RMA Templates - Screen Guide

RMA Templates let you specify default settings for new return material authorizations, which can ensure business rules are enforced and speed up data entry.

Tip: If you want to apply certain default values and validations to all RMA, create a Template code (e.g. DEFRMA) with the configuration you want to apply to all RMA and save that template as the Default Template in RMA Options (Options Form Overview )

You use the RMA Templates form to:

  • Add new template records that contain the settings you most frequently use for return material authorization documents.  
Example: You can create separate templates for returns and repairs, or you could create a template for low value/high volume returns, and another for high value returns. When you assign the template code to a new Return Material Authorization, the program automatically fills in the RMA fields with settings from the template.
  • Edit and delete existing RMA templates.  
Note: After adding or changing templates, Print the Templates report to check the new information and to update your printed records.

Type a code for the template, using up to 6 characters, and a description, using up to 60 characters.

To display an existing template, type its code or select the code from the Finder.

RMA Template - RMA Header Tab

  • RMA Header Defaults: Using these defaults, you can set up an authorized by user, RMA description, Shipping Reference, Ship Via code and Comment to automatically be added to a RMA when it is assigned to this template code.
  • Document Integration : Using these defaults you can control the way the associated Credit note, Replacement Order and Vendor return are created.  

For all of these documents you can

  • Copy the RMA comment from the header onto the document (Credit Note / Replacement Order / Vendor Return)
  • Have an automatic restocking fee (miscellaneous charge code – which will have a negative value)
  • Restocking Misc Charge Code
  • Have a restocking fee %, which will be used to calculate the restocking fee based on total value of the items flagged to be restocked in a return authorization.
  • Have a Salesperson, which will be used if you select to set Salespeople on Credit Notes and Replacement orders by RMA Template (see Below).
  • You can select to use the Bill-To Salesperson, the Ship-To Salesperson, the Salesperson on the invoice or the RMA Template Salesperson.
  • Put the RMA number in the reference or description field of the created document

For Credit notes you can set up:

  • Credit note date: this can be set to the RMA date, the session date or the date of completion of the RMA line.
  • Credit note salespeople : These can be set to the Bill-To customer sales people, the Ship-To customer sales people, the invoice sales people or the RMA Salesperson (as set up in the template).

For Replacement orders you can set up:

  • Replacement order salespeople : These can be set to the Bill-To customer sales people, the Ship-To customer sales people, the invoice sales people or the RMA Salesperson (as set up in the template).

Select the code for the person who usually authorizes Return Material Authorizations and/or override RMA validations.

Type a standard description for the type of transaction for which you will use the template. You can type up to 60 characters, or leave the field blank.

You can change the description when you are using the template to add an RMA.

Type an optional shipping reference for the return authorization using up to 22 characters.

You can change the Shipping Reference when you are using the template to add an RMA.

Type or select a valid ship via code if required.

You can change the Ship Via when you are using the template to add an RMA.  

Type a standard message or announcement, up to 250 characters, to appear on return authorizations, or leave the field blank.

To insert line breaks, press the Ctrl and Enter keys together.

You can change the comment when you use the template to add an RMA.  

Select "Automatic Item Restocking Charge" to automatically add a Miscellaneous item Charge to the RMA for restocking fee

If you select this option, you also need to select a Restocking Misc. Charge Code and (optionally) enter a Restocking Fee %

This value of the miscellaneous item charge on the RMA can be:

  • defaulted to the Miscellaneous Charge Code amount entered in O/E Setup -> O/E Miscellaneous Charges (typically a negative amount to reduce the value of the Credit Note) or

  • calculated based on the Restocking Fee % multiplied by the total of the items' extended price entered on the RMA - when "Calculate Restock Fee" is clicked on the RMA Entry screen

When you create an RMA based on the template, use the Calculate Restock Fee button.

Restocking Misc Charge Code

This field is required when the Automatic Restocking Fee field is selected.

Select a Misc Charge Code as defined in Sage 300 Order Entry.

Restocking Fee %

This field is used when the Automatic Restocking Fee field is selected.

