To understand the explanation outlined in this topic,
you should be familiar with a few terms in relation to Return Merchandise
Authorization (RMA) and Return To Vendor (RTV) Orders. On an RMA Order
you can have up to two different line types. One line type is a Return, designated in this instruction
set as RMA-RETURN. An RMA-RETURN is an item that a customer is returning
to the dealer through an RMA. Also on the RMA you can have a Shipping
item, designated in this instruction set as RMA-SHIPPING. This is the
line that you will use to replace or ship a new item to the customer to
replace the returning item.
On RTV orders you can have two different line types.
One line type is a Return, designated
in this instruction set as RTV-RETURN. An RTV-RETURN is the item that
is leaving your inventory and returning to the vendor for either a credit
or replacement. Also on an RTV you can have a Receive
line, designated in this instruction set as RTV-RECEIVE. The RTV-RECEIVE
is the item that you receive from the vendor as a replacement item.
When you link items from an RMA to an RTV, e-automate
uses the following rules:
If you
link the RMA-RETURN to an RTV order, e-automate adds the item to the RTV
as an RTV-RETURN.
If you
link the RMA-SHIPPING to an RTV order, e-automate adds the item to the
RTV as an RTV-RECEIVE.
You do not have to link both RMA-RETURN and RMA-SHIPPING
items to an RTV order, but you can. If you choose to link the RMA-SHIPPING
item on an RMA to an RTV, the RMA-SHIPPING item must be flagged as Backordered.
In order to link an RMA-RETURN to an RTV-RETURN, your
warehouse on the RMA order must be an RTV warehouse, which means your
return code must be capable of receiving into the type of costing you
have assigned to your RTV warehouse. If you cannot select your RTV warehouse
when you have identified a return code on the RMA, you must modify your
return code to allow receiving into your costing type assigned to your
RTV warehouse(s).
For additional information on transaction linking,
see the topic, Linking Backordered Sales or Service Transactions.
Follow
the instructions for Creating
Credit RMA Orders until you have added the items to the RMA.
Note: All items added to a credit-only
RMA order should have Type
set to Credit.
Be
sure that your return warehouse is an RTV warehouse. If necessary,
change the Return code so
you can select an RTV warehouse in the Return
warehouse field.
To
link the RMA-RETURN line to an RTV-RETURN, do the following:
In
the RMA Order window, right-click on the Return
line and select Edit Bins
to open the Edit RMA Order Return Item Bin window.
Click
the RTV Order(s) tab to bring
it forward.
Click
[Add] to open the Link to
RTV Orders window.
In
the Item vendor field, select
the vendor to which you are returning this item.
Note: In the Item
vendor field, e-automate displays the preferred vendor, if
any as well as other vendors from which you may have purchased the
item. If there is no preferred vendor, e-automate displays vendors
configured on the item’s Vendors
tab. If there is no vendor configured on the item’s Vendors
tab you cannot link to an RTV until you use the Edit
Item button to add a vendor to the item’s Vendors
tab.
Do
ONE of the following:
If
you have open RTV orders in which you want to link the RMA-RETURN
item you will see them listed in the Open RTV Orders list. Do the
following:
Select
the RTV to which you want to link this RMA-RETURN item.
In
the Link quantity field, enter
the quantity that you are linking to the selected open RTV.
Click
[Update] to associate the
quantity with the selected RTV Order.
Click
[OK] to save your link settings.
e-automate displays the updated RTV on the RTV
Order(s) tab.
Click
[OK] to return to the RMA
Orders window.
Note: The link icon displays
adjacent to the Return line,
indicating that the Return
line is linked to an RTV order.
If
you do not have any open RTVs in the list of Open RTV orders, do the
following:
Click
[Add New RTV Order] to open
a New RTV Order window for the selected vendor.
In
the New RTV Order window, enter an optional description in the description
field.
In
the Type field, use the Lookup
to select the appropriate RTV type.
Note: If you are only linking
a return, select credit. If you are linking a return and a replacement,
select Replacement or Adv. Replacement.
If
applicable, in the Vendor RMA number
field, enter the RMA number secured from the vendor to which you are
returning the item.
Click
[OK] to create the non-item
RTV and add it to your list of Open RTV orders.
Caution: Important! Do not add items to the RTV during
this step. You will add the items in a subsequent step.
Verify
the RTV to which you want to link the returning item is selected in
the Open RTV orders list.
In
the Link quantity field, verify
the correct quantity is displayed.
Click
[Update] to update the Link Now column for the selected
RTV.
Click
[OK] to save your link settings.
e-automate displays the RTV on the RTV
Order(s) tab.
Click
[OK] to return to the RMA
Order window.
Note: The link icon displays
adjacent to the Return line indicating that the Return line is linked
to an RTV order.
If
you only want to link the RMA-RETURN to the RTV, skip to Step 12.
To also link the RMA-SHIPPING item to the RTV, continue with Step
5.
In
order to link the RMA-SHIPPING item to an RTV, the RMA-SHIPPING item
must be backordered. If the item is already backordered continue to
Step 6; if not, complete the following:
From
the RMA Order window, right-click on the Ship
item and select Edit Bins
to display the Edit RMA Order Ship Item Bin window.
In
the Back ordered field, enter
the backorder quantity.
Note: The backorder quantity
should not be greater than the Quantity field.
Click
[OK] to save your backorder
settings and return to the RMA Order window.
Right-click
on the RMA-SHIPPING item and select Edit
Bins to open the Edit RMA Order Ship Item Bin window.
Click
the Show Purchase/RTV Order(s)
tab to bring it forward.
Click
[Add] to open the Link to
Purchase and RTV Orders window.
From
the list of Open Purchase and RTV, select the RTV to which you want
to link the RMA-SHIPPING item.
Note: You can also link the
backordered RMA-SHIPPING item to a purchase order. You can link directly
to the RTV or a purchase order.
Verify
the Link quantity and click
[Update] to update the Link Now column for the selected
RTV or Purchase order.
Click
[OK] to save your link and
return to the Edit RMA Order Ship Item Bin window.
Note: The RTV is listed on the
Show Purchase/RTV Order(s)
tab.
Click
[OK] to save the RMA links
and return to the RMA Order window.
Note: The link icon displays
adjacent to the Ship row.
Click
[OK] to save the RMA with
the associated links.
Important Reminders:
When processing an RMA that is linked
to an RTV, the order that transactions occur is important.
The RMA-SHIPPING items that are backordered
on the RMA and linked to the RTV cannot be fulfilled until the RTV-RECEIVE
items are received on the RTV. Receiving these items on the RTV releases
the backorder status on the RMA and then the items can be fulfilled.
Note:
If you are not linking the RMA-SHIPPING items to an RTV but pulling
them from your existing stock, they can be fulfilled because they
are not linked to the RTV.
For RMA-RETURN items linked to RTV-RETURNS,
these items cannot be shipped on the RTV until the RMA has been arrived.
Arriving an RMA for linked transactions automatically changes the
status of the RTV, enabling users to ship the RTV-RETURN items.
Note:
While recording the arrival of an item on an RMA changes the status
and enables the linked RTV to ship the item, the item technically
has not been brought into inventory until the RMA-RETURN item has
been fulfilled (credited). When the RMA-RETURN item has been fulfilled
(credited), then the RTV-Return item can be completed.