Create Associated Documents

Once you have completed an RMA, you can create associated documents in Order Entry and Purchase Order.

How to use - Overview

Step 1. Complete the RMA

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

Step 2. Create the documents

Details are available for each type of documents: 

Generate Credit Notes

Generate Order

Generate PO Return

Step 3. View and Print associated documents

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.

Refer to RA Detail Integration Tab.

Creating Additional Documents

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.  

Return/Credit Note Entry Optional Fields

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.  

Use the RA Optional Fields tab on the RMA transaction to set the optional field values.

When Using RMA with Project and Job Costing

Refer to 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).

RMA and Serial Numbers

There are several options in RA Options relating to Serial Numbers.

In some cases, you may end up having to process a return for a serial number that wasn't originally processed in Sage 300. You can use the following options: 

If the Serial Number originates from the company where the RMA is processed: 

  • Do an IC Receipt and an IC Shipment in order to create the Serial Number, and 'ship' to the Customer, or;

  • Do an IC Adjustment (quantity up) to put the item into stock and create the Serial Number, then do an IC Adjustment (quantity down) to take it out of stock again.

  • Then enter an RMA and select the Serial Number, and do a Credit Note from the RMA.

  • Complete the RMA first, and then the Credit Note, so you can use the RMA record to track all the relevant information against the item before doing a Credit Note.

If the serial number doesn't originate from the company where RMA is processed: 

  • We recommend that the Serial Number be recorded in an Optional Field, rather than being a true IC Serial Number.

  • This way you will still have the Serial Number for reporting purposes, but you do not have to create the IC Receipt and IC Shipment.