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Create a return order line item without fulfillments

Zuora

Create a return order line item without fulfillments

You can create return order line items when you want to return an existing sales order line item. An existing sales order line item can be returned only when it is in theSentToBilling, or Complete state and the quantityAvailableForReturn field of the sales order line item has a positive value.

A return order line item is managed in Zuora Billing as an order line item of the Return item category. It is based on the existing sales order line item that you want to return. The value of the quantity field for the return order line item must be less than or equal to that of the quantityAvailableForReturn field for the sales order line item.

For fees that do not require fulfillment, you can create a return order line item and skip creating fulfillments to the return order line item.

The Fulfillment and Return feature is in the Early Adopter phase. We are actively soliciting feedback from a small set of early adopters before releasing it as generally available. If you want to join this early adopter program, submit a request at Zuora Global Support.

There are two ways to create a return order line item without fulfillments:

  • Use the Zuora UI.
  • Use the REST API.

Use the Zuora UI

In the Zuora application, you can create a return order line item through either of the following ways:

Create an order and add a return order line item

Complete the following steps:

  1. Log in to the Zuora application and then navigate to Customers > Orders. The Orders page opens.
  2. Click Create New Order at the top right. The Create New Order page opens. 

  3. In the Order Overview area, enter the name of the account that owns the order in the Account field. This must be the order account that owns the sales order line item you are to return. 

    You can enter the account by clicking either Account Name or Account Number, as follows:

    • If you click Account Name, type part of the account name in the Account field, and the filtered accounts can be dynamically listed for your selection.
    • If you click Account Number, type the complete account number.
  4. In the Order Date field, enter the order date you are to assign to the order.

  5. From the Order Category dropdown list, select Return. The Reason Code dropdown list is displayed for the return order line item.

  6. (Optional): From the Reason Code dropdown list, select a reason code to indicate the reason for your product return. Options on the Reason Code dropdown list can be configured in Billing Settings > Configure Reason Codes. See Configure Reason Codes.

  7. (Optional): In the Description field, enter the description you are to describe the order.

  8. In the Return Order Line Items area, click Add Return Order Line Item on the right. The Search Orders and Order Line Items window is displayed. All the orders containing sales order line items that you can return for the account are listed for your selection.

    SearchOrdersandOrderLineItemsWindow.jpg

  9. Click the corresponding order in the Order column to display the order line item to return in the Order Line Items column, and then select the order line item to return by selecting the corresponding checkbox. If several orders are listed, you can search for the order containing the sales order line item you are to return by entering the order number in the Search By Order Number field.

  10. After you are finished, click Next. The sales order line item to return is added to the Return Order Line Items area for you to edit.

    ReturnOrderLineItemsArea.png

  11. Edit detailed information about the return order line item. You can edit the following fields:

    Field name Description
    Item Name Required field. Name of the return order line item. This name represents the name of the object that is returned and is typically displayed on invoices, credit memos, and so on.
    Bill Target Date

    Required field. The date when the return order line item is invoiced. Credit memos are generated for return order line items if you have enabled the Invoice Settlement feature; otherwise, negative invoices are generated.

    Billing Trigger Rule

    Required field. The billing trigger rule of the order line item. Valid values are Without Fulfillment and As Fulfillment Occurs. See the meaning of each option as follows:

    The Without Fulfillment option indicates the following:
    • This order line item is without fulfillments.
    • The billing documents for the order line item are generated based on the order line item.
    The As Fulfillment Occurs option indicates the following:
    • This order line item is with fulfillments.
    • The billing documents for the order line item are generated based on fulfillments.

    The Billing Trigger Rule dropdown list has the Without Fulfillment option selected by default. You do not need to change it when you are to create an order line item without fulfillments. 

    Item State

    State of the order line item. Valid values are ExecutingSent To BillingCompleteCanceled, and Booked. By default, the starting state of an order line item is Executing. For more information, see State transitions for an order line item, fulfillment, and order.

    Set the state of the order line item to Sent To Billing to generate billing documents or preview billing for the order line item.

    Quantity to Return / Availability
    • Quanity to Return: The quantity you are to return for the original sales order line item. The quantity to return must be less than or equal to the quantity available to return.
    • Availability: This is a field for reference. Check this field for the quantity available to return.
    Actions

    You can perform the following actions through this field:

    • Click the edit icon  icon-edit.png  to display the Order Line Items window and update the preceding fields and the custom fields in the Additional Information section.
    • Click the delete icon icon-delete.png to delete the current return order line item. 
  12. (Optional): You can add more return order line items as you need in the current order. See Step 8 - 11 in Create an order and add a return order line item. The maximum number of order line items allowable in an order is 100.

  13. (Optional): When the order line item state is Sent To Billing with the Bill Trigger Date field specified, you can preview the billing information for the order. To do that, click Preview Billing. Specify the preview settings and click Update Preview to see the preview billing documents. After you are finished, click Back to return to the previous page.

  14. Click Activate to activate the order.

  15. (Optional): To generate billing documents for the return order line item in the Sent To Billing state, create a bill run. For instructions, see Creating Bill Runs.

