Customer Returns/Sales Credit Memos
You use the customer return function when a customer returns inventory items to you and you want to bring the items back into your inventory, then issue a credit to the customer. When creating the customer return, e-automate creates a credit memo that you can apply to other open invoices or debit memos. The customer return (sales credit memo) is immediately posted to your general ledger, the inventory is immediately brought into stock, and the customer’s account is affected instantly.
While a customer return is an option for processing a return, you can also use the RMA order to process a customer return if you need additional time between recording the expected return and actually crediting the customer. The RMA order allows you additional functionality for linking your RMA to an RTV in the event you decide to return an item received from the customer to the originating vendor.
The RMA process allows you time between when you create the RMA in e-automate and when you record the actual physical arrival of the item at your warehouse location. In addition to recording the arrival, the RMA process also provides you the opportunity to inspect the item once it has arrived before you create the credit (fulfillment) of the RMA. For more information, see the Creating Credit RMA Orders topic.
Getting to the TransactionGetting to the Transaction
From the Sales menu, select Customer returns… to open the New credit memo window.
Basic InformationBasic Information
Complete the following fields as appropriate:
Customer: Customer for whom you are creating this credit memo.
Description: Brief description of the credit memo.
Sales rep: Person responsible for accepting the return from the customer.
PO number: Number of the purchase order associated with this sale.
Ordered by: Person at the customer responsible for this credit.
Branch: Branch number assigned to the customer selected. Only available if branching is enabled.
Type: Select Credit Memo. This is automatically selected for you when you enter the credit memo from the Sales menu.
Number: Identification number of this credit memo.
Date: Date the credit memo is being created.
Due by: Date the credit memo is expected to be used.
Warehouse: The warehouse where you want the returned items to be stored. This field value is contingent on the return code selected.
Department: When a department is entered here, it overrides the departments specified on the sales code associated with each item.
Apply to: Number of the open invoice to which you want to apply this credit, if any. When selected, e-automate displays the items on the selected invoice and asks if you want to add them to the credit memo.
Return code: Return code to be associated with all items added to this credit memo. You can identify a return code here and e-automate will associate the identified return code with each item added to the credit memo. If you do not associate a return code in this field, e-automate will ask you for a return code as you add items. This allows you to have multiple items on a credit memo with multiple return codes.
To add an item to the credit memo, do the following:
In the Item field, use the lookup icon to select the item.
In the Quantity field, enter the quantity being returned.
Click [QuickAdd] to add the item to the list.
If you did not enter a return code in the Return code field, do the following:
The Edit Invoice Item Bin window displays, requesting a return code. If the Return code field displays, use the lookup to select an appropriate return code.
If the stock type is not correct, in the Stock type field, use the lookup to select a stock type.
Verify the Warehouse and Bin fields are correct, or make changes as necessary.
Click [OK] to save the return item settings.
If the inventory item being returned is a serialized item, e-automate displays the Edit Sales Invoice Memo Item window. Do one of the following:
If the serial number has never been in e-automate, in the Serial Number field, enter the serial number.
If the serial number has been in e-automate in the past, do the following:
Check the Returning to stock checkbox.
In the Serial number field, use the lookup to select the appropriate serial number for the returning item.
Verify the settings in the Edit Sales Invoice Item window, and change as necessary.
Click [OK] to save the serial number and settings.
To override the cost of the item being received, do the following:
Right-click on the item for which you want to change the cost and select Edit Bins.
On the Return information tab, locate and check the Override cost checkbox.
In the Return cost field, enter the cost.
To add notes to this item, click the Notes tab and enter appropriate notes.
Click [OK] to save your cost and notes, if any.
Repeat Steps a through f to add more items to the credit memo.
To make a change to the item information, do the following:
Double-click on the item to be changed to open the Edit Sales Invoice Item window.
Complete the following fields as appropriate.
Serial number: Serial number located on the item, if applicable.
Description: Description of the item being added to the credit memo.
Invoice quantity: Quantity of the item listed on the sales invoice.
Price: Amount the customer will receive as credit for this return at the unit of measure quantity.
Item discount: Percentage of cost discount, if any.
