Create Associated Documents

Once you have completed an RMA, you can create associated documents.

You select the Complete option in the header to complete an RMA.

Note: If the template associated with an RMA uses the option Complete Details Before Header, you must select the Complete option for all the detail lines before you can select the Complete option for the RMA header. 

Tip: On the F9 Detail Zoom for the RMA Detail Line, select the Integration Tab - either drill down to the associated credit note or print the associated credit note. This applies to all associated documents. Refer to RA Detail Integration Tab.

Generate Credit Note

  • Credit notes. If the option to match credit notes to invoices is selected, the program generates as many credit notes as there are invoices on the RMA detail lines. The credit note(s) will be generated and matched to the associated invoice. If you do not use the option to match credit notes to invoices, only one credit note is created.   

In all cases, the credit note date, salespeople, comment, and so on, is set according to the template defaults. Once the credit note has been generated, the credit note date and number are stored with the detail for later reference. The last credit note’s generated details are stored on the RMA header.   

Tip: If a detail does not use the option Put On Credit Note, it is not included on the credit note. You can change this option later (by clearing the Complete option for the RMA header, amending the detail line, and then selecting Complete again for the header), and then click Generate CN again to produce an additional credit note. However, any given line can be used on only one credit note.  

Generate Order

  • Replacement Order. RMA generates one replacement order for details that use the option Put On Replacement Order. The replacement order, salespeople, comment, and so on, are set according to the template defaults.   

Once the replacement order has been generated, the replacement order date and number are stored with the detail for later reference. The last replacement order’s generated details are stored on the RMA header.  

Tip: If a detail does not use the option Put On Replacement Order, it is not included on the replacement order. You can change this option later (by clearing the Complete option for the RMA header, amending the detail line, and then selecting Complete again for the header), and then click Generate Order again to produce an additional replacement order. However, any given line can be used on only one replacement order   

Generate PO Return

  • Vendor Return. The vendor code must be entered on the RMA Vendor tab before the vendor return can be generated. RMA generates one vendor return for all the lines that use the Put On Vendor Return option. The vendor return information is set according to the template defaults.    

Once the Vendor Return has been generated, the vendor return date and number are stored with the detail for later reference. The last vendor return's generated details are stored on the RMA header.  

Tip: If a detail does not use the option Put On Vendor Return, it is not included on the vendor return. You can change this option later (by clearing the Complete option for the RMA header, amending the detail line, and then selecting Complete again for the header), and then click Gen. PO Return again to produce an additional vendor return. However, any given line can be used on only one vendor return.   

When Using RMA with Project and Job Costing

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.

Ship-To on generated documents

If an O/E Credit Note is created from a RMA, and the template says "Match Credit Note to Invoice" - then the ship-to from the original O/E Invoice is copied onto the generated O/E Credit Note.

If you create a Replacement O/E Sales Order from a RMA detail line where there is an applied O/E Invoice, then the ship-to from the original O/E Invoice will be defaulted onto the new Replacement O/E Sales Order.

The Ship-to on the RMA header is not defaulted to selected O/E Invoices, as you may have multiple O/E Invoices on the same RMA.

If you are not working with Applied O/E invoices on each RMA detail line - then you can select/change the Ship-To Location on the RMA Header before creating any O/E Credit Notes or Replacement O/E Sales Orders. The Ship-To Location will initially default from the Primary AR Customer Ship-To (if there is one).