SAGE ACCPAC. Sage Accpac ERP. Return Material Authorization 5.5A. User Guide

SAGE ACCPAC Sage Accpac ERP Return Material Authorization 5.5A User Guide

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.

Contents Chapter 1: Introduction Chapter 2: Before Using RMA Chapter 3: Processing RMAs Before You Start... 3-2 Standard RMA Processing Cycle... 3-2 Adding Return Material Authorizations... 3-4 RMA Entry Return Authorization (RA) Tab... 3-4 RMA Entry Item and Miscellaneous Charge Detail Lines... 3-9 Entering Information for Details... 3-11 Detail Pricing Information... 3-18 Status Information... 3-21 Warranty Information... 3-22 Consumer Contact Information... 3-23 Ship Via, Alternate Items, and Comment... 3-24 Detail Integration Information... 3-25 Vendor Tab... 3-25 Optional Fields Tab... 3-28 Job Related Tab... 3-29 Rates Tab... 3-30 User Guide iii

Chapter 4: Periodic Processing Removing Completed and Expired RMAs... 4-1 Chapter 5: Reports Open / Closed Status Report... 5-1 Credit Note Report... 5-1 Fault Analysis Report... 5-2 External Status and Workflow Stage Analysis Report... 5-2 Customer Return Rate Report... 5-3 Item Return Rate Report... 5-3 Chapter 6: RMA Forms Return Authorizations... 6-1 Return Instructions... 6-1 Index iv Sage Accpac RMA

Chapter 1 Introduction Sage Accpac Return Material Authorization (called RMA throughout this manual) is an automated returns management and repair tracking system that lets you control high levels of returns while providing superior customer service. With the rise of e commerce, increased competition, and lower margins, more companies than ever before need integrated and automated systems to manage returns. Web based ordering has resulted in a higher level of returns, which has been the experience of the mail order industry. Sage Accpac RMA lets you manage returns and repairs, and provides the framework for: Improved customer satisfaction. Early identification of product faults. Rapid turnaround times. Increased inventory accuracy. Proactive return management. Simple and fast repair tracking and billing. RMA features include: Automatic allocation and tracking of RMA numbers. Optional automatic creation of RMAs from original customer invoices. Automatic creation of customer credit notes in Order Entry and returns to inventory. User Guide 1 1

Introduction Duplicate credit note checking. Creation of sales orders in Order Entry to replace returned goods. Inventory returns to vendors in Purchase Orders. Enforcement of standard, item return policies. Ability to set up templates to speed data entry and enforce processing rules. Tracking of claims for recovery purposes. For example, the tracking of the cost of inventory damaged in transit by a thirdparty shipping company. Shipping documentation. Inclusion of multiple customer invoices on one RMA. Statistics for analysis purposes, including the ultimate end users of all returned products. Status tracking based on user definable internal and external status codes. Restrictions on employees who can authorize RMAs. Authorized employees do not necessarily have to be Sage Accpac ERP users. Fault type tracking. Vendor warranty tracking. Third party repair agent tracking. Serial number entry and tracking. Serialized Inventory integration (if you have Sage Accpac Serialized Inventory). Lot Tracking Integration (if you have Sage Accpac Lot Tracking). Online inquiry to view the status of returns. 1 2 Sage Accpac RMA

Introduction Multicurrency support. Return instruction form detailing return procedures that the customer must follow. Seamless integration with Sage Accpac Inventory Control, Accounts Receivable, Order Entry, Purchase Orders, and Project and Job Costing modules. User Guide 1 3

Chapter 2 Before Using RMA Refer to Chapters 2 and 3 of the Getting Started guide for information and instructions on setting up Sage Accpac RMA, including: Deciding how to use RMA. Entering department information and setting up document numbering. Adding codes for: External statuses (communicated to customers) Workflow stages Fault types Repair agents Creating templates for the types of RMA your company uses. Setting up security for using RMA. Adding return policies for items. User Guide 2 1

Chapter 3 Processing RMAs Once you set up Sage Accpac RMA, you use the Return Authorization Entry form to record and track all returned merchandise. The Return Authorization Entry form lets you: Record returned and to be returned merchandise. Track the status of each return. Create replacement orders and credit notes in Order Entry. Create returns to vendors in Purchase Orders. Import return authorizations that you created in another Sage Accpac Return Material Authorization database or in a non Sage Accpac program. We recommend that you set up at least one template before you start using RMA. By providing default RMA settings and field entries, templates reduce data entry time and ensure that returns are handled consistently. Editing RMAs can recalculate prices and costs WARNING! Check RMAs carefully after editing existing details. Changing field values also causes the recalculation of dependent detail fields. For example, if you change the quantity field on a detail line, RMA recalculates the extended amounts for price, cost, and vendor cost. User Guide 3 1

