SAGE ACCPAC. Sage Accpac ERP. Return Material Authorizations 5.5A. Update Notice

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1 SAGE ACCPAC Sage Accpac ERP Return Material Authorizations 5.5A Update Notice

2 2008 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Software, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package.

3 Contents Return Material Authorization Documentation...1 Installing Return Material Authorization Program Requirements...2 Changes in Return Material Authorization 5.5A...2 Enhanced Multicurrency Support...3 Integration with Project and Job Costing...5 Additional Changes...8 Update Notice iii

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5 Return Material Authorization Version 5.5A Update Notice This Update Notice outlines the improvements and new features in Sage Accpac Return Material Authorization version 5.5A. Return Material Authorization Documentation The Sage Accpac ERP 5.5 DVD includes the following Return Material Authorization 5.5 documentation in the \DOCS folder: Return Material Authorization Update Notice. Return Material Authorization Getting Started. Return Material Authorization User Guide. Readme.wri contains specialized information about the program. Technical Information.doc describes database tables, and changes to the Return Material Authorization database or reports. RMA-SETUP.pdf is a checklist that lists the steps for setting up the Return Material Authorization program. When you install Return Material Authorization, these documents are installed in the \DOCS folder where Sage Accpac ERP programs are installed (for example, Sage Software\Sage Accpac\DOCS\RA55AENG): For a full description of all the documentation included with Return Material Authorization, refer to Chapter 1 of the Getting Started guide. Update Notice 1

6 Installing Return Material Authorization 5.5 New program features For information about the new features and other changes in Return Material Authorization 5.5, see Changes in Return Material Authorization, later in this notice. Installing Return Material Authorization 5.5 Refer to the version 5.5 System Manager Update Notice for information about: System requirements. Installation and activation instructions, including what you need to do before and after installation. Program Requirements Return Material Authorization 5.5A requires Sage Accpac System Manager 5.5A, Accounts Receivable 5.5A, Order Entry 5.5A, and Inventory Control 5.5A, or later. If you are using Sage Accpac Purchase Orders, Lot Tracking, or Serialized Inventory, Return Material Authorization 5.5A also requires version 5.5A, or later, of these programs. Changes in Return Material Authorization 5.5A Return Material Authorization version 5.5A introduces the following new features and changes: Support for Sage Accpac ERP version 5.5. Integration with Sage Accpac Project and Job Costing. You can now process return authorizations for job related documents. Enhanced support for multicurrency systems, including options that determine the default exchange rate that appears in the Return Authorization Entry form. 2 Sage Accpac Return Material Authorization

7 Changes in Return Material Authorization 5.5A The rest of this notice explains these features in more detail, and it describes several changes that were included in the service pack and hot fixes for version 5.4. Enhanced Multicurrency Support This section describes the new features available in multicurrency systems for version 5.5. New option for RMA Templates The new Currency Rate Option field in the Templates form lets you specify a default exchange rate for credit notes when you use the template code in a return authorization. You can select one of the following options: Use Original Document Exchange Rate. When you specify a template that uses this option and the Match Credit Notes To Invoice option, if you specify a customer invoice when you enter a return, RMA uses the exchange rate from the specified invoice for the generated credit note. Use RMA Exchange Rate If you use this option, you can specify the exchange rate, rate date, and rate type for the credit note, vendor return, and replacement order when you enter the return. The exchange rate you specify for the RMA overrides the rate from the customer invoice, even if the template uses the option to match credit notes to invoices. You can change the Currency Rate Option field for particular return authorizations when you enter them. New Rates tab for the RMA Return Authorization form The Return Authorization Entry form includes a new Rates tab that appears if the customer specified for the return authorization does not use the functional currency. The Rates tab provides the following options and information: Source Currency. This field displays the currency used for the customer in Accounts Receivable. You cannot change it. Update Notice 3

8 Changes in Return Material Authorization 5.5A Currency Rate Option. This field provides the same selections as the Currency Rate Option field on the Templates form. If you specify a template for the return (on the Return Authorization tab), the selection for the Currency Rate Option in the template record appears as the default for the Rates tab. You can change the field, whether or not you specified a template code for the return authorization. Use Original Document Exchange Rate If you select Use Original Document Exchange Rate for the return, and: You specified a template that uses this option and the Match Credit Notes To Invoice option, RMA uses the exchange rate from the specified customer invoice for the generated credit note. If the template does not require matching to an invoice, RMA uses the exchange rate specified for the credit note date in the Currency Rates table in Common Services. If you do not specify a matching customer invoice for the return, RMA uses the exchange rate specified for the credit note date in the Currency Rates table in Common Services. Note: This option has no effect on replacement orders or vendor returns. RMA determines the exchange rate for their respective document dates using the Currency Rates table in Common Services. Use RMA Exchange Rate If you select Use RMA Exchange Rate for the return, additional fields appear on the Rates tab, letting you specify the exchange rate, rate date, and rate type for the credit note, vendor return, and replacement order. The exchange rate you specify overrides the rate from the customer invoice, regardless of the options used in the template. Rate Type / Rate Date / Rate. If you selected Use RMA Exchange Rate for the Currency Rate Option, you can change the rate type, 4 Sage Accpac Return Material Authorization

