Prerequisites for Entering a New Return Materials Authorization:

An Additional Prerequisite for Entering a Stand-Alone Return Materials Authorization:

The Return Material Authorization (RMA) Module allows the user to create two different types of RMA's  a Standard RMA and a Stand-Alone RMA.

A Standard RMA is created when there is material being returned for rework/repair that was originally built and shipped by you.

A Stand-Alone RMA is created when the material being returned for rework/repair was not originally built and shipped by you. 

A Return Material Authorization (RMA) notifies receiving to expect a return.  The authorization also allows for reworking/replacing the order so that the user doesn’t have to go to another screen to create a Sales Order.

There are three options on pricing.

1.      The user may enter zero for both the return and the re-work.  For further detail on how this affects the GL accounts see  Article #3397 . 

Once the RMA has been acknowledged, user will then create the RMA Receiver . 

The first screen is Return Material Authorization.  On this screen you can see the amount being returned against the Sales Order and Invoice. If there is to be a re-work, this information will also display.

RMA Tab Field Definitions

Directive Buttons

	Depressing this button will display RMA Changes History.  It will display if a new RMA order is created, if an existing RMA order is edited;  For the header level -Customer PO#, Billing and Shipping status changes, Approved and acknowledge status changed.  Acknowledge document name changes, recognizes if note and foot note were changed (no changes itself are recorded).   For the Detail level - New item, removed item, quantity changes, status for the item changes.  For the schedule level - New/removed schedule line, qty scheduled, date scheduled.  For the price level - New price line, removed price line, price description, price and sales type.
	This button starts the process to add a product (assembly) to the RMA.
	This button starts the process to add a part to the RMA.
	This button starts the process to add miscellaneous items to the RMA.  This button will NOT be available when creating a Stand-Alone RMA.
	This button will delete the line highlighted.

Pricing Tab Field Definitions:

Credit example:

The first line is populated with the data from the part number entered on the previous screen.

Description	The user’s description covering the Part Number.
Quantity	The amount of the order which the customer will be returning. This is displayed as a negative
Price	The amount of credit which the user will be providing to the customer.
Extended	Quantity multiplied by Price.This amount should be negative.
Sales Type	The type of credit. This choice depicts the accounting of the Credit Memo entry as set up in Sales Setup.
Tax	If this is checked, it means that the item returned was subject to sales tax and a pro-rata portion will be credited.
Lot	If a price is to be credited as a lot charge rather than as a cost per unit credit, then the Lot box at the right of the screen is checked. This will take the unit cost as a lot charge for the item without extending the units by the price. This may be used if a flat fee is charged for a number of parts  .Note: The credit must be equal to or less than the original Sales Order price.
	Depressing this button will allow user to enter additional credits for the product above. These charges may carry a different unit price, and may be of any description.  As the information is completed, the total credit for the line item is carried to the bottom of the box.  A Non-inventory line added on this screen will be credited on the first shipment made for this RMA order.
	Depressing this button will delete the highlighted line
Totals	The total of all of the extensions

Pricing Tab Field Definitions:

Re-work example:

The first line is populated with the data from the part number entered on the previous screen.

Description	The user’s description covering the Part Number.
Quantity	The amount of the order which the user will be re-working/replacing for the customer.
Price	The amount the user is charging the customer, per unit for the re-work/replacement.  Note:This amount must be equal to or less than the original Sales Order price.
Extended	Quantity multiplied by Price.
Sales Type	The type of re-work.This choice depicts the accounting of the entry as set up in Sales Setup.
Tax	If this is checked, it means that the sale is subject to sales tax.
Lot	If a price is to be assessed as a lot charge rather than as a cost per unit charge, then the Lot box at the right of the screen is checked. This will take the unit cost as a lot charge for the item without extending the units by the price. This may be used if a flat fee is charged for a number of parts.  Note:The charge must be equal to or less than the original Sales order price.
	Depressing this button will allow user to enter additional charges for the product above. These charges may carry a different unit price, and may be of any description.  As the information is completed, the total cost for the line item is carried to the bottom of the box.  A Non-inventory line added on this screen will be charged on the first shipment made for this RMA order
	Depressing this button will delete the highlighted line
Totals	The total of all of the extensions.

