Swap Returns includes a built-in Quality Control (QC) system that helps you verify the condition of returned products before processing them. This ensures you don’t lose revenue or inventory due to damaged, missing, or incorrect returns.
Why Use Quality Control?
Without QC, stores risk processing returns that may:
Be damaged or unsellable
Contain different items than expected
Include the wrong quantity — or nothing at all
QC helps stores catch these issues early and decide whether to approve or reject a return.
How It Works
Swap supports three methods for sending QC updates:
QC via Integration – Automatically receive updates from supported 3PLs
QC via CSV Upload – Manually upload bulk QC results
QC via API – Push real-time QC updates directly via API
Once QC data is received, Swap:
Matches it with the correct return (RMA)
Applies your store’s approval rules
Updates each item’s QC and processing status accordingly
Key Features
Swap's Quality Control feature offers several key capabilities:
Approval Logic
Stores define which product conditions are acceptable. QC statuses like Sellable, Damaged, or Wrong Item are mapped to either Approved or Not Approved.
Automatic RMA Processing
If all items in an RMA are approved, and automatic processing is enabled, the return is completed without manual review.
Pending & Final Statuses
Items awaiting QC are marked as Pending. Once the QC update is received, Swap applies the correct status based on your mappings.
Special Cases
Case | Behavior |
No QC update received | Item is marked as Missing after 48 hours |
Quantity mismatch | If returned quantity is lower than expected, item is marked Missing |
Unexpected SKU | Shown in the “Unexpected” tab or summary, depending on method used |
Each method handles special cases slightly differently. For full details, see the individual QC method pages.
Condition Mapping
Condition mapping allows you to align incoming return reasons (from your 3PL or WMS) with Swap’s standard QC statuses. This ensures every returned item is processed according to your store’s approval rules.
You define how each provider condition should be interpreted by:
Mapping it to a Swap condition
Indicating whether it is quality approved
Store Conditions
Swap supports the following QC statuses:
Sellable – The item is in good condition and can be resold
Damaged – The item is not fit for resale
Missing – The item was expected but not received
Wrong-Item – The item does not match what was ordered
No-Value – The condition is not actionable
Pending – The condition is not yet known
Quality Approved
This toggle determines whether a return with that condition should be accepted:
Set to Yes if you want the item to be processed and refunded
Set to No if the item should be rejected or flagged
Only items marked as approved will pass QC and move forward in the return process (manual or automatic).
You can create as many mappings as needed to match your provider’s return reasons.