Return Material Authorization

Return Material Authorization (R.M.A.) provides the ability to process the return of an item sold on an invoice in a two stage process, allowing the returned material to be inspected before the credit is issued to the customer.

• The first stage is to return the sales item into inventory, using this utility.
• Then after the returned item is inspected and the return is authorized, the second stage is to generate a credit invoice to the customer for the returned material, using R.M.A. Credit Invoice Confirmation.

The initial R.M.A. can be generated from a current, batch, or history invoice, but the final credit invoice can only be generated after the original invoice is posted to history.
This prevents crediting an invoice that may be deleted or is not posted to the customer's account yet.

Only sales parts sold on the invoice can be processed on an R.M.A. and the quantity added cannot be greater than the original invoice quantity.
More than one R.M.A. can be created against one invoice as long as the total quantity does not exceed the original invoice quantity.
Sold or disposed Rental items can NOT be returned using an R.M.A. as tag information must be captured.

Note: When inventory is returned to stock on a credit invoice, the customer can be charged a Re-Stocking Fee based on a percent of the List price of the product.
This is billed as a service and can be activated by store or division in the Divisional Miscellaneous Parameters.

The prompts to create the Return Material Authorization record are:

R.M.A.#

To add a new Return Material Authorization record, accept the next assigned R.M.A. number or enter a preferred number.

The ability to over-type the R.M.A. number is controlled by the Allow Custom Document# flag for the document type RMAH defined in Last Used Transactions.
A warning is generated if the number has already been used.

To view an existing R.M.A. record in Change mode, enter the R.M.A.# or look for it in the R.M.A. Search window.
When reviewing an existing R.M.A. quantities can be changed, but additional sales items cannot be added to the R.M.A.

CUSTOMER #

Enter the customer number or select one from the Accounting Customer Search window.

ORIGINAL INVOICE

Enter the invoice number or select one from the Invoice Search window.

OPERATOR

This is the operator that is creating the R.M.A.

If there is no operator security requirement, then the operator code currently signed in will display.
If the Prompt for Clerk flag is set in the Company Security Parameters to require a code, a valid clerk code must be entered in this field, as setup in Operators.

PASSWORD

A further flag can be set in the Company Security Parameters to require the clerk's password to confirm identification.
Three attempts to enter the correct password are allowed before the operator is refused access.

RESTOCK ALL

This flag sets the default for returning all sales items sold on the invoice.
This flag can then be changed for individual products in the resulting Product List.

Check this box if all items sold on this invoice should default to be returned and credited on the R.M.A.
Uncheck this box to set the default to NOT return all the sold items.

Eligible Product List

The items sold on this invoice are listed as follows:

PRODUCT #

The sales product number is displayed.

DESCRIPTION

The sales product description is displayed.

RESTOCK

This check box displays according to the default set in Restock All for this R.M.A.

The Restock check box can be changed for relevant products that should or should not be returned on this R.M.A.

QUANTITY

The remaining quantity for each sold item is displayed.
This can be over-typed if only a partial quantity is being returned.
Any remaining quantity can still be returned on a later R.M.A. if required.

Expanded Record

Click EXP/CON button to view any Serial# associated with the sales part.

Finished?

Click ACCEPT when the product list and quantity is ready to be converted to an R.M.A.

Confirmation Screen

Select one of the following actions:

• Select Process Details to accept the products and quantities listed on the screen and create the R.M.A.

• Select Return To Details to return to the product details to make changes.

• Select Abort Changes to start over without saving this R.M.A.

• Select Process Details and Print to accept the products and quantities, create and print the R.M.A.
  A printer can be selected from the Printer option located on the menu bar at the top of the screen.

ACTIONS:
Additional actions provided by buttons on the Return Material Authorization screen include:

• Generate the R.M.A. Report:
  Click on the PENDING RPT button to print a list of any R.M.A. records that are waiting for approval as outlined in Pending R.M.A. Report.

• Generate the Credit from the R.M.A.:
  Once the material that is being returned has been inspected, click the CONFIRM button to process and approve the credit as outlined in R.M.A. Credit Invoice Confirmation.