Overview

RMA's are issued for items that the customer wants to return for a variety of reasons. RMA Return Reason codes are set up first to establish a standard set of return reasons. When RMA items are received, the RMA is updated with the quantity received. Inventory quantity on hand is also increased at this time. General Ledger entries reflect the change in inventory, a credit to Accounts Receivable and debit to the Sales account. If some of the items on the RMA are not received, another RMA will be required.

Open

Entering RMA’s

There are two RMA types: Credit and Exchange

1. Credit will reverse the transaction and mark the line as cancelled.

2. Exchange will reopen the line on the order, allowing for re-shipment

Enter Credit type RMA

Credit type RMA’s will reverse the transaction and mark the line as Cancelled. You also have the option to reverse the invoiced Qty.

Step-by-Step

1. Open Order RMA screen

   1. ORD>Order RMA’s

2. Fill out fields, leaving the Issue type as credit

   1. Tab and enter through the fields

3. Tab/Enter until you are on the Item field

4. Select item

   1. Hit F9 to select from a list

5. Set the RMA Reason

   1. Reasons that Adjust inventory will add the item into inventory when RMA is received

   2. Reasons that don’t adjust inventory won’t make a transaction

6. (Optional) Print the RMA report

   1. Hit the clipboard at the top of the screen

7. Save

   1. Hit save button or hit F10

Open

Enter Exchange type RMA

Exchange RMAs allow you to ship the item back out on the Order after it is returned.

1. Open Order RMA screen

   1. ORD>Order RMA’s

2. Fill out fields

   1. Tab and enter through the fields

3. Set Issue Type to Exchange

4. Tab/Enter until you are on the Item field

5. Select item

   1. Hit F9 to select from a list

6. Set the RMA Reason

   1. Reasons that Adjust inventory will add the item into inventory when RMA is received

   2. Reasons that don’t adjust inventory won’t make a transaction

7. (Optional) Print the RMA report

   1. Hit the clipboard at the top of the screen

8. Save

   1. Hit save button or hit F10

Receive RMA

Once the merchandise comes in from the customer, we will need to Receive the RMA. This process is the same for Credit and Exchange Issue types.

Step-by-Step

1. Open Order RMA screen

   1. ORD>Order RMA’s

2. Click “Query ORMA” on the right

   1.  

3. Pull up the RMA

   1. Enter RMA # and hit Enter

4. Tab/Enter through screen, filling it out

5. Date Received will populate as today when you tab/enter through

6. Tab/Enter until you are on the Line item

7. Enter Actual Returned Qty

8. Confirm RMA Reason

9. (Optional) Enter VRMA Vendor

   1. Only if you are immediately doing a Vendor RMA

10. (Optional) Set Qty to Credit

    1. This field will reduce the Qty Invoiced on the Order

    2. This is required if you want to re-invoice the line

11. (Optional) Create New Order

    1. Hit “Create Order” button

    2. A new Order will be created to allow you to ship and invoice the item again

    3. Not needed if you are doing an Exchange Type RMA

12. Process the Receipt

    1. Hit the Lightning Bolt

Reverse/Cancel Order RMA

If the RMA never comes in, you will need to cancel the RMA. If you receive it by mistake, then you will need to take steps to reverse it.

Cancel Order RMA

If an RMA isn’t going to be received, but you need to close it out, then you can cancel the Order RMA using these steps. This does not work if the RMA was already Received/Closed.

Step-by-Step

1. Open RMA in the Query RMA tab

2. Hit the Delete Icon at the top

3. Hit yes to the prompt

Reverse an Order RMA

If an RMA was received by mistake, then you will need to make correcting transactions. Which transactions you need to make will depend on the order and how it was shipped.

Reverse RMA for Regular Ship Order

To undo the RMA, we will need to ship the item back through the original order.

Step-by-Step

1. Open Order in Order Query/Change

2. Go under the Misc tab for the item

3. Right-click on the Cancel Qty and hit “Uncancel Item”

   2. Select “All” or “Some” from the options

4. Ship out the line through ORD>Shipping

The Order is now back to pre-RMA quantities.

