REJECT MATERIAL AUTHORIZATION MODULE. Enmark Systems, Inc. ver. 02

Transcription

1 REJECT MATERIAL AUTHORIZATION MODULE Enmark Systems, Inc. ver. 02

2 REJECT MATERIAL AUTHORIZATION MODULE ENTER RMA SELECT INVENTORY CODE (N, Y, A, S) SELECT DISPOSITION CODE (HOLDC, HOLDV, ARCR, APDR, BOTH, VOID) PRINT RMA RECEIVE TAG OR SHIP TAG TO VENDOR YES CREATE YES INVENTORY? NO RMA INVENTORY HISTORY UPDATE RMA (ARCR, APDR, BOTH, VOID) RMA HISTORY CUSTOMER CREDIT VENDOR DEBIT VERIFY REGISTER VERIFY REGISTER PRINT FORM PRINT FORM UPDATE AR UPDATE AP

3 Reject Material Authorization 1 The Reject Material Authorization (RMA) Module will enable you to track all reject material claims from Customers and to your Vendors. All claims can be entered into the RMA database, where they will be saved until they are resolved or closed out. RMA forms can be printed for both Customers and Vendors so that claims can be faxed to the appropriate parties. Also, reject material can be received back into your inventory or prepared for shipment back to your vendor by selecting the appropriate options on the RMA record. Depending on the disposition of the claim, the RMA can then be updated to create the Customer credit or the Vendor debit automatically. Once updated, all RMA s will be kept in the RMA Historical file for future reference. Here is the standard RMA Main menu: ============================================================== 1:06 AAA STEEL p14 10/13/00 13:06 Reject Material (RMA) Menu ============================================================== 1 Create RMA 3 Print Open RMA List 5 Print RMA Form Menu 8 Create Inventory from RMA (UpdateINV? must be "Y") 12 Update RMA for Final Accounting process (Disposition must not be on HOLD) 17 Historical RMA File 18 Historical RMA Inventory File 19 RMA Menu for Accounting Department ============================================================== Enter Selection Number: SUMMARY OF MENU OPTIONS Create RMA (Menu Choice #1) Us this option to create the Claim record for the Customer or Vendor RMA. This will automatically retrieve information from the original rejected tag and allow you to make changes to that data to produce an RMA Form and ultimately resolve the claim. This option is also used to update the Disposition of an existing RMA or the status of the reject material inventory record. Print Open RMA List (Menu Choice #3) This selection will print a list of all open Reject Material Authorization records. You will never lose track of an open RMA again! Print RMA Form Menu (Menu Choice #5) RMA Form(s) may be printed for a customer, vendor or both. RMA forms can also be re-printed from the RMA Historical File. Create Inventory from RMA (UpdateINV? must be Y ) (Menu Choice #8) New Inventory records can be created in Inventory File Maintenance by using the information in the RMA file, if the UpdateINV? field on the RMA record(s) is a Y. This will be used to receive a customer rejection back into inventory or to prepare reject inventory to be shipped back to the vendor.

4 Reject Material Authorization 2 Update RMA for Final Accounting Process (Disposition must not be on HOLD) (Menu Choice #12) Customer credits or vendor debits may be created as the final step in the RMA procedure using this option. The Disposition cannot be HOLD. If the Disposition is VOID, this step will simply close out the RMA. Once updated, a copy of the RMA will be saved in the Historical RMA File. Historical RMA File (Menu Choice #17) When an RMA is updated, the system will transfer the RMA to the Historical RMA File. Updated (or closed out) RMA s can then be reviewed and re-printed from this file. Historical RMA Inventory File (Menu Choice #18) This file contains a copy of the Inventory tags that were created from the RMA. RMA Menu for Accounting Dept (Menu Choice #19) This menu selection is a shortcut to take you to the standard Customer Credit/Debit or Vendor Debit/Credit Menus. You can then verify, print, and update the customer credit or vendor debit that was created from the RMA. DETAILED INSTRUCTIONS FOR EACH MENU OPTON Create RMA (RMA Menu Choice #1) Select this option and press Enter. 1. RMA# -- Press F14 for the next sequential RMA# to be assigned by the computer, or enter an RMA# up to six characters. The system will reference the RMA# when creating the Customer Credit or Vendor Debit. To add lines to the RMA, enter the RMA#, then press F5. Also, the Help key (F12) is available to explain any field. To use the Help key, place the cursor in the field being questioned and press F12. A text message will then display on the screen to explain the purpose of the selected field. NOTE: the system will assign the next sequential invoice number from the RMA# Control File record. NOTE: The Customer Credit number or Vendor Debit number will become the RMA# number prefixed with an R. Example: RMA# will create Customer Credit# R UpdateINV? this field will default to N. Valid entries are as follows: N does not create a New RMA tag Y Create the New RMA tag. This will be used to receive a customer rejection back into inventory or to prepare reject inventory to be shipped back to the vendor. U indicates the New RMA tag has already been created. A does not create a New RMA Tag; issue a credit to the customer or a debit to the vendor for price adjustment. S indicates that the reject material will be scrapped and will not create a New RMA Tag; issue a credit to the customer or a debit to the vendor for price adjustment.

