RMA Setup

To tailor RMA to your business, the system offers several codes and parameters that you define to support your processes or to track issues.

The forms you use to set up RMA are:

RMA Parameters
Disposition Codes
Evaluation Codes
Problem Codes
RMA Return Reason Codes

Note: These codes offer you a wide range of options to shape the system for your business. If you make a few key decisions the first time you set up the system, it's easy to make modifications later to achieve more optimum results.

First time: Choosing options on the RMA Parameters form is central to creating a workable RMA system. On the RMA Parameters form, enter answers to these questions:

Should RMA numbers generated by the system have a prefix?

We recommend that in the RMA Prefix field, you enter a prefix, using R or RMA, or some other letters you will remember easily. The prefix ensures that your RMAs and your customer orders do not become intermixed. The prefix and separate numbering scheme can be helpful in distinguishing credits from invoices when printing credit memos.
Do you want to charge a fee for handling a customer return?

If so, in the Restocking Fee % field, specify the default percentage to charge.
What do you want to call this fee?

The system always refers to this fee internally as the "Restocking Fee." However, if you prefer another name, you can enter that name in the Description field. On the RMA credit memo, the fee you charge is then described by the name you prefer.
What location in your warehouse should receive returned materials?

In the Location field, specify the default location where returned materials are to be received. Typically, this is a non-nettable location (that is, a location for which the Non Nettable Stock field is selected on the Locations form).
What account should be assigned to receive the restocking fee amounts?

In the Restocking Fee Account field, specify the account number from the General Ledger and any unit codes that apply.

Ongoing: During initial setup, or on an as-needed basis thereafter, you can add and define codes that help you record helpful information about individual entries and track issues across all your returns. The four code forms vary in the level and kind of information they help you track:

Problem Codes are order-specific. They are used in the RMA header to categorize problems or issues that a customer has with an entire order. Possible examples include:
- LAR for "Late Arrival"
- DIT for "Damaged in Transit."
Disposition Codes are item-specific. They are used at the RMA line item level to describe what you want to do with the material after it is returned. Possible examples include:
- SSL for "Scrap With Salvage"
- RRS for "Repair and Return to Stock."
Evaluation Codes are item-specific. These are used at the RMA line item level to describe your evaluation of returned material or problems that apply to particular items. Possible examples include:
- BIT for "Broken in Transit"
- WIS for "Wrong Item Shipped."
Reason Codes, which are not part of the setup process, are used only when you back out a quantity in the Return Quantity field of the RMA Return Transaction form. The code "RMA Return" is already listed as a reason code.

Problem, disposition, and evaluation codes can all be tracked using the RMA Status Report. Since these three codes are tracked through a standard report, you should choose codes that describe issues that management wants to track (perhaps to identify future quality goals or achieve current ones).