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.