Vendor Return Authorization API

Create vendor return authorizations (VRAs) for returning items to vendors.

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Endpoints

Method	Endpoint	Description
GET	/record/v1/vendorReturnAuthorization	List vendor return authorizations
GET	/record/v1/vendorReturnAuthorization/{id}	Get specific VRA
POST	/record/v1/vendorReturnAuthorization	Create VRA
PATCH	/record/v1/vendorReturnAuthorization/{id}	Update VRA
DELETE	/record/v1/vendorReturnAuthorization/{id}	Delete VRA

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Key Fields

Field	Type	Description	Required
id	string	Internal ID	-
tranId	string	VRA number	Auto-generated
entity	object	Vendor	Yes
tranDate	string	Return date	Yes
subsidiary	object	Subsidiary	Yes (OneWorld)
currency	object	Currency	Yes
exchangeRate	number	Exchange rate	Auto-calculated
total	number	Return amount (read-only)	-
memo	string	Return reason/notes	No
location	object	Return from location	No
department	object	Department	No
class	object	Class	No
createdFrom	object	Source transaction (PO/Bill)	No
item	collection	Items to return	Yes

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Example: Create Vendor Return Authorization

POST /record/v1/vendorReturnAuthorization
Content-Type: application/json

Request Body

{
  "entity": {
    "id": "789"
  },
  "tranDate": "2025-12-25",
  "subsidiary": {
    "id": "1"
  },
  "currency": {
    "id": "1"
  },
  "location": {
    "id": "1"
  },
  "department": {
    "id": "10"
  },
  "memo": "Defective items - requesting replacement or credit",
  "item": {
    "items": [
      {
        "item": { "id": "789" },
        "quantity": 5,
        "rate": 25.00,
        "amount": 125.00,
        "description": "Defective units - manufacturing defect"
      },
      {
        "item": { "id": "790" },
        "quantity": 3,
        "rate": 50.00,
        "amount": 150.00,
        "description": "Damaged during shipping"
      }
    ]
  }
}

Response

{
  "id": "10001",
  "tranId": "VRA-2025-001",
  "entity": {
    "id": "789",
    "refName": "Acme Suppliers Inc"
  },
  "tranDate": "2025-12-25",
  "subsidiary": {
    "id": "1",
    "refName": "Parent Company"
  },
  "currency": {
    "id": "1",
    "refName": "USD"
  },
  "exchangeRate": 1.0,
  "location": {
    "id": "1",
    "refName": "Main Warehouse"
  },
  "department": {
    "id": "10",
    "refName": "Operations"
  },
  "memo": "Defective items - requesting replacement or credit",
  "total": 275.00,
  "item": {
    "items": [
      {
        "item": { "id": "789", "refName": "Widget A - Standard" },
        "quantity": 5,
        "rate": 25.00,
        "amount": 125.00,
        "description": "Defective units - manufacturing defect"
      },
      {
        "item": { "id": "790", "refName": "Widget B - Premium" },
        "quantity": 3,
        "rate": 50.00,
        "amount": 150.00,
        "description": "Damaged during shipping"
      }
    ]
  },
  "links": [
    {
      "rel": "self",
      "href": "https://account.suitetalk.api.netsuite.com/services/rest/record/v1/vendorReturnAuthorization/10001"
    }
  ]
}

---

Example: Update Vendor Return Authorization

PATCH /record/v1/vendorReturnAuthorization/10001
Content-Type: application/json

Request Body

{
  "memo": "Defective items - RMA #VEN-12345 approved by vendor",
  "item": {
    "items": [
      {
        "item": { "id": "789" },
        "quantity": 8,
        "rate": 25.00,
        "amount": 200.00,
        "description": "Defective units - additional units found during inspection"
      },
      {
        "item": { "id": "790" },
        "quantity": 3,
        "rate": 50.00,
        "amount": 150.00,
        "description": "Damaged during shipping"
      }
    ]
  }
}

---

Line Items

Item Sublist Fields

Field	Type	Description	Required
item	object	Item being returned	Yes
quantity	number	Return quantity	Yes
rate	number	Unit price	Yes
amount	number	Line total (calculated)	-
description	string	Return reason/notes	No
location	object	Return from location	No
department	object	Department	No
class	object	Class	No
customer	object	Customer (for job costing)	No
inventoryDetail	object	Serial/lot numbers	No

---

Example: Create VRA from Purchase Order

POST /record/v1/vendorReturnAuthorization
Content-Type: application/json

Request Body

{
  "entity": {
    "id": "789"
  },
  "tranDate": "2025-12-26",
  "subsidiary": {
    "id": "1"
  },
  "currency": {
    "id": "1"
  },
  "createdFrom": {
    "id": "2001"
  },
  "memo": "Return excess inventory - overshipped",
  "item": {
    "items": [
      {
        "item": { "id": "789" },
        "quantity": 10,
        "rate": 25.00,
        "amount": 250.00
      }
    ]
  }
}

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Query Filters

Find by Vendor

GET /record/v1/vendorReturnAuthorization?q=entity='789'

Find by Date Range

GET /record/v1/vendorReturnAuthorization?q=tranDate BETWEEN '2025-01-01' AND '2025-12-31'

Find Returns Over Amount

GET /record/v1/vendorReturnAuthorization?q=total > 500

Find by Location

GET /record/v1/vendorReturnAuthorization?q=location='1'

Find by Department

GET /record/v1/vendorReturnAuthorization?q=department='10'

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Convert to Vendor Credit

Once vendor approves the return, create a vendor credit:

POST /record/v1/vendorCredit
Content-Type: application/json

{
  "createdFrom": {
    "id": "10001"
  },
  "entity": {
    "id": "789"
  },
  "tranDate": "2025-12-27",
  "subsidiary": {
    "id": "1"
  },
  "currency": {
    "id": "1"
  }
}

---

Return Workflow

1. Identify Defective/Unwanted Items - Quality check or inventory audit
2. Create VRA - Document items to be returned
3. Get Vendor Approval - Obtain RMA number from vendor
4. Ship Items Back - Return items to vendor
5. Receive Credit - Create Vendor Credit when approved
6. Apply Credit - Apply to open bills or future purchases

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Important Notes

• Vendor Return Authorizations document items being returned to vendors
• VRAs reduce inventory on hand when created
• Common reasons include defects, overshipments, wrong items, or damage
• The createdFrom field links the VRA to the original PO or bill
• Vendor credits are typically created from VRAs once approved
• Multi-currency VRAs use the exchange rate from the return date
• Serial/lot tracked items require inventory detail on line items
• The total field is calculated automatically from line items
• VRAs can be created independently or from existing transactions
• Items are removed from inventory immediately upon VRA creation
• Vendor approval (RMA number) should be noted in the memo field
• Some vendors may issue replacement items instead of credits
• Department, class, and location can be set at header or line level
• VRAs are part of the accounts payable workflow
• Restocking fees can be handled as additional line items with negative amounts

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See Also

• Vendor Credit - Credits for returns
• Purchase Order - Source POs
• Item Receipt - Receiving items
• Vendor Bill - Original bills
• Vendor - Vendor records