# Vendor Return Authorization Request Template for Prophet 21 Distributors

> Source: https://netray.co/tools/p21-vendor-return-authorization-request-template
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

A vendor RMA request form for returning overstock, damaged or wrong items, with the credit you expect so accounts payable can reconcile it.

## Category

epicor

## Erp

Epicor Prophet 21

## Industry

Wholesale Distribution

## Audience

- Purchasing
- Receiving
- Accounts payable

## Tool

**Kind:** template

**Output:** document

**Fields:**

#### Distributor name

**Key:** company

**Type:** text

**Default:** Lakeshore Industrial Supply

#### Vendor

**Key:** vendor

**Type:** text

**Default:** Midland Fastener Corp

#### Vendor contact

**Key:** vendor_contact

**Type:** text

**Default:** Customer service, returns desk

#### Request date

**Key:** date

**Type:** date

**Default:** 2026-10-20

#### Original PO number

**Key:** po

**Type:** text

**Default:** PO-0048821

#### Vendor invoice or packing slip

**Key:** invoice

**Type:** text

**Default:** INV-775120

#### Item and vendor part number

**Key:** item

**Type:** text

**Default:** Hex cap screw 1/2-13 x 2 in, grade 8, MF-HC-1320

#### Quantity to return

**Key:** qty

**Type:** number

**Default:** 40

#### Original unit cost

**Key:** unit_cost

**Type:** number

**Default:** 0.62

#### Reason

**Key:** reason

**Type:** select

**Options:**

- Wrong item shipped
- Damaged in transit
- Defective
- Overstock within return window
- Ordered in error
- Price dispute

**Default:** Wrong item shipped

#### Restocking fee percent

**Key:** restock

**Type:** number

**Default:** 0

#### Credit method

**Key:** action

**Type:** select

**Options:**

- Credit memo
- Replacement shipment
- Refund by check

**Default:** Credit memo

#### Detail

**Key:** detail

**Type:** textarea

**Default:** Received grade 5 instead of grade 8. Cartons unopened and in original packaging.

**Blocks:**

#### Vendor Return Authorization Request

**Body:** From: {{company}}
To: {{vendor}}, {{vendor_contact}}
Date: {{date}}

#### Reference

**Body:** Original PO: {{po}}
Vendor invoice or packing slip: {{invoice}}

#### Return Details

**Body:** Item: {{item}}
Quantity: {{qty}}
Original unit cost: {{unit_cost}}
Reason: {{reason}}
Restocking fee percent: {{restock}}
Credit method requested: {{action}}

{{detail}}

#### Vendor Response

**Table:**

**Columns:**

- Field
- Vendor to complete

**Rows:**

**0:** RMA number

**0:** Return ship-to address

**0:** Freight paid by

**0:** Credit amount confirmed

**0:** Valid until

#### Internal Tracking

**Table:**

**Columns:**

- Step
- Date
- Initials

**Rows:**

**0:** RMA received from vendor

**0:** Goods shipped with RMA on the carton

**0:** Credit memo received

**0:** Credit matched in accounts payable

#### Approvals

**Signatures:**

- Requested by
- Purchasing manager
- Vendor representative

**Notes:** Credit expected is quantity times original unit cost less any restocking fee. Follow the return terms in your own vendor agreement, this form is a starting point and not legal advice.

## Content

**Intro:** A return to a vendor only pays off when the credit actually arrives. This template records the reason, the original PO and the credit you expect, so the open return is visible until accounts payable matches the credit memo.

**Sections:**

#### How to use the form

**Body:** Fill in the PO, the vendor invoice reference, the item and the reason, then send the page to the vendor's returns desk. The vendor completes the response table with an RMA number, return address and confirmed credit. Attach the form to the receiving record. Ship the goods with the RMA number visible on the carton, otherwise many vendors refuse the credit.

**Bullets:**

- Quote the vendor invoice, it is the proof of what you paid
- Note whether cartons are sealed
- Ask who pays return freight before shipping
- Record the RMA validity date

#### Expected credit

**Body:** Expected credit equals quantity times original unit cost, less any restocking fee percent. For 40 pieces at 0.62 with no fee that is 24.80. Small values like this still matter at scale, because a distributor with hundreds of open returns often carries unclaimed credits for months. Keep a running list of returns shipped and match each to a credit memo in accounts payable.

#### Reason codes matter

**Body:** Use a consistent reason because it drives the conversation. Wrong item shipped and damaged in transit are normally vendor responsibility with free return freight. Overstock returns are a goodwill or contract matter, often with a restocking fee and a window of 30 to 90 days. Price disputes should go to purchasing as a pricing correction, not a physical return.

#### Common mistakes

**Body:** The most common failures are shipping without an RMA number, returning after the window closed, and receiving a replacement while the credit memo also posts. Decide up front whether you want credit or replacement, state it on the form, and check accounts payable for a double settlement when both arrive.

**Cta:** If vendor returns are tracked in spreadsheets and credits get lost, we can discuss an assistant that flags open returns against vendor credit memos in your ERP data.

**Faq:**

#### Is this the same as a customer return?

**Answer:** No. This is a return from you to your supplier. Customer returns come into your branch and have their own credit and restocking rules. Use a separate form for those so reason codes and accounting stay clean.

#### Who pays return freight?

**Answer:** It depends on the reason and your vendor agreement. Vendor errors and damage normally mean the vendor pays. Overstock returns usually mean you pay. Always confirm in writing on the RMA before the carton leaves.

#### How long should I wait for the credit memo?

**Answer:** Follow up when the vendor's stated terms have passed, commonly 30 days after they receive the goods. Keep the tracking number of the shipment and the RMA number to speed up the conversation.

#### Can I export this to Word?

**Answer:** Yes. Fill in the fields, then export to PDF or Word. You can edit the Word version further, for example to add your letterhead before sending it to the vendor.

## Search terms

vendor return authorization form, p21 vendor return, return to vendor template, distributor rma request form, vendor credit memo tracking, prophet 21 return to vendor, rtv form template, return goods authorization vendor

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