Faculty/Staff > POLICIES AND PROCEDURES > Procedures to Return Material to Vendors
Procedures to Return Material to Vendors or Central Stores
- Locate the purchase order or Central Stores requisition number.
- Locate the vendor's phone number the IA system.
- Call the vendor and obtain a "Return Goods Authorization" ("RGA", "RMA" or "RA" which is usually a number but might be an individual's name).
- Complete the "ETR" form as follows:
- Enter the appropriate quantity, the stock number and a brief description.
- Reference the "Returned Goods Authorization #".
- Reference the "Purchase Order" or Central Stores "Requisition" number. (Include the vendor's invoice or order number if available.)
- Indicate if the vendor will pick up the material from Central Receiving or how the material is to be shipped to the vendor. If a vendor pickup, Inform the vendor that the item should be available for pickup at Central Receiving in 5 days. For shipments, put the vendor's return address on the ETR and follow standard procedures for outgoing shipments. The return address cannot be a PO Box unless the item is returned via US Mail. Note the DMC budget account that will pay for the shipping cost or, if the item is being returned at the vendor's expense, the UPS/FEDEX "call tag" number.
- In the "Remarks" section indicate why the return, i.e. for credit, even exchange, repair and return, or other reason.
- For Central Stores returns, a copy of the invoice must accompany the ETR.
- Follow all other standard ETR procedures.
Sample Form
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