TABLE OF CONTENTS
- Introduction
- Managing Returns From Admin Application
- Modifications In Manage Return Workflow From Znode 9.7 Release
- Reference Articles
Introduction
Navigate to: OMS > Returns
Returns list is a centralized location from where admin users can view, search and filter and manage Returns for all the Znode stores. This article provides information about how different elements from a Return can be managed and how it impacts other features.
Managing Returns From Admin Application
Navigate to: OMS > Returns > “View” Action
Admin users can view and manage various Return related details from the Manage Return screen.
Steps To Manage A Return
To manage a Return, admin users can follow the below steps:
Step 1: Click on the “View” icon from the Returns list screen
Step 2: Edit the required fields
Step 3: Click on the “Save Return” button, a confirmation popup will appear
Step 4: Click on the “Ok” button
Details Of Different Return Management Features
General Sections
Store Information Section
This section displays the following fields/buttons:
Return Status
Allows users to select any of the following statuses for a Return:
Submitted
In Review
Received
Approved
Rejected
Refund Processed
Submitted is the default status of a Return after the return or cancellation request is submitted
In Review and Received statuses have no related workflow and can be used for informational purposes
Approved status indicates that the Return is approved, return/cancellation request is completed, and it will not require any further changes. A user can select a Return Status as Approved only if any one of the below mentioned scenarios match:
All line items have status as Approved
At least one line item has status as Approved and the remaining line items have status as Rejected
Rejected status indicates that the Return is rejected, the return/cancellation request is completed, and it will not require any further changes. A user can select a Return Status as Rejected only if all line items available in Return have status as Rejected
After a Return Status is selected as Approved or Rejected, users cannot make any changes to the Return, and the returned line items (with status as Approved) along with the confirmed quantities are removed from the product ordered list for the Order (can be viewed from Manage Order screen in admin or Order Receipt page on the web-store)
Refund Processed status indicates that the refund is processed for a Return and the return/cancellation request is completed. This status can only be selected if Return Status was previously selected and saved as Approved.
After a Return Status is selected as Refund Processed, a Return Total is considered as the final refunded amount out of which Return Total - Voucher Amount is refunded to the payment source. This step is optional therefore it gives admin users an option to decide if they want to process a refund through the Returns module or want to use any other mode.
Note:
The Voucher Amount is not refunded manually in all the eligible vouchers associated with the Order, therefore the respective Vouchers need to be updated manually if needed
When an offline payment was used during order creation then selection only changes the status.
When Return Status of Return is changed and saved, an email notification using Return Order Status Notification For Customer template is sent to the customer indicating the changes made.
When Return Status of Return is changed to In Review and saved, an email notification using Return Request Notification For Customer template is sent to the customer indicating the request is in review.
When a refund is processed for a Return, an email notification using the Refund Processed Notification For Customer template is sent to the customer indicating the same.
Process Refund button
Allows users to process refunds after clicking this button.
Users can either select Return Status as Refund Processed or can click the Process Refund button, both works in the same way.
Note:
The Voucher Amount is not refunded manually in all the eligible vouchers associated with the Order, therefore the respective Vouchers need to be updated manually if needed
When an offline payment was used during order creation then this button remains disabled.
Also, this section displays the following non-editable information:
Return Date
Indicates the Return creation date and time
Return No.
Indicates the return number
Return Created By
Indicates the email address of a user who created the return/cancellation request
Order No.
Indicates the order number
Total Return Quantity
Indicates the original number of quantities added in the return/cancellation request. The value of this field never changes.
Amount
Indicates the Return Total amount
Payment Method
Indicates the payment method where the required amount gets refunded. It also indicates the payment method used to make the last payments for the Order.
Customer Information Section
This section displays the following details:
Customer details (like Customer Name, Email Address, and Phone Number)
The information displayed for Customer Name, Email Address and Phone Number never gets changed after an order is placed, even if the changes are made to the User account from the Manage User screen. Therefore the same changes reflect in return/cancellation requests
Shipping To Address
Indicates the address where the returned items will be delivered. The address displayed here is the address of the default warehouse associated with the Store.