Billing Tab Field Definitions:

Shipping Tab Field Definitions

Notes Tab Field Definitions:

Enter Sales Mgt/RMA Management/RMA Management Module

The following screen will appear:

To find a Return Material Authorization, depress the Open/Find button. The following selection will appear:

Find by RMA Order Number

If you select to find by RMA Order Number, the following RMA Order List screen will appear: Select between Open and All by clicking the appropriate box. Type the RMA Order number in the red box or highlight your selection and double click.

Find by Customer Name

If you select to find by Customer Name, the following list of customers will appear: Type the Customer Name into the red box or highlight your selection and double click. All of the RMA’s for that customer will appear, as illustrated below:
Select between Open and All by clicking the appropriate box. Type the RMA number into the red box or highlight and double click on the selection.

Find by Customer Purchase Order Number

If you select to find by Customer P.O., the following screen will appear: Select between Open and All by clicking the appropriate box. Type the Customer PO number into the red box or highlight your selection and double click.

If you select to find by Product Number, the following screen will appear: Type the Part Number into the red box or highlight your selection and double click. A list of RMA's pertaining to that part number will appear, as illustrated below:
Select between Open and All by clicking the appropriate box. Type the RMA number into the red box or highlight your selection and double click.

Find by Original Sales Order Number

If you select to find by Original Sales Order Number, the following screen will appear: Select between Open and All by clicking the appropriate box. Type the Original Sales Order Number into the red box or highlight your selection and double click.

Once your Find selection has been made, the RMA information will populate the screen as illustrated below:

Enter Sales Mgt/RMA Management/RMA Management Module

The following screen will appear:

Depress the Add button. You will be prompted for your password. The following screen will appear: Choose to create a Standard RMA or Stand-alone RMA.
If you select to create a Standard RMA the following find screen will appear:

 

 

Find Invoice Number by Invoice Number

To find an Invoice by Invoice Number, depress the Invoice Number selection. A list of invoices will appear. Type the invoice number into the red box or highlight your selection and double click.

Find Invoice Number by Customer

To find the Invoice Number by the Customer name, depress the Customer button. The following screen will appear: Type the Customer name into the red box or highlight your selection and double click. A list of all of the invoices for that customer will appear:
Type the Invoice Number into the red box or highlight your selection and double click.

Find Invoice Number by Packing List Number

To find the Invoice Number by Packing List Number, depress the Packing List button. A selection of Packing Lists will appear: Type the Packing List number into the red box or highlight your selection and double click.

Find Invoice Number by Original Sales Order

To find the Invoice Number by the Original Sales Order, depress the Original Sales Order button.The following screen will appear: Type the original Sales Order into the red box or highlight your selection and double click. A list of invoices pertaining to the selected Sales Order will appear:
Type the invoice number into the red box or highlight your selection and double click.

Find Invoice Number by Serial Number

To find the Invoice Number by the Serial Number, depress the Serial Number button.The following screen will appear: Type a serial number into the red box. A list of invoices pertaining to the selected serial number will appear:
Type the invoice number into the red box or highlight your selection and double click.

Once you’ve made your selection, the original information will populate the screen, as displayed below: 

Click on the RMA Ack box, to acknowledge the RMA. The date and your initials will appear.

Depress one of the three buttons at the bottom of the screen, Add Product, Add Part, or Add Miscellaneous. 

Add Product, Add Part, or Add Miscellaneous

If you depress the Add Product button, a list of all of the products included in the original Sales Order will appear, as displayed: Type the Product Number into the red box or highlight your selection and double click. If you selected Add Part or Add Miscellaneous, the same type of selection procedure will take place. Note that you can’t add a part or add miscellaneous unless the original order contained such.

 

Type the RMA quantity in a negative amount into the column. The quantity entered must be equal to or less than the original Sales Order.

If there are multiple manufacturers or locations for the part in the Inventory Control Quantity Info tab, the following selection list will appear: Highlight the warehouse location and double click.

The completed screen will appear as follows:

Schedule Tab

Depress the schedule tab.The following screen will appear:

There are two modes available for completing a scheduled delivery for a product: Automatic and Manual. In the Automatic mode, ManEx will take a beginning date and a quantity to be delivered each period (Days, Weeks or Months) and schedule out the delivery using the Delivery Schedule Default Days which are setup in the Delivery Schedule Default Setup module. 

The following activities are available:

Sales Order Line number: Select the line number using the down arrow. Be sure that you’ve selected the line number which pertains to the re-work/replacement.

