In Exact Globe Next, you can create or edit Return of Merchant Authorization (RMA) orders under E-Sales Order. RMA orders are created when delivered items are returned by customers.
The creating and modifying RMA orders function consists of the following sections:
A list of options appears if you click in the Requested by, Person, and other fields. From the list, make your selection and click Select.
Note: If you do not want to define all the fields in the RMA order header (skip the RMA order header) such as RMA order date, Your reference, Person, Follow up date, and Warehouse fields, go to System ➔ General ➔ Settings, under Order settings, select the Skip order header check box.
Type or select the ID or name of the debtor who requested for the RMA order. This is mandatory.
Note: The Requested by field is enabled only if the RMA order has not been completed.
Type or select the ID or name of the debtor who returned the delivered items. This is mandatory.
Note: The Delivery (From) field is enabled only after the Requested by debtor is defined.
Type or select the ID or name of the debtor who will be receiving the invoice. By default, the Invoice debtor defined for the requested by debtor at the debtor maintenance (go to Finance ➔ Account receivable ➔ Maintain, select the relevant debtor, and then click Open), under the Financial tab in the Sales order – Invoice section for the Advanced mode or under the Logistics tab in the General section for the Simple mode is displayed. Otherwise, the Requested by debtor is displayed. This is mandatory.
Note: The Invoice to field is enabled only after the Requested by debtor is defined and only if the RMA order has not been completed.
Click this to view or edit the selected debtor’s details. For more information, see Creating and maintaining accounts receivable.
Note: Changes made to the debtor’s details will be reflected at the debtor maintenance (go to Finance ➔ Accounts receivable ➔ Maintain, select the relevant debtor, and then click Open). This icon is enabled only after the RMA order number is defined.
Click this to view the selected debtor’s previous transactions. For more information, see Viewing debtor card.
Note: This icon is enabled only after the RMA order number is defined.
Click this to change the selected debtor’s address. For more information, see Maintaining addresses in sales orders, Return to Merchant Authorization (RMA) orders, service orders, and sales quotations.
Note: This icon is enabled only after the RMA order number is entered.
Type the RMA order number, or press TAB if you want the RMA order number to be by default based on the RMA order number RMA order number defined in the Logistics section, at System ➔ General ➔ Settings, under Numbers settings. Alternatively, you can select the RMA order number to retrieve existing RMA orders. This is mandatory.
Note: The RMA order number field cannot be edited once the RMA order number has been defined.
Type or select the date the RMA order is created. By default, the current date is displayed.
Note: The RMA order date field is enabled only after RMA order number has been defined.
Click this to define and view details for the RMA order such as notes, RMA order data, and others. For more information, see Return to Merchant Authorization (RMA) order conditions.
Note: This button is enabled only after RMA order number has been defined.
Type the debtor’s reference number. By default, the RMA order number is displayed if the Skip order header check box in System ➔ General settings ➔ Settings, under Order settings in the Entry section is selected. This is mandatory.
Note: This field is enabled only after RMA order number has been defined.
Type or select the full name of the person who is in charge of the RMA order. By default, the Representative defined for the requested by debtor at the debtor maintenance (go to Finance ➔ Account receivable ➔ Maintain, select the relevant debtor, and then click Open), under the Marketing tab in the Miscellaneous section for Advanced mode or under the Logistics tab in the General section for Simple mode is displayed. Otherwise, the employee who logs in to Exact Globe Next is displayed. This is mandatory.
Type or select the follow up date of the RMA order. By default, the current date is displayed.
Type a description for the RMA order.
Type or select the warehouse code for the RMA order. By default, the warehouse code is displayed based on the Default warehouse defined at System ➔ General settings ➔ Settings, under Order settings in the Entry section. This is mandatory.
Note: This field is enabled only after RMA order number has been defined, and is available only if you have E-Warehouse management in your license.
Type or select the item(s) returned by the debtor and fill in the necessary information under the respective columns when entering the order lines. A list of options appears if you press F2 in the Item column, Pricelist column, and other columns. From the list, make your selection and click Select.