Shipping From Address
Indicates the address from where the return order will be shipped back. The address displayed here is the shipping address of the user associated with the Order.
Products Returned Section
This section displays the following details/fields/input areas
Line Item details
Any changes made to existing products from the Edit Product screen do not reflect in Order and therefore does not reflect in Returns
Note: Line item should not be disabled if it is available in an incomplete Return.All the details saved against the Order, like the following while the order was created or managed gets used for Return line item calculations:
Unit Price
Line item wise shipping amount
Line item wise tax amount
Line item wise line item discount amount
Line item wise order discount amount
Line item wise CSR discount amount
Line item wise shipping discount amount
Line Item Status
Allows users to select any of the following statuses for a return line item
Submitted
In Review
Received
Approved
Rejected
Submitted is the default status of a return line item after the return or cancellation request is submitted
In Review and Received statuses have no related workflow and can be used for informational purposes
Approved status indicates that the X quantities (added in the Confirmed Qty column) out of the expected quantities (displayed in the Expected Qty column) are approved for the Return.
Note: The other quantities that are not approved can be conceptually considered as Rejected as the same is not displayed in the UI.Rejected status indicates that all the expected quantities are rejected for Return. When return line item status is selected as Rejected, all the confirmed quantities are reset to expected quantities.
Confirmed Qty
Allows users to enter the quantities that are approved out of the expected quantities
When return line item status is selected as Rejected, all the confirmed quantities are reset to expected quantities and the required input field is disabled.
Return Shipping
Allows users to decide if they want to return the Shipping for the line item or not
When the Return Shipping field is unchecked, the shipping amount is added in the Return Charges field which indicates that the respective amount is not being refunded back to the user. The Return Charges is then subtracted to calculate the Return Total
Return Summary
Allows users to view the following information calculated for the line items available in the Return:
Subtotal
Indicates the sum of line item total (unit price * quantity)
Shipping
Indicates the sum of line item shipping amounts (irrespective of the value of Return Shipping checkbox)
Tax
Indicates the sum of line item tax amounts
Discount (on Subtotal)
Indicates the sum of line item and order discounts
CSR Discount
Indicates the calculated CSR discount
Shipping Discount
Indicates the calculated shipping discount
Return Charges
Indicates the sum of shipping amounts and tax calculated on the shipping amount for return line items whose Return Shipping is unchecked
Return Total
Indicates the value calculated using this formula: Subtotal + Shipping + Tax - Discount (on Subtotal) - CSR Discount - Shipping Discount - Return Charges
Voucher Amount
Znode considers that every time a complete/partial order is returned, Voucher Amount will be refunded first and then the remaining amount will be refunded to the payment source.
Since there can be multiple incomplete Returns associated with the Order, therefore Voucher Amount for Return is calculated only after the Return is Approved.
Once Return is Approved, then depending on the Voucher Amount remaining in the Order and the Return Total, Voucher Amount for Return is calculated. If Voucher Amount remaining in Order > = Return Total then Voucher Amount for Return = Return Total, otherwise Voucher Amount for Return = Voucher Amount remaining in Order
Return History Section
This section displays logs of all the changes made by admin users for the Return.
This button allows users to print the Return receipt.
Save
This button allows users to permanently save all the changes to the Return.
Back
This button takes the users to the Returns list page.
Modifications In Manage Return Workflow From Znode 9.7 Release
The total of the following fields gets displayed in the Return Summary:
Subtotal
This is the sum of return line item total amounts
Shipping
This is the sum of return line item shipping amounts
Tax
This is the sum of tax amounts calculated on return line item total and return line item shipping total.
Discount (on Subtotal)
This is the sum of all line items and order discounts
CSR Discount
This is the calculated CSR Discount
Shipping Discount
This is the sum of all shipping discounts
Return Charges
This is the sum of all the non-refunded shipping and tax calculated on shipping amounts for all return line items whose Return Shipping is unchecked
Return Total
This is calculated using this formula: Subtotal + Shipping + Handling Charges + Tax - Discount (on Subtotal) - CSR Discount - Shipping Discount - Return Charges
Voucher Amount
Znode considers that every time a complete/partial order is returned, Voucher Amount will be refunded first and then the remaining amount will be refunded to the payment source.
