Return Authorization API

Create return authorizations (RMAs) for customer returns using the NetSuite REST API.

Endpoints

Method	Endpoint	Description
`GET`	`/record/v1/returnAuthorization`	List all return authorizations
`GET`	`/record/v1/returnAuthorization/{id}`	Get specific RMA
`POST`	`/record/v1/returnAuthorization`	Create new RMA
`PATCH`	`/record/v1/returnAuthorization/{id}`	Update RMA
`DELETE`	`/record/v1/returnAuthorization/{id}`	Delete RMA

Key Fields

Header Fields

Field	Type	Description	Required
`id`	string	Internal ID (read-only)	-
`tranId`	string	RMA number	Auto-generated
`entity`	object	Customer reference	Yes
`tranDate`	string	RMA date (ISO 8601)	Yes
`orderStatus`	object	RMA status	Read-only
`subsidiary`	object	Subsidiary	Yes (OneWorld)

Financial Fields

Field	Type	Description	Required
`currency`	object	Transaction currency	Yes
`exchangeRate`	number	Exchange rate	Auto-calculated
`subTotal`	number	Subtotal (read-only)	-
`taxTotal`	number	Total tax (read-only)	-
`total`	number	Total return amount (read-only)	-

Return Information

Field	Type	Description	Required
`createdFrom`	object	Source transaction (Sales Order/Invoice)	No
`otherRefNum`	string	External RMA number	No
`memo`	string	Internal notes	No
`message`	object	Message to customer	No

Billing & Shipping

Field	Type	Description	Required
`billAddr1`	string	Billing address line 1	No
`billCity`	string	Billing city	No
`billState`	string	Billing state/province	No
`billZip`	string	Billing postal code	No
`shipAddr1`	string	Return shipping address line 1	No
`shipCity`	string	Return shipping city	No
`shipState`	string	Return shipping state/province	No
`shipZip`	string	Return shipping postal code	No

Other Fields

Field	Type	Description	Required
`salesRep`	object	Sales representative	No
`class`	object	Department/class	No
`location`	object	Location	No
`department`	object	Department	No

Sublists

Field	Type	Description	Required
`item`	collection	Items being returned	Yes (at least 1)

Line Items

The item sublist contains the products being returned.

Item Line Fields

Field	Type	Description	Required
`item`	object	Item reference	Yes
`quantity`	number	Return quantity	Yes
`rate`	number	Unit price	Yes
`amount`	number	Line total (qty × rate)	Auto-calculated
`description`	string	Line description/reason	No
`taxCode`	object	Tax code	No
`taxRate1`	number	Tax rate %	Auto-calculated
`grossAmt`	number	Amount including tax	Auto-calculated
`isClosed`	boolean	Line closed	No
`quantityReceived`	number	Quantity received back (read-only)	-
`quantityBilled`	number	Quantity credited (read-only)	-

Example: Create Return Authorization

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

{
  "entity": {
    "id": "456"
  },
  "tranDate": "2025-12-25",
  "subsidiary": {
    "id": "1"
  },
  "currency": {
    "id": "1"
  },
  "createdFrom": {
    "id": "1001"
  },
  "salesRep": {
    "id": "123"
  },
  "otherRefNum": "CUST-RET-12345",
  "memo": "Defective items - customer requested replacement",
  "message": {
    "id": "1"
  },
  "item": {
    "items": [
      {
        "item": { "id": "789" },
        "quantity": 2,
        "rate": 99.99,
        "description": "Units not functioning properly"
      },
      {
        "item": { "id": "790" },
        "quantity": 2,
        "rate": -10.00,
        "description": "Restocking fee"
      }
    ]
  }
}

Response:

{
  "id": "9001",
  "tranId": "RMA-9001",
  "entity": {
    "id": "456",
    "refName": "Acme Corporation"
  },
  "tranDate": "2025-12-25",
  "orderStatus": {
    "id": "B",
    "refName": "Pending Receipt"
  },
  "subTotal": 179.98,
  "taxTotal": 14.40,
  "total": 194.38,
  "links": [
    {
      "rel": "self",
      "href": "https://{account}.suitetalk.api.netsuite.com/services/rest/record/v1/returnAuthorization/9001"
    }
  ]
}

Example: Create RMA from Sales Order

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

{
  "entity": {
    "id": "456"
  },
  "tranDate": "2025-12-25",
  "createdFrom": {
    "id": "1001"
  },
  "memo": "Customer changed mind - full return",
  "item": {
    "items": [
      {
        "item": { "id": "789" },
        "quantity": 5,
        "rate": 99.99,
        "description": "Ordered wrong model"
      }
    ]
  }
}

Auto-Fill from Sales Order

When you provide createdFrom with a sales order or invoice ID, NetSuite can auto-fill customer, items, and prices.