Note: It is possible that not all the columns in the example are displayed. You can add or remove columns as required by clicking Columns. For more information, see Defining Return to Merchant Authorization (RMA) order columns. However, this icon is enabled only if you have selected a RMA order line.
Type or select the item code to be returned. Press F2 to select items from the list of items created at Order ➔ Items ➔ Maintain. The Items screen will then be displayed. For more information, see Selecting items in sales orders, Return to Merchant Authorization (RMA) orders, service orders, and sales quotations. Press F4 to display items that have been delivered to the debtor in the past or for sales order that have been entered. Select a line to include it in the RMA order.
Select this check box if the debtor will return the item to the warehouse. By default, this check box is selected.
Select this check box to generate a credit note for the selected item. By default, this check box is selected.
Note: If the debtor wants to return the item(s) and wants his/her account to be credited for the return of the item(s), select the To be received check box and Credit note check box. If the debtor wants his/her account to be credited for the item(s) and you do not want the item(s) to be returned, deselect the To be received check box and select the Credit note check box. If the debtor wants the item(s) to be replaced whereby the debtor ships the item(s) to you and you ship the replacement item(s) to the debtor by creating a new sales order from the RMA order, select the To be received check box and deselect the Credit note check box. Otherwise, if the debtor returns the item(s), you credit the debtor’s account, and different item(s) are shipped and billed to the debtor, select the To be received and Credit note check box, and create a new sales order from the RMA order.
Type or select the reason code for returning the selected item. This is mandatory.
Note: You can create reason codes at System ➔ Logistics ➔ Reason codes.
For more information on other columns such as Description, Pricelist, and other columns, see Defining Return to Merchant Authorization (RMA) order columns.
The RMA order process flow displays the statuses of the RMA orders by displaying the date the process was completed and a green check mark. The RMA order process flow also allows you to process the RMA orders by clicking on the processes. For example, if you want to authorize the RMA order, click Authorize.
Click this to view all the RMA orders that were requested by the selected debtor.
Click this to change the authorization status of the selected RMA order. You can also authorize the RMA order at Order ➔ Entries ➔ Authorize. For more information, see Authorizing sales orders and Return to Merchant Authorization (RMA) orders.
Note: This process is available only if you have selected the RMA order check box at System ➔ General ➔ Settings, under Order settings in the Authorize section.
Click this to process the returns of the item(s) in the RMA order. For more information, see Processing of returned items for Return to Merchant Authorization (RMA) orders.
Note: The items in the RMA order can be returned only if you have selected the To be received check box (at the RMA order lines) for the items.
Click this to print the invoice. For more information, see Printing credit note for Return to Merchant Authorization (RMA) orders.
Click this to view all the credit notes that were generated for the selected debtor.
Click this to create a sales order for the selected debtor.
Click this to view the total gross, discount, net, cost price, margin amount, and markup percentage of the RMA order.
Click this to view the total tax amount of the RMA order.
Click this to define discounts or extra charges for the RMA order. For more information, see Calculating discount or extra charges for sales orders, Return to Merchant Authorization (RMA) orders, service orders, and sales quotations.
Click this to view and/or edit the RMA order conditions. For more information, see Return to Merchant Authorization (RMA) order conditions.
Click this to type a new note or to view the notes that are recorded for the RMA order. For more information, see Creating and maintaining notes.
Click this to attach a new document or to view the documents that are attached to the RMA order. For more information, see Overview of attached documents.
Click this to view the RMA order details by Item or Fulfillment date.
Click this to view the activities created for the selected RMA order. For more information, see Viewing activities in sales orders, Return to Merchant Authorization (RMA) orders, service orders, and sales quotations.
Click this to view the linked phantom items for the RMA order. This phantom item is used for environmental tax and the amount will not affect the total amount of the RMA order.
Note: This button is enabled only if you have selected the Apply: Linked charges check box in the RMA orders screen (click Conditions button at the RMA order header), under the RMA order data section.
Click this to create a RMA order.
Click this to exit.