Activant Prophet 21

RMA Processing and Inventory Returns

This class is designed for…

Employees who take customer returnsEmployees who enter inventory returns

Objectives for RMAs

Enter an RMA in the RMA Entry windowConfirm an RMA in the RMA Entry or the RMA Receipts windowIssue cash or credit to your customerCreate an Inventory Return from RMA windowsReceive an RMA without invoicing

Objectives for Inventory Returns

Enter Inventory Return linked to POPrint Inventory Return Pick TicketConfirm an Inventory ReturnAdd freight and restocking feesPrint Inventory Return Packing ListCreate Inventory Return from over receipt of material

This course will NOT cover…

Entering an orderEntering a PO

RMA Entry

Order Processing / Transaction / RMAs

RMA Process

One Step RMAEnter RMA in RMA EntryCreate invoice from Front Counter tab

Two Step RMA Enter RMA in RMA Entry, give number to customerReceive material in RMA Receipts window and create invoice

RMA Entry

Step 1Step 2

Expiration Date

Open RMA Rpt limited by expiration date

RMA Line Link

Ensure returned items were bought from you

RMA Line Link

Step 3

OR

RMA Line Link

RMA Line Link

RMA Entry

Enter or adjust Return Quantity and Unit PriceStep 4 Step 5

RMA Line Link

RMA Line Link

Reducing Usage

Check Reduce Usage for RMA to have usage decreased for returned material

Additional Line Items

Step 1

Step 2

Step 3 Step 4 Step 5

Hit <Enter> a few times to access new lineSave icon or File/Save

AppShare

Begin One Step RMA in RMA EntryDemonstrate linking a line item to an invoice

1. RMB click on the line item and choose link to this RMA line in RMA Entry

2. Go to Sales History tab and RMB click on the line to link

3. Click OK or Yes to the prompt to link line item and then use RMB to link invoice line to RMA line while in the Sales History tab

4. 2 or 3

To link an RMA line item to the invoice line _______.

Returned Inventory

Returned inventory can go to the following places:

Back to stockAdjusted out of inventoryBack to the supplier

Returned Inventory

RMB click and choose Display Open Values

Returned Inventory – to Stock

Quantity to StockEnter Qty ReceivedEnter Qty to StockThis is default if nothing is specified

Returned Inventory – to Adjust

Quantity to AdjustEnter Qty ReceivedEnter Qty to Stock, if anyEnter Qty to Adjust

Returned Inventory – to Adjust

Adjustment tab to enter Reason for adjustmentSystem will not allow transaction to be saved without a reason for the adjustment

Default Adjustment Reason

Default RMA adjustment reason in Company MaintenanceOrder taker can still edit on Adjustment tab

Returned Inventory – to Supplier

Quantity to SupplierEnter Qty ReceivedEnter Qty to SupplierAfter save, walk through Inventory Return

Wizard

Returned Inventory – to Supplier

Enter Buyer IDEnter Notes for item, if necessaryClick Next button

Returned Inventory – to Supplier

Take note of Return NumberEnter RMA Number for supplier, if neededPrint, Fax or Email inventory return

Returned Inventory – to Supplier

Restocking Fee

Create Restocking FeeOther charge item

Enter Restocking Fee on RMAEnter price as negative amountAppears in totals area on invoice as a positive amount being subtracted from the credit due to customer

Restocking Fee

Restocking Fee

Remittances Tab

Enter RMA TypeChoose Return Balance, if refunding full amountSystem setting to have invoice created and printed

Remittance System Setting

Front Counter Tab

Create and print credit memo from Front Counter tabIf not invoicing, send acknowledgement form

Front Counter Tab

Front Counter RMA checkedUnlinked line items use tax jurisdiction of return

sales locationLinked line items use tax from invoice

Serials, Lots, Bins and Tags

If your item tracks serial numbers, lots, bins or uses tags, you will be prompted for this information upon saving transaction

AppShare

Complete One Step RMADecide where inventory should go

To StockTo be AdjustedTo Supplier

Enter restocking feeGive cash refundCreate and print credit memo

1. True2. False

In RMA Entry, you must RMB click, choose Display Open Values and determine where returned material should go.