5 Reject Material Authorization 3 3. RejectTag# - enter the Rejected tag number, then press F5. The system will bring in the tag data from either the Inventory or Inventory History records. 4. Date Entered enter the date the RMA is issued or leave blank and the system will default to the current date. 5. Disposition valid disposition codes are: HOLDC (default) RMA entered is for the customer. No accounting activity will be performed. HOLDV RMA entered is for the vendor. No accounting activity will be performed. ARCR Issue a credit to a customer for Rejected material. APDR Issue a debit to the vendor for the Rejected material. BOTH Issue a credit to the customer and a debit to the vendor for Rejected material. When this disposition is used, the Customer and Vendor RMA forms must be printed separately, so the print flag must be reset between form prints. VOID Void an RMA without affecting the inventory or accounting files. The original claim was resolved or cancelled. The RMA can be updated to the Historical RMA file to maintain a database of all material claims from customers or to vendors. 6. Master Tag the parent tag number is retrieved from the Rejected Tag. 7. Grade the grade is retrieved from the Rejected Tag and will be updated to the New RMA Tag. (This field can be changed.) NOTE: the Grade of the New RMA Tag will automatically be set to REJCT when the RMA is updated with a Disposit n code of APDR and the ShipToVend? field is Y. 8. Gauge the gauge is retrieved from Rejected Tag and will be updated to the New RMA Tag. (This field can be changed.) 9. Width the width is retrieved from Rejected Tag and will be updated to the New RMA Tag. (This field can be changed.) 10. Length the length is retrieved from Rejected Tag and will be updated to the New RMA Tag. (This field can be changed.) 11. Orig #Items this number is retrieved from Rejected Tag. (This field can be changed.) 12. OrigWeight - the weight is retrieved from Rejected Tag. (This field can be changed.) 13. Descript n the description is retrieved from Rejected Tag. (This field can be changed.) Enter any new data that will be transferred to the new New RMA Tag. 14. Misc Info the misc info from Rejected Tag. (This field can be changed.) Enter any new data that will be transferred to the new New RMA Tag. NOTE: The system will store the RMA# here and transfer it to the new New RMA Tag when it is created. 15. RejReason1/RejReason2 two lines available to enter the reason the material is being rejected either by the customer or by your company to the vendor. This information will be displayed on all documents when updated but not transferred to the New RMA tag.

6 Reject Material Authorization VENDOR the vendor from the Rejected Tag. If the vendor or customer field is left blank, a warning message will appear and the RMA will not be posted. 17. VendInvce# - the vendor s original invoice number from the Rejected Tag. 18. PO Number - your original purchase order from the Rejected Tag. 19. Date of PO the purchase order date from the Rejected Tag. 20. VendClaim# - enter any reference number provided by the vendor for traceability. 21. VendorTag# - if left blank, this will default to the Vendor tag# or Mill Coil# from the Rejected Tag. 22. Contact Nm enter a contact name if desired for traceability. 23. Customer the customer from the Rejected Tag. (This field can be changed.) If no customer or vendor is entered, a warning message will appear and the RMA will not be allowed to update. 24. CustInvce# the customer s invoice number from the Rejected Tag. (This field can be changed.) 25. Cust Ref# - enter any reference number given from the customer for traceability. 26. Orig Mat the cost cwt field from the Rejected Tag. (This field can be changed.) 27. Orig Frt the freight from the Rejected Tag. (This field can be changed.) 28. Orig Strg the storage from the Rejected Tag. (This field can be changed.) 29. Orig Proc the processing amount from the Rejected Tag. (This field can be changed.) 30. Orig Proc2 -- the Pickle/Oil field is retrieved from the Rejected Tag. (This field can be changed.) 31. Orig Misc the Misc cost field is retrieved from the Rejected Tag. (This field can be changed.) 32. Orig L/O the Labor/Overhead field is retrieved from the Rejected Tag. (This field can be changed.) 33. OrigTotCWT the accumulated costs from original cost fields above. 34. Orig Value the extended value of the Rejected Tag. 35. Orig Loc the Location field is retrieved from Rejected Tag. (This field can be changed.) 36. DateSettled enter the date this RMA is to be settled. NOTE: if left blank the system will default to the system date when disposition changes from HOLD* to ARCR, APDR, BOTH or VOID. 37. New Tag# - the New Tag# field will default to the Tag# from the field above and place an X in from of the twodigit subscript. 38. New #Items enter the new number of items amounts or leave blank for the system to default from the original Rejected tag field. 39. New Weight enter the new weight amount or leave blank for the system to default from the original Rejected tag field. 40. New Status enter the new status or leave blank for the system to default to status 4.