Before You Start Before You Start Before you enter a return, collect adequate return information from the party returning the goods. This may include: Finding out the invoice numbers you need to credit. You can: Enter the number of an existing invoice. Leave the invoice number blank. Determining whether items will be returned to inventory for resale. Verifying the numbers that you want RMA to assign to return authorizations. (You change prefixes and number sequences on the RA Options form.) Use the buttons on the form to: Update the displayed return. Delete the displayed return. Create a customer credit note in Order Entry. Create a replacement customer order in Order Entry. Create a vendor return in Purchase Orders. View components of kits. Calculate the restocking fee. Close the Return Authorization Entry form, the zoomed detail form, or a popup form. Standard RMA Processing Cycle The following chart illustrates the general procedure for filling in and processing RMAs. 3 2 Sage Accpac RMA

Standard RMA Processing Cycle Step 1: Fill in header information for the RMA: Enter customer number. Choose template matching RMA type (optional). Templates set field and option defaults for the RMA header and for item details. Select the Job Related, Project Invoicing, and Retainage options (on the Job Related tab), as necessary. Enter claim number and RMA description. Enter/edit vendor information on the Vendor tab if creating a vendor return. Select invoices, receipts, or inventory items to add lines to the RMA detail section for editing. Step 2: Edit item detail lines for the RMA: Delete unnecessary details lines if you inserted lines from invoices or existing RMA documents. Check the location and enter or edit the return quantity. Select the appropriate RMA actions (defaulted from the template): Are items being returned to inventory? If so, is there a restocking fee? Are items on a replacement order? On credit note? On a vendor return? Check the status codes for returns (also from the template): What s the status? Why returned? Where fixed? When? Enter warranty information, contact information, changes to pricing, and item comments. Enter optional field information if you added optional fields to item details. Step 3: Edit optional field information for the RMA as a whole on the Optional Fields tab. Step 4: Approve, authorize, and add the RMA. Enter the RMA authorization and approvals if required. You may require approval before adding the detail lines. Once you click the Add button, you can print out the RMA instructions or RMA confirmations for the customer. Step 5: Update RMA as the status changes when items are sent out for repair, returned, customer notified, etc. Step 6: Complete the RMA and generate documents. Once stock has been returned or items checked and repaired, all details are complete (if required by the template), and the RMA is complete, you can click the appropriate buttons to generate a credit note, replacement order, and/or vendor return. User Guide 3 3

Adding Return Material Authorizations You use the Return Authorization Entry form to enter, edit, post, and delete RMAs. You also use the form to import and export requisitions. To open the Return Authorization Entry form, choose Return Authorization Entry from the R/A Transactions folder. The following form appears: RMA Entry Return Authorization (RA) Tab Add header information first: 1. If you are automatically numbering RMAs, use the Tab key to move directly to the Customer Number field. Leave *** NEW *** in the RA Number field. New RMA If NEW doesn t appear in the field, click the New button to the right of the RA Number field to start a new RMA. 3 4 Sage Accpac RMA

If you do not use automatic numbering, type the number for the return authorization, and press the Tab key to move to the Customer Number field. Note: RMA assigns numbers only when you click Save. This way you do not waste a number if you decide to cancel the return authorization prior to saving. 2. Enter the customer number or select it from the Finder. New Customer Zoom button You can click the New button beside the Customer Number field to add a new customer record. If you mainly have cash sales, you might use a single CASH customer ID for your sales and for your returns, and then use the Zoom button to change the bill to information. 3. In the RA Template Code field, select or type the code for the template that corresponds to the type of RMA you are entering. Templates provide default settings and entries for RMAs. They can even provide different RMA document numbering sequences. For example, you might use different settings and numbers for returns and for repairs. 4. If the returned item was processed on a job related invoice, click the Job Related tab, and then: a. Select the Job Related option. b. If Project and Job Costing handles the invoicing for the associated project, select the Project Invoicing option. c. If the original invoice included retainage: i. Select the Retainage option to ensure that retainage is adjusted correctly for the return. User Guide 3 5

