Returns

Know what came back—and what every unit became

Carry one return from eligible order quantity and customer-to-warehouse label through a scan-driven inspection. Split outcomes, unexpected items, photos, exact stock, staging, Hospital work, and completion stay attached to the same RMA.

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Open only the eligible quantity—and price the trip back

Order #7421 contains five polos, while one is already on another active return. Cybership lets Northline request three of the remaining four, copies the physical line and customer context, then creates the inbound package in Awaiting Label.

The selected USPS rate moves the return to Pending and persists its paid label and tracking. Optional packing-slip generation or customer email can recover separately without erasing a successful label purchase.

RMA-2026-001184

Awaiting Label

#7421 · Northline Supply

DAL-01

Ordered

5 units

Already on active returns

−1 unit

Still eligible

4 units

This RMA

3 units

Expected line copied from the order

Trail Polo · Navy / M

SKU POLO-NV-M

× 3

Size / fit issue

Two common entry paths

From an existing order

Copies the customer and line identity, then prevents active returns from exceeding ordered quantity.

Standalone or manual

Validates the warehouse, client relationship, Product ownership, package dimensions, and weight.

Customer → warehouse

Return Package · RMA-2026-001184

FromCustomer · Austin, TX

ToDAL-01 · Dallas, TX

Dimensions12 × 10 × 4 in

Weight2.4 lb

Weight, dimensions, and both addresses must pass the same ready-to-ship checks before current rates are shown.

Purchase return label

A rate chosen from the live carrier response

Operator selected

Carrier

USPS

Service

Ground Advantage

LabelPurchased

Tracking9405…1184

ReturnPending

3PL shipping chargeRecorded for delegated billing

Packing slipGenerated

Customer emailSent by operator request

The paid label remains the source of truth if packing-slip generation or the opted-in customer email fails.

Let one scan open the record, then inspect the units you actually received

Returns 01 resolves the UUID encoded on the packing slip—or the return tracking code—and opens RMA-2026-001184 in Inspecting. The operator accounts for all three expected polos, splits two New / Restock from one Defective / Repair unit, and records the unexpected sticker sheet as a Product-backed line.

Every expected line remains explicit, including zero received. Defective evidence requires a photo, scanned mismatches require acknowledgement, and staging plus Hospital destinations are confirmed before submission.

Returns 01

Scan return work to open inspection

DAL-01

Return packing slip

RMA-2026-001184

Code 128

Payload · 1d7a6c3e-3815-4fc1-9968-0db68c681184

Station lookup accepts

Return UUID barcode

Return tracking code

Resolved record

RMA-2026-001184

Inspecting

Return-to-sender scan branch

An outbound-label scan that is not already tied to a return can open a Return to Sender record from the original fulfilled order.

Scan

Outbound tracking code

Resolve

Original fulfilled order

Open

Return to Sender · Pending

If the shipping label already links to a return, the scan reopens that return instead of creating a duplicate.

Inspecting RMA-2026-001184

Expected lines, split outcomes, and unexpected Product

Staging · RET-STAGE-01

Hospital · HOSP-RET-01

Inspection queue

Trail Polo · Navy / M

SKU POLO-NV-M

3 / 3

2 New

1 Defective

Unexpected

Northline Sticker Sheet

SKU STICKER-NL

× 1

Trail Polo · Navy / M

SKU POLO-NV-M

One expected line · two physical outcomes

Split inspection

Group 1

× 2

Condition

New

DispositionRestock

Destinationstaging

Photos0

Group 2

× 1

Condition

Defective

DispositionRepair

Destinationhospital

Photos1

Photo requirement satisfied before submit

Every expected line stays in the summary, even when none arrived. A scanned mismatch must be acknowledged, and Product-backed unexpected items become first-class return lines.

Turn inspection decisions into inventory work without skipping the handoff

Cybership first receives all four Product-backed units into RET-STAGE-01. Three restock units remain staged for putaway, while the repair unit transfers to HOSP-RET-01 with its Product and UOM identity intact.

Receival Complete records the physical receipt and routes the units while the RMA waits in Awaiting Resolution. Delegated 3PL work can add an inspection charge; Complete Return stays separate until the customer refund or repayment is handled.

From inspection summary to customer resolution

Four operator-visible handoffs on one RMA

4 Product-backed units

01
Inspection Summary
Review inspection
3 expected units + 1 unexpected unit assigned across two destinations
02
Confirm & Submit
Confirm destinations
3 units remain in RET-STAGE-01 · 1 transfers to HOSP-RET-01
03
Receival Complete
Finish receival
Physical inventory is updated and the return waits for client resolution
04
Complete Return
Close the return
Operator confirms the refund or repayment has been handled

Physical inventory result

Every Product-backed unit is received to staging before disposition routing

Warehouse on hand +4

Receive to staging

RET-STAGE-01 · +4

Creates exact Product/UOM stock and the return-receive inventory evidence.

Keep restock work staged

RET-STAGE-01 · 3 remain

Putaway moves these units to their final storage locations later.

Transfer exception work

HOSP-RET-01 · +1

Repair, vendor, parts, and damaged outcomes leave staging for the chosen Hospital Location.

Inspection charge

For delegated 3PL work, the four received units can create one return inspection charge tied to this RMA.

Charge basis

4 units inspected · RMA-2026-001184

Returns fulfilled for your own brand skip this client-service charge.

Close the warehouse work, then the return

Two clear operator decisions

Completed

Workflow step · Awaiting Resolution

Receival Complete

The inspected units are received and routed. The return now waits for the client-side resolution.

Status · Completed

Complete Return

The operator confirms that the customer refund or repayment has been handled, then closes the RMA.

Recover value without losing why a unit changed state

Keep customer intent, carrier cost, bench inspection, physical inventory, and delegated billing on one RMA. The unit-level evidence decides whether stock remains staged, moves to Hospital, or leaves inventory.

eligible units enter this order-backed RMA: 3 of 4one active return reduces the five ordered units before the new request is accepted
receive explicit inspection outcomes: 4 unitsthree expected polos and one unexpected Product keep condition, disposition, UOM, and required evidence
reconciles staging and Hospital inventory: 3 + 1three restock units remain staged for putaway while one repair unit transfers to Hospital
separate warehouse receipt from customer resolution: 2 stepsReceival Complete routes inventory before Complete Return confirms the refund or repayment has been handled

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Know what came back—and what every unit became