Modifying Existing RMAs

Introduction: What Does Modifying an RMA Mean?

Sometimes you've created an RMA (Return Merchandise Authorization), but there's an error in it. For example: you accidentally entered 50 units instead of 30. You want to correct this, but it's not as simple as with a regular order. There's a special way to do this properly without messing up your stock.

Note: This guide is about modifying existing RMAs. If you want to create a new RMA, use the "Create RMA" guide.

Why Is It Difficult to Modify RMAs?

RMAs can't simply be modified because:

• Each RMA automatically creates a distribution to a waste debtor in the background
• If you just change things, your stock will no longer be correct
• The system needs to track exactly what has been discarded or returned
• You want to prevent products that should be discarded from accidentally being sold

Example: You create an RMA for 100 roses that are damaged. The system books these 100 roses to "Waste." If you simply change this to 50, the other 50 roses return to stock and could accidentally be sold (even though they're damaged!).

How Does an RMA Work in the System?

Important to know: When you create an RMA and click "Write Off," this is what happens:

• The system creates a distribution to a waste debtor
• For example: 100 units RMA = 100 units distributed to "Waste"
• This means the 100 units have been removed from your regular stock

How Do You Modify an RMA?

Situation 1: You Want to Increase the Quantity (Discard More)

Example: You created an RMA for 50 damaged roses, but there are actually 70.

The correct way:

1. Create a new RMA for the additional quantities (in this case 20 extra units)
2. Process the new RMA the same way as the first one
3. Done! The stock is correct again

Why this way?

• If you simply increase the quantity in the distribution, the products return to your stock
• Then a salesperson or webshop could accidentally sell them (even though they're damaged!)
• By creating a new RMA, everything stays correctly registered

Situation 2: You Want to Decrease the Quantity (Discard Less)

Example: You created an RMA for 100 damaged roses, but there are actually only 70. You want to return 30 roses to stock.

What can happen if you just change it:

• You get an error message and it doesn't work
• Or: it works, but the wrong stock is removed from your inventory

The correct way:

Step 1: Go to the Waste Debtor

1. Go to the "Distribution" tile
2. Go to the RMA waste debtor (this is the special customer where all discarded products go)
3. Select the order day on which the RMA was created

Step 2: Remove the Product from the Distribution

1. Find the product you want to adjust
2. Remove the product from the distributions
3. The product is now back in your stock (all 100 units are available again)

Step 3: Adjust the Distribution

1. Now change the distribution to the correct quantity (in this example 70 units)
2. The other 30 units remain in your stock (because they weren't damaged)

Step 4: Redistribute Products to Waste

1. Distribute the 70 units that are damaged back to the waste debtor
2. Done! Your stock is correct again

Practical Examples

Example 1: Increasing the Quantity

• Situation: RMA for 50 damaged tulips, but there are actually 80
• Solution: Create a new RMA for 30 extra tulips
• Result: A total of 80 tulips are now correctly written off

Example 2: Decreasing the Quantity

• Situation: RMA for 200 damaged roses, but there are only 150
• Solution:
  1. Go to the waste debtor and remove the 200 roses from the distribution
  2. Redistribute 150 roses to waste
  3. The other 50 roses remain in stock
• Result: 150 roses written off, 50 roses back in stock

Example 3: Wrong Product

• Situation: RMA for roses, but it should have been tulips
• Solution:
  1. Remove the roses from the waste distribution
  2. Roses are back in stock
  3. Create a new RMA for tulips
• Result: Roses available again, tulips correctly written off

Why Is This Method Important?

If you do it the right way:

• Your stock is always correct
• Damaged products won't accidentally be sold to customers
• Your administration stays clean and reliable
• You save time in the long run
• You prevent confusion in sales and purchasing

If you do it the wrong way:

• Your stock no longer matches reality
• Damaged products could accidentally be sold to customers
• Customers receive poor quality products
• Your administration becomes a mess
• You'll have to spend a lot of time later fixing stock problems

Summary

Modifying RMAs is done in a special way to keep your stock correct:

• Increasing the quantity: Create a new RMA for the additional quantities (don't just change it in the distribution!)
• Decreasing the quantity: First remove the product from the waste distribution, then redistribute with the correct quantity; the rest stays in stock
• Why so complicated? Because the system needs to prevent damaged products from accidentally being sold, and to keep your stock correct at all times