Attach an RMA to an Invoice

After you enter the customer's number and click the middle icon to the right of the Ship-to field to attach this RMA to an invoice, enter data in these fields:

Field Name

Type / Max Length

Action / Description

Apply to existing AR document

Required
12 alphanumeric

Enter the invoice number to which you want attach this RMA or click the Lookup icon to select the invoice from a list.

When you click the Lookup icon, you can:

Click	To
Select	Attach this RMA to the selected invoice.
Invoice	Display the selected invoice. See Display AR Invoices. Click OK to return to the list of invoices.
Options	Switch the display between open invoices (not paid) and all invoices.
Cancel	Exit without attaching this RMA to an invoice.

Trn

Required
3 numeric

Accept the displayed transaction number or enter a different number.

Type

Required
2 alphanumeric

Accept the displayed transaction type or enter a different type.

The program prompts Do you want to create this RMA from invoice [number]

Click Yes to confirm or click No to select another invoice. If you click Yes, the program displays the message RMA [number] has been created.
Click OK to acknowledge this number.
Enter or change data in order header fields. See Enter the Sales Order Header for field descriptions.

The Ship branch may be changed to another manufacturing branch if any line has a repair order.
Press F10 when you complete data entry. The program displays the items ordered and the quantities of each.

Select an item the customer is not returning and click Delete twice. Repeat until you have deleted all items the customer is not returning.

Select the item the customer is returning and click Select.
Click Modify and enter data in these fields.

Field Name	Type / Max Length	Action / Description
Return qty	Required 11 numeric	Accept the displayed quantity if the customer wants to return the entire quantity or enter the quantity the customer wants to return. If you enter 0, the program prompts Do you want to change the open quantity to zero? Click Yes to set the return quantity to 0 or click No to change the quantity.
Selling price	Conditional 14 numeric in the format 999999999.99999	Accept .00000 to give the customer full credit for the returned quantity or enter another amount to give the customer partial credit for the returned material. When you press F10, the selling price for this item, customer, and quantity displays.
Date promised	Optional 10 date	Select the date promised to replace the returned items.
Sched return	Required 10 date	Select the date you expect to receive the returned item or enter a date shortcut. The default is your login date.
Adjusted promise	Optional 10 date	Enter a new promised date and select the reason for adjusting the date Select who caused the promised date to be adjusted: C: Customer I: In-house
Reason for chang	Optional	Select the code that describes why the order was changed.
Drop ship?	Optional	Select if the replacement item is to be shipped from your vendor directly to the customer or leave blank if you are shipping to the customer.
Line priority	Optional 2 alphanumeric	Enter the priority number for this order line
Non-commission?	Optional	Select if this line item is not subjected to commission or leave blank if commissions are paid on this line.
Credit qty	Required 11 numeric	Enter the quantity for which you want to give the customer credit. Enter 0 if no credit memo is required.
Next CM qty	Optional 11 numeric	Accept 0 if you want to the system to issue a credit memo at receiving or enter the quantity to be credited if you are going to issue a credit memo. The quantity defaults to the Credit qty if you selected REPAIR for Default RMA warranty type in the System Options Maintenance (XM) program (Warranty Tracking Options) program. The amount of the credit memo is: Total credit qty x Selling price. If you selected the Create amt dependent on receipt qty? option in the System Options Maintenance (XM) program (Return Material Options), the Receiver Maintenance (IRC) program updates this field. If you selected the Create credit memo at time of receipt? option in the System Options Maintenance (XM) program (Return Material Options), you must enter a quantity to issue a credit prior to receipt.
Credited	Display only	The quantity that has been credited.
Force repair?	Optional	If selected, any non-inspected receipt from an RMA will be forced to create a repair order. If the RMA is marked to be replaced, then the repair order will also be created. Note: Force repair? does not apply to non-stock items.
Use for replace?	Optional	If a repair order is created, select to use the repaired items as supply for the replacement order. Leave blank if you do not want the receipt of the repair order to fill/obligate the replacement order. Note: Use for replace? does not apply to non-stock items.
Replace qty	Optional 11 numeric	Enter the quantity to be replaced whether you are going to issue the replacement order or you want the system to do so.
Next DM qty	Optional 11 numeric	Accept 0 if you want to the system to issue the replacement order or enter the quantity to be replaced if you are going to issue the order. The quantity defaults to the Replace qty if you selected REPLAC for Default RMA warranty type in the System Options Maintenance (XM) program (Warranty Tracking Options) program. The amount of the debit memo is: Total replacement x Selling price. If you selected the Replacement dependent on receipt qty? option in the System Options Maintenance (XM) program (Return Material Options), the Receiver Maintenance (IRC) program updates this field. If you selected the Create replacement at time of receipt? option in the System Options Maintenance (XM) program (Return Material Options), you must enter a quantity to issue a replacement order prior to receipt.
Replaced	Display only	The quantity that has been replaced.
Discount %	Optional 5 numeric in the format 999.99	Enter the discount percent to apply to this line.

Press F10 when you complete data entry.

(Conditional) Click Ctrl detail if this item is serial controlled. See Enter Control Information.