7 Reject Material Authorization New Owner enter the new owner or leave blank for the system to default from the original Rejected tag field. NOTE: the system will default this field with the vendor s code when the ShipToVend? field is set to Y. 42. New Mat enter the new material cost amount or leave blank for the system to default from the original Rejected tag field. 43. New Frt enter the new freight cost amount or leave blank for the system to default from the original Rejected tag field. 44. New Strg enter the new storage cost amount or leave blank for the system to default from the original Rejected tag field. (This field can be changed.) 45. New Proc enter the new processing cost amount or leave blank for the system to default from the original Rejected tag field. (This field can be changed.) 46. New Proc2 enter the new pickle/oil cost amount or leave blank for the system to default from the original Rejected tag field. (This field can be changed.) 47. New Misc enter the new misc cost amount or leave blank for the system to default from the original Rejected tag field. (This field can be changed.) 48. New L/O enter the new labor/overhead cost amount or leave blank for the system to default from the original Rejected tag field. (This field can be changed.) 49. NewTotCWT the accumulated new cost entered. 50. New Value the extended value. 51. New Loc enter the new location field or leave blank for the system to default from the original Rejected tag field. 52. Z=ZeroO=Ovr enter a Z to ZERO all costs on the New RMA Tag. When the Disposit n field is APDR, and the Ship to Vend? field is set to Y, this field will be automatically be set to Z. Enter the letter O to OVERRIDE or change any New Cost field. 53. ShipToVend? enter Y when the material will be shipped back to the vendor. The system will enter the vendor code into the customer field of the New RMA Inventory tag for shipping purposes to the vendor. Also the vendor code will be entered in the Owner field and the New Cost(s) fields will be zeroed out by the system since a Z will be placed in the Z=ZeroO=Ovr field. 54. OrigSOPrice this field will default to the Sell Price from the original Sales Order, which can be used for credit memo to the customer. 55. OrigPOCost this field will default to the original purchase order cost, which can be used for the debit memo to the vendor. 56. ARCR/PRICE (Accounts Receivable) enter the price for the credit as a positive number when using the UM as C, E or A. If left blank, the system will default this field to the OrigSOPrice. The system will calculate ARCR AMT as a negative amount to issue credit. 57. APDR/PRICE (Accounts Payable) enter the price for the debit as a positive number when using the UM as C, E or A. If left blank, the system will default this field to the OrigPOCost. The system will calculate APDR AMT as a negative amount to issue credit.

8 Reject Material Authorization UM (ARCR) enter the unit of measure that will indicate how to calculate the ARCR AMT. The default is C for hundred weight. C=CWT per 100 lbs. E=EACH per each piece A=AMOUNT Lot Charge 59. ARCR AMT this amount is calculated by the system as a negative amount for the credit to the customer. 60. UM (APDR) enter the unit of measure that will indicate how to calculate the APDR AMT. The default is C for hundred weight. C=CWT per 100 lbs. E=EACH per each piece A=AMOUNT Lot Charge 61. APDR AMT this amount is calculated by the system as a negative amount for the debit to the vendor. 62. GL ARCR The GL# to be affected by the customer credit transaction. The default is the GL# used for the original invoice. If there is no original invoice, the default is the Sales Rejects and Allowances GL# from the Control File. If the user enters a GL# here, it will override all defaults. 63. GL APDR -- The GL# to be affected by the vendor debit transaction. The default is the 1 st GL# distribution found on the Vendor Master record. If there is no GL# on the Vendor master, the default is the AP Discounts GL# from the Control File. If the user enters a GL# here, it will override all defaults. 64. ShiptoName, Ln2, Ln3, Ln4, Ln5 A Ship to address can be entered here and will print on the corresponding RMA form. The ShiptoName can refer to a specific Ship to Code in the Ship to Table and will provide a lookup window to allow selection of the appropriate address. This will fill in the address fields automatically just like the Sales Order entry screen. 65. Heat# -- This will default to the heat number from the Rejected Tag. It cannot be changed. When finished entering RMA s, press Esc. Print Open RMA List (RMA Menu Choice #3) You can review open RMA s at any time with this option, and you can select specific Disposition categories or see them all. 1. Type 3 and press Enter. 2. At the Reject Mat l Authorization List Report Options screen, choose the preferred output and press Enter. 3. At Enter RMA# (or ALL) enter a specific RMA# or ALL to print the desired RMA s and press Enter. 4. Enter Disposition or ALL and press ENTER. Your report will look similar to the following sample:

