RMA Options

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1. Main

 

Calculate Restocking Charges

Select this check box to enable restocking charges options. If you select this check box, restocking charges in RMA Entry and RMA Receipts Entry are calculated for inventory items on a line-by-line basis. The restocking method and fee used are based on the selections made in the Restocking Charge Method and Restocking Charge Amount/Rate fields in the Inventory Management Item Maintenance window. If this check box is selected, an entry must be made in the Restocking Charge Code field. Clear this check box to disable restocking charges options.

Note Restocking charges are administrative charges that may be charged to the customer to return merchandise. These charges appear on credit memos to offset the credit amount issued to the customer.

 

Restocking Charge Code

Enter a miscellaneous charge code created in Miscellaneous Item Maintenance to use as the primary, default, restocking charge code for all RMAs. Click the Lookup button to list all miscellaneous charge codes.

Alternately, start typing a miscellaneous charge description to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the miscellaneous charge code will appear in the field.

To calculate restocking charges, you must first create a miscellaneous charge code for this purpose. You cannot enter a new restocking charge code on the fly in this field.

If you do not enter this field, restocking charges are not calculated.

Note This field is available only if the Calculate Restocking Charges check box is selected.

 

Allow Changes to Restocking Charges

Select this check box to override calculated restocking charges in RMA Entry and RMA Receipts Entry. Clear this check box if you do not want to allow calculated restocking charges to be overridden. This check box is available only if the Calculated Restocking Charges check box is selected.

 

Consolidate Restocking Charges During Generation

During the generate transactions process, a miscellaneous charge line is created for each item containing an amount for restocking charges. Select this check box to consolidate restocking charges for lines with the same invoice number and create one miscellaneous charge code line. Clear this check box if you do not want to consolidate these restocking charges.

 

Track Repair Items Through Inventory

Select this check box to track repair items through a repair warehouse. Clear this check box to track repair items manually or through a third party system. This check box is available only if the Require Multiple Warehouses field is selected in the Inventory Management Options window.

Note If not tracking repair items through inventory, you can enter and receive the RMA using Repair as the customer or vendor action in RMA Entry and print the Daily Repair Report after selecting to generate repaired transactions.

 

Set Unit Cost to Zero Dollars for Repair Items

Select this check box to set the unit cost of repair items to zero dollars ($0.00). Setting the unit cost of repair items to zero dollars prevents the inventory valuation from being overstated by the cost of the repair items when they are placed into inventory. Clear this check box if you want repair items to be costed.

Note This check box is available only if the Track Repair Items Through Inventory field is selected.

 

Scrap Account

Enter a general ledger default scrap account number to debit for special and miscellaneous items, or click the Lookup button to list all general ledger accounts. If Scrap is selected in the Item Action field in the RMA Receipts Entry window or the RMA Entry window, the account entered is debited and posted when the Sales Order Sales Journal is updated.

For the return of inventory items, you must set up the default general ledger account in the RMA Scrap field in the Inventory Management Product Line Maintenance window.

Warning For reconciling purposes, a scrap warehouse should be set up in Inventory Management Warehouse Code Maintenance, and a default scrap warehouse should be set up in RMA Options.

If the account number is longer than the field, use the LEFT and RIGHT ARROW keys to view the entire account number.

Accounts can be created in this field if the appropriate settings are defined in the Auto Create when all Segments are Valid field in the General Ledger Options window.

Note The Return Merchandise Authorization module does not affect the general ledger. All general ledger postings are handled in the Sales Order and Purchase Order update programs.

 Example - Posting to the Scrap Account

When an item is returned for credit and the item is determined to be scrap, the following general ledger postings occur when the Sales Order Sales Journal is updated for the credit memo.