Create a return order line item from an existing order details page

Complete the following steps:

  1. Log in to the Zuora application and then navigate to Customers > Orders. The Orders page opens.
  2. Enter the order number of the order that contains the sales order line item you are to return in the Search By Order Number field. The corresponding order is listed for your selection.
  3. Click the order number in the Order column. The order details page opens.
  4. Click Create Return Order at the top right. The Create New Order page opens and all the sales order line items that you can return from the existing order are listed in the Return Order Line Items area for your edition.

    ReturnOrderLineItemsArea2.png

  5. Edit detailed information about the return order line items. You can edit the following fields:

    Field name Description
    Item Name Required field. Name of the return order line item. This name represents the name of the object that is returned and is typically displayed on invoices, credit memos, and so on.
    Bill Target Date

    Required field. The date when the return order line item is invoiced. Credit memos are generated for return order line items if you have enabled the Invoice Settlement feature; otherwise, negative invoices are generated.

    Billing Trigger Rule

    Required field. The billing trigger rule of the order line item. Valid values are Without Fulfillment and As Fulfillment Occurs. See the meaning of each option as follows:

    The Without Fulfillment option indicates the following:
    • This order line item is without fulfillments.
    • The billing documents for the order line item are generated based on the order line item.
    The As Fulfillment Occurs option indicates the following:
    • This order line item is with fulfillments.
    • The billing documents for the order line item are generated based on fulfillments.

    The Billing Trigger Rule dropdown list has the Without Fulfillment option selected by default. You do not need to change it when you are to create an order line item without fulfillments. 

    Item State

    State of the order line item. Valid values are ExecutingSent To BillingCompleteCanceled, and Booked. By default, the starting state of an order line item is Executing. For more information, see State transitions for an order line item, fulfillment, and order.

    Set the state of the order line item to Sent To Billing to generate billing documents or preview billing for the order line item.

    Quantity to Return / Availability
    • Quanity to Return: The quantity you are to return for the original sales order line item. The quantity to return must be less than or equal to the quantity available to return.
    • Availability: This is a field for reference. Check this field for the quantity available to return.
    Actions

    You can perform the following actions through this field:

    • Click the edit icon  icon-edit.png  to display the Order Line Items window and update the preceding fields and the custom fields in the Additional Information section.
    • Click the delete icon icon-delete.png to delete the current return order line item. 
  6. (Optional): You can add more return order line items as you need in the current order. See Step 8 - 11 in Create an order and add a return order line item. The maximum number of order line items allowable in an order is 100.

  7. (Optional): When the order line item state is Sent To Billing with the Bill Trigger Date field specified, you can preview the billing information for the order. To do that, click Preview Billing. Specify the preview settings and click Update Preview to see the preview billing documents. After you are finished, click Back to return to the previous page.

  8. Click Activate to activate the order.

  9. (Optional): To generate billing documents for the return order line item in the Sent To Billing status, create a bill run. For instructions, see Creating Bill Runs.

Use the REST API

Use the Create an order operation to create a return order line item. Keep the following points in mind when you run the "Create an order" operation:

  • Determine the following fields and other required custom fields for a return order line item:

    • existingAccountNumber: This field must be set to the order account that owns the sales order line item to return.
    • category: This must be set as Return for an order to contain return order line items.
    • itemName: name of the return order line item
    • itemCategory: This must be set as Return for a return order item.
    • itemState: Set the value of this field to SentToBilling if you are to generate billing documents for the return order line item. For more information, see State transitions for an order, order line item, and fulfillment.
    • originalOrderNumber: the order number of the order that contains the sales order line item to return
    • originalOrderLineItemNumber: the order line item number of the sales order line item to return
    • quantity: The quantity you are to return for the original sales order line item. The quantity to return must be less than or equal to the quantityAvailableForReturn field of the original sales order line item.
  • Use the itemState and billTargetDate fields to determine the return order line items that are to be invoiced at the specified date. Credit memos are generated for return order line items if you have enabled the Invoice Settlement feature; otherwise, negative invoices are generated. For an order line item to be invoiced, its state must be SentToBilling. When a bill run is created, it picks ups order line items to be invoiced based on the billTargetDate field.

  • Use the processingOptions nested field to determine whether a billing document should be generated and whether payment should be collected along with the order creation.

The following API request creates a return order line item to an existing sales order line item and also runs billing at the same time. 

Request POST /v1/orders
Request Body

{
  "existingAccountNumber": "A00000001",
  "processingOptions": {
    "runBilling": true
  },
  "orderDate": "2022-05-05",
  "category": "Return",
  "orderLineItems": [
    {
      "itemName": "return partial",
      "itemCategory": "Return",
      "quantity": "5",
      "itemState": "SentToBilling",
      "originalOrderNumber": "O-00000001",
      "originalOrderLineItemNumber": "1",
      "description": "With test return memo.",
      "transactionStartDate": "2022-05-05",
      "transactionEndDate": "2022-05-05",
      "billTargetDate": "2022-05-05"
    }
  ]
}