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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 :status ‘Arrange Pickup’ or ‘Authorise Credit’.

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

    Awaiting Return

    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 :the ‘Authorise Credit’ stage.

    Authorise Credit

    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” 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.

    Expand
    titleAwaiting Return ..... expand to see more details

    Awaiting Return

    Any RMA’s which you are waiting on which are returning to stock will be shown on this tab.

    Multiple Returns

    It has been designed to allow you to make multiple returns against a return line, because sometimes the warehouse land the stock and find some damaged and others fine, so you need to register the return in here providing the new rotation number and confirming the warehouse the stock was landed back to.

    Adjusting the stock

    We will make an immediate stock adjustment for the return when you “Register the Return” adding the new rotation record with the values used in the return as the value of your stocks.

    What if the customer does not return all the stock?

    You can mark a line as complete even with only some of the stock returned, select the line, and hit press the COMPLETE option‘Complete’ button.

    This closes the line on the return and stops further items from being returned.

    Registering the Return

    Each line on the return has a “Register the Return” option this allows you to confirm the warehouse, enter the rotation number and confirm the quantity that was received back including the duty status.

    When you Register the return you will be returned to the RMA where you can then register further lines, the lines will go green if the RMA is fully complete and will be Yellow if it is partially complete.

    You need to confirm the RMA is complete and to do this you need to click on the “Return Complete” option on the RMA line in the top section of the page.

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

    Authorise Credit

    This tab will show items which that are ready to be authorised.

    The status column to the left of the “Authorise” shows whether the RMA is completed or partially ready. If you authorise a partially ready RMA only those lines which are returned or not requiring required to be returned will be credited, the remainder will remain outstanding.

    This form requires specific authorisation in order to Authorise the credits. This is set at the users group level of permissions.

    Clicking the Authorise button will move the RMA to the next stage which is waiting for the credit note to be sent to the customer, you can view the RMA here or you can use the drill down arrows on the left of the RMA to view the individual lines.

    At this stage you can cancel the RMA, this puts the RMA into a status of Credit Cancelled.

    Expand
    titleAwaiting Credit ..... expand to see more details

    Awaiting Credit

    This tab will show the RMAs that are waiting on the credit note to be issued.

    The status columns shows two icons:

    • green Green tick to signify that the entire RMA is ready.

    • open Open envelope to signify that this is only a partial credit for the RMA.

    If you click the “Send Credit Note” button the system will generate the credit note for the customer, it uses the same settings as the sales order being sent out and if you are connected to a finance system it also posts the credit note into the finance system.

    You have to decide as a business whether you wish to part credit or not, however this system provides you either option.

    At this stage you can cancel the RMA, this puts the RMA into a status of Credit Cancelled.

    Expand
    titleOpen Transactions ...... expand to see more details.

    Open Transactions

    This provides a read-only view of the open transactions and the status they are all at.

    Expand
    titleCompleted Transactions ........ expand to see more details

    Completed Transactions

    This provides a read-only list of all completed transactions.

    You will be able to view the some Credit invoice details here, but clicking the invoice button (by pressing the ‘view credit detail’ button which is located to the left of the view View button).