9 Reject Material Authorization 7 ======================================================================== AAA STEEL 10/13/00 12:43 Reject Mat'l Authorization List 1 RMA# Disp Tag Grade Gauge Size Comments EntryDt ======================================================================== MOTOR CITY STAMPING 10/13/00 HOLDC CR DAMAGED IN TRANSIT VENDOR BETST PO Number VendorTag# BS CUSTOMER MOTCI CustInvce# UpdateINV? N New Tag# X 01 Orig#Items 1 New #Items 1 OrigWeight New Weight Orig Mat New Mat OrigTotCWT NewTotCWT Orig Value New Value OrigSOPrice OrigPOCost ARCR/PRICE UM (ARCR) C ARCR AMT TOT CR$ TOT DB$.00 ======================================================================== Print RMA Form Menu (RMA Menu Choice #5) When this option is chosen the Print RMA Form Menu will display: ============================================================== 1:25 AAA STEEL p14 10/13/00 13:25 Print RMA Form Menu ============================================================== 1 Print RMA Form for Vendor 3 Print RMA Form for Customer 5 RMA Menu 16 Reprint Updated Vendor RMA Form 17 Reprint Updated Customer RMA Form 19 RMA File Maintenance (F6) ============================================================== Enter Selection Number: Print RMA Form for Vendor (Print RMA Form Menu Choice #1) 1. Type 1 and press Enter. 2. At the prompt, Enter RMA# to Print, enter the number of the RMA to be printed and press Enter. A sample Vendor RMA form follows:

10 Reject Material Authorization 8 ================================================================================ RMA NO AAA STEEL 1000 STEEL AVE. PAGE # 1 DETROIT, MI (313) SHIP TO: BETHLEHEM STEEL TO: 1 STEEL AVE. BETHLEHEM, PA JOE STEELE ENTRY DATE 10/13/00 WEIGHT TAG/LOT# GRADE GAUGE WIDTH UM PRICE AMOUNT CR C #Items 1 PO Number OrigDtRcvd 10/13/00 Heat# VendorTag# BS VendClaim# CLAIM# OUT OF GAUGE TOLERANCE TOTAL$ ================================================================================ Print RMA Form for Customer (Print RMA Form Menu Choice #3) 1. Type 1 and press Enter. 2. At the prompt, Enter RMA# to Print, enter the number of the RMA to be printed and press Enter. A sample Customer RMA form follows: ================================================================================ RMA NO AAA STEEL 1000 STEEL AVE. PAGE # 1 DETROIT, MI (313) SHIP TO: MOTOR CITY STAMPING TO: 1000 GRATIOT MT. CLEMENS, MI ENTRY DATE 10/13/00 WEIGHT TAG/LOT# GRADE GAUGE WIDTH UM PRICE AMOUNT CR C #Items 1 CustInvce# Date Shipd 10/13/00 Cust PO# VERBAL Cust Ref# MC DAMAGED IN TRANSIT; CRUSHED TOTAL$ ================================================================================ RMA Menu (Print RMA Form Menu Choice #5) This option will display the Reject Material Authorization Menu. Reprint Updated Vendor RMA Form (Menu Choice #16) This option allows you to reprint an updated vendor RMA form. The form gets its information from the RMA Historical File.