 

 

 

Automatic Scheduling. Pressing this button enables the scheduling box and places the scheduled date in the 1st Due Date box. The user may establish a default number of days from the current date setup in the Delivery Schedule Default Setup module. The user can then use that date, or enter the first (beginning delivery) date the customer expects to receive the order. The Delivery Qty screen allows the user to divide the shipment into multiple deliveries of equal parts. For example, if the order is for a total of 100 pieces, and the customer wishes delivery to be at the rate of 10 units each day, then the delivery quantity should be entered as 10. The next box allows the user to select the delivery intervals. The options are by day (DY), week (WK) or month (MO). After selecting the delivery interval, pressing the SAVE button creates a line for each delivery date in the sequence requested.

 

In this screen, the user may further edit, delete or add lines.   Manual Scheduling. Pressing the Add Line button enables the delivery schedule box and places the cursor in the Due Date box. The user can then enter the first (beginning delivery) date the customer expects to receive the replacement. Next, the Ship Date (the date the order is to leave the user’s dock) will be entered by ManEx based on the transit days entered.  This date can then be modified by the user if a different date is desired. Then the scheduled quantity is entered.  The Shipped quantity will be completed by ManEx when the line has material shipped against it.  Additional lines may be added or deleted by pressing the appropriate button. The total number of units scheduled will be displayed at the bottom of the box, so the user can verify all units have been scheduled

 

A Line Item Footnote may be entered for comments on the delivery schedule for reference.

Depress the Pricing Tab. The following screen will appear: 

 

Enter the Price per unit in the Price column. Note that the price entered must be equal to or less than the original Sales Order price. The Extension column will update automatically, and will display as a negative.  Any extra line item charges will default in from the original invoice. But, the system will not allow you to add more extra charges to the Retun line item that did not exist on the original invoice.  Any additional charges that the users wants to add to the line item being shipped back out (positive line items) as needed for rework, etc... will be allowed.

Go to the Sales Type column, depress the Enter key. A list of Sales Types will appear:  Select the Sales Type you wish to use for the Credit Memo.

The completed screen will appear as follows:

If you are NOT going to re-work or replace the order, depress the Save button and Exit the module.  If you are going to re-work or replace the order, refer to Add a Re-Work/Replacement procedures below: 

Add a Rework/Replacement

RMA Tab

While the RMA order is still open, depress the RMA tab. Depress one of the following buttons:  Add Product, Add Part or Add Miscellaneous.

If you depress the Add Product button, the following screen will appear: Type in the Part Number or highlight your selection and double click. The Product will populate the screen. If you selected Add Part or Add Miscellaneous, the same type of selection procedure will take place. Note that you can’t add a part or add miscellaneous unless the original order contained such.

Type the RMA quantitybeing re-worked or replaced in a positve amount into the column. The quantity entered must be equal to or less than the original Sales Order.

The part manufacturer screen will display if there is more than one manufacturer or location assigned to the product in the Inventory Control Quantity Info screen. Highlight the appropriate line and double click.

 

If you want to accelerate the re-work or replacement with a higher priority than standard, go to the Line Status column and depress the Enter key. The following selection will appear:  Select the appropriate priority for the re-work/replacement.

The completed screen will appear as follows:

Schedule Tab

Depress the schedule tab.The following screen will appear:

Sales Order Line number:  Select the line number using the down arrow. Be sure that you’ve selected the line number which pertains to the re-work/replacement.

Automatic Scheduling. Pressing this button enables the scheduling box and places the scheduled date in the 1st Due Date box. The user may establish a default number of days from the current date setup in the Delivery Schedule Default Setup module. The user can then use that date, or enter the first (beginning delivery) date the customer expects to receive the order. The Delivery Qty screen allows the user to divide the shipment into multiple deliveries of equal parts. For example, if the order is for a total of 100 pieces, and the customer wishes delivery to be at the rate of 10 units each day, then the delivery quantity should be entered as 10. The next box allows the user to select the delivery intervals. The options are by day (DY), week (WK) or month (MO). After selecting the delivery interval, pressing the SAVE button creates a line for each delivery date in the sequence requested.

In this screen, the user may further edit, delete or add lines.    Manual Scheduling. Pressing the Add Line button enables the delivery schedule box and places the cursor in the Due Date box. The user can then enter the first (beginning delivery) date the customer expects to receive the replacement. Next, the Ship Date (the date the order is to leave the user’s dock) will be entered by ManEx based on the transit days entered. This date can then be modified by the user if a different date is desired. Then the scheduled quantity is entered.The Shipped quantity will be completed by ManEx when the line has material shipped against it.Additional lines may be added or deleted by pressing the appropriate button. The total number of units scheduled will be displayed at the bottom of the box, so the user can verify all units have been scheduled.

