Importing Returns (Regular Importing)

To provide AdvancePro users with the ability to quickly create returns for large numbers of items, by importing an Excel spreadsheet.

Standard Excel Schema:

- Account_Number
- RMA_Number
- Prodcut_SKU
- Quantity
- Reason

Rules to follow when importing spreadsheets:


  1. Avoid using spaces on headers; use underscores instead.
    For example:
    PRODUCT NAME- Incorrect
    PRODUCT_NAME- Correct
  2. Sheet1 should be named Sheet1 and should NEVER be renamed.
  3. No other sheets should exist except for Sheet1.
  4. Always save files as an .XLS file- Excel 97-2003 Workbook (*.xls).
  5. Format everything to Text format.


  • You can have any name for the headers as long as you follow rule #1 and avoid using special characters
  • The order of the headers and on the AdvancePro schema should be the same. 
  1. Go to Admin>Utilities>Order Import>Load Import Tools

  2. Create AdvancePro Schema

    Under Manage Schemas, select Customer Return in Order Type drop-down option.

    Select File Ext to be imported. 

    Create a Name for the schema. 

    Include Optional Fields if applicable. 

    When done hit on Save

    1.  When “Customer Return” is selected;
      1. The following fields should appear on the right-hand side as required:
      2. Account_Number
      3. RMA_Number
      4. Product_SKU
      5. Quantity
      6. Reason

        A. The following fields should appear on the left-hand side as optional fields:
        • Invoice_Number(If included, the return should be made against the customer invoice in AdvancePro if it is found in AdvancePro.  If the invoice referenced does not exist in AdvancePro, then import as an order with no invoice history and the invoice field in AdvancePro should be left blank.  If no Invoice specified, the return should be made as a return with no order history)
                    1. If the invoice number is part of the schema, then disable the “auto process’ checkbox for the import, in both automatic and manual imports.
                    2. Also, show a help icon that says “Auto Import is not available when Invoice reference is part of the schema”
                    3. If the Invoice number is not found in AdvancePro but included on the spreadsheet, a new return should be created for the “unknown” invoice group by.
                    1. If not specified, AdvancePro should process the return into the primary warehouse. 
                    2. If an incorrect warehouse is specified, the lines should fail and be included in the log file.
                    1. If not specified, today’s date should be used
                    1. If not specified, consider it as “N/A”
                    2. If the provided carrier is not available in the system, create a new carrier with that name
                    1. The options for this field are
                            a. Credit
                            b. Replace
                     2. If not specified, Credit should be selected by default
                     3. For anything other than the above-listed options, the lines of the import should fail and be included in the log file.
        •Price if not specified applies in the following order:
                     1. use customer-specific Price
                     2. Regular Product Price
        •Tax_Term (We need to calculate the Tax percentage from Tax Term) 
                     1. If the return is done against an invoice in APT, then the tax term should be automatically picked up.
                     2. If not returning against an invoice, then the tax term on the import file should be used.
                     3. If the tax term doesn’t exist in AdvancePro, the lines should fail and be recorded in the log.

      B. File Extension options should include .xls, .xlsx, .csv and .txt

      C. The rest of this feature should work identically to the customer and vendor order imports.  The user should be able to create schemas, save them, adjust them, edit them, delete them, add blank fields, etc.

  3.  Under Ready To Import, select Customer Return for Order Type. 

    Locate the file to be imported.

    Select the schema created for Customer Return.4The “Auto-Process” option processes the return directly through to the warehouse for receiving.
  4. Click on Import is clicked, an import summary should be generated, similar to those currently generated by customer and vendor imports.
    1. Return Header columns should include: 
      1.  Customer Account #
      2. RMA #
      3. Invoice #
      4. Warehouse
      5. Expected Date
      6. Carrier
      7. Adjustment $
      8. Shipping $
      9. Tax Term
      10. Tax %
    2.  Return Details should include:
      1. Product
      2. SKU
      3. Quantity
      4. Reason
      5. Resolution
      6. Price 
    3. Address Information
      1. This information should fill in automatically from the primary billing and shipping details for that customer in AdvancePro
  5.  Upon successful import:
    The system will then generate the Customer Return Import Report
  6.  Go to Reports > View All Customer Returns and check if it has been imported