Select the default Sales person (as setup in Sage 300 Accounts Receivable) to use on the RMA

Select Reference or Description.

This field is used when creating a Replacement Order to store the RMA number in the related order.  

Choose between RMA Date, Session Date (Sage 300 date) or RMA line Completion Date.

Note: If using Completion Date and creating a Credit Note with multiple lines with different completion dates, the earliest completion date will be used as the Credit Note date.

Select where the salespeople default from when creating a credit note for RMA based on the template.

Valid options include Bill-To Salespeople, Ship-to Salespeople, Invoice, or RMA Template salesperson.

Select Reference or Description.

This field is used when creating a Vendor Return to store the RMA number in the related Vendor Return.  

Select where the salespeople default from when creating a replacement order for RMA based on the template.

Valid options include Bill-To Salespeople, Ship-to Salespeople, Invoice, or RMA Template salesperson.

 

Select Reference or Description.

This field is used when creating a Credit Note to store the RMA number in the related Credit Note.

RMA Template - RMA Detail Tab

Use this Tab to setup defaults for Item Details on RMAs.

  • Using these defaults you can control the Item Category and Item Location for the returned / repaired item. 
  • You can default that an item is returned to stock.
  • You can allow/disallow blank Status Codes, Workflow Stage Codes, Fault Codes and Repair Agents Codes on items.
  • You can default if the item is to be automatically placed on the replacement order ; and if the value is to be zero or the value of the RMA item line.
  • You can default if the item is to be automatically placed on the credit note ; and if the value is to be zero or the value of the RMA item line.
  • You can default if the item is to be automatically placed on the vendor return; and if the value is to be zero or the value of the RMA item line.
  • You can enter default Status Codes, Workflow Stage Codes, Fault Codes and Repair Agents Codes.

On item detail lines, this field is used to set the category assigned to the item number when processing the RMA. You can change to another category, if needed.

On Item detail lines, this field is used to set the Location assigned to the item number when processing the RMA. You can change to another Location, if needed.

You can default that Items entered on RMA Lines are returned to stock.

If you select this option, the item status can be left blank on an RMA.

If you select this option, the Item workflow stage can be left blank on an RMA.

If you select this option, Item fault code can be left blank on an RMA.

If you select this option, the Item Repair Agent can be left blank on an RMA.

Tick if you want the item to be automatically placed on the replacement order.  

Tick if the default Replacement order value is to be zero.

Default can be overwritten when entering the RMA. If it is not selected, the Replacement order value will be the value of the RMA line.  

Tick if you want the item to be automatically placed on the credit note.

Tick if the default Credit Note value is to be zero.

Default can be overwritten when entering the RMA. If it is not selected, the Credit note value will be the value of the RMA line.

Tick if you want the item to be automatically placed on the Vendor Return.  

Tick if the default Vendor Return value is to be zero.  

Default can be overwritten when entering the RMA. If it is not selected, the Vendor Return value will be the value of the RMA line.  

Select the default item status for this template.

Select the default Workflow Stage for this template.  

Select the default fault code for this template.

Select the default Repair Agent for this template.  

RMA Template - RMA Miscellaneous Items Tab

  • You can allow/disallow blank Status Codes, Workflow Stage Codes, Fault Codes and Repair Agents Codes for miscellaneous items.
  • You can default if the miscellaneous item is to be automatically placed on the replacement order and if the value is to be zero or the value of the RMA item line.
  • You can default if the miscellaneous item is to be automatically placed on the credit note and if the value is to be zero or the value of the RMA item line.
  • You can default if the miscellaneous item is to be automatically placed on the vendor return and if the value is to be zero or the value of the RMA item line.
  • You can enter default Status Codes, Workflow Stage Codes, Fault Codes and Repair Agents Codes for the miscellaneous item.

If you select this option, the Misc Status can be left blank for Miscellaneous Charges on an RMA.

If you select this option, the Workflow Stage can be left blank for Miscellaneous Charges on an RMA.

