Editing Returns

Jump to navigation Jump to search

Warning: You are not logged in. Your IP address will be publicly visible if you make any edits. If you log in or create an account, your edits will be attributed to your username, along with other benefits.

The edit can be undone. Please check the comparison below to verify that this is what you want to do, and then save the changes below to finish undoing the edit.

Latest revision Your text
Line 1: Line 1:
−
RMA (Return Material Authorization) is used to return items either from a customer equipment list to your stock OR from your stock to the vendor. If parts need to move from customer to vendor, this requires two RMA transactions, one from customer to stock and another one from stock to vendor. SME does not always handle the accounting side of RMA's so you need to manage the credits to customer or from vendors.  
+
RMA is Return Material Authorization used to return items either from a customer equipment list to your stock OR from your stock to the vendor. If parts need to move from customer to vendor, this requires two RMA transactions, one from customer to stock and another one from stock to vendor. SME does not always handle the accounting side of RMA's so you need to manage the credits to customer or from vendors.  
−
 
 
−
<br>In order for items to be able to be returned from your customer to your inventory, the items must be delivered/ sold from your stock. The Item status cannot be "has jit items". Review the [[Material Allocation]] page to understand how to reserve stock and how stock is depleted from inventory and marked as delivered or sold.
 
−
 
 
−
== Return Material from Customer Site back to Inventory ==
 
−
You can generate a return for bringing customer equipment that has been invoiced back into inventory. You can start a return from the Customer Equipment Module, directly in the return module, or by entering the invoice number the material was on.
 
−
 
 
−
<h3>Return from Customer Equipment</h3>
 
−
Customer Equipment that has been invoiced can be returned from your customer back to your inventory. You can check to see if the equipment was invoiced by opening the equipment and checking the Link Status.
 
−
<br>1) Go to the '''Customer Equipment''' module and search for the customer
 
−
<br>2) Right click on the equipment you want to return
 
−
<br>3) Select '''Retire Remove / Retire'''
 
−
<br>4) Click '''Yes''' to jump to new RMA
 
−
<br>5) In the RMA, click the '''Return Items''' tab
 
−
<br>6) Select the item on the grid and click '''Receive Item'''
 
−
<br>7) In the Receive Return Items window, make sure '''Permanent Removal''' is checked.
 
−
<br><br><u>If the material is serialized :</u>
 
−
* Enter the serial number in the Receive Stock tab and click '''Add'''.
 
−
<u>If non-serialized item:</u>
 
−
* Enter the '''Received Quantity''' in the Receive Stock tab.
 
−
<br>8) Click OK.
 
−
<br>9) The RMA will close.
 
−
<br>10) Go to the Customer Equipment and notice the status of the equipment you returned is now '''Retired'''.
 
−
<br>11) Go to the inventory item and click the '''Material Details''' tab. If it was a serialized item you can locate the serial number and notice the serialized stock is now available in your warehouse.
 
−
 
 
−
<h3>Return from Returns module by Invoice Number</h3>
 
−
If you have the invoice number the material you are returning is on, you can enter the invoice number on the return and pull the material on the invoice onto the return.
 
−
<br>1) Go to '''Inventory''' module > '''Returns'''
 
−
<br>2) Click '''New''' > '''From Customer'''
 
−
<br>3) Select the customer in window that opens
 
−
<br>4) On the return, click '''Actions''' > '''Customer Return'''
 
−
<br>5) In the window that opens, enter the invoice number
 
−
<br>[[File:EnterInvoiceNumber_CustomerEQReturn.png]]
 
−
<br>6) Click '''OK'''
 
−
<br>7) The window that opens show the invoice. Double click on it to select
 
−
<br>[[File:REturnByInvoiceNum_SelectInvoice.png]]
 
−
<br>8) In the next window, select the material you want to return on that invoice and the material will be added to the return on the Return Items tab
 
−
<br>[[File:ReturnItemsTab_MaterialAddedFromInvoice.png]]
 
−
<br>9) On the Return Items tab, select the material you want to return and click '''Receive Item''' on the tab.
 
−
<br>10) Check '''Permanent Removal''' and notice the warehouse that the material will be returned into. Change as necessary.
 
−
<br><br><u>If the material is serialized :</u>
 
−
* Enter the serial number in the Receive Stock tab and click '''Add'''.
 
−
<u>If non-serialized item:</u>
 
−
* Enter the '''Received Quantity''' in the Receive Stock tab.
 
