The quick answer
To create a return authorization from an invoice in NetSuite, open the invoice and choose Authorize Return. Review the copied customer and item quantities, then save. Check the return number, status, and Created From invoice reference.
Start with the invoice for the goods coming back. You’ll create the return record, review what is authorized, and check that it points back to the right sale. The screenshots use sample data and fictional person and operating-company names.
Before you start
Confirm the reason for the return and the quantities you are authorizing. Your account and role need return-authorization access. The recording creates a sample invoice first; use your existing invoice for these steps. Receiving goods, issuing credit, and refunding money are later workflows. The Authorize Return action and saved status depend on enabled features, invoice eligibility, permissions, and approval settings.
01. Open the invoice and authorize the return
Open the saved invoice. Check its customer and items before choosing Authorize Return. The example starts from INV21 for 1 Test company.
Using the source invoice helps preserve the transaction relationship. Do not start a second return if one already covers these goods.
02. Review the return header
Confirm the Customer, date, Location, and memo. The example carries over Test Location and the memo test order. Replace or expand the memo where needed to explain the actual return.
Check any required classifications or approval fields on your form.
03. Review the return quantities
Check the Items subtab. This example authorizes 1 Test Widget with an amount of 100.00. For a partial return, adjust the quantity to the quantity being authorized.
Review the row and total before saving. The quantity authorized is not confirmation that your warehouse has received it.
04. Save and check the return
Click Save. The saved record is RMA02, with Pending Receipt status and Created From Invoice #INV21.
The example’s returned and refunded quantities remain 0. That distinction matters: the return is authorized, with receiving and credit or refund work still to follow.
Check the result
- The saved return points to the right invoice.
- Authorized items and quantities match the agreed return.
- The status and returned quantity show what remains to be done.
The return is recorded and linked to the sale. Continue with your receiving and customer-credit process when the goods arrive.
Common questions
Why create a Return Authorization from an Invoice instead of entering one separately?
Creating it from the invoice preserves the relationship to the original sale and can carry over the customer, item, quantity, price, and other transaction details. A standalone return requires you to enter and verify the details separately. Available behavior depends on enabled return features, transaction state, form configuration, and role permissions.
Why is Authorize Return missing from the Invoice?
The action may be unavailable because the invoice is in an unsupported state, the item is not eligible, the return-authorization feature is disabled, or your role lacks permission. Invoice-based returns may also remain available after an earlier return, depending on account controls. Review the invoice status, item eligibility, transaction form, and role access.
What does the Return Authorization status mean after saving?
The status shows the return’s current processing stage, not merely that the record exists. Depending on account configuration, it may show Pending Approval, Pending Receipt, or Pending Refund, among others. Approval settings and Advanced Receiving affect available statuses. Always inspect the saved record’s visible status before assuming the return is authorized, received, or credited.
Does saving an Invoice or Return Authorization complete the customer return?
No. Saving the Invoice records the billing transaction and does not confirm payment. Saving the Return Authorization records the expected return but does not itself receive inventory, create a credit memo, issue a cash refund, or prove approval. The subsequent actions and available statuses depend on enabled features, transaction forms, accounting setup, and role permissions.