Create RMA Document

Overview

RMA (Return Materials Authorization) refers to authorization of returning ordered item(s). When the company receives the returned goods they should identify the goods, pay back the person who returned the goods, and finally sort the returned item(s) into any of these groups: Store again and sell in its present condition, improve or repair, or scrap.

 


Create an RMA Document from a Posted Invoice

Steps

To create an RMA document from posted invoices,

  1. From the Customer module, select RMA > New RMA button from the menu.
  2. A search screen of Posted Invoices, Ship to Customers and Bill to Customer tabs are displayed.
  3. Select the invoice from the Posted Invoices tab, by double clicking customer. The RMA form will display.

    If you want to create an RMA document for other customers simultaneously, you may select another customer invoice and click Ok. An RMA form is displayed for every customer invoice selected.

  4. The RMA form will reflect the details from the invoice. You may modify or add to these if necessary.


  5. You may change the default information from the Order tab.
  6. You may remove items in by right-clicking on the line item and selecting Delete Line Item. Or, you can leave the quantity for the line item to 0 and they will be removed when the RMA is saved.
  7. Enter the returned quantity in the Quantity column. Take note of the quantity in the Shipped column. This lets you know the actual quantity shipped to the customer.
  8. The Already RMA column shows how many were already returned by the customer.
  9. Save the details before closing the RMA form.
  10. You can follow the RMA with a Credit Memo document if you cannot provide the items reflected on the invoice or as agreed upon with the customer.
    See Also:
     Issue a credit memo if you cannot replace items reflected on the invoice

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Create RMA Document from Scratch

  1. From the Customer module, select RMA > New RMA button from the menu.
  2. A search screen of Posted Invoices, Ship to customers and Bill to Customer tabs are displayed.
  3. To create an RMA document from scratch, select the customer from the Bill to Customer or Ship To Customers tab  and click Ok to display the RMA form.
  4. The RMA form will display the default information setup for the customer. You may change this default information for this current RMA.
  5. You may change the default information from the Order tab.
  6. In the Inventory Item tab, enter items that the customer returned and specify the returned quantity. Take note of the Already RMA column. This allows you to know if there were items already returned by the customer. You may verify this information in the RMA History tab.
  7. Save the details before closing the RMA form.
  8. You can follow the RMA with a Credit Memo document if cannot provide the items reflected on the invoice or as agreed upon with customer.

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Monitor Returned Items

From the RMA form, you will know if all the items or some of it has already been returned in the Already RMA column. You can view more details to previously returned items from the RMA History tab. To create an RMA with returned items,

Only posted Sales Invoices can be created with RMA documents.

  1. From the Customer module, click on Invoice > Find Invoice form the options menu.
  2. On the Invoice History tab, select from the list of sales invoices. The Sales Invoice form will be displayed.
  3. Once the Sales Invoice form is loaded, select the Convert to RMA button from the options menu. The RMA document will be displayed.
  4. On the Inventory tab of the RMA document, enter the quantity of items returned under the Quantity column. If however, you created a previous RMA document related to the Sales Invoice on the same item, the Already RMA column will reflect the quantity of the returned items. In case, there are still items returned by your customers, the returned items will be accumulated until no more items to be processed for return items.

 


Issue a Credit Memo for Returned Items

If you cannot replace items reflected in the sales invoice, you can, however, issue a credit memo to your customer.

  1. From the RMA form, click on the Convert to Credit Memo button from the menu to instantly create a credit memo document reflecting the details of the returned items.

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  • Friday, 12 October 2012