RMA Entry

The RMA Entry module was introduced to replace the existing sales order returns credit option to provide a more robust and auditable process when you have to issue a credit note to your customer.

RMA = Returns Material Authorisation -> Product Returns -> Credit Notes

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 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.

1 Questions
2 RMA Entry
- 2.1 RMA Status
3 Collection Point Details
4 Returns from Orders / Product Credit
- 4.1 RMA Reason Products
- 4.2 Require Pickup
5 Freestyle Credit Items
- 5.1 RMA Reason FreeStyle
6 Completion

Questions

How does this work?

You enter a new RMA into the RMA system using the form below, this then flows through a number of stages until it is complete.

Each stage has a specific function and it allows you to see where any RMA is at a glance and is indicated through the Status of the RMA

How do I access this?

You need to have the correct access rights set up in your user group maintenance.

What happens if I use the pre-invoice option on a Sales Order?

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 the product being 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.

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

How this process works can be found here https://visionsoftware.atlassian.net/wiki/spaces/VC/pages/2409431112.

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.

Each RMA is provided with a unique RMA reference which is used for tracking.

Please Note. The ‘Req Pickup' is only available if the RMA reason is a ‘Return to Stock’. If it is then a Pre-Advice will be sent to the warehouse. This would then bypass the ‘Arrange Pickup’ requirement for the RMA and go to the 'Awaiting Return’ stage.

RMA Status

Status	Explanation of the stage

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. 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.
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.

Collection Point Details

You have the ability to use the customer default information, or you can change it to a delivery point, if you do so then all the details will update.

Collection Between - you only need to fill in one between time.

Returns from Orders / Product Credit

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 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.

RMA Reason Products

Each line requires a reason for the return, this defines whether there are any items that need to be returned to stock.

Require Pickup

RMA can now initiate a pre-advice to any EDI capable warehouse, previously any ‘Return to stock’ RMA reasons would be routed through the ‘Arrange Pickup’ tab, users now have control over this at RMA entry by clicking the checkbox,

This will default as ticked if the RMA Reason has been ticked in the RMA Reason Maintenance screen.

Freestyle Credit Items

This allows you the flexibility to issue a credit for anything you wish to credit for e.g. goodwill gesture, delivery charge, inconvenience charge.

This field is NOT related to stock or product items.

RMA Reason FreeStyle

The RMA Reason does not include the RMA Reason that Returns to stock.

Completion

Once you have saved the RMA, to continue the process use the screen RMA Process.