You use this program to close off a Return Merchandise Advice receipt.
| Field | Description |
|---|---|
| RMA print options | |
| Print Document | Select this to print the RMA document. This option is disabled after you maintain an RMA if the option Print RMA document is set to At issue (Return Merchandise Authorization Setup). This option must be set to Both to be able to print an RMA document when you initially enter an RMA, and also after you maintain an RMA. |
| Preview document | Select this to preview the RMA document on the screen before printing it. |
| Test Alignment | Select this to print an RMA using test characters to establish that the stationery is correctly aligned in the printer, before printing the actual RMA. |
| Document format | |
| Format | Select this to indicate the document format to use to generate the document. |
| Define Format | Select this to use the RMA Document Formats program to design a format for the document. |
| Sales order |
This indicates the sales order number created. If you selected to do a cross-shipment then you can maintain the cross-shipment sales order. The sales order number is allocated or requested according to the Sales order numbering method defined (Set Key Information). |
| Maintain | Select this to use the Sales Order Entry program to maintain the sales order linked to the RMA. |
| Freight for Sales Order | Select this to enter freight details for the order. |
| Job | This indicates the job number created where a stocked
or non-stocked item needs to be repaired. Jobs are created as confirmed when created in the RMA Issues and Receipts program, irrespective of your selection at the Jobs confirmed by default option (Work in Progress Setup). Amendment journals are generated for jobs created in RMAs when the option: Capture job amendment journals is enabled (Work in Progress Setup). |
| Maintain | Select this to maintain the job linked to the
RMA. See Restrictions and limits in Notes and warnings |
| Credit note | The Credit note number is allocated or requested according to the Sales order numbering method defined (Set Key Information). |
| Invoice number for credit note |
This indicates the invoice to which the credit note for the RMA receipt must be linked. If the RMA was created for a single invoice, then this invoice number is automatically entered in this field, and cannot be changed. If the RMA was issued for multiple invoices, you can select to which invoice the credit note must be linked. If you do not want to link the RMA credit note to a specific invoice, then you must select the No invoice option on the RMA line details screen. If the invoice includes any Off Invoice promotions with an Off invoice allowance type of Line promotion, then these promotion lines are recorded against the credit note if the option Credit off invoice lines from invoices is enabled (Trade Promotions Setup). In addition, when a qualifying credit note line quantity is changed, the value of the off invoice promotion miscellaneous line is reduced based on the quantity credited. Note that credits do not affect any budget limits that may have been accrued on the promotion. |
| Maintain | Select this to use the Sales Order Entry program to maintain the
credit note linked to the RMA. See Restrictions and limits in Notes and warnings |
| Freight for Credit Note | Select this to enter freight details for the credit note. |
| Print document if faxing | Select this to print the document after faxing. |
| Select this to email the RMA document. This option is
only available if the Document Format you
are using is set to Word document
(RMA Document Formats). The document can also be emailed if you are using SRS document printing. In that case, the email icon can be selected from the SRS Preview screen. |
|
| Continue RMA | Select this to return to the RMA Issues and Receipts program to continue adding lines to the RMA. |
| End RMA |
Select this to save and end the RMA document and return to the RMA Issue screen. Additional lines can be added to a completed RMA using the RMA Issues and Receipts program. Refer to End RMA Process for additional information. |
| Close | Select this to return to the previous screen. |
| Fax icon | Select this to fax the RMA document. |
This screen is displayed when you select the Freight for Credit Note option.
| Field | Description |
|---|---|
| Freight | Enter freight details for the credit note. |
| Amount | Indicate the freight amount that is applicable the order/credit note. |
| Cost | Indicate the applicable freight cost amount. |
| Tax options | |
| Taxable | Select this to indicate that the order/credit note is taxable. |
| Tax code | Indicate the tax code applicable to the order/credit
note. The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance). |
| Product class | This indicates the product class applicable to the freight charge. This defaults to _FRT and cannot be changed. |
| Save | Select this to save the entries you made and to return to the previous screen. |
| Close | Select this to ignore any entries you made and to return to the previous screen. |
If you selected to do an exchange, then you can maintain the sales order details.