9 Changes in Return Material Authorization 5.5A rate date, and exchange rate for the current return authorization, overwriting the default information that appears on the tab. The program then uses the exchange rate, rate type, and rate date for the credit note, vendor return, and replacement order you generate for the RMA. If you selected Use Original Document Exchange Rate for the currency rate option, these fields are not used for the credit note, vendor return, or replacement order. Integration with Project and Job Costing RMA now supports Sage Accpac Order Entry s integration with Project and Job Costing. In version 5.5, you can process job related returns of items or miscellaneous charges that were billed in Order Entry. New Job Related tab for the Return Authorization form A new Job Related tab in the Return Authorization form lets you choose the following options: Job Related. You select this option to specify that the return authorization is job related. When you select the option, additional fields become available on the Job Related tab and the Return Authorization tab that let you identify the contract, project, category, and (for some projects) resource to update in Project and Job Costing. Note: You cannot enter any job related details for the return authorization unless you select this option, first. Also note that you cannot enter job related details on the same return authorization as details that are not job related. If a default detail line appears on the Return Authorization tab when you start a new return, delete the line before trying to select the Job Related option. Update Notice 5

10 Changes in Return Material Authorization 5.5A Project Invoicing Project Invoicing. Select this option if Project and Job Costing will handle the billing for the replacement order. If you select the Project Invoicing option for a job related return: When you post a shipment for the order, Order Entry passes the order information to Project and Job Costing for invoicing. Project and Job Costing handles all invoicing for the replacement order, including the calculation of any retainage that applies. You can process a vendor return from RMA. You cannot process a credit note for the returned item or miscellaneous expense. If necessary, you can enter a negative job related shipment in Order Entry to reverse the original expense. If you do not select the Project Invoicing option for a job related return: You use the Invoice Entry form in Order Entry to process a job related invoice once you ship the replacement order. When you post the invoice in Accounts Receivable, that program updates the specified contract, project, category, and resource in Project and Job Costing. You can process either a credit note or a vendor return for the RMA, but not both. (Processing both a credit note and a vendor return would result in double counting in Project and Job Costing.) Retainage. Select this option if retainage (a holdback ) will apply to the customer invoice for the replacement order. You cannot select this option if you selected the Project Invoicing option. If you select the Retainage option, additional fields appear that let you specify terms for the retainage invoice and, if you use 6 Sage Accpac Return Material Authorization

11 Changes in Return Material Authorization 5.5A multicurrency, whether to use the exchange rate from the original document or the current exchange rate. New job-related fields for details When you select the Job Related option for a return authorization, the following new fields appear in the detail entry grid on the Return Authorization tab and on the zoomed detail entry form: Contract / Project / Category. You use these fields to specify, for each detail on a job related return, the contract, project, and category to which the items were charged. If you use different terms for contract levels in Project and Job Costing, those terms appear instead of contract, project, and category. If you are filling in return details by O/E Invoice, you cannot edit these fields. The program identifies the contract, project, and category used on the O/E invoice when you specify an item in the Item Number field. You cannot change these fields once you add the detail line. Billing Type (display only). The program displays the billing type for the specified project, category, or resource (depending on the project type and accounting method) in Project and Job Costing. You cannot change this field. Revenue / COGS. These fields appear only if you did not select Project Invoicing for the RMA. The program displays the revenue and cost of sales accounts used for the project or category (depending on the project type and accounting method) in Project and Job Costing. You can change these accounts. The following fields appear if you selected Project Invoicing for the RMA: WIP. The program displays the work in progress account used for the project or category (depending on the project type and Update Notice 7

12 Additional Changes accounting method) in Project and Job Costing. You can change the account. Note: This field does not appear if the project uses the accrual basis accounting method. A/R Item Number. The program displays the A/R item number that is assigned for billing purposes to the item or miscellaneous charge in Project and Job Costing. You can change it if necessary. A/R Item UOM. The program displays the A/R unit of measure that is assigned for billing purposes to the item or miscellaneous charge in Project and Job Costing. You can change the A/R unit of measure if necessary. Additional Changes The following list summarizes changes that were introduced with the service pack and hot fixes for version 5.4: A new field on the Templates form permits edit of completed details The new field, Allow Field Changes If Complete, on the RMA Processing tab of the Templates form, allows the edit of completed detail lines, including those for which you have generated a credit note or replacement order in Order Entry, or a return through Purchase Orders. Previously, once a detail was credited, replaced, or returned, you could not update the fields for the detail. Now, with the option selected, you can edit text fields that appear on the Status, Warranty, Consumer Contact, and Ship Via tabs. Support for I/C kitting items If you use Serialized Inventory, you can allocate serial numbers to kitted items. Order Entry then processes the serial numbers when you generate a credit note. (You click the Zoom button beside the Serial Numbers field to open a form that lets you allocate serial numbers.) 8 Sage Accpac Return Material Authorization

13 Additional Changes Drill down to the original O/E invoice If you generate a replacement order, you can drill down from the Return Authorization Entry form, and then edit the order in Order Entry. Previously, you could drill down to Order Entry to view but not edit the order. Ship-to details are transferred to replacement orders in O/E When you create a replacement order, ship to details from the return authorization header are passed to the replacement order, even if you did not use a ship to code in the return authorization. Previously, no ship to information was passed to the replacement order if the ship to code was blank. Update Notice 9