RTS from RMA

Exploring

This program lets you create an RTS from an RMA when stocked or non-stocked items that are returned by the customer, will in turn be returned to your supplier.

Things you can do in this program include:

  • Capture the RTS detail

This program can't be run standalone and is accessed from the following program(s):

Return Merchandise Authorization refers to the document that is used to track items that are returned by a customer.

It includes flexible methods for dealing with the return or exchange of merchandise. You issue an RMA once the customer notifies you of the intent to return a product. At this point you can cross-ship a replacement item to the customer.

An RMA is typically required under the following circumstances:

  • The incorrect product was sent to the customer and the customer needs to be credited.
  • The correct product was sent to the customer, but the product is faulty and needs to be replaced or repaired.
  • The customer is unhappy with the product and requires a credit.
  • The product is partially faulty and the customer cannot ship it back without jeopardizing day-to-day operations. You need to ship a replacement part and the customer will return the faulty product within a specified time frame, or be billed for the replacement product.

Starting

When accessing this program, you may be prompted to perform a conversion if you previously used the legacy Returned to Vendor system. During the conversion, the legacy RTV tables are renamed and converted, and journals are copied from the legacy RTV tables to the latest Return to Supplier tables.

The following modules are required:

  • Accounts Payable

  • Inventory Control
  • Purchase Orders including the GRN system
  • Return Merchandise

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how SYSPRO behaves across all modules. These settings can affect processing within this program.

Setup Options > Keys > Distribution - Purchasing

  • Key type
  • Case
  • Suppress leading zeros
  • Presentation length
  • Numbering method
  • Next RTS number
  • Next RTS invoice

Setup Options > Configuration > Distribution > Return to Supplier

  • Non-stocked product class
  • Create a credit for freight or handling

Setup Options > General Ledger Integration > General Ledger Codes

  • Inventory integration methods

Setup Options > General Ledger Integration > Return to Supplier Ledger Codes

  • Control
  • RMA credit
  • Freight
  • Handling

Solving

Your selection at the Integration level option within the Inventory integration methods section of the Setup Options program (Setup Options > General Ledger Integration > General Ledger Codes) determines the process you need to follow to post the journal created by the RTS from RMA program to the General Ledger.

To post RTS journals to the ledger, do the following:

  1. Print the RTS Journal Report to create journal transactions to process RTS's.

  2. If the general ledger integration level is not automated or only partially automated, you must post the journal using the GL Journal Entry program.

If General Ledger integration is automated, the journal is created and posted without user intervention.

The RMA will only be marked as an RTS when you do the following:

  1. Capture the RMA header detail and add the RMA lines using the RMA Issues and Receipts program.
  2. Select Edit and Receipt lines from the menu and when you are receipting the RMA lines, select the following on the Return Merchandise Receipt pane:
    1. In the Receipt Line Details section, select Credit at the Action field.
    2. In the Credit Note Details section, select Return to Supplier at the Inventory actions field.
  3. When you select End RMA, the RTS from RMA program is displayed.

The RTS from RMA program is only displayed if an RTS will be created from an RMA.

An RTS will be generated from an RMA, if you select the following when receipting RMA lines:

  • In the Receipt Line Details section, select Credit at the Action field.
  • In the Credit Note Details section, select Return to Supplier at the Inventory actions field.

If Inventory is integrated to General Ledger, the RTS from RMA program generates an inventory journal , using the following ledger accounts.

For stocked items:

  • The RTS Control account (Setup Options > General Ledger Integration > Return to Supplier Ledger Codes) is debited (i.e. increasing the RTS control value).
  • The Cost of goods sold adjustment account (Setup Options > General Ledger Integration > Inventory Ledger Codes) is credited (i.e. reducing the cost of goods value).

For non-stocked items:

  • The RTS Control account (Setup Options > General Ledger Integration > Return to Supplier Ledger Codes) is debited (i.e. increasing the RTS control value).
  • The RMA credit account (Setup Options > General Ledger Integration > Return to Supplier Ledger Codes) is credited (i.e. reducing the RMA value).

If General Ledger integration is automated, the journal is created and posted without user intervention. If General Ledger integration isn't automated or only partially automated, the journal must be posted using the GL Journal Entry program.

Using

The following indicates the possible status codes for an RTS transaction.

Status Description
N - Normal

The RTS has been created.
A - Accepted

The supplier has accepted the RTS and agreed to a credit or a replacement.
R - Rejected

The supplier has rejected the RTS.
  • Press Ctrl+F1 within a listview or form to view a complete list of functions available.
  • When capturing the RMA, you must specify that a credit is requested and that the goods are returned to the supplier in order to determine that the RMA as an RTS.

Referencing

Field Description

Post

This posts the transaction.

Purchase order

This lets you enter the original purchase order number that was used to purchase the stock item.

If you enter a valid purchase order number, the Buyer, Supplier and Contact fields are automatically populated.

Supplier

Enter the supplier from whom the item was purchased and to whom the item will be returned.

Credit ledger code

Enter the ledger code to which the RMA credit will be posted.

This transaction is posted as defined at the RMA credit field in the General ledger accounts setup options.

Buyer

Enter the buyer who requested the purchase of the stock item that is being returned.

Contact

Enter the name of person who can be contacted at the supplier.

Miscellaneous information

 

Freight charges

Capture the freight charges that will be incurred if the items are returned to the supplier.

The Create a credit for freight or handling setup option determines whether you can capture freight and/or handling charges for the RTS.

Freight ledger code

Enter the ledger account to which freight charges will be posted.

This transaction is posted as defined at the Freight field in the General ledger accounts setup options.
Freight ledger description This indicates the description of the freight charges ledger account.
Handling charges

This lets you capture handling charges, should you incur these when returning the stock items to the supplier.

The Create a credit for freight or handling setup option determines whether you can capture freight and/or handling charges for the RTS.
Handling ledger code

Enter the ledger account to which handling charge transactions will be posted.

This transaction is posted as defined at the Handling field in the General ledger accounts setup options.
Handling ledger description This indicates the description for the Handling charges ledger account.
Return to Supplier Information  
Stock code This indicates the stock code of the item that is returned to the supplier.
RMA number This indicates the RMA number from which the RTS was created.
RMA line This indicates the line on the RMA.

This pane is displayed when selecting Post in the RTS from RMA program and the RTS Numbering method setup option is defined as Manual.

Field Description

RTS Number

Enter the RTS number to use.