Creating RMA Line Items

All RMA line items must be associated with an RMA header, which is created using the RMAs form. The header identifies essential information about the customer and carries the Return Material Authorization (RMA) number that is used to identify the RMA and all associated line items for reference, tracking, and reporting purposes.

If the related customer order line item is deleted, only the Order, Order Line, and Authorized By fields are cleared on the RMA Line Items form.

All processing of any given RMA must occur at the site where the RMA is entered. You can generate an RMA for an order line entered at and/or shipped from another site, but information will not transfer from or be transferred to these sites. In general, we recommend that you enter the RMA at the shipping site, which is also the site where the invoicing is done and the Accounts Receivable transactions occur.

Use the Replacement Lines tab to authorize new materials to be sent to a customer as replacement for materials which have been returned. An RMA must have been created authorizing a customer to return materials before you can use the Replacement Lines tab and the Generating Replacement Orders process to arrange for alternative materials to be provided. Enter information in the tab to describe:

Whether an inventoried item should be sent as a replacement.
Whether the material being sent to the customer has been repaired.
Quantity of items to send as a replacement.
Whether there will be an additional charge.
Whether to attach these replacement items to an existing customer order.

The Disposition tab includes information about RMA item dispositions, and a button that opens the RMA Item Dispositions form.

The fields in the EU VAT tab are used by the European Union (EU). If the Activate EU Reporting field on the General Parameters form is not selected, this tab (or some fields on this tab) are disabled.

To create a Return Material Authorization (RMA) line item:

In the RMA Line Items form, select an RMA.
To create a new line for the RMA, select Actions > New.

The RMA must have a status of Open.
Specify data in these fields:
- Line: Accept the system-generated line number.
- Status: Accept the default status, Open.
- Quantity to Return: Enter the quantity of the item the customer is authorized to return.
- Item: Enter the item or material which the customer is authorized to return.
  Note: The item does not have to be in Items. If it is, however, the description, price code and unit cost default from the Items form.
- Order: Enter the customer order number if this return is associated with a particular order and you know the number.
- Return: If the material is to be returned to your company, select this check box. If the material is not to be returned, clear this check box.
- Warranty: If the material is under warranty, select this check box.
- Original Invoice: If required by your company, select the original invoice related to this order.
- Reason: Enter a reason for the return.
- Restocking Fee %: Accept the default restocking fee charge, or overwrite it with another value.
- Restocking Fee Amt: Accept the system-calculated amount, or overwrite it with another value.
- Disposition: Enter a three-character disposition code identifying what action should be taken with the material when it is returned. This code can be tracked using the RMA Status Report.
Save the record.

The authorization is now complete. You can print a copy of this authorization to send to your customer using the RMA Verification Report.

When material is returned and credits are issued, you can track the progress of the business transaction using the Status fields on the RMAs (header) and RMA Line Items forms.