Importing Return Material Authorizations

Use the Import and Export commands on the File menu in the Return Material Authorizations Entry form to import and export Return Material Authorizations.

You cannot import OE Replacement Orders, OE Credit notes and PO returns via Return Material Authorizations. However, you can import Return Material Authorizations and then, through the Return Material Authorizations entry screen, create and post OE and PO returns and credit notes utilising the transactions you have just imported.

Exporting/Importing from Return Material Authorizations

This feature is available for exporting and importing data to and from non-Sage 300 systems.

Importing RMA documents into Return Material Authorizations requires certain conditions be met in order to successfully import into the system.

Exporting RMA data

Use this command to transfer (export) data from Return Material Authorizations to non-Sage 300 programs.

To export data, follow these general steps

Open the appropriate Return Material Authorizations form for the type of data you want to export. For example, to export RMA documents, open the RMA entry form.

If necessary, create the records you wish to export.

Choose the Export command from the File menu.

In the form that appears, select the range of records you want to export, and the type of information.

Specify the file name and file type for the exported records.

Importing RMA Documents

Use this command to import RMA documents from an external system into Return Material Authorizations.

Create the file you want to import. For information on the file formats and file layouts that Sage 300 accepts, see the Return Material Authorizations User Guide. (You can create an import file template by exporting a few records of the type you want to import.)

Open the Return Authorization Entry window.

Choose the Import command from the File menu.

Specify the file name and file type in the form that appears next.

If you previously created a template for importing, choose the Load Template button.

Choose the fields that you are importing. (You can save your choices as a template for the next time you import records.)

Notes on import requirements

When importing RMA documents, consider the following:

If Auto-numbering is enabled, documents imported with RMA Number containing the string, "NEW”, will be imported with the next available RMA number. If new happens to be the imported number prefix, the document number will be ignored and a new RMA number will be assigned to it.
If Auto-numbering is not enabled, documents imported with RMA Number containing the string, "NEW”, will not be imported. RMA document numbers cannot contain the string "NEW” if auto-numbering is disabled. Recommended not to use RMA prefix "NEW” in RMA document numbers.
RMA document numbers will be validated to avoid duplication and maintain the integrity of the database.
Document totals in the header record will be validated to detail record line totals. Invalid amounts will stop the document being imported.
Importing with document totals of zero value in the header record line will cause the system to calculate totals during the import.
If optional fields are active in the RMA system, imported records will need to include data for these fields.

Minimum Import Field Requirements

It is not essential to import data into all the fields in a RMA header and detail record. Below is a listing of the minimum field requirements for importing documents into Return Material Authorizations. Fields for both header and detail records are listed in the recommended order.

RMA Header Record ( RAHEAD )

Return Material Authorization Uniquifier ( RMAUNIQ ) BCD value; set to zero value. RAHEAD view will generate appropriate value for this field during importing.
Return Material Authorization Number ( RMANUMBER ) string value; non-blank document number. If auto-numbering enabled RMA will assign next available RMA Number to record if ***NEW” is specified in the import file for this field.
Return Material Authorization Date ( RMADATE ) date value; entered as string. If blank, import process will automatically assign current Sage 300 session date to this field.
Customer Code ( CUSTOMER ) string value; non-blank customer code.
Ship to Code ( SHIPTO ) string value; if supplied in import file will trigger automatic populating of Ship to Name and Ship Via fields.
Vendor Code ( VENDOR ) string value; non-blank if document details contain vendor related data. Else, field can be imported as blank string.
Total Amount ( TOTAMT) money value; set to zero if you wish to allow the import process to calculate the total amount based on the sum of all detail amounts. If non-zero, this value will be validated against the sum of all detail amounts to ensure they balance.
Total Cost ( TOTCOST ) money value; set to zero if you wish to allow the import process to calculate the total cost based on the sum of all detail costs. If non-zero, this value will be validated against the sum of all detail costs to ensure they balance.
Total Vendor Return Cost ( TOTVNDCOST ) money value; set to zero if you wish to allow the import process to calculate the total vendor return cost based on the sum of all detail vendor costs. If non-zero, this value will be validated against the sum of all detail vendor costs to ensure they balance.

Note: customer currency and vendor currency are read from Accounts Receivable and Accounts Payable respectively. If vendor is blank, vendor currency is blank.