GL Account	Source	Debit	Credit
Accounts Receivable	I/M Product Line Maintenance		CR
Scrap Account	I/M Product Line Maintenance	DR

 

 

Repairs in Process

Enter the general ledger repairs-in-process account number to debit for special and miscellaneous items, or click the Lookup button to list all general ledger accounts. If the Set Unit Cost to Zero Dollars for Repair Items check box is cleared in the RMA Options window, and a cost is defined for the special or miscellaneous item entered, the account entered is posted when the Sales Order Sales Journal is updated. This field is available only if the Track Repair Items Through Inventory check box is selected.

For inventory items returned for repair, you must enter the default general ledger account in the Repairs In Process field in the Inventory Management Product Line Maintenance window.

Warning Set up a separate repair warehouse to track inventory items returned for repair. Separate general ledger accounts should also be created for repairs-in-process and repairs-clearing accounts.

If the account number is longer than the field, use the LEFT and RIGHT ARROW keys to view the entire account number.

Accounts can be created in this field if the appropriate settings are defined in the Auto Create when all Segments are Valid field in the General Ledger Options window.

 Example - Posting to the Repairs in Process Account

When an inventory item is returned for repair, and if Repair is selected in the Customer Action and Item Action fields in the RMA Item Selection window, the following general ledger accounts are posted from the generated credit memo, and the item is returned to the repair warehouse defined in the Default Repair Warehouse field in the RMA Options window.

GL Account	Source	Debit	Credit
Repairs in Process	I/M Product Line Maintenance	DR
Repairs Clearing	I/M Product Line Maintenance		CR

After the item is repaired and returned to the customer, the sales order previously generated from RMA for the customer can be converted to an invoice.

When the item is repaired, the following general ledger accounts are posted when the Sales Order Sales Journal is updated for the invoice, and the item is then relieved from the repair warehouse.

GL Account	Source	Debit	Credit
Repairs in Process	I/M Product Line Maintenance		CR
Repairs Clearing	I/M Product Line Maintenance	DR

 

Repairs Clearing

Enter the general ledger repairs-clearing account number to credit for special and miscellaneous items, or click the Lookup button to list all general ledger accounts. If the Set Unit Cost to Zero Dollars for Repair Items check box is cleared in the RMA Options window, and a cost is defined for the special or miscellaneous item entered, the account entered is posted when the Sales Order Sales Journal is updated. This field is available only if the Track Repair Items Through Inventory check box is selected.

For inventory items returned for repair, you must enter the default general ledger account in the Repairs Clearing field in the Inventory Management Product Line Maintenance window.

Warning Set up a separate repair warehouse to track inventory items returned for repair. Separate general ledger accounts should also be created for repairs-in-process and repairs-clearing accounts.

If the account number is longer than the field, use the LEFT and RIGHT ARROW keys to view the entire account number.

Accounts can be created in this field if the appropriate settings are defined in the Auto Create when all Segments are Valid field in the General Ledger Options window. For more information, see General Ledger Options.

 Example - Posting to the Repairs Clearing Account

When an inventory item is returned for repair, and if Repair is selected in the Customer Action and Item Action fields in the RMA Item Selection window, the following general ledger accounts are posted from the generated credit memo, and the item is returned to the repair warehouse defined in the Default Repair Warehouse field in the RMA Options window.

GL Account	Source	Debit	Credit
Repairs in Process	I/M Product Line Maintenance	DR
Repairs Clearing	I/M Product Line Maintenance		CR

After the item is repaired and returned to the customer, the sales order previously generated from RMA for the customer can be converted to an invoice.

When the item is repaired, the following general ledger accounts are posted when the Sales Order Sales Journal is updated for the invoice, and the item is then relieved from the repair warehouse.

GL Account	Source	Debit	Credit
Repairs in Process	I/M Product Line Maintenance		CR
Repairs Clearing	I/M Product Line Maintenance	DR

 

Always Generate Zero Dollars for Replacements

Select this check box to use a zero dollar price amount for replacement items during data entry in RMA Entry and RMA Receipts Entry. A zero credit memo and a zero sales order are created. This check box should be selected if the majority of your return items are covered under warranty and the customer typically wants to swap the item.

