Activant Prophet 21. RMA Processing and Inventory Returns

Transcription

1 Activant Prophet 21 RMA Processing and Inventory Returns

2 This class is designed for Employees who take customer returns Employees who enter inventory returns

3 Objectives for RMAs Enter an RMA in the RMA Entry window Confirm an RMA in the RMA Entry or the RMA Receipts window Issue cash or credit to your customer Create an Inventory Return from RMA windows Receive an RMA without invoicing

4 Objectives for Inventory Returns Enter Inventory Return linked to PO Print Inventory Return Pick Ticket Confirm an Inventory Return Add freight and restocking fees Print Inventory Return Packing List Create Inventory Return from over receipt of material

5 This course will NOT cover Entering an order Entering a PO

6 RMA Entry Order Processing / Transaction / RMAs

7 RMA Process One Step RMA Enter RMA in RMA Entry Create invoice from Front Counter tab Two Step RMA Enter RMA in RMA Entry, give number to customer Receive material in RMA Receipts window and create invoice

8 RMA Entry Step 1 Step 2

9 Expiration Date Open RMA Rpt limited by expiration date

10 RMA Line Link Ensure returned items were bought from you

11 RMA Line Link Step 3 OR

12 RMA Line Link

13 RMA Line Link

14 RMA Entry Enter or adjust Return Quantity and Unit Price Step 4 Step 5

15 RMA Line Link

16 RMA Line Link

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

18 Additional Line Items Step 2 Step 1 Step 3 Step 4 Step 5 Hit <Enter> a few times to access new line Save icon or File/Save

19 AppShare Begin One Step RMA in RMA Entry Demonstrate linking a line item to an invoice

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

21 Returned Inventory Returned inventory can go to the following places: Back to stock Adjusted out of inventory Back to the supplier

22 Returned Inventory RMB click and choose Display Open Values

23 Returned Inventory to Stock Quantity to Stock Enter Qty Received Enter Qty to Stock This is default if nothing is specified

24 Returned Inventory to Adjust Quantity to Adjust Enter Qty Received Enter Qty to Stock, if any Enter Qty to Adjust

25 Returned Inventory to Adjust Adjustment tab to enter Reason for adjustment System will not allow transaction to be saved without a reason for the adjustment

26 Default Adjustment Reason Default RMA adjustment reason in Company Maintenance Order taker can still edit on Adjustment tab

27 Returned Inventory to Supplier Quantity to Supplier Enter Qty Received Enter Qty to Supplier After save, walk through Inventory Return Wizard

28 Returned Inventory to Supplier Enter Buyer ID Enter Notes for item, if necessary Click Next button

29 Returned Inventory to Supplier Take note of Return Number Enter RMA Number for supplier, if needed Print, Fax or inventory return

30 Returned Inventory to Supplier

31 Restocking Fee Create Restocking Fee Other charge item Enter Restocking Fee on RMA Enter price as negative amount Appears in totals area on invoice as a positive amount being subtracted from the credit due to customer

32 Restocking Fee

33 Restocking Fee

34 Remittances Tab Enter RMA Type Choose Return Balance, if refunding full amount System setting to have invoice created and printed

35 Remittance System Setting

36 Front Counter Tab Create and print credit memo from Front Counter tab If not invoicing, send acknowledgement form

37 Front Counter Tab Front Counter RMA checked Unlinked line items use tax jurisdiction of return sales location Linked line items use tax from invoice

38 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

39 AppShare Complete One Step RMA Decide where inventory should go To Stock To be Adjusted To Supplier Enter restocking fee Give cash refund Create and print credit memo

40 In RMA Entry, you must RMB click, choose Display Open Values and determine where returned material should go. 1. True 2. False

41 Enter the Restocking Fee as a negative amount in RMA Entry. 1. True 2. False

42 RMA Two Step Process Enter RMA in RMA Entry Enter line items Link invoice lines Restocking fee Print RMA Acknowledgement, if needed Confirm received material in RMA Receipts Determine where material will go Refund freight Print credit memo or give refund

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

44 RMA Receipts Step 1 Enter Source Location ID

45 RMA Receipts Step 2 Enter or browse for RMA order number

46 RMA Receipts Step 4 Verify received quantity Step 3 Print, fax or credit memo at save

47 RMA Receipts Adjust out of Stock

48 RMA Receipts Return to Supplier

49 RMA Receipts - Freight

50 RMA Receipts - Freight

51 RMA Receipts - Freight

52 RMA Receipts - Remittances Enter RMA Type Choose Return Balance, if refunding full amount Choose Print checkbox on Receipt tab

53 RMA Receipts - Remittances

54 AppShare Create RMA in RMA Entry and process in RMA Receipts Determine where material should go Refund for outgoing freight Give cash refund Print credit memo

55 Outgoing freight is added to the return balance and incoming freight is subtracted from the return balance 1. True 2. False

56 Receiving without invoicing RMA Entry for item to be inspected Enter customer, items and return quantities Link to invoices, if appropriate RMB click by Items to display open values Enter Qty Received and Save RMA Receipts to finish return

57 Receiving without Invoicing Enter item, Return Qty and Qty Received Don t enter Qty to Stock, Qty to Adjust or Qty to Supplier

