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Linking RMA Orders to RTV Orders

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.

Backorder Linking (RMA to RTV)Backorder Linking (RMA to RTV)

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.

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.