RMA Detail Record ( RADET )

Return Material Authorization Uniquifier ( RMAUNIQ ) numeric value; set to zero value in import file.
Return Material Authorization Detail Line Number ( LINENUM ) number value; set to zero value in import file.
Customer Original Invoice ( CSTORIGINV ) string value; blank value accepted. If non-blank entry, the customer invoice must exist in Sage 300 Order Entry database.
Vendor Original Receipt ( VNDORIGREC ) string value; blank value accepted. If non-blank entry, vendor receipt document must exist in Sage 300 Purchase Orders database.
Item Number ( ITEM ) string value; non-blank item number. Formatted and unformatted number can be imported; import process will assign item number to correct record field.
Unit of Measure (UNIT) string value; non-blank. Must be valid for the selected item.
Price Unit of Measure ( PRICEUOM ) string value; non-blank value. Must be valid for the selected item.
Price Unit of Measure Conversion Rate ( PRICECONV ) numeric value; non-blank value.
Status ( EXTSTATUS ) string value; non-blank value unless Allow Blank External Status is specified in Return Material Authorization Options.
Workflow Stage ( INTSTATUS ) string value; non-blank value unless Allow Blank Internal Status is specified in Return Material Authorization Options.
Location ( LOCATION ) string value; non-blank field. Item must be available at the imported location.
Category ( CATEGORY ) string value; non-blank field. Must exist in Inventory Control.
Cost Unit of Measure ( COSTUOM ) -- string value; non-blank field. Must be valid for the selected item and location.
Cost Unit of Measure Conversion Rate ( COSTCONV ) numeric value; non-blank value.
Fault Code ( FAULT ) string value; non-blank value unless Allow Blank Fault Status is specified in Return Material Authorization Options.
Repair Agent ( REPAIRAGNT) string value; non-blank field unless Allow Blank Repair Agent is specified in Return Material Authorization Options.
Vendor Unit Cost ( VNDUNITCST ) numeric value.
Vendor Cost Unit of Measure ( VNDCOSTUOM ) string value.
Vendor Cost Unit of Measure Conversion Rate ( VNDCSTCONV ) numeric value.
Extended Price ( EXTPRICE ) numeric value.
Extended Cost ( EXTCOST ) numeric value.
Extended Vendor Cost ( VNDEXTCST ) numeric value.

Cause and Effect

Assigning values to selected detail fields may cause dependent fields to be automatically populated with default values. During the import process this is not an issue as automatically populated fields will have their values overwritten by the contents of the import file.

This field dependency comes into effect during record importing and date entry through the screen interface.

Listed below is the dependency of detail fields to each other. For example, populating the item field will cause the system to automatically fill the item description, category, unit of measure and other fields.

Vendor Original Receipt populates the field:

Vendor Receipt Sequence number

Item ( if customer original invoice entered ) populates the fields:

Description

Category

Location

Unit of Measure

Unit of Measure Conversion Rate

Quantity
Price List Code

Price Unit of Measure

Price Unit of Measure Conversion Rate

Unit Price

Cost Unit of Measure

Cost Unit of Measure Conversion Rate

Unit Cost

Item ( no customer invoice entered ) populates the fields:

Description

Category

Unit of Measure

Unit of Measure Conversion Rate
Price List Code - default from I/C

Price Unit of Measure

Price Unit of Measure Conversion Rate

Unit Price ( based on Price List or Contract Price information )

Item ( with vendor receipt entered ) populates the fields:

Vendor Cost Unit of Measure

Vendor Cost Unit of Measure Conversion Rate

Vendor Unit Cost

Qty forces recalculation of the fields:

Extended Price

Extended Cost

Extended Vendor Cost

Complete status updates the field:

Completed Date

Unit of Measure populates the field and recalculates the fields:

Unit of Measure Conversion Rate

Extended Price

Extended Cost

Extended Vendor Cost

Price Unit of Measure updates the field:

Price Unit of Measure Conversion Rate

Cost Unit of Measure updates the field:

Cost Unit of Measure Conversion Rate

Vendor Cost Unit of Measure updates the field:

Vendor Cost Unit of Measure Conversion Rate

Unit Price forces recalculation of the field:

Extended Price

Unit Cost forces recalculation of the field:

Extended Cost

Vendor Unit Cost forces recalculation of the field:

Extended Vendor Cost

For details on importing and exporting orders, see the chapter on importing and exporting data in the Sage 300 System Manager User Guide.