Choose the appropriate options:

To	Do This
Change a field	Move the cursor to the field and make changes. Click Apply to accept the changes or click Cancel to reject the changes.
Delete this line	Click Delete. See Delete.
Display, enter, or change notes for this line	Click Notes. See Display Notes, Enter Notes, or Change Notes.
Enter data in custom fields your company uses	Click User. See Enter Data in User or Shadow File Fields. This button displays only if you have set up user fields for this program in the User Fields Maintenance (XMO) program.
Go to a related program	Click Jump. See Jump.
Display a graphic associated this item	Click View image. Click Close to remove the graphic from the display.
Enter or change the customer item number to print on documents	Click Cust item. Enter or change the customer item number in the Cust item no field. If you want to use this number on future orders, you need to enter it in the Customer Item Maintenance (CIX) program.
Display open supply information	Click Supply. See Display Supply. This button only displays if there is a supply manufacturing repair order attached to the RMA. The button is moved to the debit memo after the debit memo is created.
Enter, display, or change sales reps and portion of the line value used to calculate a commission	Click Comm splits. See Display or Change Sales Reps and Splits.
Display surcharges for the item ordered on this line	Click Surcharges. The program prompts Correct? Click Yes to confirm or click No to change. See Enter or Change Surcharges for an Item. This button displays only if the Customer surcharges active? option in the System Options Maintenance (XM) program (Order Processing Options) is selected.
Display declared values for this item	Click Decl value. This field is maintained by the Item Cost Maintenance (ICM) program. The declared value for non-stock and configured products is set to the sales price, if available.
Display control numbers	Click Ctrl detail. See Select Serial Numbers to Return. This button displays only if the item on this line is serial or lot controlled.
Display receivers for this line	Click View rcvr. Press F1 to see Display Receivers for Orders. This button displays only if any quantity on this line has been received.
Display changes made to this line	Click Audit. See Display an Audit Trail. Click Exit after you view the audit trail to return to this program. Note Audit trail logging must be activated.
View or import documents associated with the order	Click Documents. Click View to view archived and imported documents, See Display Document Archive. The View button is active only if archived documents are available. Click Import to import a document for this invoice. See Document Archiving and Document Import for more information.
Accept the data	Click OK.

If the customer is returning selected serial numbers, the program displays them when you click OK.

Repeat steps 7-11 if the customer is returning selected lines.

Choose the appropriate options when you click Cancel or OK.

To	Do This
Add another item	Click Add.
Delete the selected line	Click Delete. See Delete.
Display selected line	Click Select.
Print the line listing	Click Print. See Print.
Display all previous orders for all items this customer purchased	Click View BCI. See Display Sales by Customer by Item. Click Exit to return to this program. This button displays only if you selected the Update sales history by cust by item? option in the System Options Maintenance (XM) program (Order Processing Options).
Select components of an item for replacement	Click Warranty. See Select Components to Replace.
Change order line dates	Click Adj dates. See Adjust Order Line Dates.
Accept the data and exit lines	Click OK.

(Optional) Click Totals and Shipping info if you charge a return fee. Enter the amount of the fee in the Misc chrgs field and click OK.
(Conditional) Click Quick memo and then Issue credit to create a credit memo now or Replacement to create a replacement order now. The program displays the message Credit memo [number] has been created or Replacement memo [number] has been created and may be processed through the shipment system. Click OK.
Choose the appropriate options:

Do This

Change a field

Move the cursor to the field and make changes. Click Apply to accept the changes or click Cancel to reject the changes.

Enter or change notes for this RMA header

Click Notes. See Enter Notes or Change Notes.

Enter data in custom fields your company uses

Click User. See Enter Data in User or Shadow File Fields.

This button displays only if you have set up user fields for this program in the User Fields Maintenance (XMO) program.

Go to a related program

Click Jump. See Jump.

Change the ship-to or billing address

Click Address and then click:

Click	To
Ship-to	Change the ship-to address
Bill-to	Change the billing address
Freight	Enter a third-party address for freight
Copy ship-to	Copy the ship-to address to the bill-to; click Yes to confirm
Copy bill-to	Copy the bill-to address to the ship-to; click Yes to confirm
Back	Exit without changing

See Enter or Change an Address.

Note
You can change these addresses only if the Allow address changes in OE? option is selected in the System Options Maintenance (XM) program (Order Processing Options) program.

Display the line items

Click Lines.

Display the amounts to be credited and returned, and enter any freight and miscellaneous charges

Click Totals.

Close this RMA

Click Close order. See Close a Sales Order, Quotation, or RMA.

Issue a credit memo and/or replacement order now

Click Quick memo.

Click	To
Issue credit	Issue a credit memo Displays if you selected REPAIR for Default RMA warranty type in the System Options Maintenance (XM) program (Warranty Tracking Options) program.
Replacement	Create a replacement order and debit memo Displays if you selected REPLAC for Default RMA warranty type in the System Options Maintenance (XM) program (Warranty Tracking Options) program.
Back	End this action

The Issue credit button is not available if you selected the Create credit memo at time of receipt? option in the System Options Maintenance (XM) program (Return Material Options) and did not enter a quantity in the Issue credit memo field for the line.

The Replacement button is not available if you selected the Create replacement at time of receipt? option in the System Options Maintenance (XM) program (Return Material Options) and did not enter a quantity in the Issue replacement order field for the line.

The Quick memo button is not available if you selected both options and did not enter a quantity in either field.

If you click Issue credit, the program displays the message Credit memo [number] has been created. Click OK.

If you click Replacement, the program displays the message Replacement memo [number] has been created and may be processed through the shipment system. Click OK.

Change the credit/debit memo branch

Click Memo branch.

Note
Changes may only be made when no memo has been processed. If both the credit and debit memos have been issued, then this button is unavailable.

Display changes made to this RMA

Click Audit. See Display an Audit Trail. Click OK after you view the audit trail to return to this program.

Note
Audit trail logging must be activated.

Accept the data and exit this RMA

Click OK.

Exit the program.

Click Exit.