| Field | Description |
|---|---|
| Stock code |
Indicate the replacement item that must be exchanged. You cannot enter a stock item with a Part category of G - Phantom part or P - Planning bill (Stock Codes) as these item types may not be sold. |
| Non-stocked | Select this to indicate that you do not stock the item in any of your warehouses. |
| Description | This indicates the description of the item. For stocked items the description assigned to the item is displayed automatically. For non-stocked lines, you can enter a description to identify the item. |
| Warehouse | Indicate the warehouse in which the item is stocked. |
| Interchange | Select this to browse on stock items according to the customer's stock code, instead of the SYSPRO stock code. |
| Rev/Rel |
Enter the revision and/or release levels for stock items defined as ECC controlled items. This function is only enabled when the option: Prompt for rev/rel at issue of ECC items is enabled (Return Merchandise Authorization Setup). Rev/Rel is the default wording for this function, but is replaced by whatever wording you defined against these user defined fields (Bill of Materials Setup). |
| Quantity | Indicate the quantity of the item to be exchanged. |
| Price | Indicate the price of the item. |
| Unit cost | This indicates the cost of each unit. |
| Product class |
Indicate the product class of the item. For stocked items this defaults to the product class allocated to the stock code and cannot be changed. |
| Unit mass | Indicate the unit mass of the item. |
| Unit volume | Indicate the unit volume of the item. |
| Taxable | This indicates whether the exchange order is taxable. |
| Tax code | This indicates the tax code assigned to the exchange order. |
| Save | Select this to save the information you entered. |
| Close | Select this to ignore any information you entered and to return to the previous screen. |
The Single Level Bill of Materials process is used when you select the End RMA function and a credit note or sales order is created for a kit item.
Components may be required for both an exchange and a credit note. You therefore use the SO Single Level BOM program to indicate where the components are required for the cross-shipment, the exchange or the credit note.
Where applicable, you are requested to enter lot, bin and/or serial numbers immediately after you confirm the components.
Once you have captured the receipts and selected the actions in the RMA Issues and Receipts program, you can select the End RMA button.
If only one item is returned for credit (or the RMA lines can't be consolidated into a single credit note) then the End RMA Receipt program is displayed.
Different options are enabled, depending on the Action selected against the RMA line.
If several items from different invoices were returned, the Consolidate RMA Lines window is displayed. Once you have viewed how the credit notes will be consolidated and select Accept, the End RMA Receipt program is displayed. Credit notes are only consolidated if consolidation is allowed (controlled by the SO Consolidate RMA lines esignature) and if the branch, area, salesperson and currency of the invoice headers match.
Select End RMA in the End RMA Receipt program to create and/or maintain the sales order number, credit note number or job number (according to the action selected). The End RMA button remains enabled if there are more RMA lines to process and maintain.
Once all lines are processed, the RMA is completed and the Close button is enabled.
Select Continue RMA or Close to return to the RMA Issues and Receipts program.
Note that:
Quantities for sales orders generated are placed on backorder according to the Preference indicated.
If the stock item is traceable or serialized or multiple bins are in use, then you use the SO Lots, Bins, Serials Allocations program to allocate the lots, bins and serials for an exchange or cross shipment. Lots and bins can automatically be depleted by selecting the option: Apply automatic deplete - Sales orders (Sales Orders Setup). However, if the stock item is serialized, then the serial numbers must be allocated as serials are not automatically depleted.
If the option: Capture serial numbers (Return Merchandise Authorization Setup) is not enabled, then you are not required to capture serial numbers when processing a cross-shipment until the order is ready for invoicing (i.e. when the order goes into a status of 8). If multiple bins are installed in the warehouse or the stock code is either traceable or ECC controlled then you must capture serial numbers regardless of your setting against the option Capture serial numbers (Return Merchandise Authorization Setup).
If you processed a credit and the invoice number selected for the RMA line does not exist in the Accounts Receivable Customer Invoice file (ISAM=ARSINV, SQL=ArInvoice) then the following warning is displayed: Invoice not on file. If you continue, the credit note created will not be linked to an invoice number. Do you wish to continue? If you select Yes, then the credit note is created without a link to an invoice number. If you select No, then you are returned to the RMA maintenance screen enabling you to change any details.
When processing a credit note and adding multiple lines from different invoices, you have the option of creating a consolidated credit note (if the branch, area, salesperson and currency match the selected sales order lines). If they don't match, separate credit notes are created for each invoice and one credit note is created for all lines not attached to an invoice.
See Restrictions and limits in Notes and warnings
This program is loaded when you select the End RMA option from the RMA Issues and Receipts program.
When multiple jobs are created per RMA, only the last job created is displayed for maintenance on the End RMA screen when returning to the screen after processing that particular invoice. You need to use the Prev button on the Job Entry screen to maintain the other jobs created.
If a RMA line is not attached to an Invoice, but you select to use an existing invoice on the End RMA screen, then any order discounts which exist against the invoice are not used.