A Line Item Footnote may be entered for comments on the delivery schedule for reference.

The completed screen will appear as follows:

Pricing Tab

Depress the Pricing tab. The following screen will display:

Then the unit price for the product can be entered. Note that the unit price for the re-work/replacement must be equal to or less than the original Sales Order price. Once entered, the extended price field is completed.  Any additional charges that the users want to add to the line item being shipped back out (postive line items) for rework cost, etc.  will be allowed.

Place the cursor in the Sales Type column and depress the Enter key.The following selection will appear:  Select the appropriate sales type. The user may select if the unit is taxable by clicking on the Tax box on the right side of the screen. For Sales Order Items with no Tax, leave the Tax box unchecked. No further action is required.

To Manually add Tax (if not set up in Customer Information), enter line item and then in Pricing Screen click on Add Line and enter description of Sales Tax and Tax Amount manually.  A Sales Type for the appropriate Tax G/L number should be setup in Accounting so that it can be selected when entering the Sales Tax manually.  The full amount of the Tax will be Invoiced upon shipment of the first item so using manual sales tax entries may not be useful for shipments with multiple shipments against the same line item.

Checking the Tax box in Sales Order Pricing will not calculate or add US Tax for a line item unless the Shipping Address for the particular Customer selected in the Sales Order Header has been set up.  Shipping Address Tax Setup is done in the Tax and Shipping Mode screen in the Customer Information module.

Adding a US Sales Tax or a US Shipping Charge Tax in Customer Information requires that those items added be entered in System Setup under Sales Tax Authority Table.

If a particular Customer Ship To Address has more than one US Tax (such as a Sales, Use, Excise, etc. tax), then the taxes may be entered in System Setup individually and added individually to the appropriate Customer Ship To addresses.

If the user has completed the Pricing Screen for the product, then the pricing will be automatically entered.

Clicking on the "Add Line" button allows the user to enter additional charges for the product. These charges may carry a different unit price, and may be of any description.

As the information is completed, the total cost for the line item is carried to the bottom of the box, to be validated with the customer’s purchase order.

If a price is to be assessed as a lot charge rather than as a cost per unit charge, then the user may check (by clicking) the Lot box at the right of the screen. This will take the unit cost as a lot charge for the item without extending the units by the price. This may be used if a flat fee is charged for a number of parts.

A Non-inventory line added on this screen will be invoiced on the first shipment made for this sales order.

The completed screen will appear as follows:

Billing Tab

Clicking on the Billing screen tab brings up the following:

In this screen, a Bill-to address will be completed with the default address established in the Customer setup. The Bill-to address also may be selected from any other addresses entered in the Customer setup.The first prompt is to enter the Bill-to address. The user may accept the default address, or select from any address established in the Customer Module. All address information in the set up will be displayed when the down-arrow is pressed at the right side of the field:

After selecting the appropriate bill-to address, the information fields on the screen are populated with the correct data. 

Shipping Tab

Clicking on the Shipping screen tab brings up the following:

As in the Billing screen, the user may select from established ship-to addresses by pressing on the down-arrow at the right of the first field:

Once the ship-to address is established, the address fields are populated from the Customer file.  In addition to the address, the FOB, Ship Via, Customer Account and Delivery Time are also populated from the Customer File, if they were completed there.   If not, or the user wishes to change them, the user may select the appropriate response by clicking on the down-arrow next to the field, and viewing choices set up in the System Setup module.  NOTE:  The Cust Account No is NOT editable within the RMA module.

Notes Tab

In the last screen, the NOTES screen, provisions are made to establish RMA Notes, and RMA Acknowledgement notes. These notes are available in their respective sections.

The RMA Acknowledgement Footnote will appear on the Acknowledgement printout.

Note that when any note is entered on this screen, the screen tab NOTES turns red to indicate there is data in the notes.

Depress the Save button.

Note that the RMA Total in the RMA tab will update for the net difference between the material to be returned and the material to be re-worked/replaced, as illustrated below:

Enter Sales Mgt/RMA Management/RMA Management Module

The following screen will appear:

Depress the Add button. You will be prompted for your password. The following screen will appear: Choose to create a Standard RMA or Stand-alone RMA.
If you select to create a Stand-alone RMA the following Screen will appear: Type the Customer name into the red box or highlight your selection and double click.

