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It allows you to:

  • Control whether a credit note should be issued.

  • Review the status of active RMA in a central place.

  • Analyse why the credit is being issued.

  • Maintain a full audit trail of all creditscredit notes.

On this page we deal with the processing of the RMA after it has been entered, if you need to know how to enter an RMA onto the system then go to this link: 🔖RMA RMA Entry

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There are some links below to the sections on this page which that will aid you in processing the RMA.

Table of Contents

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When you open the form you will be presented with a form which that has multiple tabs, these are used to separate the different stages of the process and to allow you to move items stage by stage through the RMA process.

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Expand
titleExpand this section to view the RMA Status information

Status

Explanation of the stage

Open

When you enter a new RMA this is the status of the new RMA.

Arranging Pickup

If any of the items on your RMA uses a RMA Reason code which has “Return to Stock” selected then the goods will be expected back into the warehouse.

You can arrange your own collection or arrange this through the warehouse or if it is being returned from a delivery then no need.

Waiting Stock Receipt

If any of the items on your RMA uses a RMA Reason code which has “Return to Stock” selected then the goods will be expected back into the warehouse.

As stock is returned you are marking stock in this status to confirm it has been returned.

Info

For customers using EDI this stage should be completed by the EDI system however for returns this sometimes has already been receipted and you are putting the RMA on afterwards so you need to perform this part manually.

Waiting Credit Auth

If there are items which can be credited straight away, they will immediately get to this status.

If the goods are being returned the line will only get to this status when goods are returned into the warehouse.

Authorised users are only allowed to authorise the credit note.

Partially Credited

Where you have items which you can credit but there are other items still to be returned to stock then you can partially credit the items which can be credited.

Those items will raise a credit which is waiting to be issued.

Info

Most customers will wait for the entire RMA to be completed before issuing the credit note however sometimes your customer is withholding payment so you may need to part credit.

Waiting Credit Issue

Any items which you are crediting will be in this area, this is where the system is waiting for you to send the credit note to your customer.

At this point we also raise the credit note into the finance system.

Complete

When all items on the RMA are complete it will reach this status.

Credit Cancelled

If the credit note is being cancelled at any point where the goods are returned but you are not sending the credit note then you can tell the system and it will place the RMA into this status.

Cancelled

If the RMA is cancelled at any time then this is the status used.

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What is on each tab

Tab Option

Status Status’s Displayed

What is on this tab

Authorise RMA

Open

Newly entered RMA will be displayed in this tab and need to be authorised.

Depending on whether there are items to pick up or not the RMA will either go to :

  • Arrange Pickup OR

    • Authorise Credit

    status ‘Arrange Pickup’ or ‘Authorise Credit’.

    Arrange Pickup

    Arranging Pickup

    Any items which need to be arranged for collection to be returned from stock collected from the customer would be found here, you . You need to arrange transport or ask the warehouse to arrange, once do this. Once you have this arranged you would move onto:

    Awaiting Return

    completed this the RMA will move into the ‘Awaiting Return’ stage.

    Awaiting Return

    Waiting Stock Receipt

    Waiting on When at this stage you are waiting for the stock being returned, to be returned. When it is register each return here, you . You could have one or many returns of the stock back into the warehouse. Once the stock RMA is completed here you the RMA will move to :

    Authorise Credit

    the ‘Authorise Credit’ stage.

    Authorise Credit

    Waiting Credit Auth
    Partially Credited

    This is where items RMA’s are authorised to be credited, sometimes a manager or director will want to authorise thesecarry this stage out.

    Awaiting Credit

    Partially Credited

    Waiting Credit Issue

    Authorised credits wait show here for the finance person team to arrange for the credit note to be sent to the customer, when . When it is sent we also put an entry into the finance system is also updated with the credit note.

    Open Transactions

    Open
    Arranging Pickup
    Waiting Stock Receipt
    Waiting Credit Auth
    Partially Credited
    Waiting Credit Issue

    Displays all open transactions.

    Completed Transactions

    Completed
    Credit Cancelled
    Cancelled

    Displays all completed transactions.

    Expand
    titleAuthorise RMA ....... expand to see more details.

    Authorise RMA

    This tab will show the RMAs that are waiting for authorisation, it is designed to allow any user to enter an RMA onto the system and then a team leader, manager , or director will authorise key parts of the processthem.

    In order to proceed to the next stage you have to “Authorise” the RMA.

    If you are not planning on accepting the RMA you can cancel it.

    Expand
    titleArrange Pickup ...... expand to see more details

    Arrange Pickup

    If your an RMA has items on it which require that are required to be picked up and returned to the warehouse then it will display in be shown within this tab.

    At this stage before pressing the “CONFIRM” to move the item on either of the Confirm buttons you need to confirm the following.

    1. The warehouse where this stock is being returned to.

    2. Whether you are wishing the warehouse to Arrange arrange the transport, if . If you are arranging this yourself or it has already arrived at the warehouse then do not click select the ARRANGE ‘Arrange’ option on the line otherwise it sends a request to the warehouse on the pre-advice to collect the goods (assuming your warehouse accept EDI pre-advices with this type of request).

    When you “CONFIRM” the RMA it will move to the Awaiting Return tab.

    If you do not wish to proceed from this stage you can still cancel the RMA .

    EDI Warehouses

    If your chosen warehouse for the return has EDI capabilities then a pre-advice will be sent to the warehouse for the returning stock, the arrange buttons will initiate the request for the warehouse to arrange the collection of the goods and return to the warehouse.

    We identified that for returns this would not be necessary however this modified working will not be in place when this items is allowed to go live, there is no issue for Commerce customers if this happens.

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