58 Receiving without Invoicing

59 Receiving without Invoicing

60 Receiving without Invoicing Determine where material should go Refund customer or create credit on account

61 Receiving without invoicing RMA Receipts Enter RMA number Make sure confirm checkbox is unchecked Verify qty received and save Once material has passed inspection Go to RMA Receipts Call up RMA by Receipt Number Check confirm checkbox Save to create credit invoice

62 Receiving without Invoicing Uncheck the Confirm checkbox, verify Qty Received and zero out Qty to Stock

63 Receiving without Invoicing Pull up RMA by Receipt Number, verify confirm checkbox, determine where material should go, then hit Save icon

64 Receiving without Invoicing Return to Supplier Enter 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 Receipts Once credit is given by supplier, finish by going to RMA Receipts, confirm checkbox and print invoice Price edits done in RMA Entry before finishing in RMA Receipts

65 AppShare Receive material without invoicing waiting upon approval from supplier

66 To receive material without invoicing in RMA Receipts,. 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

67 Open RMA Report Order Processing / Reports / Open RMA

68 Open RMA Report

69 Open RMA Report

70 AppShare Demonstrate the Open RMA Report

71 Inventory Returns

72 Overview of Inventory Returns Enter Inventory Return Print Return Pick Ticket Confirm Return Print Return Packing List

73 Creating Inventory Returns Enter Inventory Return Manually Receive Material Against RMA - indicate Return to Supplier Purchasing/Transact ion/inventory Returns Inventory Return Wizard Over-receipt of Special or Non-stock Item on PO Inventory Return Wizard

74 System Settings Inventory Return Pricing Method: determines default price if return not associated with PO Multiplier = Source Price X Multiplier

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

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

77 System Settings Checked: contact must be associated with supplier

78 Supplier Maintenance Checked if supplier requires RMA number when returning goods to them

79 Inventory Return Linked to PO Step 1 Purchasing / Transaction / Inventory Return Entry Enter linked PO in PO Reference Number field

80 Inventory Return Linked to PO Step 2 Enter a Qty to Return, but not more than Qty Available

81 Inventory Return Linked to PO Step 3 Step 4 Enter Authorization Number, if required Choose to print, fax or Pick Ticket Save

82 Inventory Return NOT Linked to PO Step 1 Step 2 Step 3 Enter Return Location ID Enter Vendor, Supplier and Division IDs Enter Buyer

83 Inventory Return NOT Linked to PO Step 4 Step 6 Step 5 Enter Authorization Number, if needed Enter Item ID Enter Return Quantity

84 Inventory Return NOT Linked to PO Step 7 Choose to print, fax or a Pick Ticket <Enter> to put a second line on Return Save

85 Print Inventory Return Pick Tickets Step 1 Purchasing/Reports/Inventory Returns Pick Ticket Enter Location ID and additional criteria, if needed Choose printer or File/Print To reprint, check Reprint Returns checkbox

86 Inventory Return Pick Ticket

87 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.

88 In order to link a PO to an Inventory Return, you must enter the PO in the PO Reference Number field 1. True 2. False

89 Inventory Return Shipping Enter Inventory Return Print Return Pick Ticket Confirm Return Print Return Packing List

90 Inventory Return Shipping Inventory / Transaction / Inventory Return Shipping

91 Inventory Return Shipping Enter or browse for Return Number Choose to print, fax or a Packing List If no changes are needed, click Save icon

92 Overshipment Enter the additional quantity in the Quantity Shipped field Additional line items must be added in Inventory Return Entry first

93 Undershipment Enter shipped amount in Quantity Shipped field Prompted with Return to Stock question Yes, puts quantity not shipped into stock No, must go to Undership tab

94 Undershipment Enter Reason for Undershipment Can choose Return to stock checkbox, if necessary

95 Packing List

96 Packing List Purchasing / Reports / Inventory Returns Packing List

97 Restocking Fee / Freight Charge Restocking fee subtracted from amount vendor owes you

98 Restocking Fee / Freight Charge Charge Freight to Vendor Checked adds freight amount to return total Unchecked subtracts freight amount from return total

99 Restocking Fee / Freight Charge

100 AppShare Confirm return in Inventory Shipping Demonstrate an Overshipment Demonstrate Undershipment with quantity not being returned to stock Add restocking fee and freight being charged back to the vendor Print Packing List

101 If a restocking fee is entered on the Charges tab, this amount is added to the amount the vendor owes you. 1. True 2. False

102 Inventory Return Wizard

103 Inventory Return Wizard Enter Quantity Received and confirm overreceipt

104 Inventory Return Wizard Enter Buyer ID Hit Next button

105 Inventory Return Wizard Enter RMA Number, if necessary Click Finish button

106 Summary for RMA Process Enter an RMA in the RMA Entry window Confirm an RMA in the RMA Entry or the RMA Receipts window Issue cash or credit to your customer Create an Inventory Return from RMA windows Receive an RMA without invoicing

107 Summary for Inventory Returns Understand steps for inventory return Enter Inventory Return linked to PO Print Inventory Return Pick Ticket Confirm an Inventory Return Add freight and restocking fees Print Inventory Return Packing List Create Inventory Return from over receipt of material

108 For More Information Prophet 21/Acclaim Help Files Visit Activant on the web: View Educational Services course offerings Browse Documentation Search the Solutions database Submit a Support case Consulting Services consult-sales@activant.com Professional Services Sales pss@activant.com