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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 Credit Notes raised.
On this page, we deal with the creation of a new RMA entry and further reading can be accessed using the links below or by scrolling down the page.
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Due to the pre-invoice option being totally disjoined from the normal sales order process, RMA’s will work against the products but this is reliant on there the product being product actually delivered and RMA’s do not provide for that, as such they will generate what you need but will leave the sales order in an open and not completed state.
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Pre-invoicing will be removed from the system in a later version, it is not being used as designed by most customers and you should use the pro-forma option instead. |
Further Information
On how How this process works can be found here RMA Process.
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RMA Entry
When you select the option to add an RMA to the system the form below will be displayed, this requires you to enter an existing customer account code in order to proceed.
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| title | RMA Status .... expand this section to read more |
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RMA StatusStatus | Explanation of the stage |
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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 |
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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 |
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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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Use this section to return items from one or many orders or if you are returning a product back into stock or if there was damage to the item and you need to provide a credit Credit Note (no return).
You will have to select the order and the product from the order and the quantity returned can never be more than the quantity which has been delivered.
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Each line requires a reason for the return, this defines whether there are any items which that need to be returned to stock.
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