ii. Enter the retainage terms and the exchange rate to use for the retainage document, when you process retainage. Note: If the return uses project invoicing, you cannot select the retainage accounting option. For more information about the options on the Job Related tab, see the section, Job Related Tab, later in this chapter. 5. Fill in the rest of the fields on the Return Authorization tab as follows: Default RMA Document (display only). If you fill in details by RMA Document, the program displays the RMA document number you specify in this field. (You use the Fill Details By field to specify an existing RMA document.) RA Date. Enter the date for the return document. The program displays the session date as the default date. Complete? You select this check box only when the RMA is complete. Depending on the RMA template, you may have to complete each of the detail lines before you can mark the RMA complete. Note: You can generate credit notes, replacement orders, and vendor returns only when the return authorization is marked Complete. Override checking Is RMA Approved? RMA lets you override checking that is set up in the template or in the item policies. Checking ensures that: You enter an invoice number for all items. You are not crediting more items than were sold, less credits already issued. 3 6 Sage Accpac RMA

The return authorization is issued no later than x days from the invoice date. To override checking for items on the RMA: Zoom button a. Click the Zoom button to display the following form. b. Enter the approver s name and password. You can enter only the names and passwords of users authorized to approve RMAs in the Authorization form (in the R/A Setup folder). c. Select Is RMA Approved. d. Click Close. Authorized By. Enter the name of the person who authorized the RMA. If you specified a template, the Default Authorized By code specified in the template appears in this field. You can change it. Customer Claim Number. The claim number may be a reference that the customer provided or a claim number (or ticket) your company issued for the RMA. Ship Date. Enter the date when replacement goods will be shipped. Price List Code. If you are filling in details by referencing an existing invoice or RMA document, the program displays the code used on that document. Otherwise, the price list code from the customer record appears in this field. Shipping Reference. You can enter an optional shipping reference for the return authorization using up to 22 characters. User Guide 3 7

Ship-To Location. The program displays the customer s default ship to location, but you can change the location. Zoom button Click the Zoom button beside the field to check or edit the ship to details. Use the Finder to select another ship to location defined for the customer in Accounts Receivable. Ship Via. Enter or select a valid ship via code, if you use different shipping methods. The program displays the ship via description from the ship to location record or from the A/R customer record. If no ship via code is specified for the ship to location or the customer, the program uses the code specified in the RMA template. Fill Details By. Select a method to add item detail lines to the RMA. If you prefer, you can skip this field, and insert item details manually in the Return Authorization Entry form. You can add details from more than one invoice Use the Finder and the Go button to insert details You can use more than one of the following methods to add details, and you can use the same method more than once. For example, you can select an invoice, click the Go button, and then select another invoice to add its details. O/E Invoice. Use the Finder to select an invoice, and then click the Go button to add all the invoice details to the grid on the Return Authorization tab. You can delete detail lines that do not apply to this return, and you can edit the lines you are keeping. RMA Document. Click the Finder to select a posted RMA document to use as a template, then click the Go button to add the details to the grid. You can edit the details as necessary. Serial No. This choice is available only if you use Sage Accpac Serialized Inventory. You use the Finder to select the serial number for an item for which you have invoiced the 3 8 Sage Accpac RMA

customer, then click the Go button to add a detail for the item. Note that this choice lists invoiced serial numbers only. If you want to list serial numbers you have not yet invoiced, select Serial No (No invoice) instead. Item Lot. This choice is available if you use Sage Accpac Lot Tracking. You use the Finder to select a lot tracking number for an item for which you have invoiced the customer, and then click the Go button to add details from the matching invoice. Item Number. Use the Finder to select an inventory item from a list, and then click the Go button to add a detail for the item. Depending on your template settings, you may be able to add items that were not on an invoice for the current customer. Serial No (No invoice). The choice is available if you use Sage Accpac Serialized Inventory. It lets you add item details by serial number without requiring an associated invoice number. You use the Finder to select a serial number, and then click the Go button to add a detail for the item. If you select this option, it will take the default location specified for the customer on the return authorization or on the template you specified. Description. Enter a description of up to 60 characters for the return authorization. RMA Entry Item and Miscellaneous Charge Detail Lines RMA details provide a large amount of information about each item, including pricing, warranty, status, and consumer contact information. User Guide 3 9

