RMA item policies let you specify return policies for different items.

For example, you might not allow returns (credit notes) or repairs (replacement orders) for an item. Or, you might allow an item to be returned only within a certain number of days from the invoice date. Then, when you save a credit note or a replacement order that uses the item, the program warns you.

The RMA Template used when creating the RMA determines whether or not a credit note is applied to an invoice.

• If you do not want matched Credit Notes, then de-select "Match Credit Note to Invoice" on the associated RMA Template code.

• If you want Credit Notes to be matched to the associated Invoice, then you need to select both "Match Credit Note to Invoice" and "Invoice is required on all items" for the associated RMA Template Code.

• If you want only some Credit Notes to be matched and others not, you would need to create two RMA Template Codes and use the appropriate one on each of the documents.

You can automatically add restocking fees to an RMA if required.  Restocking fees can either be a fixed percent, or a percentage of the RMA itself.

Steps to configure Automatic restocking fees,

On the RMA Templates > Processing Tab, select Overwrite RMA comments onto Matched Credit Note or Copy RMA Comments to Unmatched credit note to copy the RMA detailed comments and instructions to the Line credit note.

It not selected, no comments will be copied from the RMA to the Credit Note.

On the RMA Template > Header tab, you can set the Credit Note date: 

Use RMA Date, Completion Date or Session Date

If the optional fields configured on RA Header have the same name, type and length as fields in Order Entry and / or Purchase Order, they will be passed through when credit notes and replacement orders are created in Order Entry and to PO Returns when created in Purchase Order.  

Matching PO Return to PO Receipt

Vendor Original Receipt: If the PO Receipt is defined on the RMA Detail line then the PO Return will be matched to the PO Receipt.

If there are multiple PO Receipt numbers on the RMA Detail lines, this means RMA will need to create multiple PO Returns.

When you use Price check in Inventory Control, you need to enter the User that is authorized to make the price adjustments into the “Authorized By” field on the RMA header before creating the O/E Credit note and replacement order.

When the O/E credit note and O/E replacement order are created, RMA will use the Authorizer’s userid and password (that is saved away in RAAUT) to fill in the required fields on the Order Entry documents (CAPPROVEBY and CAPPRPWORD fields on the document detail lines.).

Note: Authorized to Approve RMAs is not required on the RA Authorizations screen for this process.

You can email R/A Forms from the R/A Transactions screen and from the R/A Forms menu.

If you choose Customer Delivery Method, and the A/R Customer delivery method is set to "Email (multiple contacts)", RMA emails the form to all active contacts selected for the R/A form.

RMA Processing supports Sage 300's Vendor Number Change, Customer Number Change and Item Number Change modules.

You need to have RMA Processing and the Vendor/Customer/Item  Number Change modules installed to the same "Sage Programs" and "SharedData" directories. 

This will result in a common "...SharedData\3rdParty" directory with the appropriate files from both RMA  Processing and the Vendor/Customer/Item Number Change modules.

Using RMA with Project and Job Costing

Refer to Sage 300 Project and Job Costing documentation for details on Project Setup.

Entering RMA - Job related Tab

Creating documents for job-related RMA details

Job-related RMA details can either be placed onto an Order Entry Credit Note or a Purchase Order Return, but not on both. Therefore, an RMA detail line that has been credited cannot be placed on P/O Return. Conversely, a detail line that has been placed on a P/O Return cannot be placed on an O/E Credit Note.

This is due to automated processing of stock and costs by Project and Job Costing when either a P/O Return or an O/E Credit Note is generated. To allow RMA details to be both credited and returned would result in a duplication of cost and quantity for the project in PJC.

When an RMA is approved, the validations on the RMA do not apply.

Authorizing RMAs essentially means that the RMA Template validations are suspended for any RMA Document that has been correctly authorized.

For example, a particular user might override the validations configured in RMA Templates and Item policies: 

• An invoice number is entered for all items.
• The RMA does not credit more items than were initially sold, less credits already issued.
• The RMA is issued only within x days of the invoice date.

Once the associated document have been generated, the document date and number are stored on the detail line for later reference. The details of last credit note / replacement order and PO Return documents are displayed on the RMA header.

On the F9 Detail Zoom for the RMA Detail Line, select the Integration Tab to drill down to or print the associated document. This applies to all associated documents, O/E Credit Note, O/E Replacement Order and P/O Return.

Fields available: 

• Customer Order Number

• Customer Order Date

• Customer Credit Note Number

• Customer Credit Note Date

• Vendor Return Number

• Vendor Return Date

The Customer Templates feature offers the following template settings:

• A default RMA Template Code for the customer
• A default E-mail address
• A default Message ID (linked to an E-mail Message Template)

To create a RMA Customer Template:

1. Choose a Customer Code.
2. Choose a Template Code. (link to setup Icons > Template Code)
3. Enter a description.
4. Enter the RMA Customer E-mail address
5. Select a default E-mail Message ID (link to setup icons > E-mail messages)
6. Click Add or Save.

After completing and creating documents, you may need to amend a RA Line that wasn't used to create associated documents in the first round.

For example, if a detail line does not use the option Put On Credit Note, the line is not included on the credit note. To change this option later: 

• Clear the Complete option for the RMA header

• Amend the detail line, and

• Select Complete again for the header,

• Click Generate CN again to produce an additional credit note.