLIERS<\/td><\/tr>
                Partner Location<\/td>Vendor location\/address<\/td>Chennai<\/td><\/tr>
                User\/Contact<\/td>Vendor contact person<\/td>Murugan<\/td><\/tr>
                Warehouse<\/td>Source warehouse for return<\/td>Chennai Selling Floor<\/td><\/tr>
                Priority<\/td>Return priority<\/td>Medium<\/td><\/tr>
                Delivery Rule<\/td>Delivery timing rules<\/td>Availability<\/td><\/tr>
                Pick Date<\/td>Date items were picked for return<\/td>2024-06-14<\/td><\/tr>
                Company Agent<\/td>Procurement officer<\/td>Deepak Anand<\/td><\/tr>
                Delivery Via<\/td>Delivery method (pickup\/ship)<\/td>Pickup<\/td><\/tr>
                Freight Cost Rule<\/td>Freight charge method<\/td>Freight included<\/td><\/tr>
                Create lines from<\/td>Button to generate lines from source<\/td>(Button)<\/td><\/tr>
                Generate Invoice from Receipt<\/td>Button to create credit memo (in toolbar)<\/td>(Button)<\/td><\/tr>
                Movement Type<\/td>Type of movement (read-only)<\/td>Vendor Returns<\/td><\/tr>
                Create Confirmation<\/td>Button to create confirmations [present in the tool bar settings button]<\/td>(Button)<\/td><\/tr>
                In Transit<\/td>Is movement in transit?<\/td>No<\/td><\/tr>
                Date Received<\/td>Date goods were received back<\/td>(Not yet)<\/td><\/tr>
                Document Status<\/td>Current RTV status<\/td>Draft<\/td><\/tr>
                Document Action<\/td>Button to complete RTV<\/td>(Button)<\/td><\/tr>
                In Dispute<\/td>Is document disputed?<\/td>No<\/td><\/tr>
                Posted<\/td>GL posting status<\/td>No<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
                \"TenthPlanet-iDempiere-Transaction-ReturnToVendor-5\"<\/figure>\n\n\n\n
                Step 4: Create Return to Vendor Lines from RMA<\/strong><\/h2>\n\n\n\n
                Now populate the Return to Vendor with lines from the RMA. This is where the RMA-RTV link is finalized.<\/p>\n\n\n\n
                Purpose: <\/strong>Specify which products and quantities are being returned.<\/p>\n\n\n\n
                You can add lines in two ways:<\/p>\n\n\n\n
                  \n
                • Option 1: Use Create lines from<\/strong> button (automatic) – recommended<\/li>\n\n\n\n
                • Option 2: Manually add lines one by one<\/li>\n<\/ul>\n\n\n\n
                  Instructions:<\/p>\n\n\n\n
                    \n
                  1. In the saved RTV header, click Create lines from<\/strong> button<\/li>\n\n\n\n
                  2. The pop-up dialog appears showing available RMA records<\/li>\n\n\n\n
                  3. The RMA you referenced in the RTV header is already filtered\/shown<\/li>\n\n\n\n
                  4. Select the RMA Lines and click OK<\/li>\n\n\n\n
                  5. All selected RMA lines are automatically added to Return to Vendor Line tab<\/li>\n\n\n\n
                  6. Each RTV line now has:\n
                      \n
                    • RMA Line reference<\/li>\n\n\n\n
                    • Product<\/li>\n\n\n\n
                    • Quantity<\/li>\n\n\n\n
                    • Locator<\/li>\n\n\n\n
                    • UOM<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                    • Verify all line items<\/li>\n\n\n\n
                    • Save the Return to Vendor<\/li>\n<\/ol>\n\n\n\n
                      Return to Vendor Line Fields<\/strong><\/h3>\n\n\n\n
                      Field<\/strong><\/th>Description<\/strong><\/th>Sample Value<\/strong><\/th><\/tr><\/thead>
                      Tenant<\/td>Company\/legal entity<\/td>POTS<\/td><\/tr>
                      Organization<\/td>Business unit<\/td>Chennai Store<\/td><\/tr>
                      Return to Vendor<\/td>Parent RTV document<\/td>590001_06\/16\/2026<\/td><\/tr>
                      RMA Line<\/td>Associated RMA line (if applicable)<\/td>990001_10_100_CIN_Cinthol Soap_1000021_06\/16\/2026<\/td><\/tr>
                      Line No<\/td>Unique line sequence number<\/td>10<\/td><\/tr>
                      Product<\/td>Item being returned<\/td>CIN_Cinthol Soap<\/td><\/tr>
                      Attribute Set Instance<\/td>Product attributes (serialized items)<\/td>(None)<\/td><\/tr>
                      Locator<\/td>Warehouse storage location<\/td>Selling Locator<\/td><\/tr>
                      Charge<\/td>Additional charge type<\/td>(None)<\/td><\/tr>
                      Description<\/td>Line notes\/return reason<\/td>Defective units<\/td><\/tr>
                      Quantity (QtyEntered)<\/td>Quantity being returned<\/td>10<\/td><\/tr>
                      UOM<\/td>Unit of Measure<\/td>EACH<\/td><\/tr>
                      Movement Quantity<\/td>Qty to move out of inventory (auto)<\/td>10<\/td><\/tr>
                      Picked Quantity<\/td>Qty picked for shipment<\/td>0<\/td><\/tr>
                      Target Quantity<\/td>Target quantity for return<\/td>0<\/td><\/tr>
                      Confirmed Quantity<\/td>Confirmed qty after verification<\/td>0<\/td><\/tr>