Press F9 to display the zoomed detail entry form RMA lets you enter item and miscellaneous charge details using either the detail entry grid on the Return Authorization tab or a separate ( zoomed ) detail entry form. The zoomed detail entry form provides easy access to all of the information for a selected detail, some of which is arranged on tabs at the bottom of the screen. Basic invoice/item detail information Return quantity Action taken The Status tab allows you to track repairs and the reasons for replacement Usually, you add detail lines from invoices, update detail quantities, and then select the action for each detail. You can then select the initial status codes and enter comments and warranty information. Use Fill Details By, or add details individually You can insert details using the Fill Details By field, as described in the previous section. You can also insert details individually by: Using the Insert key to add lines in the detail entry grid. Clicking the New button beside the RA Detail Line Number field on the zoomed form. 3 10 Sage Accpac RMA

You can delete lines until you add the return authorization. Once you add a detail line, you cannot change the item number or miscellaneous charge number. If you added a line for the wrong item, you must delete the line and add a new one. Before adding return details If the return is for a job-related item: 1. Select the Job Related option on the Job Related tab. You cannot add job related details unless you select this option, and you cannot enter job related details and non job related details on the same document. 2. Fill in the remaining fields on the Job Related tab as described in the section Job Related Tab, later in this chapter. If you are going to generate a vendor return for the returned item: 1. Enter the vendor number on the Vendor tab. You must specify a vendor before you can select a vendor receipt for a detail. 2. Fill in the remaining fields on the Vendor tab, as described in the section Vendor Tab, later in this chapter. Entering Information for Details Use the following fields to enter information for each detail: Required detail fields Note: The item number and location are mandatory fields. The unit of measure and item category are required, but appear by default from the item number. The external status, workflow stage, fault type, and repair agent may be required, depending on the template options and the settings in the RA Options form. [RA Detail] Line Number. The program sets the line number automatically. On the zoomed form, you can use this field to scroll through existing details. User Guide 3 11

Line Type. This field indicates whether the line is for an item or a miscellaneous charge. You cannot change the line type on lines inherited from an invoice or RMA. If you are adding a new line, select Item or Miscellaneous, depending on the type of detail. Complete? Select this check box when the detail is complete. Note: You cannot generate credit notes, orders, or vendor returns until the RMA is complete. Depending on your settings, you may have to mark each line complete before you can select the Complete? check box in the RMA header. Date Completed. The program inserts the current session date when you select the Complete? check box. You can change the date (for example, to an earlier date). Customer Invoice. If you used the Fill Details By field to add detail lines from an invoice, the invoice number appears in this field. If you are inserting a new item detail, use the Finder to select the invoice. If you are entering the return without specifying an invoice, skip this field. You must specify an existing invoice if the RMA template requires one. Vendor Original Receipt. If you are adding an RMA for a purchase receipt, select the receipt number from the Finder. You must select a vendor before you can select a vendor receipt. If you are going to generate a vendor return, you should select the vendor before entering the item details. Job-related RMAs Contract / Project / Category. These fields appear only if you use Sage Accpac Project and Job Costing and you selected the Job Related 3 12 Sage Accpac RMA

option for the return authorization. If you use different terms for contract levels in Project and Job Costing, those terms appear instead of contract, project, and 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 originally charged. 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. Item No. / Misc. Charge. If you are inserting a new line, and you choose an invoice number, the program displays the item numbers and miscellaneous charges from the original document. For each detail, select the item that you are returning. If you have already added the line, you cannot change the item or miscellaneous charge. You can delete the line, and then insert a new one, if necessary. If you are entering an item detail for a job related return, this field is called Item No. If you are entering a miscellaneous detail, enter the code in the Miscellaneous Charge Code field that appears when you select Miscellaneous as the line type. Description. The program displays the description from the invoice or from the inventory record if you are adding the item without an invoice. You can edit the description. Kit/BOM Number. If adding an assembled item, enter the kit or BOM number. You can then click the Zoom button to indicate returned quantities for each of the item components in the assembly. Note: You cannot include kit assemblies on return authorizations that generate P/O vendor returns. User Guide 3 13

Location. Select or check the location where the item is being returned. The default item location can be set in the template. Otherwise, the program will use the location from the invoice detail, or, if there is no invoice, from the customer record. Category. If the template includes a default item category, the program displays the category from the template. Use this field if you want to keep all the returned items in a separate category until you determine the item status. If the template does not include a default item category, the program displays the item category used in the customer invoice or, if you did not specify a customer invoice, in the I/C item record. You can use the Finder to select a different category from a list. Price List Code. If you specified a customer invoice for the detail, the program displays the price list code from the invoice. If you did not specify a customer invoice, the program uses the price list code specified for the customer in Accounts Receivable. You can select a different price list defined in Inventory Control. Quantity. Enter the quantity being returned. The program uses this quantity to calculate the extended price, extended cost, and vendor cost. Unit of Measure. The program displays the unit of measure from the customer invoice or item record. You can select another unit defined for the item in Inventory Control. If you change the unit of measure, the program uses the conversion factors stored in the I/C item record to recalculate the following fields: Unit Weight. Extended Price. 3 14 Sage Accpac RMA

