Returning Merchandise

If we get an item in and then we need to return the item for a full refund there are certain steps to take:

1. Gather all the merchandise and return them in the computer inventory system, this is the most important step, it has happened in the past that we returned things to vendor but didn’t return it in our system. We don’t want to be looking for something that shows we have in stock and it got returned to the vendor.
2. Get a copy of the original invoice, if you do not have a copy one can be gotten from Treasury.
3. Prior to returning merchandise some companies want you to notify them before hand and you must get an RA# (Return Authorization #) before you can return it. Make sure this is not the case with what you want to return. If it is get this first before going on.
4. On letterhead write down the date, who it is going to and who it is from. If there is an RA # place this on there too.
5. Then write a note on the letterhead explaining why the item(s) is being returned.
6. Next list the item you are returning along with their stock number (if there is one, a description of the item being returned, the invoice number we paid for the item on and the amount returning.
7. If you have several items, each item would be listed out with all the information.
8. At the end of the letterhead, thank them and tell them they may call you with any questions.
9. Now take the letterhead and the copy of the invoice and make a copy of each. Route these copies to Treasury (Dept 8, Dept of Disbursements) so they may apply the credit to the account right away.
10. You now need to fill out a shipping slip. Be sure to place all the information on what is being returned. You should list out the item(s) as well as the stock # and the invoice # from the vendor. All data needs to be on the shipping slip. Then route all items and shipping slip to Shipping to send out.

If you don’t notify Treasury of what is being returned then no one will ever know if the credit was received.

Be sure to comply with the vendor’s return policies; for instance Stuller has to be returned within 30 days.

Nothing should go back to a vendor with a scrap piece of paper saying “please credit” or nothing at all. It’s a PR point. They took the time to send us an item in a proper way; we should be courteous and return it with all the information to hand so it is easy for them. This also includes us returning it in the same condition. Make sure if they sent us a box and/or papers wher we received it, that we return the box and/or papers. If the item needs to be cleaned and polished so it is in the same condition as received, the get it cleaned an polished.

All vendors getting goods back from us should have the impression that we are a well organized company and care for the goods we get in and return.

Shipping should not allow anything going back to a vendor be sent back without the information as listed above. Also they should insure the stock number of the item being returned and its invoice number are listed on the shipping slip.

It has happened in the past that we have sent something back for a credit to a common vendor and they say they never received the item back. Later going through the shipping slips we were unable to tell which of the many returns the missing item was as there was not a thorough description to identify the item in question. Having the stock number and invoice number of the item being returned will solve this.