Inventory & Supply Chain · Audit Workflow
Cycle Count
Use this template to verify stock accuracy continuously instead of shutting down for an annual count without building anything from scratch. Everything…
Explore templateReturn to Vendor (RTV) Template
Give the return process one front door, one owner and one visible status. Built for supply chain teams in retail.
- Stages
- 6
- Fields
- 8
- Automations
- 4
- Setup
- 15 minutes
Return to Vendor (RTV) Workflow · Inventory & Supply Chain
- 1Issue raised
- 2Triage
- 3Investigation
- 4Counterparty follow-up
- 5Resolution agreed
- 6Closed and analyzed
Quick answer
The Return to Vendor (RTV) template is a pre-built inventory management workflow used to return rejected or excess stock to the supplier and make sure the credit actually arrives. It runs across 6 stages, from issue raised to closed and analyzed, captures 8 standard fields including original po reference and return reason, and applies 4 automations so routing, checks and record-keeping happen without manual chasing.
What you get with the Return to Vendor (RTV) template
The Return to Vendor (RTV) template turns an informal process into a structured one. Instead of tracking each return across email, spreadsheets and chat, every request enters one workflow with 8 fields captured at submission, 6 stages that make the current status obvious, and approval routing that reaches the inventory or plant manager automatically. warehouse managers get a single view of what is open, what is waiting and what is closed. The template is built for supply chain teams in retail and connects to SAP and NetSuite, so records stay aligned with the systems finance already relies on.
The problem it solves. Goods go back to the supplier and the credit note never follows, so the loss stays on the books. With the workflow running in Zapro, the status is the same wherever you look at it from.
From request to closure in 6 stages
Every return follows the same 6 stages, so anyone can see where a record is without asking. Stages, owners and exit conditions are configurable if your policy differs.
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Issue raised
Anyone can log the return with the reference document, the amount in question and supporting evidence.
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Triage
Zapro categorizes the issue, assigns severity and routes it to the team that can actually resolve it.
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Investigation
The owner gathers the related documents and transaction history from the linked records in one place.
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Counterparty follow-up
Supplier or internal follow-up happens in a shared thread that stays attached to the case.
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Resolution agreed
The corrective action, credit or adjustment is agreed and approved by the inventory or plant manager.
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Closed and analyzed
The case closes with a root-cause code so recurring issues become visible instead of invisible.
Every field the Return to Vendor (RTV) template captures
These 8 fields are pre-configured on the intake form. Mandatory rules, picklists and validation are already applied, so a return cannot progress with gaps in it.
- Original PO reference
- Supplier
- Item code
- Quantity returned
- Return reason
- Authorisation number
- Shipment tracking
- Credit received
Automations that ship with this template
Return authorisation captured before dispatch
This runs as a built-in rule, which removes the follow-up chasing that usually surrounds it.
Expected credit value calculated automatically
Zapro applies this to every return as it enters the workflow, so nobody has to remember to do it.
Ageing alerts on outstanding credits
Configured once during setup, then enforced consistently on every record without further effort.
Credit note matched to the return
It triggers the moment the condition is met, so nothing waits on someone noticing it first.
What changes once the Return to Vendor (RTV) template is running
- Stock position is current across every location
- Replenishment is triggered by data, not by memory
- Receipts and discrepancies are recorded at the point of arrival
- Valuations and ledgers stay aligned with physical stock
- The team can return rejected or excess stock to the supplier and make sure the credit actually arrives from a single record
Manual process versus the Return to Vendor (RTV) template
| Aspect | Manual process | With the Zapro template |
|---|---|---|
| Return handling | Goods go back to the supplier and the credit note never follows, so the loss stays on the books | One workflow that helps you return rejected or excess stock to the supplier and make sure the credit actually arrives |
| Audit readiness | Evidence reassembled from mailboxes at audit time | Complete trail generated as the work happens |
| Cycle time | Depends on who is chasing this week | Predictable, with reminders and escalation built in |
| Status visibility | Chase people on email or Slack to find out where it is | Live status on every record, visible to requester and approver |
| Approvals | Forwarded emails with no record of who approved what | Rules-based routing with a time-stamped approval trail |
Systems this template connects to
This template is designed to run alongside your finance and operations stack rather than beside it, so records stay consistent in both places.
- SAP
- NetSuite
- Carrier tracking
- Slack
- Microsoft Teams
- Zapro Supplier Portal
Guides that go with this template
- Inventory Management
The Zapro product page behind this template and everything it connects to.
- Purchase Order Process
How orders, receipts and stock records stay aligned.
- Inventory Management in Procurement
How inventory and procurement decisions depend on each other.
Return to Vendor (RTV) template FAQs
What is the Return to Vendor (RTV) template?
It is a pre-built inventory management workflow in Zapro that lets supply chain teams return rejected or excess stock to the supplier and make sure the credit actually arrives. Each return is captured on an 8-field form, moves through 6 stages with a named owner at each step, and is supported by 4 automations covering routing, validation and record updates.
How long does the Return to Vendor (RTV) template take to set up?
Most teams have it running in about 15 minutes. The stages, fields and automations are already configured, so setup is mainly adjusting approval thresholds, field labels and owner assignments to match your own policy.
Who uses the Return to Vendor (RTV) template?
Primarily warehouse managers, working with inventory managers and warehouse leads. It is most commonly used by supply chain teams in retail, though the workflow itself is not sector-specific.
Does this work across multiple locations?
Yes. Stock, movements and approvals are tracked per location, and transfers between locations follow the same controlled workflow.
Can reorder points trigger the workflow automatically?
Yes. Zapro can raise the request automatically when stock crosses the configured reorder point for that item and location.
Get the Return to Vendor (RTV) workflow live
Zapro ships with this template plus the rest of the procurement and vendor management suite. Start with the return process and expand into sourcing, contracts, invoices and spend when you are ready.