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Creating RMA Order Types

You use Return Merchandise Authorization (RMA) order types as a way of classifying and sorting your RMA orders. In addition to classification, you can configure an RMA order type to prevent the fulfillment of an RMA order. This feature is valuable when you have, for example, an RMA order that you want to typify as an order that cannot be automatically or accidentally fulfilled. You can prevent the accidental fulfillment of this order by prohibiting fulfillment of this type of order. In order to fulfill orders classified this way you would simply re-type the order as another fulfill able type.

RMA Orders have an additional category field that controls items as they are added to RMA orders. There are four different default categories in e-automate. These default categories are Credit, Replacement, Advance Replacement, and Repair.

Credit: RMAs are used when a customer is returning an item to you for credit. When your order is typed as a credit and you add an item to the RMA, e-automate adds each line independently along with its associated quantity and identifies the line type as a return.

Replacement: RMAs are used when a customer want to send an item back to you for a replacement item. When your order is typed as a Replacement order and you add an item to the RMA order, e-automate adds two rows to the RMA order at the designated quantity and assigns one row to be a Return type and the second row to be a Ship type. The Return type row is automatically designated as a negative quantity for an item to return to inventory and the Ship line is for an item to leave inventory.

Advance Replacement: RMA are used when you are receiving an item from a customer and you want to send a replacement to the customer prior to receiving the presumed defective or incorrect item. When your order is typed as an Advanced Replacement order and you add an item to the RMA order, e-automate adds two rows to the RMA order at the designated quantity and assigns one row to be a Return type and the second row to be a Ship type. The Return type row is automatically designated as a negative quantity for an item to return to inventory and the Ship line is for an item to leave inventory. The difference between a Replacement RMA and an Advance Replacement RMA is the assumed order in which the transactions occur. When using a Replacement, you receive the defective or wrong item before you provide the replacement item; with an Advance Replacement, you provide the replacement item to the customer before you receive the defective or wrong item. While this description implies the actual providing of the item before your receive the defective item from the customer, e-automate does not enforce this order.

Repair: RMAs are used to track inventory movement for items that may leave your inventory for repair and items that may come into inventory for repair. When an RMA order is typed as a repair and an inventory item is added to an order in e-automate, e-automate adds two lines at the identified quantity. One row is designated as a Return row with an associated negative quantity and one row is designated as a Ship row with an appropriate quantity. e-automate does not enforce the order of fulfillment for Ship rows and Return rows.

As long as your order types can be classified using one of these basic RMA categories, you can create as many uniquely named RMA order types as you deem operationally necessary.

Getting to the TransactionGetting to the Transaction

From the Tools menu, select Lists and Codes to open the Lists and Codes window.

In the Select a list or code type field, use the drop-down menu to select RMA order types.

Click [New] to open the New RMA Order Type window.

Basic InformationBasic Information

Complete the following fields as appropriate:

Order type: Brief code designating the type of RMA order.

Description: Brief description of the RMA order type. The description field displays in e-automate after the sales order type is selected.

Category: Category of RMA order type. Replacement, Adv replacement, Credit and Repair.

Fulfill sales order – uncheck for demo types, rental types, etc.: When checked, this sales order type is allowed to be fulfilled by users with appropriate permissions. When unchecked, e-automate prevents the fulfilling of this type of RMA order.

Completing the TransactionCompleting the Transaction

Verify the Active checkbox is selected.

Click [OK] to save the RMA order type.