Since there can be multiple incomplete Returns associated with the Order, therefore Voucher Amount for Return is calculated only after the Return is Approved.
Once Return is Approved, then depending on the Voucher Amount remaining in the Order and the Return Total, Voucher Amount for Return is calculated. If Voucher Amount remaining in Order > = Return Total then Voucher Amount for Return = Return Total, otherwise Voucher Amount for Return = Voucher Amount remaining in Order
The following shipping related information gets displayed and saved separately for all the Order screens in admin and web store:
Shipping
Shipping Discount
Note: Handling Charges are not considered for Returns
Once an order is placed the following additional information gets saved along with the Order so that the same values (and not the current values) can be used while creating or managing a Return:-
Line item wise Unit Price
Line item wise included quantities of child products for every bundle product
Line item wise value of “Out Of Stock Options” setting
Line item wise shipping amount
Line item wise tax amount
Line item wise tax rate (only if the custom tax is used)
Line item wise sum of all line item discount amount
Line item wise line item discount for every applied discount
Line item wise order discount amount for every applied discount
Line item wise CSR discount amount for every applied discount
Line item wise sum of all line item shipping discount amount
Line item wise shipping discount amount for every applied discount
Note: This is available from Znode 9.7.1Order wise value of “Calculate Tax On The Discounted Price” setting
Order wise value of “Include Shipping In Taxes” setting
Order wise handling charges
Order wise voucher amount for every applied voucher
Line item and Order wise applied Discount Types
Admin users cannot make any changes to the following Order unless all the Returns associated with the Order are complete i.e. has any one of the following statuses- Approved or Return Processed or Rejected:
Order Status
Shipping Type
Shipping Address - zipcode
Coupon
Voucher
Tax Exemption
CSR Discount
Line Item Status
Shipping
If the line item status is Failed or Shipped, then admin users cannot edit the line item shipping amount
If line item status is selected as Shipped, the line item quantity input gets enabled so that admin users can enter the quantities that are shipped. Product level Ship Separately setting is removed. Admin users can ship any line item from any order separately. Also, irrespective of product is shipped separately or together, still, the handling charges be still applicable on the entire order
If line items are split shipped, line item shipping and shipping discount is split for the shipped and non-shipped quantities. Also, no Handling Charges are additionally applied to split shipped items
If line item shipping amount or Shipping Type or Shipping Address - zip code is changed, all the shipping discounts get removed from the Order and the shipping amounts for every line item and shipping promotions get recalculated based on real-time values saved against the Shipping Method
Taxes
Taxes are always calculated in real-time, depending on the tax settings saved against the order, but using the same Tax Rate that was used when Order was created, when
Discounts (promotion/coupon/CSR discount) are applied
Voucher is applied
Shipping Type is changed
Shipping Address - zipcode is changed
Shipping amount is changed
Tax Rate for custom Tax service is saved along with the Order
Vouchers
The Voucher Amount does not get subtracted from Order Total since it is considered a payment method
The value of Voucher Amount cannot be increased automatically but can reduce if the value of Order Total - Return Charges are reduced and is less than Voucher Amount
Even Voucher Amount is reduced the same is not reflected in the applied Vouchers displayed below the Voucher input field
Refunds
If Order Status is manually selected as Cancelled, the required amount from the Order Total gets refunded. If at least one completed and approved Return is associated with the Order then Order Total - Handling Charges - Return Charges are refunded, otherwise the complete Order Total is refunded
If Order Status is selected Cancelled since all line items of Order are refunded then Refund if needed is only initiated from the Manage Return screen
The Return Charges can never be refunded
Voucher Amount is refunded conceptually, but admin users require to manually update the Vouchers to indicate the refunded amount
The following is not supported:
Automatic refunds to vouchers