Once you’ve made your selection, the original information will populate the screen, as displayed below: 

Click on the RMA Ack box, to acknowledge the RMA. The date and your initials will appear.

Depress one of the two buttons at the bottom of the screen, Add Product, or Add Part.  

Add Product, or Add Part.

If you depress the Add Product button, a list of all of the products will appear, as displayed: The product numbers displayed are either only for "Standard Price", or the customers that are added into the customer list in the Sales Price List module. Type the Product Number into the red box or highlight your selection and double click. If you selected Add Part,  the same type of selection procedure will take place.

Type the RMA quantity in a negative amount into the column.

If there are multiple manufacturers or locations for the part in the Inventory Control Quantity Info tab, the following selection list will appear: Highlight the warehouse location and double click.

The completed screen will appear as follows:

Depress the Pricing Tab. The following screen will appear: 

Enter the Price per unit in the Price column.  The Extension column will update automatically, and will display as a negative. 

Go to the Sales Type column, depress the Enter key. A list of Sales Types will appear:  Select the Sales Type you wish to use for the Credit Memo.

The completed screen will appear as follows:

If you are NOT going to re-work or replace the order, depress the Save button and Exit the module.  If you are going to re-work or replace the order, refer to Add a Re-Work/Replacement procedures below: 

Add a Rework/Replacement

RMA Tab

While the RMA order is still open, depress the RMA tab. Depress one of the following buttons:  Add Product, or Add Part. 

If you depress the Add Product button, the following screen will appear: Type in the Part Number or highlight your selection and double click. The Product will populate the screen. If you selected Add Part, the same type of selection procedure will take place.

Type the RMA quantity being re-worked or replaced in a positve amount into the column.

The part manufacturer screen will display if there is more than one manufacturer or location assigned to the product in the Inventory Control Quantity Info screen. Highlight the appropriate line and double click.

If you want to accelerate the re-work or replacement with a higher priority than standard, go to the Line Status column and depress the Enter key. The following selection will appear:  Select the appropriate priority for the re-work/replacement.

The completed screen will appear as follows:

Schedule Tab

Depress the schedule tab.The following screen will appear:

There are two modes available for completing a scheduled delivery for a product: Automatic and Manual. In the Automatic mode, ManEx will take a beginning date and a quantity to be delivered each period (Days, Weeks or Months) and schedule out the delivery. 

The following activities are available:

Sales Order Line number:  Select the line number using the down arrow. Be sure that you’ve selected the line number which pertains to the re-work/replacement.

 

Automatic Scheduling. Pressing this button enables the scheduling box and places the scheduled date in the 1st Due Date box. The user may establish a default number of days from the current date in the System Setup. The user can then use that date, or enter the first (beginning delivery) date the customer expects to receive the order. The Delivery Qty screen allows the user to divide the shipment into multiple deliveries of equal parts. For example, if the order is for a total of 100 pieces, and the customer wishes delivery to be at the rate of 10 units each day, then the delivery quantity should be entered as 10. The next box allows the user to select the delivery intervals. The options are by day (DY), week (WK) or month (MO). After selecting the delivery interval, pressing the SAVE button creates a line for each delivery date in the sequence requested.

In this screen, the user may further edit, delete or add lines.    Manual Scheduling. Pressing the Add Line button enables the delivery schedule box and places the cursor in the Due Date box. The user can then enter the first (beginning delivery) date the customer expects to receive the replacement.Next, the Ship Date (the date the order is to leave the user’s dock) will be entered by ManEx based on the transit days entered. This date can then be modified by the user if a different date is desired. Then the scheduled quantity is entered.The Shipped quantity will be completed by ManEx when the line has material shipped against it. Additional lines may be added or deleted by pressing the appropriate button. The total number of units scheduled will be displayed at the bottom of the box, so the user can verify all units have been scheduled.

A Line Item Footnote may be entered for comments on the delivery schedule for reference.

The completed screen will appear as follows:

Pricing Tab

Depress the Pricing tab. The following screen will display:

 

Then the unit price for the product can be entered.  Once entered, the extended price field is completed.

Place the cursor in the Sales Type column and depress the Enter key.  The following selection will appear:  Select the appropriate sales type. The user may select if the unit is taxable by clicking on the Tax box on the right side of the screen. For Sales Order Items with no Tax, leave the Tax box unchecked. No further action is required.