Extended Cost. Extended Vendor Cost. Lot Tracked? Select this check box if the item has a lot number that is tracked by Sage Accpac Lot Tracking. Click the Zoom button beside the field to select the lot number. Serial Numbers? This check box is selected if the item is marked as serialized in Inventory Control. Click the Zoom button beside the field to select or enter the serial number. Comments/Instructions. Click the Zoom button to add any special instructions or comments. The check box will be selected if comments or instructions already appear. Restocking Fee? Select this option if the miscellaneous charge should be included when the program calculates a restocking fee. Return to Stock? Select this option if you are returning the item to inventory. Do not select the option if you are writing off the item. This information is passed to Order Entry when you generate a credit note. Vendor returns Note: Choose Return To Stock if you are doing a vendor return. Vendor returns always reduce your inventory levels. Put Item / Misc. on Replacement Order? Select this option if you want to include the item on a replacement order. Zero Value on Replacement Order? If you are generating a replacement order, specify whether the price for this item should be zero on the order. For example, you select this option if you are not also issuing a credit note for the item, so the customer is not billed twice. User Guide 3 15

If you do not select this option, the order will use the item price from the return authorization. Put Item / Misc. on Credit Note? Select this option if you want to include the item on a credit note. You cannot select this option for job related return authorizations that use project invoicing. Zero Value on Credit Note? If you are generating a credit note, specify whether the price for this item should be zero. For example, if you are replacing the item with a different item, you might want to adjust the quantity and not the price. If you do not select this option, the credit note will use the item price from the return authorization. Put Item on Vendor Return? Select this option if you want to include the item on a vendor return. Note: You can generate either a vendor return or a credit note, but not both types of documents, for job related RMAs. Zero Value on Vendor Return? If you are generating a vendor return, specify whether the vendor cost should be zero. For example, if you were sending the item back to the vendor for repair rather than for credit, you would use a zero vendor cost on the return. If you do not select this option, the vendor return will use the vendor cost from the return authorization. Job-related fields for details If you selected the Job Related option for a return authorization, you also use the following fields to specify information for Project and Job Costing: Billing Type (display only). The program displays the billing type for the specified project, category, or resource (depending 3 16 Sage Accpac RMA

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 return authorization. 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 return authorization: WIP. The program displays the work in progress account used for the project or category (depending on the project type and 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 assigned to the item or miscellaneous charge for billing purposes in Project and Job Costing. You can change it if necessary. A/R Item UOM. The program displays the A/R unit of measure assigned to the item or miscellaneous charge for billing purposes in Project and Job Costing. You can change the A/R unit of measure if necessary. Zoom button Optional Field. Click the Zoom button beside the Optional Field check box, and then use the form that opens to enter optional field information for the items specified in this detail. Use the Finder to select optional fields for this detail. The Finder displays only fields that are assigned to RMA details in the R/A Optional Fields setup form. User Guide 3 17

Detail Pricing Information The following fields appear on the Pricing tab of the zoomed item detail entry form and in the detail entry grid on the Return Authorization tab: Price By. This field shows whether the price of this item is based on weight or on quantity. (Pricing by weight is available in Sage Accpac 500 ERP only.) If pricing is by quantity, the program sets volume discount amounts or percentages according to the quantity of goods that are ordered. If pricing is by weight, the program sets volume discount amounts or percentages by item weight. Pricing Weight UOM. If pricing by weight, the program displays the pricing weight unit from the price list. If pricing is by weight, the program sets volume discount amounts or percentages by item weight. Weights are calculated in RMA by multiplying the unit weight of an item times the quantity ordered, and converting the weight to default units. Pricing Unit of Measure. The program displays the pricing unit of measure from the customer invoice, if you specified a customer invoice. If you change the pricing unit of measure, the program uses the conversion factor from the I/C item record to recalculate the extended price for the new unit of measure. Unit Price. The program displays the unit price from the customer invoice or item pricing details, but you can change it. Entering a unit price forces the recalculation of the extended price. Extended Price. The program displays the total price of the returned item. The amount does not include any taxes that are included in item prices. 3 18 Sage Accpac RMA