−
<br>[[File:CheckPermanentRemoval.png]]
 
−
<br>11) If you want to credit the invoice the material was on, click the '''Credit''' tab, otherwise click '''OK''' to complete the return.
 
−
<br>[[File:EnterCreditAmount.png]]
 
−
<br>12) Enter the amount to be credited in the '''Credit Amount''' field.
 
−
<br>13) Click '''OK'''. When all items are returned, you can click '''Yes''' to close the order in the window that opens
 
−
<br>14) Go back to the invoice that was credited. If you want the invoice to update the invoice in QB, check '''Export to QB'''.
 
−
<br>[[File:CheckexportToQBOnCreditedInvoice.png]]
 
−
 
 
−
 
 
−
<h3>Return from Returns module search for material</h3>
 
−
You can initiate a return from the returns module by searching for equipment that has been invoiced for a customer
 
−
<br>1) Go to the '''Inventory''' module > '''Returns'''
 
−
<br>2) Click '''New''' > '''From Customer'''
 
−
<br>3) Select the customer in window that opens
 
−
<br>4) Click the '''Return Items''' tab
 
−
<br>5) Click '''New''' on the tab
 
−
<br>6) Click '''Select from Customer Equipment'''
 
−
<br>[[File:ClickSelectFromCustomerEquipment.png]]
 
−
<br>7) In the window that opens, select the equipment you want to return. The equipment must be invoiced to be able to return.
 
−
<br>8) In the Enter Items to be returned window, click '''OK'''.
 
−
<br>[[File:ClickOKInSelectEquipmentWindow.png]]
 
−
<br>9) Click the the '''Return Items''' tab and the equipment selected will show on the tab.
 
−
<br>10) Select the item and click '''Receive Item'''
 
−
<br>11) In the Receive Return Item window, check '''Permanent Removal'''.
 
−
<br><u>If the material is serialized :</u>
 
−
* Enter the serial number in the Receive Stock tab and click '''Add'''.
 
−
<u>If non-serialized item:</u>
 
−
* Enter the '''Received Quantity''' in the Receive Stock tab.
 
−
<br>12) Click '''OK'''.
 
−
<br>[[File:ReceiveReturnItemsWindow_CheckPermRemoval.png]]
 
−
<br>13) Click '''Yes''' in the prompt to close the return.
 
−
 
 
−
 
 
−
 
 
−
<h3> I can't find the item that I need to return </h3>
 
−
In order to be able to put the equipment on a return it has to be Equipment and it has to have been allocated/reserved and invoiced. If you aren't seeing it show up in the list of material to add to the return, it is probably not invoiced or not equipment.
 
−
 
 
−
<br>If you go to the '''Customer''' module > '''Customer Equipment''' do you see the equipment there? If not, it isn't equipment.
 
−
<br>[[File:CheckToSeeIfEQ.png]]
 
−
 
 
−
<br>If it is showing as equipment, you can open it up and look at it's Link Status.
 
−
<br>[[File:LinkStatusSoldInvoiced.png]]
 
−
 
 
−
<br>If it isn't showing in customer equipment, the item will need to be marked as equipment to return. You can mark the material as equipment by going to the  '''Customer''' > '''Customer List'''  tab > '''Equipment''' tab
 
−
<br>Look at the non-equipment list or all (image below)
 
−
<br>Double click the item you want to return and check '''Equipment''' '''Piece'''.
 
−
 
 
−
<br>[[File:TurnIntoEquipmentPIece.png]]
 
−
 
 
−
==Create a credit invoice for customer equipment returned==
 
−
 
 
−
<h3>Create a Credit Invoice for Material/Equipment Returned</h3>
 
−
The Credit Invoice created in SME will sync to QuickBooks as a Credit Memo.
 
−
<br>In this example, I had item VP20W-C on a service order and it was fully invoiced
 
−
<br>[[File:FullyInvoicedMaterialForReturn.png]]
 
−
 
 
−
<br>I can now create a return to bring it back into stock and create a credit invoice that will go over to QuickBooks as a Credit Memo.
 
−
<br>1) Go to''' Inventory''' module > '''Returns'''
 
−
<br>2) Click '''New''' > '''From Customer'''
 
−
<br>3) Choose the customer in the search window
 
−
<br>4) Click the '''Return Items''' tab
 
−
<br>5) Click '''New''' on that tab
 
−
<br>[[File:NewOnReturnItemsTab.png]]
 
−
<br>6) In the window that opens, click '''Select from Customer Equipment'''
 
−
<br>7) A list of all the equipment at the customer site that has been fully invoiced will show. Select the material
 
−
<br>8) Click '''OK''' to add it to the Return Items tab.
 
