Return invoices

Track the return invoice status of completed return lines; send the invoice to ERP, close without invoice, fetch invoice, or correct the return date.

The Return invoices screen is where you track and manage the issuance of return invoices in the ERP for order lines with completed returns. Here you see which line's invoice is pending, which has errors, and the result of each attempt; you resend the invoice to ERP by approving pending or failed records, close the record without an invoice if necessary, or correct the return date rejected by ERP. The screen is used by return operations and finance/accounting teams.

Accessing the screen

From the left menu, follow Order Management System › Returns › Return invoices.
The Return invoices link is also available in the Quick access ribbon at the bottom of the OMS Overview page.

If you do not see it in the menu, your account does not have permission for this screen. If you see the screen but not the action buttons, your account has view-only permission.

Screen sections

Title: Return invoices, with the description "Creating return invoices and process history for completed return lines." below and the Show hidden details button on the right.
Filter card: Order date, Order no, and Invoice status are always visible; other filters are added from the Detailed filters menu. Below are the Clear and Filter buttons.
List toolbar: Per page selection, "Filter result: … return records" counter, sorting field and direction, refresh button, Columns menu.
Bulk action bar: appears when you select rows (if you have permission).
List: Each record is displayed in a two-row cell layout; below invoicing-attempted records is the invoice process table for that record. If you have permission, action icons appear at the end of the row.
Note: Below the list, the text "Date filter applies to order date; when order number is entered, date filter is ignored. Default statuses: Pending and Failed."

Filtering and searching

Changes in filter fields apply when you press the Filter button (or Enter while in a field). If there are unapplied changes, the Filter button is highlighted. The list loads immediately with default filters when the screen opens.

Field	Purpose	Tip
Order date	Filters by the order's date.	Initially, the start date covers the last 30 days, the end date is empty (including today). When an order number is entered, the date filter is ignored.
Order no	Retrieves records for one or multiple orders.	Separate multiple numbers with commas or spaces. The three-dot Enter multiple values button on the right opens the Multiple values window: paste one number per line, press Apply, then Filter. Pasting lines directly into the field works the same.
Invoice status	Filters records by return invoice status; multiple statuses can be selected.	Default is Pending and Failed. If you clear all selections, the field shows All statuses but the list still shows only these two; to see all records, select all five statuses.
Customer first name	Filters by customer first name.	Added from Detailed filters. Searches for exact match; enter the full name.
Customer last name	Filters by customer last name.	Added from Detailed filters. Searches for exact match.
Email	Filters by customer's email address.	Added from Detailed filters. Enter the full address.
Sales channel	Retrieves orders only from the selected channel.	Added from Detailed filters; when empty, All channels are listed. If the channel list cannot be retrieved, this filter is hidden.

Clear removes all filters; the list reloads with defaults (last 30 days, Pending and Failed).
Filters added via Detailed filters are remembered in this browser. Removing a filter from the menu also clears its value.
Very wide date ranges and many statuses may slow the list. If timeout occurs, a warning "OMS return invoice list could not be returned in time. Narrow the date range or select fewer statuses and try again." appears.

List

Column	Meaning
Order no	The order number; clicking opens order details. The ERP order no is shown below in gray. This column cannot be hidden.
Date	The order's date and time.
Customer first name / Customer last name	Customer's first and last name. Masked by default (e.g., `A*t`); see Show hidden details** below.
Created date	The date the return record was created; reported to ERP as the return date. Records where the return date can be changed have an orange Change date icon next to this field.
Return status	The status of the return invoice (see Statuses).
SKU	SKU of the returned product.
Barcode	Product barcode. Hidden by default.
Qty	Quantity returned. Hidden by default.
Invoice no	Invoice number in ERP for the order. If missing and the order has an ERP number, the Fetch invoice from ERP icon appears here.
Return invoice no	Number of the issued return invoice; "—" if not yet issued.
Total	Amount of the returned line.

Sorting: Select Date, Order no, Customer first name, Customer last name, or SKU from the toolbar and set direction; sorting applies with Filter.
Page size: 25 (default), 50, or 100.
Hidden columns can be shown from the Columns menu; your selection is remembered in this browser.

Invoice process table

If invoicing was attempted at least once for a record, the invoice process table appears immediately below the row. It has no separate title; you recognize it by its columns. Check here first why a record was not invoiced.

Column	Meaning
Process date	Date and time of the attempt.
Return invoice no	Return invoice number generated in this attempt.
Result	Whether the attempt succeeded: green Yes or red No.
Bug	Error message returned from ERP on failure.

Attempts are sorted newest first and the first 10 are shown. If more exist, use "Show all (… attempts)" to see all, and Show less to return to the short list. Failed records are retried periodically, so this table can be long.

Show hidden details

Customer first and last names are personal data and masked by default. Press the Show hidden details button in the header to reveal names; the button changes to Hide details. The unmasked view lasts only while the page is open; refreshing masks the names again. Masking affects only display, not filtering.

Actions

Action icons and bulk action buttons are visible only to users with permission to manage return invoices. Each icon appears only when applicable for that record; hovering shows its name. All actions open a confirmation window first. The Approve, Approve manually, and Fetch invoice from ERP windows list affected records with Order no, SKU, ERP order no, and Total.

