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 Overview

You can automatically generate sales orders, credit memos, return orders, or purchase orders for a selected range of RMA receipts.

 Before You Begin

This procedure assumes you have entered RMA receipts in RMA Receipts Entry.

If the Job Cost module is integrated with the Sales Order module, job information is not included on sales orders generated using this procedure but can be added using Sales Order Entry.

The type of documents generated depends on the selections made in the Customer Action and Vendor Action fields on the RMA Receipts Entry Lines tab. The selection made in the Customer Action field determines the sales order documents created and the selection made in the Vendor Action field determines the purchase order documents created.

If Credit is selected in the Customer Action field:

1. • A credit memo is created in Sales Order Invoice Data Entry to return the item to inventory and to credit the customer’s account or credit card.

   • A separate credit memo is generated for each valid invoice number. All return items without a valid invoice number are consolidated on one credit memo.

If Replacement is selected in the Customer Action field:

1. • A credit memo is generated in Sales Order Invoice Data Entry to return the item to inventory. A sales order is also generated in Sales Order Entry to ship the replacement item to the customer.

   • A separate credit memo is generated for each valid invoice number. All replacement items without a valid invoice number are consolidated on one credit memo.

   • One sales order is generated to ship the replacement items.

   • If a sales order was created using the Xpress Sales Order in RMA Entry, it is not created a second time during the generation process.

   • If multiple items were returned for replacement, but not all items were cross shipped, a sales order is created for all the remaining items to be shipped.

If Repair is selected in the Customer Action field:

1. • If the Track Repair Items through Inventory check box is selected on the RMA Options Main tab, a zero dollar credit memo is generated in Sales Order Invoice Data Entry to hold the item in a repair warehouse and a zero dollar sales order is generated to ship the repaired item to the customer.

   • If the Track Repair Items through Inventory check box is cleared, no documents are generated.

If Credit is selected in the Vendor Action field:

1. • A return order is generated in Purchase Order Return of Goods Entry to return the item to the vendor for credit.

If Replacement is selected in the Vendor Action field:

1. • A return order is generated in Purchase Order Return of Goods Entry to return the item back to the vendor, and a purchase order is generated to receive the replacement item from the vendor.

   • Select Replacement in the Vendor Action field to return repaired items to the vendor.

 

To automatically generate documents for RMA receipts

1. Select Return Merchandise Authorization Main menu > Generate Transactions.

2. Enter the document generation date. For more information, see Generate Transactions – Fields.

If the Batch Processing Enable check box is selected in the RMA Options window for RMA Receipts Entry, the Print RMA Receipts Entry Batch window appears when you select Return Merchandise Authorization Main menu > Generate Transactions, allowing you to select RMA receipt batches to generate documents from. The Generate Transactions window appears when you click Accept in the Print RMA Receipts Entry Batch window.

3. Enter next automatic numbers to assign to sales orders, invoices, invoice batches, purchase orders, purchase order returns, and goods batches.

4. Select the Print Line Information on Listing check box to print additional line information on the Generate Transaction Listing. Line information includes the restocking charge and warranty code, invoice number, price, warranty expiration, cross ship, drop ship, and credit freight.

5. Select the following document options, as appropriate for the document type(s) you are generating:

6. If you are generating a credit memo, select the Consolidate Restocking Charges check box if you want to consolidate restocking charges for all lines on the credit memo to one miscellaneous charge code line.

7. If you are generating a purchase order or a return order, make the following selections, as appropriate.

1. Select the Consolidate by Vendor Number check box if you want to consolidate all items returned to a specific vendor, for all RMAs, and include them on one return order and one purchase order. If this field is cleared, a separate return of goods and purchase order is generated for each RMA.

2. Select the Summarize Multiple Item check box if you want to summarize items that appear multiple times for a vendor; one detail line is generated to return the total quantity for an item included on multiple purchase orders or return orders in the entered range. Clear this check box to include each item in detail; a separate detail line is generated for each purchase order or return order when the same item is on multiple RMAs.

3. Select the RMA Number as a Comment Line check box if you want to include the RMA number as a comment on the return order and/or purchase order. The comment line prints as the last line on the return order and/or purchase order. If you also select the Consolidate By Vendor Number check box, multiple comment lines are created to list all RMA numbers.

6. In the grid, enter selections of RMA receipts to generate documents from.

Note To clear all selections that are not updated, click Clear.

7. Click Proceed. A progress meter appears, indicating the amount of time remaining during the document generation process.

WARNING Do not interrupt document generation while it is in progress.

The documents are generated.