Enter an RMA Not Attached to an Invoice

After you enter the customer's number, and optionally the ship-to number, in the RMA Maintenance (RMA) program:

Enter the customer's PO number in the Cust PO number field if this field is required for this customer.
Enter data in other fields. See Enter the Sales Order Header for field descriptions.

The Return by date in the header is the default for each line's Return by date. The Ship branch may be changed to another manufacturing branch if any line has a repair order.

Press F10 when you complete data entry.
Click Lines. The program displays the message Order number [RMA number] has been created. Click OK.
Enter data in these fields:

Field Name	Type / Max Length	Action / Description
Item number	Conditional 24 alphanumeric	Enter the item number to be returned or leave blank and enter the item's serial number.
Serial number	Conditional 16 alphanumeric	Enter the item's serial number or click the Lookup icon to the right of the field and use the standard lookup options to select the number from a list. Note If the serial number is on-hand in another branch, open on another RMA, or not yet sold, the system will not create the RMA.
Return qty	Required 11 numeric	Enter the quantity that you authorize the customer to return.
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.
Sales UOM	Required 4 alphanumeric	Accept the displayed sales unit of measure or enter a different UOM. Except for a non-stock item, the default comes from the item's record in the Branch Item Maintenance (IMB) program.
Description	Conditional 30 alphanumeric	Accept the displayed description, or enter a description for a non-stock item.
Date authorized	Optional 10 date	Accept the displayed date, which is your login date, as the date you are entering the RMA, select a different date, or enter a date shortcut.
Date wanted	Display only	Accept the displayed date.
Return by	Optional 10 date	Select the date you expect to receive the returned item or enter a date shortcut. The default is your login date.
Return date	Display only	Accept the displayed date.
Adj promise dt	Display only	Not used for RMAs.
Reason for change	Optional	Select the code that describes why the promised date 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.
Adj promise rsn	Optional 1 alpha	Select who caused the promised date to be adjusted: C: Customer I: In-house
Non-commission?	Optional	Select if this line item is not subjected to commission or leave blank if commissions are paid on this line.
Kitted item?	Conditional	Select if this item is sold as an unassembled set of components or leave blank if it is not.
Allow split lot?	Conditional	For a lot controlled item, select to allow a split lot or clear if the order quantity must come from a single lot. You can change this field if split lots are allowed for the item (in Enterprise Item Maintenance) and the customer (in Customer Maintenance) allows split lots.
Replace item	Optional 30 alphanumeric	Enter a replacement item number if it is different than the returned item number or click the Lookup icon to the right of the field and use the standard lookup options to select the item from a list. When a replacement item is specified, any debit memo created for the RMA line will be created with the replacement item number.
Credit qty	Optional 11 numeric	Enter the quantity for which you want to give the customer credit. Accept the 0 default if no credit memo is required.
Next CM qty	Optional 11 numeric	Accept 0 if you want 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, then 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: Repair orders will not be released for kit items or non-stock items. Force repair? is always inactive for a non-stock item (even though it can be selected).
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.
ECL	Display only	The Engineering Change Level that the customer specified
Routing rev lvl	Display only	The routing revision level for this item
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.

For a non-stock item, you will be prompted to enter additional information. See Enter a Non-Stock Item.

(Conditional) Click Ctrl detail if this item is serial controlled. See Enter Control Information.
Choose the appropriate options:

To	Do This
Change a field	Click Modify.
Delete a saved record	Click Delete. See Delete.
Exit without adding this line	Click Cancel.
Enter notes for this line item	Click Notes. See Enter 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 line number	Click Change no. This button display only in add mode.
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.
Enter surcharges for this item	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.
Enter the serial or lot number or warehouse/bin location for this item	Click Ctrl detail. See Enter Control Information. This button displays only for a controlled item.
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 or enter the unit price used to create a commercial invoice	Click Decl value. This field is maintained by the Item Cost Maintenance (ICM) program. The declared value for non-stock and configured products is now set to the sales price, if available.
Display changes made to this RMA	Click Audit. See Display an Audit Trail. Click Exit 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. The program prompts Line number. Enter another line or clear the field to exit.

Enter another item number or exit the screen.
Choose the appropriate options:

To	Do This
Add another line	Click Add.
Delete the selected line	Click Delete. See Delete.
Copy the selected line	Click Copy.
Display selected line	Click Select.
Print the lines	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).
Replace a component of an item under warranty	Click Warranty. See Replace a Component Under Warranty. This button displays if you selected the Allow selection in order entry? option in the System Options Maintenance (XM) program (Warranty Tracking Options).
Change dates	Cick Adj dates. See Adjust Order Line Dates. This program does not allow future dates.
Accept the data and exit lines	Click Exit.

(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 notes for this RMA header

Click Notes. See Enter 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.

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.

Enter the items

Click Lines.

Display the amounts to be credited and returned, and enter 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 and then click:

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 Next CM qty 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 Next DM qty 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 Exit 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.