Clear this check box to default the replacement item price during data entry in RMA Entry. A credit memo is generated to reverse the charges and a sales order is generated to ship/bill the replacement item.

If the Allow Price Override check box is selected in the RMA Options window, you can override the price during data entry by entering a new value or removing the existing value.

Note This field does not affect cross-ship items.

 

Perform Qty On Hand Checking for Replacements

Select this check box to specify quantity-on-hand checking when creating a sales order (either using the Xpress Sales Order feature or Generate Transactions) for replacement items. If you select this check box and the inventory item accepts back orders, then quantity-on-hand checking is performed. If there is not enough stock to ship the replacement item, the quantity not available is back ordered; however, if the item does not accept back orders, the entire quantity is placed on Order. Clear this check box if you do not want to perform quantity-on-hand checking when creating sales orders.

Note This field applies only to inventory items.

 

Retain RMA Receipts History

Select this check box to retain RMA receipts history. If this check box is selected, during the Generate Transactions process, RMA information and information about any documents generated are updated to the RMA Receipts History files, and can be viewed in the RMA Inquiry window and printed on the RMA Receipts History Report. Clear this check box if you do not want to retain RMA Receipts history.

Note The RMA Receipts History Report is available only if this check box is selected.

 

(Integrate with) Purchase Order

Select this check box to integrate the Return Merchandise Authorization module with Purchase Order. Clear this check box if you do not want to integrate the Return Merchandise Authorization module with Purchase Order.

When these modules are integrated, you can generate return of goods and purchase orders for vendor credit or replacement of goods.

Note To streamline the process of returning defective goods to the vendor, integrate the Return Merchandise Authorization module with Purchase Order.

2. Entry

Description

This field indicates that batch processing is available for RMA Receipts Entry. This field can only be viewed.

 

Enable

Select this check box to allow batch processing for RMA Receipts Entry. Clear this check box if you do not want to allow batch processing for RMA Receipts Entry.

 

Next Batch

Enter the next batch number to assign when using the batch processing feature in RMA Receipts Entry. You can enter numeric or alphanumeric characters. This field is available only if the Enable check box is selected.

 Entry Sample

Enter....	If....
00001 in the Next Batch field	you want the next batch number assigned in RMA Receipts Entry to be 00001.
A0005	you want the next batch number assigned in RMA Receipts Entry to be A0005.

 

Next Automatic RMA Number

Type the next RMA number to assign during RMA Entry and RMA Receipts Entry. This number is automatically incremented each time an RMA number is entered.

 

Number of Days Before RMA Expires

Type the number of days before an RMA expires. When you create a new RMA in the RMA Entry or RMA Receipts Entry window, the expiration date is calculated based on the system date and the number of days entered in this field. During data entry, if the RMA has expired, a warning message appears.

Note If you enter a value of zero, the expiration date defaults to 12/31/2099.

 

Default for Return Via

Enter the default shipping code (for example, mail, air freight, or truck) to be used by the customer when returning items, or click the Lookup button to list all shipping codes. The selection in this field appears as the entry default for the Return Via fields in the RMA Entry window and the RMA Receipts Entry window. If you do not make a selection in this field, the corresponding Return Via fields are left blank. Specify a default Return Via value in this field if you want the customer to use a specific carrier when returning goods. This field can only be viewed.

 

Perform Customer Warranty Checking

Select this check box to verify that a returned item's warranty has not expired. If the warranty has expired, a warning message appears in the RMA Entry window. Clear this check box if you do not want check for expired warranties.

Note The warning message that appears in the RMA Entry window will not prevent accepting a return item with an expired warranty. This check box is available only if the Enable Warranty Tracking check box is selected in the Inventory Management Options window.

 

Extend Warranty Based on Ship Date/Extend Warranty Based on Invoice Date

Select this check box to automatically recalculate a new warranty expiration date for replacement items and repair items during Sales Order Invoice Data Entry or Shipping Data Entry. Clear this check box if you do not want to automatically recalculate new warranty expiration dates.

