Vendor Return Authorization Request Template for Prophet 21 Distributors
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.
Fill in
Prophet 21 Vendor Return Authorization Request Template
Vendor Return Authorization Request
From: Lakeshore Industrial Supply To: Midland Fastener Corp, Customer service, returns desk Date: 2026-10-20
Reference
Original PO: PO-0048821 Vendor invoice or packing slip: INV-775120
Return Details
Item: Hex cap screw 1/2-13 x 2 in, grade 8, MF-HC-1320 Quantity: 40 Original unit cost: 0.62 Reason: Wrong item shipped Restocking fee percent: 0 Credit method requested: Credit memo
Received grade 5 instead of grade 8. Cartons unopened and in original packaging.
Vendor Response
| Field | Vendor to complete |
|---|---|
| RMA number | |
| Return ship-to address | |
| Freight paid by | |
| Credit amount confirmed | |
| Valid until |
Internal Tracking
| Step | Date | Initials |
|---|---|---|
| RMA received from vendor | ||
| Goods shipped with RMA on the carton | ||
| Credit memo received | ||
| Credit matched in accounts payable |
Approvals
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.
Track open vendor returns automatically
An optional review of matching returns to credit memos from your ERP data.
Optional. The tool and every export work without this. No spam.
How to use the form
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.
- 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
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
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
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.
Frequently Asked Questions
Is this the same as a customer return?
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?
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?
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?
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.
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.
Related Tools
Prophet 21 Special Order Request Form Template
A fill-in form that captures everything purchasing needs to place a non-stock special order for a customer, before anyone keys it into Prophet 21.
EpicorEclipse ERP Receiving Discrepancy Report Template
A receiving discrepancy report for shortages, overages, wrong items and damage found at the dock, with the evidence purchasing needs to claim against the vendor.
Supply Chain & InventoryDistributor Vendor Performance Scorecard Worksheet
An editable vendor scorecard that turns PO line counts into on-time, complete and accuracy percentages and a weighted score you can rank and export.
More Epicor tools
See all- Prophet 21 Inventory Replenishment Calculator
- Prophet 21 Pricing Library Design Worksheet
- Prophet 21 Upgrade Checklist
- Prophet 21 Data Cleanup Checklist
- P21 Dead Stock Hold vs Liquidate Calculator
- P21 Price Matrix Multiplier and Margin Calculator
- Prophet 21 Inventory by Location SQL Generator
- Prophet 21 Open Order and Backorder SQL Generator
- Prophet 21 Order to Cash Go-Live Test Checklist