Creating RMAs (returns)

Introduction: What is an RMA?

RMA stands for "Return Merchandise Authorization". This means you request permission from the supplier to return or discard a product. For example, if a product is damaged or not good enough.

Note: This guide is about creating new RMAs. Want to modify an existing RMA? Then use the guide "Modifying existing RMAs".

Why should you use RMAs?

With RMAs you can:

• Properly handle bad or damaged products
• Request permission from the supplier before discarding something
• Track which products were not good
• Book products back into your stock or resell to another customer
• Keep an overview of what went wrong

How do you create an RMA?

Step 1: Setting up the system (do this once)

Before you can use RMAs, you need to set it up first:

1. Go to "Admin"
2. Click on "(System) Configuration"
3. Click on "RMA"
4. Fill in your "RMA write-off debtor" (this is a special customer where you book bad products to)
   • By default, a debtor "Discard" has been created that you can use for this
5. Choose for how many days you allow RMAs (e.g., only products from the last 14 days may be returned)
6. Click on "Apply"

Step 2: Creating RMA reasons

Now you need to indicate why products can be returned:

1. Create reasons such as:
   • Poor quality
   • Not delivered
   • Or other reasons that occur at your company
2. Don't forget to describe each reason
3. Click on "Save"

Step 3: Creating an RMA

Once everything is set up, you can start using RMAs:

1. Open the "Orders" tile
2. Choose the customer for whom the RMA is intended
3. Choose the date
4. Click on "Orders"
5. Click on "More..." at the top
6. Click on "Create RMA"
7. You now see all products that were ordered within the RMA period (e.g., everything from the last 14 days)

Step 4: Selecting products and filling in the reason

1. Choose the product or products that need to be returned
2. Adjust the quantity and price if necessary
3. Fill in the reason why the product needs to be returned

Step 5: Choose what should happen with the products

You have three choices at the top:

Option 1: Write off

• Use this option if you're discarding the products
• The products are booked to the "RMA write-off debtor" (e.g., "Discard")

Option 2: Debtor

• Use this option if you have another customer who might want to buy the products
• You can then choose another customer

Option 3: Stock

• Use this option if the products are still good enough
• The products are booked back into your stock and you can sell them again

Step 6: Finding and checking RMAs

Want to review an RMA later?

1. Open the "Distribution" tile
2. Choose the date of the RMA
3. Click on "Distribution"
4. Click on "Per debtor"
5. Here you see the RMAs as a negative distribution (with a minus sign in front)