1. True2. False

Enter the Restocking Fee as a negative amount in RMA Entry.

RMA Two Step Process

Enter RMA in RMA EntryEnter line itemsLink invoice linesRestocking feePrint RMA Acknowledgement, if needed

Confirm received material in RMA ReceiptsDetermine where material will goRefund freightPrint credit memo or give refund

RMA Receipts

After material is received from customer, process RMA in RMA Receipts

RMA Receipts

Step 1

Enter Source Location ID

RMA Receipts

Step 2

Enter or browse for RMA order number

RMA Receipts

Step 4

Step 3

Verify received quantityPrint, fax or email credit memo at save

RMA Receipts – Adjust out of Stock

RMA Receipts – Return to Supplier

RMA Receipts - Freight

RMA Receipts - Freight

RMA Receipts - Freight

RMA Receipts - Remittances

Enter RMA TypeChoose Return Balance, if refunding full amountChoose Print checkbox on Receipt tab

RMA Receipts - Remittances

AppShare

Create RMA in RMA Entry and process in RMA Receipts

Determine where material should goRefund for outgoing freightGive cash refund Print credit memo

1. True2. False

Outgoing freight is added to the return balance and incoming freight is subtracted from the return balance

Receiving without invoicing

RMA Entry for item to be inspectedEnter customer, items and return quantitiesLink to invoices, if appropriateRMB click by Items to display open valuesEnter Qty Received and SaveRMA Receipts to finish return

Receiving without Invoicing

Enter item, Return Qty and Qty ReceivedDon’t enter Qty to Stock, Qty to Adjust or Qty to Supplier

Receiving without Invoicing

Receiving without Invoicing

Receiving without Invoicing

Determine where material should goRefund customer or create credit on account

Receiving without invoicing

RMA ReceiptsEnter RMA numberMake sure confirm checkbox is uncheckedVerify qty received and save

Once material has passed inspectionGo to RMA ReceiptsCall up RMA by Receipt NumberCheck confirm checkboxSave to create credit invoice

Receiving without Invoicing

Uncheck the Confirm checkbox, verify Qty Received and zero out Qty to Stock

Receiving without Invoicing

Pull up RMA by Receipt Number, verify confirm checkbox, determine where material should go, then hit Save icon

Receiving without Invoicing

Return to SupplierEnter qty to supplier in RMA Entry or RMA Receipts

Make sure uncheck confirm checkbox in RMA Receipts

Inventory Return Wizard launches from either RMA Entry or RMA ReceiptsOnce credit is given by supplier, finish by going to RMA Receipts, confirm checkbox and print invoicePrice edits done in RMA Entry before finishing in RMA Receipts

AppShare

Receive material without invoicing waiting upon approval from supplier

1. Enter Qty Received, uncheck Confirm checkbox and save

2. Enter the RMA Number, zero out Qty to Stock and save

3. Enter RMA Number, uncheck Confirm checkbox, zero out Qty to Stock and save

4. 1 and 3

To receive material without invoicing in RMA Receipts, ___.

Open RMA Report

Order Processing / Reports / Open RMA

Open RMA Report

Open RMA Report

AppShare

Demonstrate the Open RMA Report

Inventory Returns

Overview of Inventory Returns

Enter Inventory Return

Confirm Return

Print Return Pick Ticket

Print Return Packing List

Creating Inventory Returns

Inventory Return Wizard

Over-receipt of Special or Non-stock Item on PO

Inventory Return Wizard

Receive Material Against RMA -indicate Return to Supplier

Purchasing/Transaction/Inventory Returns

Enter Inventory Return Manually

System Settings

Inventory Return Pricing Method: determines default price if return not associated with PO

