The RMA Process

In XoroERP system, there are 2 ways to process an RMA- Old and New. In the old process, the credit is created before the inventory is received, while in the new process, only after the inventory is received, the credit is created for the customer. You can decide which process to follow as per your requirement.

An app config, "Use New RMA ASN Process" is available to facilitate this.

If this config is enabled, the new RMA process will be followed. This means that the return ASNs can only be generated from RMA (approved) instead of Credit Memos. With this setting, inventory is added to the system only once the return ASN is processed and closed. To use the old RMA process, please disable this config.

Important Note: You should not turn on/off this config if there are open return ASNs in the system. All the return ASNs must be closed before switching between the on and off options otherwise it can cause inventory discrepancies.

The OLD RMA Process

In the old RMA Process, after approval, a credit memo is created, and then an ASN is generated from the credit memo to put away the inventory.

Workflow: Create RMA → Mark as Approved → Convert to Credit Memo → Create ASN → Receive ASN → Close ASN

• Create an RMA. To learn about creating the RMA, refer to this article.

• Once the RMA is created it’s in the Open status.

• The “Mark as Approved” Option: Once the Approval for the Credit has been received, we can change the Status of the RMA to Approved. To do that, go to Options > Mark as Approved.

  

  
• Now the RMA can be converted to an Invoice Credit Memo. To convert the RMA to a credit memo, go to Options > Convert to Credit Memo. You can either refund the amount or apply it to an invoice.

  

  
• The next step in the process is to handle the inventory. The Receiving of the Inventory is linked with the processing of the RMA.

• After the Credit Memo is generated the Inventory at this stage is lying in the “Not Available” in the "Return" location.

  
• From the Credit Memo created through the RMA, the ASN can be generated and Received to get back the Inventory into the Available Location.

• Click on the "Generate ASN" option located at the top-right corner of the screen to generate the ASN.

  
• After the ASN is created, the ASN number will be reflected on the top-right corner of the screen. Click on this to proceed with the receiving process.

  

Workflow to Void the RMA (Old RMA Process)

The voiding sequence depends on whether the RMA has already been converted to a Credit Memo and whether an ASN has been generated.

Step 1: The RMA can be voided directly if its status is Open or Approved and no Credit Memo has been created.

Step 2: Open the RMA record and select Void from the Options drop-down menu in the top-right corner.

Step 3: If a Credit Memo has already been created, you must void the Credit Memo first. If you attempt to void the RMA directly, the system will display the error: “Cannot void RMA. RMA already converted to Credit Memo.”

Step 4: To void the Credit Memo, open the Credit Memo and select Void from the Options drop-down menu. If the Credit Memo is of type Warehouse, you do not need to manually reverse the inventory.

Step 5: The Credit Memo must not have any ASN linked to it in order to be voided. If an ASN is still linked, the system will display an error.

Step 6: To void the ASN linked to the Credit Memo (whether its status is Open, Received, or Closed), refer to the documented steps that explain the process to void a Credit Memo linked with an ASN.

Step 7: After the Credit Memo has been successfully voided, the RMA can then be voided by selecting Void from the Options drop-down menu.

The NEW RMA Process

In the new RMA process, the ASN from RMA instead of Credit Memo. In this process after receiving ASN, the Credit Memo will be created for the Customer. Note: Please make sure to receive all ASN(s) created from Credit Memo to get the correct In Receiving qty values for Item Inventory Snapshot module.

Workflow: Create RMA → Mark as Approved → Create ASN → Receive ASN → Close ASN → Convert to Credit Memo

• Create an RMA.

• Then, go to Options > Mark As Approved to approve the RMA.

  

  
• The next step in the process is to receive the Inventory back in the warehouse by creating and receiving ASN.

• The Receiving of the Inventory is linked with the processing of the RMA.

• From the options dropdown, hit “Create ASN”.

  
• You will be navigated to the Create RMA ASN module.

• Here, the ASN will be generated, and then it can be Received to get back the Inventory into the Available Location.

  
• Receiving the ASN will change the RMA status to “Credited”.

  
• After the ASN is closed, a Credit memo will be generated.

  
• The link of this credit memo can be directly accessed from the RMA.

  
• You can now either Refund the amount or apply it on an invoice.

Please Note: The RMA will reflect on Customer info and it can also be seen in the RMA Centre.

Workflow to Void the RMA (New RMA Process)

In the New RMA Process, the voiding sequence depends on whether an ASN has been created and the status of that ASN.

Step 1: The RMA can be voided directly if its status is Open or Approved and no ASN has been created.

To void the RMA, navigate to the RMA Centre, open the required RMA, and select Void from the Options drop-down menu. The RMA will be voided successfully.

Step 2: If an ASN has been generated from the RMA, the system will not allow the RMA to be voided and will display the error, "You cannot void the RMA with a linked ASN" or “There are one or more ASNs created from this RMA.” In this case, the ASN must be voided first.

Step 3: If the ASN is in Open or Received status, you can void it by navigating to the RMA Centre, locating the RMA record, and clicking on the ASN number displayed in the ASN Numbers column.

Step 4: You will be redirected to the ASN screen. Click the Bin (Delete) icon located at the top-right corner and confirm the action. The ASN will be voided.

Step 5: After the ASN is successfully voided, return to the RMA and select Void from the Options drop-down menu.

Step 6: If the ASN is in Closed status, the RMA cannot be voided.

If a Credit Memo has been generated and you want to void it, refer to the documented process explaining how to void a Credit Memo linked with a Closed ASN.