Returns for CPFM

Owned by Sara Yilmaz
Last updated: Apr 01, 2022Version comment

This article outlines instructions to return (in AiM) and ship materials back to the vendor for CPFM (Campus Planning and Facilities Management).

Step-by-step guide

  1. Contact FASS Buyer to request a return and provide the following information: 
    1. State the reason for return: damaged item (replacement or repair needed), wrong part, etc.
    2. Note the kind of return: return for credit or refund, replacement or repair, testing, etc. 
    3. Provide a description of the item,
    4. PO number(s) if applicable

    5. Provide any related documentation.

    6. Shipping index (if applicable) 

  2. Bring the item(s) to be returned to the FASS Warehouse and provide the information above.

FASS Agent Step-by-step guide

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Buyer

  1. Start a “Return to Vendor” in AIM if the item is to be sent back for credit or for damage/replacement, repair, etc.
    1. Information regarding return for credit, replacement/ damage, and repair will be received from the Buyer and scanned into the corresponding PO in AIM.
  2. Make the appropriate vendor contact to establish an acknowledgment of return for credit or statement of damage /replacement/ repair, etc.
  3. The vendor will then send credit (after receiving the returned item) for our records or acknowledge replacement of the item (When the replacement item will be shipped out).
  4. Supply the return address for the item provided by the vendor. (Sometimes the return address is not the same as the general vendor address in AIM.)
  5. Provide applicable information regarding return such as RMA numbers, Call tags, shipping instructions, contact information, (after talking with staff regarding the return), Item PO information related to the returned item, and reason item is being returned. Please provide all pertinent information regarding the item to be shipped to the FASS Warehouse. 

Warehouse

  1. Recieve return information from the Buyer
  2. A copy of the return document will be kept in the Returns Log. If not being shipped out, or if no return document(s) are available, the individual (Vendor Agent/ Driver) receiving the returned item(s) will sign the Returns Log Returns Form as proof of return. )
  3. Ensure packaging meets company return standards. (If the box is being repurposed, all old scan/tracking codes must be removed).
  4. Log return in Shipping Log using the appropriate form.
  5. Get the PO number and item information needed to document what is being returned in AIM. The reason for the return must be documented. Note if returned for credit, damage/replacement, repair, etc. (Get this information from the Buyer and customer regarding return).
  6. Make sure the requestor/staff has talked to the appropriate buyer regarding the item being returned and why.
    1. Note: a “return to vendor” must be done in AIM by the Buyer first.
  7. Fill out a “Mail Service / Shipping Order form.” Choose Shipper Company wanted to send items out. (UPS, FedEx, UPPS (US Mail). Attach to package. Get the Index number from the customer and provide it at the bottom of the “Mail Service form” for billing purposes.
  8. Request UPS, FedEx, etc., tracking number from Mail Services.
    1. Attach the tracking number to the shipping form in the shipping log.
  9. Attach pre-printed UO address label. Please give the correct vendor return address. (Use the return address provided by the Buyer).
  10. Write the RMA numbers on the package. (If applicable).
  11. If the vendor is paying for the shipping, please attach the UPS or FedEx “call tag” generated by the vendor. (This is a prepaid shipping label). Attach the label to the package.
  12. Scan in any related/needed information into AIM related to the PO or make any notations regarding pending credit, replacement, or repair. Note in the shipping log if the item is a sample or other item not purchased through AIM. (Example: We ship out oil samples (for CPS) that test the boiler or transformers for contamination). 
  13. Send shipping/ tracking number to the customer if requested.
  14. Take the package to the outgoing package area.