Example: Update Return Authorization

PATCH /record/v1/returnAuthorization/9001
Content-Type: application/json

{
  "memo": "Items received - inspection complete",
  "otherRefNum": "INSPECTION-PASS-001"
}

RMA Workflow

1. Standard Return Flow

Return Authorization → Item Receipt (return) → Credit Memo

Create RMA
```
POST /record/v1/returnAuthorization
```

Receive items back

POST /record/v1/itemReceipt
{
  "createdFrom": { "id": "9001" }
}

Issue credit

POST /record/v1/creditMemo
{
  "createdFrom": { "id": "9001" }
}

2. Cash Sale Return

Return Authorization → Cash Refund

POST /record/v1/cashRefund
{
  "createdFrom": { "id": "9001" }
}

3. Exchange/Replacement

Return Authorization → Item Receipt → Sales Order (replacement)

Receive defective items
Create new sales order for replacement
Ship replacement items

Return Statuses

Status	Description
`PENDING_APPROVAL`	Awaiting management approval
`PENDING_RECEIPT`	Approved, awaiting return shipment
`CANCELLED`	RMA cancelled
`PARTIALLY_RECEIVED`	Some items received back
`PENDING_REFUND`	Items received, credit pending
`REFUNDED`	Credit/refund issued
`CLOSED`	RMA fully processed and closed

Query Filters

Find Pending RMAs

GET /record/v1/returnAuthorization?q=orderStatus='PENDING_RECEIPT'

Find by Customer

GET /record/v1/returnAuthorization?q=entity='456'

Find by Date Range

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

Find by Source Transaction

GET /record/v1/returnAuthorization?q=createdFrom='1001'

Find High-Value Returns

GET /record/v1/returnAuthorization?q=total > 1000

Find Pending Refund

GET /record/v1/returnAuthorization?q=orderStatus='PENDING_REFUND'

Find by External Reference

GET /record/v1/returnAuthorization?q=otherRefNum='CUST-RET-12345'

Important Notes

No Immediate Accounting Impact

RMAs are authorization documents only
No GL impact until items received/credited
Tracks return approval and status
May trigger inventory reservations

RMA Approval Process

Can require approval via workflows
Set approval rules by amount or reason
Track approval status
Notify relevant parties

Receiving Returned Items

Create Item Receipt to record physical return:

POST /record/v1/itemReceipt
{
  "createdFrom": { "id": "9001" },
  "entity": { "id": "456" }
}

Credit Memo Generation

After receiving items, issue credit:

Can be automated via workflow
Links back to RMA via createdFrom
Amount matches received quantity
Customer can use credit or request refund

Return Reasons

Track return reasons for analysis:

Defective/not working
Wrong item shipped
Customer changed mind
Duplicate order
Better price elsewhere
Quality issues

Restocking Fees

Apply restocking fees as negative line items:

{
  "item": { "id": "RESTOCK_FEE" },
  "quantity": 1,
  "rate": -25.00,
  "description": "20% restocking fee"
}

Partial Returns

Can return subset of original order
Track quantity received separately
Close individual lines when complete
Update quantities as needed

Return Shipping

Customer or company pays shipping
Can add shipping as line item
Track return tracking numbers
Integration with shipping carriers

Inventory Management

When items received:

Increase on-hand quantity
May go to different location (returns bin)
Quality inspection needed
Disposition decision (resell, scrap, repair)

Multi-Currency Returns

Use same currency as original sale
Exchange rate from original transaction
Important for international returns
May affect refund amount

RMA Expiration

Set expiration dates for RMAs
Auto-close expired RMAs
Notify customer of deadlines
Track return window compliance

Return Metrics

Track important KPIs:

Return rate by product
Return rate by customer
Average return processing time
Return reasons analysis
Cost of returns

Endpoints​

Key Fields​

Header Fields​

Financial Fields​

Return Information​

Billing & Shipping​

Other Fields​

Sublists​

Line Items​

Item Line Fields​

Example: Create Return Authorization​

Example: Create RMA from Sales Order​

Example: Update Return Authorization​

RMA Workflow​

1. Standard Return Flow​

2. Cash Sale Return​

3. Exchange/Replacement​

Return Statuses​

Query Filters​

Find Pending RMAs​

Find by Customer​

Find by Date Range​

Find by Source Transaction​

Find High-Value Returns​

Find Pending Refund​

Find by External Reference​

Important Notes​

No Immediate Accounting Impact​

RMA Approval Process​

Receiving Returned Items​

Credit Memo Generation​

Return Reasons​

Restocking Fees​

Partial Returns​

Return Shipping​

Inventory Management​

Multi-Currency Returns​

RMA Expiration​

Return Metrics​

See Also​