Multiplier = Source Price X Multiplier

System Settings

Purchase Pricing: system uses purchase pricing for supplier to price inventory return

System Settings

Default Actions: Place in stock, Allocate to customer order, Return to Supplier

System Settings

Checked: contact must be associated with supplier

Checked if supplier requires RMA number when returning goods to them

Supplier Maintenance

Inventory Return Linked to PO

Step 1

Purchasing / Transaction / Inventory Return EntryEnter linked PO in PO Reference Number field

Inventory Return Linked to PO

Step 2

Enter a Qty to Return, but not more than Qty Available

Inventory Return Linked to PO

Step 3 Step 4

Enter Authorization Number, if requiredChoose to print, fax or email Pick TicketSave

Inventory Return NOT Linked to PO

Step 1

Step 2

Step 3

Enter Return Location IDEnter Vendor, Supplier and Division IDsEnter Buyer

Inventory Return NOT Linked to PO

Step 6

Step 5

Step 4

Enter Authorization Number, if neededEnter Item IDEnter Return Quantity

Inventory Return NOT Linked to PO

Step 7

Choose to print, fax or email a Pick Ticket<Enter> to put a second line on ReturnSave

Print Inventory Return Pick Tickets

Step 1

Purchasing/Reports/Inventory Returns Pick TicketEnter Location ID and additional criteria, if neededChoose printer or File/PrintTo reprint, check Reprint Returns checkbox

Inventory Return Pick Ticket

AppShare

Demonstrate entering a manual Inventory Return linked to a PO and print an Inventory Return Pick Ticket.Demonstrate entering a manual Inventory Return NOT linked to a PO.Use Reports option to print out Inventory Return Pick Ticket from unlinked Inventory Return.

1. True2. False

In order to link a PO to an Inventory Return, you must enter the PO in the PO Reference Number field

Inventory Return Shipping

Enter Inventory Return

Confirm Return

Print Return Pick Ticket

Print Return Packing List

Inventory Return Shipping

Inventory / Transaction / Inventory Return Shipping

Inventory Return Shipping

Enter or browse for Return NumberChoose to print, fax or email a Packing ListIf no changes are needed, click Save icon

Overshipment

Enter the additional quantity in the Quantity Shipped fieldAdditional line items must be added in Inventory Return Entry first

Undershipment

Enter shipped amount in Quantity Shipped fieldPrompted with Return to Stock question

Yes, puts quantity not shipped into stockNo, must go to Undership tab

Undershipment

Enter Reason for UndershipmentCan choose Return to stock checkbox, if necessary

Packing List

Packing List

Purchasing / Reports / Inventory Returns Packing List

Restocking Fee / Freight Charge

Restocking fee subtracted from amount vendor owes you

Restocking Fee / Freight Charge

Charge Freight to VendorChecked – adds freight amount to return totalUnchecked – subtracts freight amount from return total

Restocking Fee / Freight Charge

AppShare

Confirm return in Inventory ShippingDemonstrate an OvershipmentDemonstrate Undershipment with quantity not being returned to stockAdd restocking fee and freight being charged back to the vendorPrint Packing List

1. True2. False

If a restocking fee is entered on the Charges tab, this amount is added to the amount the vendor owes you.

Inventory Return Wizard

Inventory Return Wizard

Enter Quantity Received and confirm over-receipt

Inventory Return Wizard

Enter Buyer IDHit Next button

Inventory Return Wizard

Enter RMA Number, if necessaryClick Finish button

Summary for RMA Process

Enter an RMA in the RMA Entry windowConfirm an RMA in the RMA Entry or the RMA Receipts windowIssue cash or credit to your customerCreate an Inventory Return from RMA windowsReceive an RMA without invoicing

Summary for Inventory Returns

Understand steps for inventory returnEnter Inventory Return linked to POPrint Inventory Return Pick TicketConfirm an Inventory ReturnAdd freight and restocking feesPrint Inventory Return Packing ListCreate Inventory Return from over receipt of material

For More Information…

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