11 Reject Material Authorization 9 Reprint Updated Customer RMA Form (Menu Choice #17) This option allows the reprint of an updated vendor RMA form. The form gets its information from the RMA Historical File. Create Inventory from RMA (UpdateINV? must be Y ) (RMA Menu Choice #8) 1. Type 8 and press Enter. 2. The Prelist for Updating Inventory Report Options screen will display. Change the printer number if necessary, then choose 2 Condensed Hard-Copy REPORT, and press Enter. This will list only those RMA transactions that have been selected for creating New RMA Tags, where the UpdateINV? field is set to Y. A sample Prelist follows: ======================================================================= AAA STEEL 10/13/00 12:54 Pre-List for Inventory Update 1 RMA# Disp Tag Grade Gauge Size Comments EntryDt ======================================================================= MOTOR CITY STAMPING 10/13/00 ARCR CR DAMAGED IN TRANSIT VENDOR BETST PO Number VendorTag# BS CUSTOMER MOTCI CustInvce# UpdateINV? Y New Tag# X 01 Orig#Items 1 New #Items 1 OrigWeight New Weight Orig Mat New Mat OrigTotCWT NewTotCWT Orig Value New Value OrigSOPrice OrigPOCost ARCR/PRICE UM (ARCR) C ARCR AMT GL ARCR ======================================================================= 3. The system will then prompt you with the following: Review RMA Prelist. This program will create the New Inventory Record. Enter Y to continue, N to Redo. If N is chosen, no inventory record will be created and the RMA will remain unchanged. The RMA will continue to print on successive Prelists for Updating Inventory until it is updated or until the UpdateINV? field has been changed to N. Update RMA for Final Accounting Process (Disposition must not be on HOLD) (RMA Menu Choice #12) A brief sort will run and then the PRELIST FOR FINAL ACCOUNTING Report Options screen will display. Choose the preferred output option and press Enter to generate the Prelist. An example follows:

12 Reject Material Authorization 10 ======================================================================= AAA STEEL 10/13/00 13:00 Pre-List for Final Accounting 1 RMA# Disp Tag Grade Gauge Size Comments EntryDt ======================================================================= MOTOR CITY STAMPING 10/13/00 ARCR CR DAMAGED IN TRANSIT VENDOR BETST PO Number VendorTag# BS CUSTOMER MOTCI CustInvce# UpdateINV? U New Tag# X 01 Orig#Items 1 New #Items 1 OrigWeight New Weight Orig Mat New Mat OrigTotCWT NewTotCWT Orig Value New Value OrigSOPrice OrigPOCost ARCR/PRICE UM (ARCR) C ARCR AMT GL ARCR TOT CR$ TOT DB$.00 ======================================================================= When this report is printed the following prompt will display: Only RMA#s with ARCR, APDR, BOTH or VOID will be updated. Enter a Y to continue, N to Redo. If Y is chosen the following will occur: If the RMA has a disposition of ARCR, a Customer Credit record will be created for review on the next Customer Credit/Debit Register. If the RMA has a disposition of APDR a Vendor Debit record will be created for review on the next Vendor Debit/Credit Register. If the RMA has a disposition of BOTH, a record will be created in both the Customer Credit/Debit File and the Vendor Debit/Credit File for review on both registers. If the RMA has a disposition of VOID, no credit or debit will be generated. For all Disposition Codes above, the RMA will be closed out, removed from the RMA file, and it will be saved in the RMA History File. If a Customer Credit or Vendor Debit is created, the Credit or Debit number will default to the RMA number preceded by an R. This will create a unique Credit or Debit number that will not conflict with system generated invoice/credit memo numbers. It will also serve as a clear indication that the Credit or Debit was generated from an RMA. If N is chosen, the Reject Material (RMA) Menu will display. Historical RMA File (RMA Menu Choice #17) This file contains a copy of the information from the RMA records that were created by the option to Create RMA (RMA Menu Choice #1). Updating the RMA for Final Accounting generates these Historical records

13 Reject Material Authorization 11 Historical RMA Inventory File (Menu Choice #18) This file contains a copy of the inventory record that was created by the option to Create Inventory from RMA (RMA Menu Choice #8). RMA Menu for Accounting Dept. (RMA Menu Choice #19) To verify, print and update the Customer Credit or Vendor Debit created from the RMA, this option provides a shortcut to the appropriate standard menus. A sample of this menu follows: ========================================================= 1:33 AAA STEEL p14 10/13/00 13:33 RMA Menu for Accounting Dept ========================================================= 1 Customer Credit/Debit Menu 3 RMA Vendor Debit/Credit Menu Before entering either option above the RMA(s) must be updated with the disposition of "ARCR", "APDR", or "BOTH". ========================================================= Enter Selection Number: Customer Credit/Debit Menu (RMA Menu for Accounting Dept. Menu Choice #1) This option will provide access to the Customer Credit/Debit Menu to allow any customer credit created from the RMA program to be printed and updated. Refer to the Customer Credit/Debit section of the CCFR Manual for further information. RMA Vendor Debit/Credit Menu (RMA Menu for Accounting Dept Menu Choice #3) This option will provide access to the Vendor Debit/Credit Menu to allow any vendor debit created from the RMA program to be printed and updated. Refer to the Vendor Debit/Credit documentation for further information on this program. S:\DOCUMENTATION\Flat Roll\FR Manuals\RMA Manual