Restock
A Restock records that returned goods have physically arrived and puts them back into on-hand inventory. It also records an accounting entry that increases the value of your stock — a return isn't treated as accounting-neutral; it's handled the same way any other inventory increase is, posting against an inventory adjustment account.
Where to Access
Service → Restock (list / Add New), or the Restock action from an open RMA (labeled Receive more once something has already been received against that RMA).
Creating a Restock from an RMA is the recommended path: it pre-fills the customer and remaining quantities, and it automatically increases that RMA line's Returned quantity so the RMA's status moves forward on its own. You can also create a Restock directly, with no RMA involved, if you just need to put stock back without tracking a formal authorization.
Header Fields
- Date/Time – When the goods are received.
- Customer (required) – Who returned the goods.
- Location – Required only if your company has location tracking turned on; otherwise optional.
- Restock Number (auto-numbered or entered manually).
- Sales Rep – For reporting, if used.
- Customer / Shipping Address – Reference for print/email.
- Department / Project Code – If your company tracks these.
- Custom Fields – If configured.
Line Fields
- Item, Description
- Quantity, UOM
- Unit Price / Amount / Tax – Optional pricing reference.
- Class – If enabled.
- Bin, Lot/Serial – Shown if your company tracks these; lets you record exactly where the item was put away.
- Restocked and Discarded – How much of this line's quantity actually went back into sellable stock versus was thrown out. Not everything that comes back is in sellable condition, so these are tracked separately.
Notes & Files
- Message from Customer, Message to Customer, Internal Notes, Attachments.
What Saving Does
- Increases on-hand inventory at the chosen location (and bin/lot, if used).
- Posts an accounting entry that increases your inventory value, against your company's inventory adjustment account — the same mechanism used for any other stock increase, not something specific to returns.
- If linked to an RMA, increases that RMA line's Returned quantity, which is what drives the RMA's status forward.
- Has no effect on what the customer owes — restocking an item does not credit or refund anyone. That's a separate step (Credit Memo or Refund).
Restock has no status of its own beyond active/archived — there's no approval or lifecycle to track on the Restock document itself.
Key Functions
- From an RMA (recommended): Open the RMA and choose Restock (or Receive more) to pre-fill the customer and remaining items.
- Direct entry: Service → Restock → Add New; select Customer and, if required, Location; add lines.
- Traceability: For lot/serial/bin-tracked items, select the exact identifiers being put away on each line.
- Split what's sellable: Use the Restocked and Discarded quantities on each line if some of what came back isn't fit to sell.
- Save: Stock increases immediately at the chosen location/bin/lot.
Common Problems
- "The RMA still shows Partially Received after I restocked everything." Check that the Restock lines are actually linked to the RMA (created via the RMA's Restock action) — a standalone Restock with no RMA reference won't update the RMA.
- "Location is grayed out / not required." Location is only required when location tracking is enabled for your company; otherwise it's optional and can be left blank.
- "The customer still shows a balance owed after I restocked their return." Expected — Restock only affects inventory, never money. Issue a Credit Memo or Refund separately.
Best Practices
- Create Restocks from the originating RMA whenever one exists, so RMA tracking stays accurate automatically.
- Use the Discarded quantity honestly rather than restocking damaged goods as sellable stock.
- Select exact Bin/Lot/Serial identifiers so downstream availability and traceability stay correct.