Applies to: Returns V2, international returns only. Invoice and label fields vary by carrier — this article covers DHL, FedEx, and UPS.
Swap sends the invoice to the carrier automatically and digitally as part of the return process. Consumers do not see this invoice directly, but it is attached to the RMA so it's available if a query or issue arises.
If a carrier doesn't support automatic invoice generation for a particular region, Swap creates the invoice and sends it to the consumer through the returns portal and by email. In this case, the invoice is also attached to the RMA.
Where the original order exists in Shopify (or Swap Global), the invoice is populated using that order's data — the sections below describe how this data maps to specific invoice and label fields, by carrier.
DHL
Invoices
The Exporter field shows the Swap USA address for returns originating in the US. For all other origins, it shows the consumer address.
Exporter (Red) — Swap USA address for returns originating in the US; consumer address for all other origins.
Ship to (Blue) — Brand's address. Use "Director" as the contact name where available. Use
[email protected]for the contact email.Ship from (Green) — Consumer address.
Labels
From (Red) — Consumer address:
<consumer_name> c/o Swap Commerce.To (Blue) — Brand address. Use "Director" as the name where available.
Contact (Green) — Add phone number and email, using the same logic as the invoice.
Invoice information
Importer information can be added to the address in the Swap dashboard, if required.
References
DHL allows references to be added per line item. Swap supplies each item's individual fulfilment date, carrier, and tracking number using the following DHL reference codes:
OED — Original export date
OOR — Original carrier
OET — Original export tracking number
OP — Original purchase (the Shopify order number)
PAN — Part number. Swap uses the item's SKU here; it appears as SKU on other invoice types
These fields only populate when the underlying data (such as the original export date) already exists in Shopify. These are DHL's own reference codes and cannot be renamed or reformatted by Swap.
FedEx
Invoices
The Exporter field on the invoice should ideally show the Swap USA address, while the From address on the label and invoice shows the consumer address. Where only one address can be used, Swap uses the consumer address for both, and lists the Swap USA address as the Exporter of Record (EoR) in the reference fields.
Exporter (Red) — Swap USA address. Use the consumer address if this isn't possible. For non-US orders, always use the consumer address.
Consignee (Blue) — Brand's address. Use "Director" as the contact name where available.
Sold to (Green) — Brand's address.
Line item references
FedEx allows references to be added per line item. Swap supplies each item's individual fulfilment date, carrier, and tracking number using:
Export AWB — original export tracking number
Original carrier
Original export date
Comments and declaration
Content description — a fixed description of the goods is used on both the invoice and label (40-character limit): "Finished consumer apparel, clothing and fashion accessories".
Declaration statement (Blue) — uses the wording set out in Declaration wording by carrier and region, including the fulfilment tracking number, carrier, and date. If a return contains multiple fulfilments, the earliest date is used.
Labels
From (Red) — Consumer address. Use the name format
<consumer_name> c/o Swap Commerce.To (Blue) — Brand address. Use "Director" as the name where available.
Content description and label references
REF (Red) — Content description (see above).
PO (Blue) — Original order number, copied exactly from Shopify.
RMA (Green) — Internal order number, with prefix.
Dept (Yellow) — Not currently used.
INV (Pink) — Internal return number / RMA.
UPS
Invoices
The UPS invoice doesn't have a separate exporter section, so the From field uses the consumer address, care of Swap USA.
From — Consumer address, c/o Swap USA.
To — Brand's address. Use "Director" as the contact name where available.
Sold to — Brand's address.
Line item references
Original tracking number
Original export date
Carrier
Additional comments and declaration
Additional Comments (Red) normally shows the content description. If the declaration statement field can't be modified, or has a short character limit, Swap uses this field for the declaration and fulfilment data instead.
Labels
From (Red) — Consumer address. Use the name format
<consumer_name> c/o Swap Commerceon the name line, not the company line.To (Blue) — Brand address.
Declaration wording by carrier and region
Swap applies one of the following declaration templates, depending on carrier and region. Each includes the original outbound shipment reference (carrier, AWB/tracking number, export date) and order reference.
UPS and FedEx — US
Returned goods — Customer return of merchandise previously exported from the United States. Goods are being returned to the original seller and have not been advanced in value or improved in condition. Original outbound shipment reference: [Carrier] AWB / Tracking No. [Number]. Original export date: [Date]. Original order / invoice reference: [Reference]. Customs value declared for customs purposes only.
UPS and FedEx — UK / EU
Returned goods — Customer return of merchandise previously exported from [United Kingdom / European Union]. Goods are being returned to the original seller following customer return. Original outbound shipment reference: [Carrier] AWB / Tracking No. [Number]. Original export date: [Date]. Original order / invoice reference: [Reference]. Customs value declared for customs purposes only.
DHL — US
Returned goods — Customer return of merchandise previously exported from the United States. Goods are being returned to the original seller and have not been advanced in value or improved in condition. Original outbound shipment reference and export date are included in the item-level reference fields (see DHL). Customs value declared for customs purposes only.
DHL — UK / EU
Returned goods — Customer return of merchandise previously exported from [United Kingdom / European Union]. Goods are being returned to the original seller following customer return. Original outbound shipment reference and export date are included in the item-level reference fields (see DHL). Customs value declared for customs purposes only.
Additional adjustments for returns from the US
For returns being sent back to the US, the HS code for all items is static: 98010026.
Configuring invoice settings
Invoice pricing, HS code, and per-carrier reference text (purpose of shipment, special instructions) are all controlled from Settings → Returns → General. See How to configure invoice settings for international returns (Returns V2) for the full list of options.
FAQ
Why is the original export date sometimes missing from a return's invoice?
The original export date can only be added if it already exists in Shopify before the return is created. If it isn't recorded in Shopify at that point, it won't appear on the return invoice.