Approve (send return invoice to ERP)

Starts issuing the return invoice in ERP for a record with pending or failed invoice status.

When visible: For records with Return status Pending or Failed, and for those showing Refunded but with empty Return invoice no.

Click the green approve icon (Approve) in the row.
In the Approve return invoice window, review the warning "Return invoice will be sent to ERP for … records. This action cannot be undone." and the record details.
Click Approve.

Result: A "Process queued" notification appears and the list refreshes. The invoice is issued in the background; track the result later by refreshing the list to see Return status, Return invoice no, and the invoice process table. Re-approving a failed record without fixing the error will likely cause the same error.

Approve manually (close without invoice)

Closes the record without issuing a return invoice in ERP. Used if the invoice was manually issued in ERP or no invoice is needed for this return.

When visible: Only for Pending and Failed records (orange shield icon).

Click the Approve manually icon in the row.
In the Approve manually window, read the warning "… record will be closed without ERP invoice. This action cannot be undone."
Click the red Approve manually button.

Result: A "Process queued" notification appears, the list refreshes; when processed, the status becomes Manually closed. This action cannot be undone.

Fetch invoice from ERP

Queries ERP for the invoice of a record whose invoice number has not yet reached the console.

When visible: When Invoice no is empty and the order has an ERP number. The icon appears both in the Invoice no cell and at the end of the row.

Click the Fetch invoice from ERP icon.
In the Fetch invoice from ERP window, read "The invoice for this delivery will be fetched from ERP; the process is queued and the result will appear on the next listing."
Click Fetch invoice.

Result: A "Invoice fetch started" notification appears. The invoice number may not appear immediately; refresh the list after some time.

Change date (correct return date)

Used to move the return date forward when ERP rejects the invoice because the return date falls in a closed period.

When visible: If date change is allowed for the record; orange calendar icon appears in the Created date cell and row actions.

Click the Change date icon. The Change return date window opens, showing order number and SKU at the top.
Review the Current date and ERP error (error message from the last failed attempt) in the table.
Select a date and time in the New date field. Rule: new date must be later than current date and not in the future.
Click one of two options:
- Save: updates only the return date.
- Save and trigger: updates the date and resends the return invoice to ERP.
The window shows a summary confirmation ("Return date will be updated from … to …"). If correct, click Yes, apply; to correct, click Back.

Result: A "Return date updated" or "Return date updated and ERP triggered" notification appears and the list refreshes. This date is reported to ERP as the return date. Since the date can only be moved forward, you cannot revert to an earlier date; verify before confirming.

Validation messages:

Message	Reason
Please select a valid date.	Date is empty or unreadable.
New date must be later than current date.	Selected date is the same or earlier than current date.
Future dates are not allowed.	Selected date is after the current time.

Bulk approve and bulk manual approve

Used to process multiple records at once.

Select records using the checkboxes at the start of rows (header checkbox selects all on page).
Click Approve selected or Manually approve selected in the appearing bar.
The popup lists records to be processed (first 8, with "… and … more records" if applicable) and shows Total if multiple records. If some selected records are not eligible, a message "… records in selection are not eligible and will be skipped." appears; these are not processed.
Click Approve or Approve manually to start.

Eligibility rules are the same as for single actions: Approve for Pending, Failed, or Refunded without return invoice no; Approve manually for only Pending and Failed.
If none are eligible, the message "None of the selected records are eligible for this action." appears and the button is disabled.
Selection applies only to the displayed page; changing page, filter, or sorting resets it.

Errors during action

During confirmation, the button shows Sending… and cannot be pressed again. If an error occurs during Approve, Approve manually, or Fetch invoice, the message appears inside the window and it locks: buttons including Cancel are disabled and the window cannot be closed because the process may have completed in the background. Refresh the page and check the record status before retrying. If an error occurs during date change, the window returns to the form so you can correct and retry.

Statuses

Status (on screen)	Meaning	Next step
Pending	Return invoice has not yet been issued.	Send the invoice to ERP with Approve; if no invoice is needed, use Approve manually.
Failed	Invoice attempt failed in ERP.	Read the Bug message in the invoice process table; fix the cause and use Approve. For period closing errors, use Change date; if no invoice is needed, use Approve manually.
Refunded	Return invoice has been issued.	No action needed. If Return invoice no is empty, you can retry with Approve.
Manually closed	Record closed without ERP invoice.	No action needed.
Store return	Return was done through the store.	Approve and Approve manually cannot be used in this case.

If you see a status other than these five, it is shown as gray text.

Common situations

I don't see records with issued invoices at startup. The screen defaults to showing only Pending and Failed records. Add other statuses like Refunded in Invoice status and press Filter.
I searched by order number and got an old record. When an order number is entered, the date filter is ignored; this is expected. Date range applies only when the order number is empty.
The list is very slow or times out. Narrow the date range or select fewer statuses; for multiple orders, enter numbers in bulk in Order no.
I approved a failed record but it failed again. Check the top error message in the invoice process table. If the issue is on the ERP side (e.g., closed period), fix it first; simply re-approving will yield the same result.
Customer names appear with asterisks. Names are masked by default. Click Show hidden details; refreshing the page masks them again.
I don't see action icons or checkboxes. Your account lacks permission to manage return invoices; you can only view the list.