Unit of measure: Classification of the possible quantities that can be invoiced such as each or box.
Equipment: Equipment number associated with the credit memo.
Contract: Contract on which the equipment is included, if any.
Department: Department to which the credited item is to be applied.
Tax as: Tax code to be applied to the crediting item.
To change the warehouse and bin settings do the following:
In the Warehouse / Bin Quantity region, select the warehouse row.
In the Warehouse field, use the Lookup icon to select the appropriate warehouse.
In the Bin field, use the Lookup icon to select the appropriate bin.
Click [Update] to change the warehouse and bin to your designated warehouse and bin.
Click [OK] to save the updated information and return to the New Credit Memo window.
Billing TabBilling Tab
Click the Billing tab to bring it forward with the customer's address in the Bill to field. If you want a different customer as the bill to customer, use the lookup to select the desire customer.
Complete the following fields as appropriate:
Terms: Customer's payment and discount terms. Not applicable on a credit.
Terms discount: Percentage discount available if payment is made by discount date. Not applicable on a credit.
Discount date: Date by which payment is due in order to get the discount, if applicable. Not applicable on a credit.
If the charge method is On Account, proceed to the Shipping Tab section of this topic. If you want to change the charge method to Credit Card/ACH on this transaction, do the following:
In the Charge method field, use the lookup to select Credit Card/ACH.
Check the Auth on OK checkbox to pre-authorize the amount to be charged to the credit card or ACH account.
If you want to process this order using a one-time payment, select Single use account. The credit card information will be used for this transaction only and will not be stored. When all the information on each tab is complete and you click [OK] on the New Credit Memo window, the Add Charge Account window displays. This is where you will enter the credit card or ACH account information. See the "Completing the Transaction" below. Proceed to Step 4.
warning icon displays to the right of the Single use account
field. The warning indicates, "Single use account transactions
do not qualify for Level 3 processing." To maintain PCI compliance,
it is not possible to process the detail necessary to qualify for
the Level 3 discount using a business or government purchase card
that is not stored in the NET1 Payment Solutions credit card vault.
For more information regarding Level 3 processing, see the Configuring Credit Card Processing
Settings topic.To select an existing account or enter a new account, click the Use existing account radio button to make the Charge account field available.
If you want to select a saved charge account, use the lookup in the Charge account field to select an account on file, or click the drop-down arrow icon and select New to open the Add Charge Account window.
If you are entering a new account, do the following:
In the Name on account field, enter the name of the person imprinted on the credit card.
In the Address, field, enter the billing address for the credit card.
In the City field, enter the billing city for the credit card.
In the State field, enter the billing state or province for the credit card.
In the Zip field, enter the billing zip or postal code for the credit card.
In the Phone field, enter the phone number for the credit card.
In the Remarks field, enter any notes for this credit card.
To add a charge account, do ONE of the following:
To add a new credit card account, select the Credit Card button, and then click [Add account to vault] to open the NET1 Payment Solutions window.
Card Number: Enter the new credit card number to be charged.
Expiration: Enter the new expiration date of the credit card to be charged.
Click [Submit] to save the new account, or [Cancel Transaction] to close and not save the new credit card information.
To add a new ACH account, select the ACH button, and then click [Add account to vault] to open the Add Account window.
Account number: The bank's account number to add to this invoice.
Routing number: The bank's routing number to add to this invoice
Checking/Savings: Select which account type, either checking or savings.
Click [OK] to save the new account information, or [Cancel] to close the Add Account window.
Shipping TabShipping Tab
Click the Shipping tab to bring it forward. The default ship to customer displays in the Ship to list region.
To add another ship to customer, do the following:
In the Ship to customer field, use the lookup to select the desired customer.
Click [QuickAdd]. The customer is added to the Ship to region.
If you want to edit any of the Ship to customer information, do the following:
Click [Edit] to open the Ship to window.
Complete the following fields as appropriate:
Ship to identifier: Number assigned to the ship to customer.
Customer: Customer from whom the item will be received.
Attn: Specific person to whom the shipments for this ship to customer are sent.
Address: Ship to customer address.
City: Ship to customer city.
State: Ship to customer state.