Note The name of this check box changes based on the selection made in the Warranty Calculation Based On field in the Sales Order Options window. If Ship Date is selected in that field, the name of this field appears as "Extend Warranty Based on Ship Date." If Invoice Date is selected, the name of this field appears as "Extend Warranty Based on Invoice Date." This check box is available only if the Enable Warranty Tracking check box is selected in the Inventory Management Options window.

 

Invoice Number Required on all Returned Items

Select this check box to require an entry in the Invoice No. field in the RMA Entry window and the RMA Receipts Entry window. Clear this check box if you do not want to require an entry in the Invoice No. field.

Note The entry in the Invoice No. field does not have to be a valid number in invoice history. If the invoice number does not exist, the *** Not on File *** message appears in the NOF Invoice field in the RMA Entry window or the RMA Receipts Entry window. This message indicates that the invoice could not be found in history. If an invoice number is required, but the invoice does not exist, you can enter the date as the invoice number.

 

Auto Display Item Selection Screen

Select this check box to open the Item Selection window during data entry when an invoice number is entered in the Invoice No. field in the RMA Entry window and the RMA Receipts Entry window. The Item Selection window displays all the items on an invoice, allowing you to select any, or all, items for return. Clear this check box if you do not want to automatically display the Item Selection window.

 

Allow Special Items to be Returned

Select this check box to allow special items to be returned. Clear this check box if you do not want to allow special items to be returned.

 

Default Qty Returned to the Invoice Qty Shipped

Select this check box to specify, by default, that the quantity returned be equal to the quantity shipped from the original invoice. For example, if you shipped 10 items, the quantity returned will also be 10 items. Clear this check box to default the quantity returned to zero.

 

Allow Addition of New Return Reason Codes

Select this check box to allow the addition of new return reason codes in RMA Entry and RMA Receipts Entry. Clear this check box if you do not want to allow new return reason codes to be created during data entry.

 

Display Unit Cost

Select this check box to display the item's unit cost in RMA Entry and RMA Receipts Entry. Clear this check box if you do not want to display the unit cost.

 

Allow Cost Override

Select this check box to override the item's unit cost in RMA Entry and RMA Receipts Entry. Clear this check box if you do not want to allow the unit cost to be overridden. This check box is available only if the Display Unit Cost check box is selected.

 

Allow Price Override

Select this check box to override the item's unit price during data entry. Selecting this check box also allows a partial credit to be issued for return items. Clear this check box if you do not want to allow the unit price to be overridden.

3. Entry Defaults

Customer Return Action

Select the entry default to appear during data entry in the Customer Action field in the RMA Entry window and the RMA Receipts Entry window.

• Select None to manually enter the Customer Action field during data entry.

• Select Credit if the customer returns an item and wants a credit on account or the return amount applied to their credit card. If Credit is selected during data entry, a credit memo is generated in Sales Order Invoice Data Entry to return the item to stock or scrap and to credit the customer's account/credit card.

• Select Replacement if the customer returns the item for replacement by the same or a different item. If Replacement is selected during data entry, a sales order is generated in Sales Order Entry to ship and bill the replacement item to the customer, and a credit memo is generated in Sales Order Invoice Data Entry to return the item back to stock or scrap and credit the customer's account/credit card.

• Select Repair if the customer returns the item for repair.

Note If a different value is selected in the Customer Return Action field in the Default Values for RMA Entry window or the Default Values for RMA Receipts Entry window, that value is used in RMA Entry or RMA Receipts Entry instead of the value selected in this field.

 

Item Return Action

Select the entry default to appear in the Item Action field during data entry in the RMA Entry window and the RMA Receipts Entry window.

• Select None to manually enter the Item Action field during data entry.

• Select Stock if the item is returned to a return warehouse or the original selling warehouse.

