A return to vendor order, often referred to as an RTV in LOCATE, is a document that is issued to return items and services to a Vendor. Items can be elected not to be returned and can be in the form of a refund or credit based on how the Vendor chooses to handle the situation.

RTV’s are Return Orders associated to Purchase Orders/Vendors, much like Credit Memos for Customers on Sales Orders. The RTV generates a Vendor Credit which really is just signifying that either that Credit needs to be applied to a Bill so that accounting is only paying for what they are actually keeping, or that Accounting should keep an eye out for a credit from the Vendor for that order to be applied to a future order. How these are managed is 100% dependent on the situation, and the relationship/communication with the Vendor.


  1. From the Main Menu navigate to Purchasing > Return Orders


Sample Return to Vendor (RTV) Order Workflow


How to fix an RTV that was issued but “Send item back” was marked to No but should have been Yes?


List Detail – The landing page for the Return to Vendor Order module and where to access all existing return to vendor orders
New – Create a new return order
Profile – Manage order lines and view important order information
Details – View and modify order specific information
Notes – Manage internal notes
Operations – View operational tasks
Reports – View reports specific to the current order
Custom – View and modify custom fields
Documents – Manage attachments
Ledger – View accounting entries
To Do – Manage To Do’s
Audit – View the audit history


Note: Actions will be shown or hidden based on the order type, status, workflow, and user permissions.

Issue Return Order – Issue the order. This will begin the workflow and lock some items from modification.
Unissue Return Order – Unissue the order. This will undo the workflow and enable it for full modification.
Void Return Order – Void all line items on the order. This cannot be undone.
Delete Return Order – Deleting just removes the record from the list view and archives the record in the module Trash Can where it can be restored if needed.
Send Email – Open the Send Email modal where you can attach documents and send an email from LOCATE.


Unissued – A return order that has been created, but not yet issued for picking. The order can still be revised in this status.
Issued – A return order that is ready to be picked. If the order has not been picked, it can be unissued and revised as needed.
Complete – A return order that has completed all the operational functions and has left the facility.
Voided – A return order that has been voided for one reason or another. Check the Audit page for insight as to whom voided the order if needed.

Return Order Fields

Field NameField DescriptionField OptionsField Notes
Return Order TypeDetermines the type of return orderRTV – This is a return to a vendor
VendorThis is the vendor that the return is forAny vendors listed in LOCATEThis field is only available for RTV orders.
Estimate TaxDetermines whether the order will perform a tax estimateYes
Expiration DateThe date the order should expireThis field will not close the order automatically. This is for display only.
Created DateThe date the order was created
Issue DateThe date the order was issued
Completed DateThe date the order was completedThis field cannot be modified. It will be set when all lines have completed.
RO NumberThe return order number
Vendor SO NumberOptional text field This field is only available for RTV orders.
Reference NumberOptional text field
PriorityPriority of the orderThis will be the default that is applied to each line.
Payment TermsThis will flow through from the original PO and passed through to the output SO/POIt will also flow through to a bill /credit.
Shipping TermsThe shipping terms associated with the
CarrierThe carrier to be used for any outbound items
Carrier Service LevelThe carrier service level to be used for any outbound items
MemoText field visible to customer/vendor
RevisionThe number of times the order has been modifiedThis field is not editable. It will increment automatically with every modification.