Zip: Ship to customer zip code.
Country: Ship to customer country.
Branch: Branch associated with the customer.
Ship method: How the customer should return the item(s) to you.
Tax code: Tax code under which the credit will be taxed.
QuickTax: Use the drop-down menu to select the tax code assigned to the customer, bill-to customer, or ship-to customer.
Taxable: When checked, e-automate calculates appropriate tax for the credit memo. When unchecked, the Exempt code field becomes active.
Exempt code: Use the lookup to select the appropriate exempt code, if applicable.
Freight: Dollar amount of the predicted freight charges.
Default ship to: When checked, this customer becomes the default ship to customer.
Update customer profile with this address: When checked, the edited information is saved on the customer record.
Click [OK] to save the ship to customer information.
Miscellaneous TabMiscellaneous Tab
Click the Miscellaneous tab to bring it forward.
Complete the following fields as appropriate:
Accounts receivable: Account to which the amount of the credit will be applied.
Freight charge: Account to which the freight charges will be applied.
Freight department: Department associated with the freight credit, if any.
Invoice discount: Account to which the invoice discount will be applied.
Discount department: Department associated with the discount, if any.
Job: Number of the job associated with the credit memo, if any.
User defined field 1 or 2: If you labeled the User Defined fields in Sales Options, they are displayed here. Populate as necessary.
To select a category for the credit memo, do the following:
In the Category field, use the Lookup icon to select the category.
Click [QuickAdd] to add the category to the list.
To add a sales rep other than the one listed in the customer profile, do the following:
In the Alternate Sales Rep field, use the lookup to select the alternate sales rep.
Click [QuickAdd] to add the alternate sales rep to the list.
Remarks TabRemarks Tab
Click the Remarks tab to bring it forward.
Enter any remarks you want to print on the customer return/credit memo.
Completing the TransactionCompleting the Transaction
Click [OK] to save the information for the credit memo.
If you checked Auth on OK and Use existing account on the Billing tab, the Pre-authorize Charge window displays. Do the following:
In the Pre-authorization amount field, verify the amount to pre-authorize or override the amount if necessary.
Click [OK].
If the authorization is successful, the system displays the message, "Authorization was successful." Click [OK] to acknowledge the message.
If you checked Auth on OK and Single use account on the Billing tab, the system displays the Single Use Charge Account window.
warning icon displays to the right of the Single use account
field. The warning indicates, "Single use account transactions
do not qualify for Level 3 processing." To maintain PCI compliance,
it is not possible to process the detail necessary to qualify for
the Level 3 discount using a business or government purchase card
that is not stored in the NET1 Payment Solutions credit card vault.
For more information regarding Level 3 processing, see the Configuring Credit Card Processing
Settings
topic.Complete the following fields as appropriate:
Name on account: Enter the name of the person imprinted on the credit card.
Address: Enter the billing address for the credit card.
City: Enter the billing city for the credit card.
State: Enter the billing state or province for the credit card.
Zip: Enter the billing zip or postal code for the credit card.
Phone: Enter the phone number for the credit card.
Pre-authorization amount: Confirm the amount to be credited, or edit if needed.
To authorize a charge, do ONE of the following:
To authorize a credit card charge, do the following:
Select the Credit Card button.
Click [Authorize] to open the NET1 Payment Solutions window.
Card Number: Enter the new credit card number to be charged.
Expiration: Use the drop-down menu to select the expiration date of the credit card to be charged.
CVV: Enter the three digit security code found on the back of the credit card.
Click [Swipe Card] to charge the card, or [Cancel] to close the window and not charge the credit card.
Once the Swipe Card process has completed, click [Next] to view the billing information.
Click [Submit]. The system displays the transaction detail.
Click the [Close] button in the bottom right corner of the window to return to e-automate.
To authorize an ACH charge, do the following:
Select the ACH button.
Click [Authorize] to open the Add Account window.
Account number: The bank’s account number to add to this invoice.
Routing number: The bank’s routing number to add to this invoice
Checking/Savings: Select which account type, either checking or savings.
Click [OK] to save the ACH account information.
Click [OK] to save the transaction.
Non-supported ReleaseNon-supported Release
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