• Select Scrap if the item is being returned to the scrap warehouse.

• Select Repair if the item is being returned by the customer for repair.

Note If a different value is selected in the Item Return Action field in the Default Values for RMA Entry window or the Default Values for RMA Receipts Entry window, that value is used in RMA Entry or RMA Receipts Entry instead of the value selected in this field.

 

Vendor Return Action

Select the entry default to appear in the Vendor Action field in the RMA Entry window and the RMA Receipts Entry window.

• Select None to manually enter the Vendor Action field during data entry.

• Select Credit if you are returning the item to the vendor for credit. If Credit is selected during data entry, a return order is generated in Return of Goods Entry to return the item to the vendor for credit.

• Select Replacement if you are returning the item to the vendor for replacement by the same item. If Replacement is selected in the Vendor Action field, a return order is generated in Return of Goods Entry.

Note This field appears only if the Return Merchandise Authorization module is integrated with Purchase Order.

Note If a different value is selected in the Vendor Return Action field in the Default Values for RMA Entry window or the Default Values for RMA Receipts Entry window, that value is used in RMA Entry or RMA Receipts Entry instead of the value selected in this field.

 

Default for Credit Freight Check Box

Select this check box to set the default value for the Credit Freight (CF) check box in the RMA Entry window and the RMA Receipts Entry window. If the CF check box in the RMA Entry window or the RMA Receipts Entry window is selected, freight is calculated as a credit on generated credit memos. Clear this check box if you do not want to default the CF check box in the RMA Entry window and RMA Receipts Entry window.

 

Default Return Reason Code

Enter the default return reason code to appear in the Return Reason field in the RMA Entry window and the RMA Receipts Entry window, or click the Lookup button to list all return reason codes.

 Entry Sample

DEFECTIVE

 

 

Return

Enter the default to appear in the Whse field in the RMA Entry window and the RMA Receipts Entry window, or click the Lookup button to list all warehouse codes. If Stock is selected in the Item Action field in the RMA Entry window or the RMA Receipts Entry window, the selection made in this field appears, by default, in the Whse field in the RMA Entry window and the RMA Receipts Entry window.

For example, if you select warehouse "001" as the default return warehouse, when Return is selected in the Item Action field during data entry, warehouse "001" appears as the default return warehouse.

Note If you do not make a selection in this field, the default warehouse that appears in the Whse field in the RMA Entry window is based on invoice history or the customer's ship code. If there is no invoice history, the warehouse defaults from the default warehouse specified in Sales Order Options.

Note This field is available only if the Require Multiple Warehouses check box is selected in the Inventory Management Options window.

 

Scrap

Enter the default to appear in the Whse field in the RMA Entry window and the RMA Receipts Entry window, or click the Lookup button to list all warehouse codes. If Scrap is selected in the Item Action field in the RMA Entry window or the RMA Receipts Entry window, the selection made in this field appears, by default, in the Whse field in the RMA Entry window and the RMA Receipts Entry window.

For example, if you select warehouse "001" as the default scrap warehouse, when Scrap is selected in the Item Action field during data entry, warehouse "001" appears as the scrap warehouse.

Note If you do not make a selection in this field, the default warehouse that appears in the Whse field in the RMA Entry window is based on invoice history or the customer's ship code. If there is no invoice history, the warehouse defaults from the default warehouse specified in Sales Order Options.

Note This field is available only if the Require Multiple Warehouses check box is selected in the Inventory Management Options window.

 

Repair

Enter the default to appear in the Whse field in the RMA Entry window and the RMA Receipts Entry window, or click the Lookup button to list all warehouse codes. If Repair is selected in the Item Action field in the RMA Entry window or RMA Receipts Entry window, the selection made in this field appears, by default, in the Whse field in the RMA Entry window and the RMA Receipts Entry window.

For example, if you select warehouse "000" as the default repair warehouse, when Repair is selected in the Item Action field during data entry, warehouse "000" appears as the repair warehouse.

