Creating RMA

Creating an RMA involves entering the details of the item for which a return has been requested, along with the invoice number corresponding to the sale of the item (if applicable). This allows you to send detailed information about the return, so as to facilitate the approval from the client.

The RMA process involves various statuses that indicate RMA's progression. This helps users to understand at what stage RMA is in and enables them to proceed accordingly.

Entering an RMA

When entering an RMA, being by entering the header-level information, such as the invoice number (if applicable), return type, RMA type, customer details, order date, discount, and shipping information. Once the basics are set, you can proceed to add item(s) to be returned to the RMA. This helps you create an accurate record of the transaction, which helps in processing returns smoothly and maintaining customer satisfaction.

To create RMA, go to Menu > Sales > Credit & Deposit > RMA

RMA Header Fields

Section	Field	Description
Main	Invoice	This field allows you to search for the invoice for which you want to process the return. This option is only available in case of Invoice RMA.
Main	Date	This field captures the date on which the RMA is created.
Main	Project/Class	Select a project or class to associate this RMA.
Main	Return Type	This field displays the return process.
Main	Ref No	This field in the sales order allows you to assign a unique reference number or identifier to the order for easy tracking and reference purposes.
Main	Sales Rep	This is the Sales Rep for this RMA. Once a customer has been selected this field will automatically be filled and will require authorization to edit.
Main	RMA Type	This fields allows you to select the type of RMA you want to create, Invoice RMA or Direct RMA.
Main	Return Inventory Store	Select the store in which the inventory is to be restocked.
Main	Third Party Notes	This field displays the third party notes for the orders created using an integration like Shopify, etc. The notes entered in the "Third Party Notes" column will automatically synchronize with other connected modules and documents, enhancing communication across various touchpoints. Here's how it works: Invoice Credit Memo/Credit Memo: Any notes entered in the RMA module's "Third Party Notes" column will be seamlessly reflected in the associated column in Invoice Credit Memo or Credit Memo. This ensures that all parties involved have access to the same information, promoting transparency and reducing the risk of miscommunication. ASN Centre (Detail Level): The "Third Party Notes" entered in the RMA module will also be visible within the ASN Centre at the detail level. This comprehensive visibility ensures that key information is accessible throughout the supply chain process.
Main	Customer	Type a name, phone number, or email here to select a customer for the credit memo. Click on icon for more details on the selected customer.
Main	Select Account	This fields allows you to select the account from which the money will be credited to the customer.
Discount Returns	Discount Available	This field displays the discount amount available to be applied to the RMA.
Discount Returns	Discount Amount	This field shows the discount applied to the RMA.
Discount Returns	Discount Account	This field allows you to select the account to which the discount amount will be debited.
Shipping Returns	Shipping Method	This method captures the method of shipment for the invoice.
Shipping Returns	Shipping Available	This field displays the shipping amount available to be credited back to the customer.
Shipping Returns	Shipping Term	These are the Shipping Terms recorded for the invoice.
Shipping Returns	Shipping Amount	Enter the shipping amount to be credited to the customer.
Shipping Returns	Tax Code	This field allows you to specify tax code applicable to the shipping charges.
Shipping Returns	Shipping Expense Account	This is the account from which the cost associated with shipping and transportation of goods will be credited .
Footer	Ship To Address	The "Ship Address" field shows the shipping address for the RMA. When a customer is selected, this field is automatically filled with the corresponding shipping address. You can choose other addresses from the drop-down menu or edit the address by clicking on it.
Footer	Memo	The "Memo" field provides space for writing notes or any additional information related to the RMA. This allows you to add important details or instructions that need to be considered during RMA processing.
Footer	Exchange Rate	If the RMA is for a foreign customer, the "Exchange Rate" field allows you to specify the conversion rate for currency exchange.

Adding Lines To The RMA

After the basic information has been entered, you can then proceed to enter the line-level details. This includes adding the item(s) to be returned in the RMA, specifying their quantities, unit prices, return note, and any applicable taxes.

If the RMA is of the type "Invoice RMA", the line-level details will be automatically fetched from the Invoice. For "Direct RMA", you will have to manually add the item(s). To add the item(s) in an RMA, click on the "Add Items" button.

RMA Details Fields

Field	Description
Amount	Displays the calculated amount, which is the result of (Unit Price * Qty - Taxes).
Description	This is an editable input field that displays the description of the item.
EUP	Indicates the Effective Unit Price for the item.
Item#	The unique identifier for the item.
Item Type	Specifies the type of item, such as inventory, non-inventory, etc.
Project/Class	Allows you to select a project or class to associate with the item line.
Qty	This is an editable input field that specifies the item quantity.
RCode	This field displays the item return code of the item that you are adding.
Re-stocking Fee	This field allows you to add an absolute or percentage re-stocking fee for the item.
Return Note	Add any return notes for the item here. Typically these are notes about the item (damaged, missing parts, etc.).
Tax	This is the tax code of the item you are adding.
Tax Amount	Displays the calculated tax amount for the item.
Unit Cost	This is an editable input field that displays the price of the item.
Uom	Specifies the unit of measure for the item (liter, unit, kilogram, etc.).
VAS Item	This is an editable input field that indicates whether the item has a VAS (Value-Added Service) item applied to it or not.
VAS Item Cost	Displays the unit cost for the Value-Added Service item.
VAS Item Cost Total	Displays the total cost for the Value-Added Service item.

After completing the header fields and adding items, click on the "Save" button to create a RMA. The system will automatically assign a unique number to the sales order in the format of RM-R000001, where "RM" denotes the return inventory store code and 1 denotes a sequential series. This number will be displayed on the top left corner of the page. Once this number is generated, it becomes a permanent identifier and cannot be altered.

Use the convenient keyboard shortcut (Alt+S) for the "Save" action and (Alt+N) for the "Save and New" action

The new RMA will be created in the Open status. For more details on the sales order statuses, read RMA Statuses

RMA Statuses

• Open: When an RMA is created, it is in the "Open" status.

• Approved: After the RMA is approved, the status of the RMA is updated to "Approved".

• Credited: The "Credited" status indicates that the credit memo has been created for the RMA.

• Partially Received: If some items in the RMA are yet to be received, the status becomes "Partially Received".