To Manually add Tax (if not set up in Customer Information), enter line item and then in Pricing Screen click on Add Line and enter description of Sales Tax and Tax Amount manually.  A Sales Type for the appropriate Tax G/L number should be setup in Accounting so that it can be selected when entering the Sales Tax manually.  The full amount of the Tax will be Invoiced upon shipment of the first item so using manual sales tax entries may not be useful for shipments with multiple shipments against the same line item.

Checking the Tax box in Sales Order Pricing will not calculate or add Tax for a line item unless the Shipping Address for the particular Customer selected in the Sales Order Header has been set up.  Shipping Address Tax Setup is done in the Tax and Shipping Mode screen under the Ship To tab in the  Customer Information  Module.

Adding a Sales Tax or a Shipping Charge Tax in Customer Information requires that those items added be entered in System Setup under Sales Tax Authority Table.

If a particular Customer Ship To Address has more than one Tax (such as a Sales, Use, Excise, etc. tax), then the taxes may be entered in System Setup individually and added individually to the appropriate Customer Ship To addresses.

If there is more than one Tax setup for a Customer Ship To Address, Manex will add up the tax rates and apply the combined percentage to the pre-tax line item total. 

If the user has completed the Pricing Screen for the product, then the pricing will be automatically entered.

Clicking on the Add Line button allows the user to enter additional charges for the product. These charges may carry a different unit price, and may be of any description.

As the information is completed, the total cost for the line item is carried to the bottom of the box, to be validated with the customer’s purchase order.

If a price is to be assessed as a lot charge rather than as a cost per unit charge, then the user may check (by clicking) the Lot box at the right of the screen. This will take the unit cost as a lot charge for the item without extending the units by the price. This may be used if a flat fee is charged for a number of parts.

A Non-inventory line added on this screen will be invoiced on the first shipment made for this sales order.

The completed screen will appear as follows:

Billing Tab

Clicking on the Billing screen tab brings up the following:

In this screen, a Bill-to address will be completed with the default address established in the Customer setup. The Bill-to address also may be selected from any other addresses entered in the Customer setup.The first prompt is to enter the Bill-to address. The user may accept the default address, or select from any address established in the Customer Module. All address information in the set up will be displayed when the down-arrow is pressed at the right side of the field:

After selecting the appropriate bill-to address, the information fields on the screen are populated with the correct data. 

Shipping Tab

Clicking on the Shipping screen tab brings up the following:

As in the Billing screen, the user may select from established ship-to addresses by pressing on the down-arrow at the right of the first field:

Once the ship-to address is established, the address fields are populated from the Customer file. In addition to the address, the FOB, Ship Via, Customer Account and Delivery Time are also populated from the Customer File, if they were completed there. If not, or the user wishes to change them, the user may select the appropriate response by clicking on the down-arrow next to the field, and viewing choices set up in the System Setup module.

Notes Tab

In the last screen, the NOTES screen, provisions are made to establish RMA Notes, and RMA Acknowledgement notes. These notes are available in their respective sections.

The RMA Acknowledgement Footnote will appear on the Acknowledgement printout.

Note that when any note is entered on this screen, the screen tab NOTES turns red to indicate there is data in the notes.

Depress the Save button.

Note that the RMA Total in the RMA tab will update for the net difference between the material to be returned and the material to be re-worked/replaced, as illustrated below:

 

Enter Sales Mgt/RMA Management/RMA Management Module

The following screen will appear:

Depress the Open/Find Record, to find the record you want to Edit. For further assistance on finding an RMA see Article #822.

Depress the Edit button.You will be prompted for your password. The fields which can be edited will appear in darkened black.

RMA tab

You may edit the following fields:

RMA Date, Buyer Name, Customer PO #, uncheck or check the RMA Acknowledgement box or change the line status.

To change the line status, scroll to the right, highlight the Status box and depress the Enter key. The following selection will appear:

Select the desired status.

By depressing on the Add Product, Add Part or Add Miscellaneous directive button, you may add such only if the original Sales Order contained it.

To delete a line, highlight and depress the Delete Line button. The following message will appear:

To delete the line, depress the Yes button.

Schedule Tab

In the schedule tab, you may change the schedule, add a line or delete a line, change the 1^st Due Date, change the Transit Days or add a Line Item footnote.

