RMAs
Requires.
- Enhanced Inventory enabled, and
- Pending Equipment permission anywhere.
A Return Merchandise Authorization (RMA) is the paperwork for sending equipment back to a vendor — typically because it's defective, was shipped in error, or is being returned for credit under warranty. Each RMA references a vendor, a return reason, and one or more line items.
If you just want to write equipment off and not return it, use Spillage instead. You can also generate RMAs automatically from a locked spillage report — see Converting a spillage to RMAs.
What the page shows
A filterable, sortable list of every RMA in the company. Each row is one RMA.
Filtering
The Filter button opens a side flyout. Available filters:
| Field | What it does |
|---|---|
| Sort By | Choose the order — by ID (default), created date, or status. Always shown first. |
| Per Page | 10, 25, or 50 rows. Always shown second. |
| Vendor | Narrow to a single vendor. |
| Status | Open (default) or Closed. |
| Recipient | The recipient the equipment was previously assigned to. |
| Date from / Date to | Created-date window. |
The filter button shows a red dot when any filter (other than Sort or Per Page) is set, and a Clear action resets everything to defaults.
States and the typical lifecycle
- Open — created with at least one line item, vendor selected, return reason set. You can still add or remove line items.
- The vendor sends a return authorization number, you mark items as shipped to the vendor.
- Closed — the vendor confirms receipt (or issues credit / a replacement). The RMA goes read-only.
Stock impact
RMAs normally don't move stock — Spillage does. Closing an RMA is not what adjusts on-hand counts, and neither is creating one.
That's deliberate, because of how the two records relate. The standard path is spillage → RMA: the spillage removes the equipment from on-hand as each line is added, and the RMA that follows carries the same items and quantities forward as vendor-return paperwork. If RMAs deducted too, one physical loss of 4 units would come out of your count twice.
Two consequences worth knowing:
- An RMA you build from scratch (rather than converting a locked spillage) won't reduce on-hand at all. If the equipment genuinely needs to leave your count, log it as Spillage first and convert — that's the supported path — or record the adjustment through a Physical Inventory count.
- Spillage deduction and RMA deduction are mutually exclusive, and only SecurityTrax can change which one is active. Exactly one is on for your account; spillage is the standard. They can't both be on: a converted spillage would then remove the same equipment twice.
RMA records still appear on the Inventory Ledger when they do move stock.
Related
- Spillage — same paperwork shape, but for items being written off rather than returned to a vendor.
- Dashboard — the Open RMAs count card.
- Inventory Ledger — where RMA transactions land.