Table of Contents
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Overview
When items are miss-received or the wrong or broken items are shipped to you from a vendor you will sometimes need to return the items. The return process in TRX is the Vendor RMA, this is where you can select item and create an audit trail for sending them back to the vendor that sent them.
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Detail
On the operations level a Vendor RMA will remove items from your inventory account and your physical inventory at processing of the vendor RMA. We remove from inventory so we do not throw your valuation off as these are items that you can no longer sell.
On the GL side we remove from the inventory GL account and place the value in a Vendor RMA Inventory account. This done as you no longer have possession of the item but the vendor has yet to receive it, to relieve your liability. This account will show on your balance sheet when set up correctly.
Enter VRMA
The New Vendor RMA Entry screen is used to enter all information about items that are being returned to the vendor. You can list as many items as necessary to return to the vendor on the item detail section.
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The vendor RMA is a batch process entry screen so you will have to press F10 to save the information and then leave the screen to the Process Vendor RMA screen.
Process VRMA
The Process Vendor RMA's screen processes all RMA is that have been entered into the RMA Entry screen. You can leave all the fields blank on this screen to process all RMA's that have been entered by your User ID or you can enter a specific date range, vendor range or RMA range to be processed. Removing your user ID will process all Vendor RMA's that were created by all users.
PUR > Vendor RMA > Process VRMA
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Once you have entered your information you can press the Process Transactions icon to process the RMA's. A The Purchasing RMA Entry Processing Report will display on the screen Press the Print icon to print a hard copy of the report for review. The system will ask "OK to process purchasing RMA's?" Press "Yes" if you want to process (after processing "the processing completed successfully" message should appear on the screen). If you choose No none of the RMA's will process and you can go back and make any necessary changes.
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Query VRMA
The Vendor RMA Query screen is used to make changes to a RMA's status for those that have been entered and processed. In this screen you can change the RMA Date, Ship To, Date Expected, Date Canceled, Date Received, Warehouse, Ship Via and Comments field. This is the only blue screen in TRX where changes of this magnitude can be made. This is also where you cancel or close Vendor RMA's by applying dates in the date cancelled or date received field.
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Note: You do not need to process the order again after making changes.
Step-by-Step Guides
This section covers how to use the screen.
Cancel/Delete Vendor RMA
For Vendor RMA’s entered but never finished or RMA’s that were cancelled, you will need to either cancel or delete them. Unprocessed RMA’s will be deleted, but processed RMA’s can only be Cancelled. Follow the guide below depending on the state of your RMA.
Cancel/Delete Unprocessed RMA
If the RMA hasn’t been processed yet, we will need to open it in the Entry screen to delete.
Open the Vendor RMA screen
PUR>Vendor RMA
Hit F7 to enter Query Mode
(optional) Enter RMA #
Hit F8 to execute query, pulling up an unprocessed RMA
Use Blue Arrows to Cycle through records (skip if you did step 3)
Hit the Delete button
Hit Yes to the prompt
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Cancel Processed Vendor RMA’s
Using this button on the Query RMA tab will return the items on the RMA back into inventory. This will reverse the accounting trail and move inventory from RMA inventory account to the regular Inventory account.
Open the Vendor RMA screen
PUR>Vendor RMA
Go under the Query VRMA tab on the right
Click the “Cancel/Close RMA” button
Confirm/Enter Date
Hit “Cancel RMA” button
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RMA # - Enter the RMA Number that is to be reversed
Cancel Date – Enter the cancel date of the Vendor RMA