Discount % and Discount Amount. You can specify a separate discount percentage or amount for each detail on the return authorization. You can still enter a discount for the document, if you prefer. RMA then prorates the discount amount for the transaction details, overriding any discount amounts you may have entered manually for a detail. Discounted Extended Amount. This field displays the amount for the detail after applying the discount. Weight Unit of Measure. This is the unit of measure for weighing this item on the return authorization. Depending on the options you set in Order Entry, the program displays either the item weight unit (from the item record) or the pricing weight unit (from the price list). Note: If the item is not priced by weight, the program displays the item weight unit from the item record. If the item is priced by weight and has base prices for multiple units of measure, and if Order Entry uses Pricing Weight Unit for the Default Order Weight UOM, the program displays the default unit of measure from the price list. You can change the weight unit of measure for the detail line, if necessary. Unit Weight. This is the weight of a single item for this detail line expressed in the RMA Weight Unit of Measure. You can multiply this weight by the quantity ordered to get the extended weight. Extended Unit Weight. The quantity shipped multiplied by the unit weight entered for the item in Inventory Control. You can edit the item weight and the extended weight on the return authorization, if necessary. User Guide 3 19

You may want to use the extended weight for determining the postage, shipping, or other charges on generated orders. For generated orders, RMA converts the extended weight for each line to the order weight unit of measure, and puts the estimated weight for the entire order on the Totals tab. Costing Unit of Measure. The program displays the costing unit of measure from the customer invoice (if you specified one). If you change the costing unit of measure, the program uses the conversion factor from the I/C item record to recalculate the extended cost for this detail. Unit Cost. The program displays the unit cost from the customer invoice or location. You can change the cost if you have appropriate security rights. For kitting items, the program displays the sum of all of the components costs in this field. Entering a unit cost forces recalculation of the extended cost. Extended Cost. The program displays the extended cost of the returned item. The amount does not include any taxes that are included in item prices. Vendor Costing Unit of Measure. The program displays the vendor costing unit of measure from the receipt, if you specified a vendor receipt. This field also determines the entries for the Vendor Costing Unit Conversion factor (retrieved from Inventory Control) and the Extended Vendor Cost field. Vendor Unit Cost. If the return authorization is linked to a vendor receipt, the unit cost from the vendor receipt appears in this field as the default. 3 20 Sage Accpac RMA

If the return authorization is not linked to a vendor receipt, the program determines the cost using the Default Item Cost method specified in the P/O Options form. If you create a vendor return for Purchase Orders, the vendor return uses the amount you enter in this field. Changing the vendor unit cost also changes the amount in the Extended Vendor Cost field. Vendor Extended Cost. This amount is the vendor unit cost multiplied by the quantity returned. Status Information The following fields appear on the Status tab of the zoomed item detail entry form and in the detail entry grid on the Return Authorization tab: Note: The status, workflow stage, fault type, and repair agent can be required or not, depending on the settings in the RA Options form or in the template that you chose. A status code is optional if the option to allow a blank for the code is selected in the RA Options form or in the specified template. A status code is mandatory if the RA Options form or the template do not allow a blank code. Status. Type or select a status code from the list of codes added in the Status Codes form. The status is the code that you would communicate to people outside your organization as opposed to the workflow stage code, which you use internally. Workflow Stage. Type or select workflow stage code from the list of codes added in the Workflow Stage Codes form. User Guide 3 21

Workflow stages are internal codes that show where goods are in your organization. Fault. Enter or select the fault code from the list of codes added in the Fault Codes form. Fault types are the reasons that products are returned. Repair Agent. Enter or select the repair agent code from the list of codes added in the Repair Agents form. Repair agent codes identify the companies or locations where returned goods are repaired (typically by third parties). Repair Date. Enter the date that the item went to the repair agent. Promised Receipt Date. Enter the date that the customer is due to return the item. Date Received. Enter or select the date that you received the item from the customer. Date Rejected. Enter or select the date in this field if the item repair was rejected. Rejection Comment. If repair was rejected, enter the reasons for rejection (such as past warranty date, outside warranty, impossible to repair, and so on). Warranty Information The following fields appear on the Warranty tab of the zoomed item detail entry form and in the detail entry grid on the Return Authorization tab: Customer Warranty? Select this field if the merchandise on the detail line is under a warranty handled by your company. Customer Warranty Reference. Enter an optional warranty reference for this detail line, using up to 22 characters. 3 22 Sage Accpac RMA

