Performing Return - Refunds and Exchanges
The Chord OMS includes a comprehensive returns system. This system contains logic for customer returns, refunds, and exchanges. The returns system is built with an automated returns process in mind, and it can be extended to take advantage of how your store manages shipments, return shipments, or a third-party warehouse. We recommend that you get familiar with the returns system in your staging environment. Create multiple return authorizations (RMAs) and customer returns, and experiment with various reimbursement types, return reasons, etc.
Product: All Products from that order. State: Shipment State. Must be Shipped for an exchange to take place Charged: Total of orders without shipping fees and taxes. If multiple items are in the order, a charge will reflect each line item Amount Before Sales Tax: Amount before taxes Reimbursement Type: Options to reimburse from the original method of payment or Store Credits if available if your system Exchange For: Products listed will display in the dropdown.
📝 Usually, you'd want to exchange from within the same family - i.e., Diff size or Diff color.
Reason: Reasons for a return or exchange Stock Location: Where your item will ship from and to. Memo: Provide any pertinent information you need necessary for that RMA SKU: SKU of the product you are exchanging with (the new product) Preferred reimbursement type: selected option from the previous step to reimburse from the original method of payment or Store Credits
💡 You can create RMA return reasons in Settings -->Refunds and Returns/RMA Reasons.
Performing an Exchange
To perform a Refund or an Exchange, your order must be marked as “shipped.” If your order is in a Ready state, the RMA (Return Merchandise Authorization) feature will not be available.
let's perform an Exchange!
Select and open the order you want to perform an Exchange and click the RMA tab Click New RMA You will see all information from that order listed by rows: Tick the box of the item(s) you are going to Exchange Click the Exchange For dropdown to select a product to exchange to Select a reason why this exchange is taking place Select the location of your stock under Stock Location and click Create
It is always good practice to click on Edit once your RMA has been created to make sure that there are no errors.
Even if it is not a Refund, you must go through the Customer Returns tab to finalize your RMA Click on Customer Returns tab Click New Customer Refund Select the product you're exchanging and uncheck ALL items under Resellable column
Reception status: Select the Status, whether you have received the item, giving it to Customers. In some cases, you might want to wait to have received the item BEFORE shipping a new one.
If that is the case, do not create the Customer Returns just yet. Wait to receive the item, and come back to the order once ready to ship the exchanged item(s).
Select your Reason, and Stock Location and click Create Click Create
From this point forward you don’t make any changes to the fields, you just click the following: **Create Reimbursement. Click Reimburse
Verify that a new shipment has been created in the Shipment tab
You are done performing an RMA!
Performing a Return / Refund
⚠️ To perform a Refund using the RMA, your order needs to be marked as "shipped"
If your order is in Ready state, the RMA (Return Merchandise Authorization) feature will not be available.
In this scenario, we will perform a refund and select that the customer doesn't have to return the goods to you.
✉️ As soon as the refund is process an email will be sent to your customers letting them know that a refund is on its way
Q: Do I need to cancel the order to get an automatic refund? A: Yes, you should always cancel the order when a refund is created. It is important to cancel an order whose payment has been refunded for reporting purposes. If you happen to refund the order before it was canceled in the Order Management System, either try to cancel it using the Cancel or reach out to Help@chord.co so we can assist. Q: I see that one of my RMA is marked as Reimbursement Status "Incomplete". What does this mean? A: You have to click Create Reimbursement twice, even for an Exchange, to finalize the RMA.
Click Edit to the right of Incomplete and click Create Reimbursement. That should finalize the Return Authorization Merchandize process
Q: I keep getting an error that Return can't be blank
A: You have forgotten to select the checkbox for the product(s) to be exchanged: No Item Selected
If you have any questions or need help, please reach out to us at email@example.com