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RMA Fields

Top Block Fields:

Customer

The customer name. This will automatically be completed.

Customer #

A reference number auto-assigned. See Working with Reference numbers (Ref #).

Owner

Drop down field where the worker processing the refund is selected.

  • The ownership can be re-assigned at any time.
  • The drop down Owner field is a list of Workers that has login permission.

Approval

A field indicating the status of the RMA. Either:

  • Approved
  • Not approved
  • Submitted
  • Rejected

Date

The date will automatically be populated with the current date.

NOTE:
If the date you received the return is not the current date, you should enter the corresponding date.

Ref #

A reference number auto-assigned. See Working with Reference numbers (Ref #).

Status

‘Open’ by default when logged as new.

Currency

Once set, the currency cannot be changed and transactions will only be in the selected currency. See Working with Currencies.

Exchange Rate

The Currency Exchange Rate. See Working with Currencies.

Customer ref

A reference description which would make sense to the Customer.

Payment and Credit Block:

Sub-total

Equals the sub-total of all the items returned.

Tax

Total tax of items returned.

Total

Total amount returned, including tax.

Amount Invoiced

The amount originally invoiced.

Balance

This amount is a total of the customer’s account balance, including the calculations for this return.

Bottom Block – Tab one: Items

Column Item

By clicking on ‘Enter’, you can manually type the description in the next column.

By clicking on ‘Find’, you can search for the item in the database.

Column Description

Either type the description, or the description will show once a search in the previous column has been done.

Column RMA Type

Select RMA Type as follows:

  • None
  • Repair
  • Replace
  • Substitute
  • Credit
  • Return – No Action

None: N/A

Repair: Return items and create Sales Order – RMA will not be marked as FULFILLED until the Sales Order has been created.

Replace: Return items and create Sales Order – RMA will not be marked as FULFILLED until the Sales Order has been created. Customer is given another item in place of the returned item.

Substitute:  Return items and create Sales Order – RMA is marked as FULFILLED as soon as Items are returned. Customer is given another item in place of the returned item.

Credit: You can create a credit note (this replaces the return items step) – RMA is marked as FULFILLED as soon as the Credit Note has been created.

Return, no Action: Item is returned only – RMA is marked as FULFILLED as soon as Items are returned. No credit note or replacement is issued.

Column Qty Received

Cannot be edited

Column Unit Price

Either manually enter the price, or the price will auto-populate then the product has been selected from the database.

Column Qty

Number of items returned.

Column Qty Ordered

Indicates the quantity ordered.

Column Amount

Will automatically compute the cost by multiplying the unit price with the quantity.

Column Tax

Select from the dropdown:

  • None 0%
  • S 20%
  • R 5%
  • E 0%
  • E0 0%
  • ES 15%
  • N 0%
  • Z 0%

Column Tax Amount

Will automatically compute the tax once the previous column selection has been made.

Column Total

The total applicable to that line.

Tab two: Notes

Place to add about the transaction which the whole team can see.

Tab three: Addresses

The Customer’s Bill to Address and Ship to Address.

Tab four: Customer Message

Place to add a message to the Customer.

Tab five: Classification

Classification facilitates greater organisational options.
For example, classifying customer according to country or region. See Working with Classifications