Customer Warranty Expiry Date. Enter or select the date your customerʹs warranty expires for this item. Vendor Warranty? Select this field if the merchandise on the detail line is under warranty from the vendor. Vendor Warranty Reference. Enter an optional warranty reference for this detail line, using up to 22 characters. Vendor Warranty Expiry Date. Enter or select the date the vendorʹs warranty expires for this item. Consumer Contact Information The following fields appear on the Consumer Contact tab of the zoomed item detail entry form and in the detail entry grid on the Return Authorization tab. If your customer is not the final consumer, the Consumer Contact tab lets you enter information about the ultimate user of the returned item. Customer Replacement Invoice Number. If your customer has already supplied a replacement item to the end consumer and you want to record these details, enter the replacement invoice number. Consumer Code. Enter a consumer code, if applicable. (If you use Serialized Inventory or Lot Tracking, you can select from existing consumer codes.) Customer Replacement Invoice Date. If your customer has already supplied a replacement item, you can enter the replacement invoice date. Consumer Purchase Date. If the end consumer returned the item, enter the date the end consumer purchased the item. Consumer Name and Address. If the merchandise has been returned by the end consumer, and those details are required for tracking purposes, enter the name, address, phone and fax of the consumer. User Guide 3 23

Ship Via, Alternate Items, and Comment The following fields appear on the Ship Via / Alternate Items / Comment tab of the zoomed item detail entry form and in the detail entry grid on the Return Authorization tab: Shipment Tracking Number. RMA lets you enter a tracking number (waybill number) for each detail, so that you can keep track of shipments that use different carriers or that were shipped at different times. If the return authorization detail is linked to an Order Entry invoice line, the program displays the shipment tracking number from the invoice as the default. You can change this to the shipment tracking number used by the customer when returning the goods. The shipment tracking number is not copied to the replacement order you may create for a detail. It is assumed that you will use a different shipment tracking number to return the goods to the customer. Ship Via Code. Enter or select an optional ship via code from the list of codes added in Order Entry. The program displays the ship via description from the A/R customer ship to location record in the Invoicing tab, or from the Ship Via field in the A/R customer record, or, if no other ship via is specified, from the RMA template. Manufacturer's item number. If you have set up manufacturers item numbers in Inventory Control, you can enter the manufacturerʹs item number (usually a bar code) in this field, rather than entering your inventory control item number. Customer s item number. If you know the customer s item number, you can enter it in this field on the Ship Via / Alternate Items / Comment form. Comment. Type an optional comment for the detail, using up to 250 characters. 3 24 Sage Accpac RMA

You can let the program assign the line breaks, or you can assign them yourself, by pressing the Ctrl + Enter or Shift + Enter keys each time you want to start a new line. Detail Integration Information The fields on Integration tab of the zoomed item detail entry form provide information about the replacement order and the credit note generated for Order Entry, and the vendor return generated for Purchase Orders: Customer Order Number and Customer Order Date. The program displays the number of the replacement order generated for Order Entry and the date that the order was generated. Customer CN Number and Customer CN Date. The program displays the number of the credit note generated in Order Entry and the date that the credit note was generated. Vendor Return Number and Vendor Return Date. The program displays the number of the vendor return generated in Purchase Orders and the date that the vendor return was generated. These fields also appear in the detail entry grid on the Return Authorization tab. Note: You can generate documents for a return authorization only if the return authorization has been marked Complete. Vendor Tab The Vendor tab lets you specify vendor information to use to generate a vendor return in Purchase Orders. It also lets you enter claims from a secondary vendor, such as a shipping agent for damaged goods. User Guide 3 25

Note: You must enter the vendor number on the Vendor tab before you can generate a vendor return. You must enter the vendor number before entering the item details. The vendor item cost will not be updated if you change or add the vendor after you enter detail lines. If you do not specify a vendor, the vendor unit cost will be zero. Fill in the fields on the Vendor tab as follows: Vendor Number. You must enter the vendor number on the Vendor tab before you can generate a vendor return. The number you enter applies to all items on the return authorization. Vendor RA Date. This is the date of the vendor s return authorization. You will enter the date after you submit the vendor return. 3 26 Sage Accpac RMA