Pricing Tab

In the pricing tab, you may change the Unit Price, (it must be equal to the original Sales Order price or less), change the Sales Type by highlighting that field and selecting from the list displayed, check or uncheck the Tax box, check or uncheck the Lot box, or add a new price Item Line.

To delete a Price Item line, highlight that line and depress the Delete Line button.

Billing Tab

In the Billing tab, you may change the selection of the Customer’s Billing address.

Shipping Tab

In the Shipping Tab, you may change the Customer’s Ship To address and Attention selection, change the FOB terms, the Ship Via selection and/or the Delivery time.  Note:  The Cust Account No is NOT editable in the RMA module.

Notes Tab

In the Notes tab, you may add a RMA note or a RMA Acknowledgement Note.

Be sure to depress the Save button after any edit changes or deletions.  If you don’t want to save your changes, depress the Abandon changes button.

To obtain the RMA reports, select the Print button from the ManEx action buttons at the top of the screen. 



The following screen will appear:

Select the appropriate radio for the output format you desire: Screen, Printer, XL File, TXT File, or PDF. Highlight the desired report and then depress the Option tab if applicable.    Depress the OK button.

RMA Acknowledgment

The following report wil be printed:   The RMA Note is the note added under the RMA Acknowledgement Footnote, and the RMA Footnote is the note added in the Standard Footnote Setup.  The RMA Note that is entered within the RMA Notes is for internal use only and will NOT be displayed on report.

RMA Acknowledgment & Delivery Schedule

The following report will be printed:

 

Enter Sales Mgt/RMA Management/Open RMA List Module, to see a listing of open RMA’s:   Note:  After activation, "RMA Management" access for each user must be setup in the ManEx System Security module.  Users with “Supervisor Rights” will automatically have access.

To obtain a printout, depress the Reports button.  The report will go directly to the default printer.

Overview regarding Return Material Authorization Accounting

No Journal Entry is created in the RMA module, however the system is collecting the JE components from this module as follows:

Assume that the original sale was for 10 units @ 100.00 each, with a standard cost of 80.00 each and freight charged the customer of 15.00.

At the time the user selects the original Invoice number in the Return Material Authorization module, the system “remembers” the original accounting entry that was created at the time the original Invoice was printed, which was:

Debit          Accounts Receivable – Trade    1,015.00

Debit          Cost of Goods Sold                    800.00

Credit         Sales                                       1,000.00

Credit         Finished Goods Inventory              800.00

Credit         Freight Income                               15.00 

When the user enters the “return quantity” (the one entered as a negative quantity), the system will remember that the original cost of sales was 80.00 per unit.

The user then enters the pricing on the item to be returned on the Pricing page of the RMA module. 

The pricing entered can be any amount up to the amount of the original pricing of 100.00 per unit.  And so the journal entry component for the debit to the sales account is 2X 100.00 = 200.00, in this example.

The user selects the sales and cost of goods general ledger accounts to be used per the Sales Type column:

And so, the sales account number selected will be debited for 200.00 once the journal entry is created, upon the actual receipt of the returned item.  And the related Cost of Goods sold account will be credited for the 160.00.

If the return is to be reworked and then returned back to the customer, the user creates a second line item on the RMA using a positive quantity which is in actuality creating the RMA Sales Order and an eventual invoice upon shipment.

The journal entry and the applicable Credit Memo for the return is created in the Return Material Authorization Receiving module.  (The value is calculated against the total value of the RMA minus any credit memos created against the invoice, whether manually or via RMA).  On this screen, the user indicates the amount of freight to be credited, such as a pro rata 2/10 of 15.00, or 3.00, for example:

After the user types in the quantity received on the Detail page and depresses the Save button, several things happen all at once:

1.       The Journal Entry is created as follows and forwards to the Release & Post to GL module:

Debit          Sales      200.00

Debit          WIP        160.00

Debit          Freight       3.00

Credit         Accounts Receivable     203.00

Credit         COGS                            160.00

2. The Credit Memo is created for an amount of 203.00 total.  If the original invoice is still open, the amount of the credit memo will net against the original invoice leaving an open balance of 812.00, 1015.00 minus 203.00.  If the invoice is paid than a credit balance will appear on the A/P Aging for the unapplied amount up to 203.00.
3. The e mail trigger is activated announcing that a Credit Memo has been created.
4. The ReWork Work Order is created.
5. The returned material is placed into WIP.