Warning You should select a default repair warehouse in this field to track repair items separately from stock or scrap items. Tracking repair items using a repair warehouse separates them from saleable inventory items so they can be excluded from reporting and will not be resold.

Note This field is available only if the Track Repair Items Through Inventory check box is selected, and the Require Multiple Warehouses check box is selected in the Inventory Management Options window.

 

All

Select this check box to apply comments entered in RMA Entry and RMA Receipts Entry to the customer RMA, sales order, RMA receiver, and credit memo. Clear this check box if you do not want to apply comments to the customer RMA, sales order, RMA receiver, and credit memo.

 

Customer RMA

Select this check box to apply comments entered in RMA Entry and RMA Receipts Entry to the customer RMA. Clear this check box if you do not want to apply comments to the customer RMA.

 

Sales Order

Select this check box to apply comments entered in RMA Entry and RMA Receipts Entry to sales orders. Clear this check box if you do not want to apply comments to sales orders.

 

RMA Receiver

Select this check box to apply comments entered in RMA Entry and RMA Receipts Entry to the RMA receiver documents. Clear this check box if you do not want to apply comments to the RMA receiver documents.

 

Credit Memos

Select this check box to apply comments entered in RMA Entry and RMA Receipts Entry to credit memos. Clear this check box if you do not want to apply comments to credit memos.

 

Allow Return Warehouse Changes

Select this check box to allow data entry changes to the Whse field in the RMA Entry window and the RMA Receipts Entry window. Clear this check box if you do not want to allow data entry changes to the Whse field in those windows.

If you clear this check box, you cannot change the default warehouse that is retrieved during data entry, preventing an item being sent to the wrong warehouse. For example, if you select Stock in the Item Action field and the Whse field retrieves warehouse "002: North Warehouse" as the default return warehouse, you cannot change this field to another warehouse. It will remain, by default, "002: North Warehouse."

 

Allow Scrap Warehouse Changes

Select this check box to allow data entry changes to the Whse field in the RMA Entry window and the RMA Receipts Entry window. Select this check box if you will be using different warehouses when returning scrap items. Clear this check box if you do not want to allow data entry changes to the Whse field in those windows.

If you clear this check box, you cannot change the default scrap warehouse that is retrieved during data entry in RMA Entry and RMA Receipts Entry. For example, if you select Scrap in the Item Action field and the Whse field retrieves warehouse "999: East Warehouse" as the default scrap warehouse, you cannot change this field to another warehouse. It will remain, by default, "999: East Warehouse."

 

Allow Repair Warehouse Changes

Select this check box to allow data entry changes to the Whse field in the RMA Entry window and the RMA Receipts Entry window. Select this check box if you will be using different warehouses when returning repair items. Clear this check box if you do not want to allow data entry changes to the Whse field in those windows.

If you clear this check box, you cannot change the default repair warehouse that is retrieved during data entry in RMA Entry and RMA Receipts Entry. For example, if you select Repair in the Item Action field and the Whse field retrieves warehouse "000: Repair" as the default repair warehouse, you cannot change this field to another warehouse. It will remain, by default, "000: Repair."

Note This check box is available only if the Track Repair Items Through Inventory check box is selected, and the Require Multiple Warehouses check box is selected in the Inventory Management Options window.

 

4. Forms

 

Print Customer RMA

Select this check box to print customer RMAs during the generate transactions process that can be faxed or mailed to the customer.

 

Print RMA Receiver Documents By

Select an option to determine the sort order by which line items print in the RMA receiver. RMA receiver documents are used to notify warehouse personnel that a return item is being sent to the warehouse.

• Select Item to print RMA receiver documents by item code.

• Select Bin Location to print RMA receiver documents by bin location.

• Select Line Number to print RMA receiver documents by the line number.

• Select None if you do not want to print RMA receiver documents.

The sort order selected in this field helps warehouse personnel return stock to the correct location.