If you select this option, the fault code can be left blank for Miscellaneous Charges on an RMA.

If you select this option, the Repair Agent can be left blank for Miscellaneous Charges on an RMA.

Tick if you want Misc Charges to be automatically placed on the Replacement Order.

Tick if the default Replacement value is to be zero.

Default can be overwritten when entering the RMA. If it is not selected, the Replacement Order value will be the value of the Misc Charge RMA line.  

Tick if you want Misc Charges to be automatically placed on the credit note.

Tick if the default Credit Note value is to be zero for the Misc Charge Line.

Default can be overwritten when entering the RMA. If it is not selected, the Credit note value will be the value of the RMA line.

Select the default Status for Miscellaneous Charges this template.  

Select the default Workflow Stage for Miscellaneous Charges this template.  

Select the default Fault Code for Miscellaneous Charges this template.  

Select the default Repair Agent for Miscellaneous Charges this template.  

RMA Template - RMA Processing Tab

Use Template Autonumbering will allow you to keep track of documents that have used this template. Next, allocate the return authorization Prefix, Options Form Overview and Options Form Overview you wish to use for this template.

A Default Return Instruction can be added - this is linked to a Crystal Report in the RA71A\Eng directory.

Document Checks: Using these defaults, you can:

  • apply credit notes generated by RMA to the original invoice
  • you can ensure that an invoice number is entered for all items
  • you can check the quantity already credited against the Invoice and Item combination
  • you can complete details before header, and you can default the quantity to original invoice quantity
  • you can allow field changes to certain fields (non financial) after completing a line

Document Comment/Instruction options. Using these defaults you can 

  • on matched credit notes, overwrite the Credit Notes comments (which default from the matched invoice) with those on the RMA
  • copy RMA comments to unmatched Credit Notes
  • copy RMA comments to Replacement Orders
  • copy RMA comments to Vendor Returns

Fields and controls

Select this option if you want RMA to automatically number the return authorization entries for this template.

Enter the prefix you would like to see in front of your return authorization document numbers for this template. Type the prefixes you use in your existing document numbers, or use the default prefixes you see on this page. Each prefix can be up to six alphanumeric characters.

You can setup different prefixes and ranges of RMA numbers for different templates.

If your Return Material Authorization numbers are not 6 characters long, edit this field to determine how long your Return Material Authorization Number will be in the template. The maximum length is 24.

If you do not want to use the default starting number for each type of document, type over it. The program increases the number by 1 each time you post, but you are not forced to use the numbers assigned by the program.

Select the default Return Instruction form to be used in this template.

Select this option to disable the warning message displayed when creating an O/E Credit Note from RMA and Manual tax is enabled in O/E.

The option selected on the RMA template overrides the RA Option. If you select the option to disable the warning on the RMA Template, the message is not displayed when creating an invoice from an RMA using the template. They are prompted for RA created from templates that don't hvae the option selected.

Select this option if you want to match the credit note to the invoice when creating a credit note.

While creating matched credit notes:

  • if there are any miscellaneous lines on the RMA which are not matched to a credit note (for example restocking fee), and
  • these lines are flagged to “go onto a credit note”,

then when the credit notes are created, the unmatched lines will be put on the first credit note created.

Select this option if you only allow RMA item detail lines based on invoices.

When creating a credit note, RMA can check the quantity already credited for an item and an invoice.

Such validations can be overwritten by an authorized user with a password.

Select this option to let users complete detail lines before completing an RMA.

Select this option if you want to default the RA quantity on a line to the invoiced quantity.

Select this option if you want to edit detail lines that are marked Complete and/or have been credited, replaced or returned.

Select this option if you want to overwrite RMA Comments onto a matched credit note

Select this option if you want to copy comments and instruction lines from return authorizations detail lines to unmatched OE credit notes detail lines.

Note: If you don't select this option, RA Comments are not copied. You need to use RMA templates if you want to copy comments to credit notes.

Select this option if you want to copy the RMA comments when creating the related Replace Order.

Select this option if you want to copy the RMA comments when creating the related Vendor Return.