Activant Prophet 21 RMA Processing and Inventory Returns
This class is designed for Employees who take customer returns Employees who enter inventory returns
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
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
This course will NOT cover Entering an order Entering a PO
RMA Entry Order Processing / Transaction / RMAs
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
RMA Entry Step 1 Step 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 Price Step 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 2 Step 1 Step 3 Step 4 Step 5 Hit <Enter> a few times to access new line Save icon or File/Save
AppShare Begin One Step RMA in RMA Entry Demonstrate linking a line item to an invoice
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
Returned Inventory Returned inventory can go to the following places: Back to stock Adjusted out of inventory Back to the supplier
Returned Inventory RMB click and choose Display Open Values
Returned Inventory to Stock Quantity to Stock Enter Qty Received Enter Qty to Stock This is default if nothing is specified
Returned Inventory to Adjust Quantity to Adjust Enter Qty Received Enter Qty to Stock, if any Enter Qty to Adjust
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
Default Adjustment Reason Default RMA adjustment reason in Company Maintenance Order taker can still edit on Adjustment tab
Returned Inventory to Supplier Quantity to Supplier Enter Qty Received Enter Qty to Supplier After save, walk through Inventory Return Wizard
Returned Inventory to Supplier Enter Buyer ID Enter Notes for item, if necessary Click Next button
Returned Inventory to Supplier Take note of Return Number Enter RMA Number for supplier, if needed Print, Fax or Email inventory return
Returned Inventory to Supplier
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
Restocking Fee
Restocking Fee
Remittances Tab Enter RMA Type Choose Return Balance, if refunding full amount System setting to have invoice created and printed
Remittance System Setting
Front Counter Tab Create and print credit memo from Front Counter tab If not invoicing, send acknowledgement form
Front Counter Tab Front Counter RMA checked Unlinked line items use tax jurisdiction of return sales location Linked 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 RMA Decide where inventory should go To Stock To be Adjusted To Supplier Enter restocking fee Give cash refund Create and print credit memo
In RMA Entry, you must RMB click, choose Display Open Values and determine where returned material should go. 1. True 2. False
Enter the Restocking Fee as a negative amount in RMA Entry. 1. True 2. False
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
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 Verify received quantity Step 3 Print, 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 Type Choose Return Balance, if refunding full amount Choose Print checkbox on Receipt tab
RMA Receipts - Remittances
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
Outgoing freight is added to the return balance and incoming freight is subtracted from the return balance 1. True 2. False
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
Receiving without Invoicing Enter item, Return Qty and Qty Received Don 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 go Refund customer or create credit on account
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
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 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
AppShare Receive material without invoicing waiting upon approval from supplier
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
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 Print Return Pick Ticket Confirm Return Print Return Packing List
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
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
Supplier Maintenance Checked if supplier requires RMA number when returning goods to them
Inventory Return Linked to PO Step 1 Purchasing / Transaction / Inventory Return Entry Enter 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 required Choose to print, fax or email Pick Ticket Save
Inventory Return NOT Linked to PO Step 1 Step 2 Step 3 Enter Return Location ID Enter Vendor, Supplier and Division IDs Enter Buyer
Inventory Return NOT Linked to PO Step 4 Step 6 Step 5 Enter Authorization Number, if needed Enter Item ID Enter 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 Return Save
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
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.
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
Inventory Return Shipping Enter Inventory Return Print Return Pick Ticket Confirm Return Print Return Packing List
Inventory Return Shipping Inventory / Transaction / Inventory Return Shipping
Inventory Return Shipping Enter or browse for Return Number Choose to print, fax or email a Packing List If no changes are needed, click Save icon
Overshipment Enter the additional quantity in the Quantity Shipped field Additional line items must be added in Inventory Return Entry first
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
Undershipment Enter Reason for Undershipment Can 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 Vendor Checked adds freight amount to return total Unchecked subtracts freight amount from return total
Restocking Fee / Freight Charge
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
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
Inventory Return Wizard
Inventory Return Wizard Enter Quantity Received and confirm overreceipt
Inventory Return Wizard Enter Buyer ID Hit Next button
Inventory Return Wizard Enter RMA Number, if necessary Click Finish button
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
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
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