                      Scrapped Quantity<\/td>Qty marked as scrap<\/td>0<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
                      \"TenthPlanet-iDempiere-Transaction-ReturnToVendor-6\"<\/figure>\n\n\n\n
                      Step 5: Create Confirmations (Optional)<\/strong><\/h2>\n\n\n\n
                      If your QA or warehouse process requires verification of returned quantities before shipment:<\/p>\n\n\n\n
                        \n
                      1. Click Create Confirmation<\/strong> button in RTV header<\/li>\n\n\n\n
                      2. Navigate to Confirmations tab<\/li>\n\n\n\n
                      3. Enter Confirmed Quantity for each line<\/li>\n\n\n\n
                      4. Save confirmation records<\/li>\n<\/ol>\n\n\n\n
                        Step 6: Complete Return to Vendor<\/strong><\/h2>\n\n\n\n
                        Complete the Return to Vendor document and execute inventory movements.<\/p>\n\n\n\n
                        Instructions:<\/p>\n\n\n\n
                          \n
                        1. Verify all RTV lines are complete<\/li>\n\n\n\n
                        2. Click Document Action<\/strong> button -> Complete<\/li>\n\n\n\n
                        3. System validates and processes:\n
                            \n
                          • Updates inventory, reducing stock by returned quantities<\/li>\n\n\n\n
                          • Changes Document Status to ‘Completed’<\/li>\n\n\n\n
                          • Records Movement Date<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                          • RTV is now ready for shipment to vendor<\/li>\n<\/ol>\n\n\n\n
                            Step 7: Generate Vendor Credit Memo<\/strong><\/h2>\n\n\n\n
                            Create an AP credit memo for the returned goods.<\/p>\n\n\n\n
                            Instructions:<\/p>\n\n\n\n
                              \n
                            1. Open the completed RTV record<\/li>\n\n\n\n
                            2. Click Generate Invoice from Receipt<\/strong> button<\/li>\n\n\n\n
                            3. A Purchase Invoice (Credit Memo) is created<\/li>\n\n\n\n
                            4. Review and post to Accounts Payable<\/li>\n\n\n\n
                            5. Reconcile with vendor’s credit memo when received<\/li>\n<\/ol>\n\n\n\n
                              Common Issues and Resolutions<\/strong><\/h2>\n\n\n\n
                              Issue<\/strong><\/th>Cause<\/strong><\/th>Resolution<\/strong><\/th><\/tr><\/thead>
                              Cannot create RTV lines – Create lines from button not working<\/td>RMA field in RTV header is empty<\/td>Reference the completed RMA in the RTV header ‘RMA’ field first<\/td><\/tr>
                              Create lines from pop-up shows no RMA records<\/td>No RMA exists, or RMA is not Completed status<\/td>Go back and create\/complete a Vendor RMA first<\/td><\/tr>
                              In RTV Line, RMA Line field is empty<\/td>Lines were not created using Create lines from button<\/td>Delete lines and use Create lines from button instead<\/td><\/tr>
                              Return Quantity exceeds Material Receipt quantity<\/td>Invalid quantity in RMA or RTV<\/td>Reduce quantity to match Material Receipt Movement Quantity<\/td><\/tr>
                              Cannot save RTV header<\/td>Mandatory field missing<\/td>Ensure Mandatory fields are filled<\/td><\/tr>
                              Inventory not reducing after Completing Shipment<\/td>RTV still in Draft status<\/td>Check Document Status; click Docment Action button -> Complete Shipment again<\/td><\/tr>
                              Cannot reference Material Receipt directly in RTV<\/td>User trying to use non-existent feature<\/td>Use Vendor RMA as intermediate document; create RMA first from MR<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
                              <\/p>\n","protected":false},"excerpt":{"rendered":"
                              In iDempiere, creating a Return to Vendor (RTV) from a Material Receipt requires a mandatory intermediate step: creating a Vendor […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[67,74],"tags":[],"class_list":["post-19025","post","type-post","status-publish","format-standard","hentry","category-retail","category-inventory-retail"],"_links":{"self":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19025","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/comments?post=19025"}],"version-history":[{"count":1,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19025\/revisions"}],"predecessor-version":[{"id":20345,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19025\/revisions\/20345"}],"wp:attachment":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/media?parent=19025"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/categories?post=19025"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/tags?post=19025"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}