Enter Return Material Authorization Details

 

For an overview of the Return Authorization form, see Return Authorization (RA) Entry.

Before you enter a return, make sure you have adequate information about the goods being returned, including:

  • The invoice numbers to be credited. You can enter the number of an existing OE invoice or leave the OE Invoice number blank
  • Whether items will be returned to inventory for resale.
  • The document number to assign to the RMA. (Prefixes and next numbers are listed in the R/A Options form.)

To enter a new RMA:

Depending on the template and your selections for the Fill Details By field, the program fills in many of the fields, as described in Using Templates and Default Values, but you can edit the fields, as necessary.

 

If you do not specify a template or an invoice number, you enter the details manually.

  1. Open Return Material Authorization > R/A Transactions > Return Authorization Entry.

    Note: If the RMA Entry screen is already open on an existing RA, you can create a new RA by clicking the New button to the right of the RA No. field.

  2. Enter the RA number or accept *** NEW *** to have RMA assign the next available RMA number when you post the RMA.

    RMA assigns RA numbers according to settings you specify on the Processing tab of the RA Options screen or associated RA Template screen.

  3. Enter the customer number in one of the following ways:
    • Enter the Customer Number, and then press Tab.
    • Use the Finder Icon to select the number.

    You can also create a new customer, look up customer information, and edit bill-to information for the customer. More...

    Using the buttons to the right of the Customer No. field, you can:

  4. On the Return Authorization tab, enter general information for the RA. More...
    1. If you use templates to assign default information to RAs, select a template code.

      Note: You can add a default RA template in See "Options Form Overview"

    2. Accept the default RA date or enter the date to use. (The session date appears as the default entry, but you can change the date).
    3. To override validation rules from the template or item policies, click the Zoom button beside the Is RMA Approved? field, and then enter the approval.
    4. To generate a vendor return, see Generate PO Return
    5. If this return is for a job related item Closeduse the Job Related tab to specify the Job Related option and whether the document is subject to retainage or to project invoicing.

      Note: If the return uses project invoicing, you cannot select the retainage accounting optionOptions Form Overview

      If the returned item was processed on a job-related invoice, on the Job Related tab:

      1. Select the Job Related option
      2. If Project and Job Costing handles the invoicing for the associated project, select the Project Invoicing option
      3. If the original invoice included retainage:
        • Select the retainage option to ensure that retainage is adjusted correctly for the return
        • Enter the retainage terms and the exchange rate to use for the retainage document when you process retainage
    6. In the Fill Details by field select detail by O/E invoice, RMA Document, Serial No, Lot Number, Item Number or Serial No (No Invoice)
    7. Use the Finder () to select a specific customer invoice, or an existing RMA document, serial number, item number, or lot number
    8. Click the Go button () to add the details based on the document, item, or other number you specified.

    9. In the Detail Grid, you can add or edit items and miscellaneous charges to the RA or To open a separate detail entry screen to view and change information for a selected detail, click Items/Taxes or press the F9 key.

      Note: You must use the detail entry form if you need to: 

      • Allocate Serial Number to the RMA Closedmore

      You allocate serial and lot numbers in RMA the way you do in Order Entry, with the following exceptions:

        • You can allocate only existing serial and lot numbers in RMA. This means that if you specify an invoice number for the return, you can allocate only serial numbers that were assigned on the original invoice. (In Order Entry, you can also generate new serial and lot numbers.)

        • For returned items that use serial numbers generated using the Serial Registration form in Inventory Control, you must issue a credit note in Order Entry.

      • Add comments or shipping instructions.
      • Enter vendor or customer warranty information
      • Add consumer details

      Before saving a line, the program validates the details, depending on the settings in the template. (You need a password to overwrite the settings. For details, see RMA Validations.)

  5. Add comments or shipping instructions

  6. Enter vendor or customer warranty information

  7. Check, and correct as necessary, the information that appears on the following tabs:
    • Customer
    • Optional Fields
    • Rate
  8. Click Add or Save

You can now:

  1. Print the RMA instructions and RMA Authorization for the warehouse and customer, respectively.
  2. Monitor and change the status of the RMA, as needed (internal status, external status, fault code, repair agent code).  

Once the stock has been returned, checked, or repaired, and all the RMA details are complete (depending on the RMA Template settings), you Complete RMA and create the Create Associated Documents.