Reverse RMA for Dropship Orders

To undo the RMA, we will need to ship the item back through the original order, but we will need to break the tie to the PO for a Dropship order.

1. Open Order in Order Query/Change

2. Go under the Misc tab for the item

3. Right-click on the Cancel Qty and hit “Uncancel Item”

   2. Select “All” or “Some”

4. Go under PO Details tab

   1. Set PO Option to None

5. Ship out the line through ORD>Shipping

The Order is now back to pre-RMA quantities.

Detail

The RMA Entry/Query screen is used to enter information on items being returned to your company for various reasons. This screen will assign an RMA Number (return merchandise authorization) to the items being returned; it will also assign an RMA Reason code that will show on all RMA reports. The RMA process has two parts, first you issue the authorization that may or may not be tied to a specific sales order, then on another screen, once the item(s) are shipped to your warehouse you will receive them back into inventory. - pending your reason code.
When reason codes are setup they are declared either effect inventory or not. For example if you shipped an item incorrectly you would want to restock and resell the item, however if the item was being returned because it was damaged you would not want to put it back into inventory for resale.

• Order Number – enter the order number that corresponds to the item being returned, this is not always necessary and is setup specific but if you do not return items specific to order you run the risk not returning the same cost that was sold

• RMA number – this number will default in as long as you have auto numbering set for RMA's in Order setup.

• Customer – the customer will default in with a the order but you will need to enter one if you do not choose the order number

• Issue - you will have two option for the RMA you can do an item exchange which will allow you to bring the item back and open the order so you may edit it by adding another item. Or do a RMA credit which will allow you to create a credit memo (it does not auto create the credit memo, that must be done in AR) and apply it to the RMA. choose from the drop down menu box 'Exchange' or 'Credit'

• RMA Date - defaults in as the current date, but may be changed

• Date Expected – the date the item being returned is expected.

• Date received – If the RMA has a receipt posted against it the date the last item was received will show in this box

• RMA Status – The current status of this RMA will show here; CMP – complete, CAN – cancelled, OK-open

• Ship Via - If the method of return shipment is known, enter it in this field

• Ship To – The address the items will be shipped to.

• Comments - If you have any comments that you need to travel with the RMA paperwork you can place them here.

Items To Be Returned

• Item – where you enter the item to be returned, press F9 for a list of values

• Return Quantity - the amount of items that you are returning

• Unit of measure - will default in as the unit shipped

• Warehouse – the warehouse the item is being returned to

• RMA Reason – choose your RMA reason or Press F9 for a list of values, the reason is necessary as some reasons are setup to adjust inventory and some like broken will not as you do not want broken items being put back on the shelf to be returned.

The RMA process is a two-step process; in this screen you create the Return Merchandise Authorization for the items that will be returned and print and save it. You will need to go to Receive Customer RMA when the customer returns the merchandise to receive it.

After a Customer has been issue the RMA authorization they will send the item back to you. When the item is received you should go to the Receive Customers RMA screen to accept the item into inventory. An RMA reason is applied to the return here and that reason will decide how the RMA should affect inventory. Some reasons such as Broken and item not shipped should not be restocked to inventory where as others like wrong item should.

• RMA Number – an RMA number is issued when the RMA is created, placing that number in this box will pull up all information created in the issuing screen

Order Number, Customer, RMA date, Credit or Debit information, RMA status and date expected all default in form the issuing of the RMA.

• Comments – Any comments that you would like to make on the RMA can be made here and they will print on the lower left hand corner of the last page to the RMA.

• Ship Via – the means of shipping can be changed

• Date Received – the date the RMA was received can be changed here.

• Actual returned – this is where you enter the amount that were actually returned by the customer

• RMA reason – this is where you can assign a reason to why the item is being returned, there is significance to this reason as it will dictate whether the item is placed back into inventory for resale or not.

Once information has been entered you can press the lightning bolt to process it and finalize the receipt.