Vendor RA Number. Enter your vendor s return authorization number. Vendor Return Number. The purchase return number is assigned automatically when you generate a purchase return for the return authorization. You can click the drilldown button to display the return details. Note that you cannot generate a vendor return until the return authorization has been marked Complete. Vendor Return Date. This is the date that the purchase return was generated. You cannot change it. Vendor Bill-To Location. Select the Inventory Control location code to which bills for the purchase order should be sent. You can edit the bill to location in the Purchase Orders module if necessary. Vendor Ship-Via Code. Specify the shipping method by which you plan to return the goods to the vendor. The program displays the ship via description for the code you select. Claim Vendor Number. This field identifies the vendor against whom you want to claim an amount, other than the cost of the item. (For example, you might have an insurance claim for goods damaged in transit.) Claim Vendor Reference. Enter a reference number provided by the claim vendor. Claim Vendor Amount. Enter the amount you want to claim from the claim vendor. One vendor return for all marked items If you need to return an item later RMA generates one vendor return for all the item details that use the Put On Vendor Return option. If you marked an item as not being returned, but later need to return it, you can generate an additional vendor return, as follows: 1. On the return authorization header, clear the Complete? check box. User Guide 3 27

2. In the detail line: a. Clear the Complete? check box. b. Change your selection for the Put On Vendor Return option. c. Reselect the Complete? check box. 3. On the return authorization header, reselect the Complete? check box. 4. Click the Generate P/O Return button to create the vendor return for the additional item. Return date and return number The vendor return date and number are added automatically to the detail line when you generate the vendor return. Optional Fields Tab This tab contains optional fields that have been set up for the whole return authorization, and which may or may not be required. If the return authorization uses the same optional fields as Order Entry orders and credit notes, the optional field information will be used on the generated credit notes and replacement orders. Note: Optional fields are not available unless you use Sage Accpac Transactional Analysis and Optional Fields Creator. You see only the fields for which Yes is entered in the Use column in the Options form. You can insert other fields that have been assigned to the Return Authorization Entry form. Comment. Type an optional comment for the return, using up to 250 characters. You can either let the program assign the line breaks or assign them yourself, by pressing the Ctrl + Enter or Shift + Enter keys each time you want to start a new line. 3 28 Sage Accpac RMA

You can include the comment on printed RMA confirmations or RMA instructions. Job Related Tab The Job Related tab appears only if you use Sage Accpac Project and Job Costing. Selecting the Job Related option If this return is for an item or services originally charged to a project that you are managing using Project and Job Costing, select the Job Related option on this tab. 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. Once you select the Job Related option, job related fields become available for detail entry, and the following fields become available on the tab: 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 User Guide 3 29

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 multicurrency, whether to use the exchange rate from the original document or the current exchange rate. Rates Tab The Rates tab appears only in multicurrency systems, if you select a customer that uses a different currency than your functional currency and you do not both use EMU member currencies. The Rates tab lets you select the following options and information: Source Currency. This field displays the currency used for the customer in Accounts Receivable. You cannot change it. 3 30 Sage Accpac RMA

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. 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. 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 User Guide 3 31

rate type, 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. 3 32 Sage Accpac RMA

Chapter 4 Periodic Processing The Return Material Authorization module will keep all transactions until you elect to purge completed return material authorizations up to and including a certain date. Note: Once data is purged, it is no longer available for reporting. Make sure that you print all the reports that you need before you delete data. This purge has no effect on transactions RMA created in other modules, such as replacement orders and credit notes in Order Entry or returns in Purchase Orders. Order Entry and Purchase Orders maintain these generated transactions. The Periodic Processing screen will purge all completed and expired return material authorizations up to and including the date specified. Removing Completed and Expired RMAs Decide how long you want to keep RMA information for reporting purposes before you remove any information. RMA lets you specify a number of days before return authorizations expire, allowing you to remove automatically old authorizations that are not complete. You specify the number of days on the RA Options form. For example, you could set the number of days to 365 so that you can delete any authorizations that are older than a year. User Guide 4 1

Removing Completed and Expired RMAs To remove information for all completed and expired RMAs: 1. Choose the Periodic Processing icon from the R/A Periodic Processing folder. The following form appears: 2. Enter or select the date up to and including which you want to clear completed and / or expired RMA documents. 3. Select Clear Completed RMA Documents if you want to remove all information for completed documents with an RA Date on or before the date you specified. Periodic Processing uses the RA Date! WARNING! Periodic Processing uses the RA Date not the Completion date when deleting RMA information. If you typically take several months to complete RMAs, make sure that you take the completion time into account when you set the Through Date. 4. Select Clear Expired RMA Documents to remove expired documents whether they are complete or not! Periodic Processing uses the RA Date! WARNING! Periodic Processing deletes incomplete RMAs. Make sure that the time you set before RMAs expire is long enough to cover the normal completion of all your RMAs otherwise, you risk deleting RMAs that are still active. 5. Click the Process button. 4 2 Sage Accpac RMA