RMA
Manage parts returns to suppliers and manufacturers
When a part turns out to be faulty — whether it just arrived in your warehouse or was already sold to a customer — MyFixIO lets you open an RMA (Return Merchandise Authorization) to manage its return to the supplier or manufacturer with full traceability: who bought or received it, who it's being returned to, how the process is going, what the supplier has said, and what you've told the customer along the way.
Locate the part
Every RMA starts by searching for the real part being returned — you never type in an article by hand without linking it to something that actually exists.
Already sold
Search by customer name, tax ID, invoice or ticket number, or serial number: the sale opens up and you pick the exact line being returned.
In stock
Search by item name or serial number among what you have in the warehouse — useful when a part arrives faulty before it's ever sold.
No match
If the search finds nothing, you can create the RMA manually and fill in the details by hand.
Auto-fill when you pick the part
Suggested supplier
As soon as you pick the item, its usual supplier is suggested (or the supplier invoice that brought that unit into stock, if more specific) — you can change it if this particular return goes to a different distributor or manufacturer.
Suggested manager
Whoever sold the part or received the stock unit is suggested as the person in charge; if nothing is traceable, it defaults to whoever is opening the RMA. Always editable.
Optional customer
There's only a customer if the RMA comes from a sale. An RMA for a part that was never sold doesn't need one.
The RMA document
Distributor or manufacturer
Indicate whether this return is handled with the local distributor or directly with the manufacturer.
Lines with serial number
Each returned part is recorded with its name, quantity, price, and serial number if it has one.
Shipping and return costs
Record separately the cost of shipping the part to the supplier and the cost of receiving it back.
Issue description
Describe the fault or the reason for the return: it's the first thing whoever handles the RMA with the supplier will see.
Supplier's RMA number
The number the supplier or manufacturer assigns to their own case (it can include letters) — it usually arrives after the RMA is opened. You can add or correct it any time while the RMA stays open, and every change is logged in the supplier conversation thread.
What the document looks like
RMA
RMA-000045
Customer
María López
Supplier
TechParts Distribution
DistributorS/N: SN-88213X
Status cycle
The RMA moves through a series of statuses, with the date and user recorded on every change — just like a repair.
Open
The RMA has just been created and nothing has been sent to the supplier yet.
Sent to supplier
The part is on its way to the supplier or manufacturer. If it was a serialised stock unit, it switches to "returned".
Being handled by supplier
The supplier is assessing the part.
Quoted (optional)
This only happens if the supplier decides the repair or replacement isn't covered by warranty and sends a quote.
Resolved
The supplier is done: repaired, replaced, refunded, or rejected.
Received back
The part (or its replacement) comes back to your workshop.
Closed
The RMA is closed, with the whole process archived.
Status flow
Supplier quote
When the supplier says the repair isn't covered by warranty, they send a quote — you can enter it by hand or let AI read it for you.
By hand
Type in the description, the lines, and the total amount directly.
From a PDF
Upload the PDF the supplier sent you: AI extracts the description, lines, and amount automatically.
From a photo
If the quote arrived on paper or over WhatsApp, take a photo and AI reads it the same way.
Either way, you review and confirm the data before it's saved — nothing gets saved without you seeing it first.
Two conversation threads
Everything discussed during the process is logged, in two separate threads with author and date.
With the supplier
Log calls, emails, or messages with the distributor or manufacturer while the process is ongoing.
With the customer
Log what you've told the customer about the status of their return.
Conversation thread
Ana today, 11:24 AM
The supplier confirms they're sending the replacement part this week.
PDF and list view
PDF and list view
Download a PDF that looks like an invoice at any time (header, customer, supplier, lines and totals) — it's an internal management document, with no fiscal numbering.
RMA list
Filter by status and search by number, customer, or supplier to see all open and closed returns at a glance.