−
<br>9) On the Return Items tab, select/highlight the item you are returning and click '''Receive Item'''
 
−
<br>10) In the Receive Returned Items window, make sure '''Permanent Removal''' is checked
 
−
<br>11) Click the '''Credit''' tab (Image below)
 
−
<br>[[File:ReceiveReturnedItemsCreditTab.png]]
 
−
<br>12) Locate the '''Credit Amount''' field. Enter the pre-tax dollar amount you are crediting.
 
−
<br>13) Check '''Create Credit Invoice'''
 
−
<br>14) Click '''OK''' and the Item will be returned
 
−
<br>15) Click '''Item Details''' tab on the return
 
−
<br>16) Locate the line on the grid for '''Created Invoice'''
 
−
<br>17) Right click on that line and select''' Jump to Credit'''
 
−
<br>[[File:ReturnItemDetailsJumpToCredit.png]]
 
−
<br>18)  SME will jump to the Invoicing module to the credit invoice (image below)
 
−
<br>[[File:ReturnInvoiceCredit.png]]
 
−
<br>--Notice the Invoice type on the invoice is credit
 
−
<br>--Also notice the '''Export to QuickBooks''' flag is checked. This Credit invoice will sync to QuickBooks as a Credit Memo on your next sync.
 
−
<br>--Below is a screenshot of the Credit Memo in QuickBooks for this example. QuickBooks will pick the next Credit Memo number to assign to it.
 
−
<br>[[File:CreditMemoCreatedFromReturn.png]]
 
−
 
 
−
 
 
−
 
 
−
<h3>Credit the original invoice for the material and set it to sync</h3>
 
−
<br>You can credit the original invoice and sync the credited invoice back to QuickBooks.
 
−
<br>1) Click '''New''' and select from '''Customer site'''
 
−
<br>2) Select customer
 
−
<br>3) click '''Actions''' > '''Customer Return'''
 
−
<br>[[File:REturn_ActionsCustomerReturn.png]]
 
−
<br>4) Enter the Invoice Number and click OK.
 
−
<br>5) In the search window that opens, select the invoice
 
−
<br>6) In the next window, select the equipment to return from the material listed on the invoice
 
−
<br>7) Go to the '''Return Items''' tab and you will find the equipment listed.
 
−
<br>8) Select the equipment and click '''Receive Item'''
 
−
<br>[[File:POItems_ReceiveItem.png]]
 
−
<br>9) In the Receive Returned Items window, make sure '''Permanent removal''' is checked
 
−
<br>10) Go to the '''Credits''' tab
 
−
<br>[[File:Return_EnteringTheCreditAmount.png]]
 
−
<br>11) Enter the '''credit amount'''. The Credited Invoice # will be populated
 
−
<br>
 
−
<br>'''NOTE''' - You must know what you have set on your SMP_Credit Item in QuickBooks so you know if you need to enter the material amount only or the material amount plus tax for the material in the Credit Amount. To check, open QuickBooks. Click Lists > Item List. Open SMP_Credit and note the Tax Code.
 
−
<br>[[File:SMP_Credit_TaxCode.png]]
 
−
<br>12) Click '''OK''' in the Receive Returned Items window. The Return will close.
 
−
<br>13) Go to the invoice number you credited to see the balance change.
 
−
<br>14) Check '''Export to QuickBooks''' to update the QB invoice with the credit.
 
−
<br>[[File:CreditedQBInvoice_SMP_CreditItems.png]]
 
−
<br>
 
−
<br>'''NOTE''' - if your SMP_Credit item Tax Code is set to TAX, then the SME Invoice balance will retain the tax on the material.
 
−
<br>[[File:TAxBalanceStillOnSMEInvoiceFormaterialTax.png]]
 
−
<br>To clear out the remaining balance for the tax on the SME Invoice, do the following:
 
−
<br>- Go to the service order with the material you are returning.
 
−
<br>- Go to the '''Order Items''' tab
 
−
<br>- Edit the material
 
−
<br>- Check '''Non-Taxable'''
 
−
<br>- Click '''OK''' on the Material
 
−
<br>- Click the '''Taxes''' tab
 
−
<br>- Uncheck '''Lock Taxes'''
 
−
<br>- Click '''Refresh Tax Rates'''
 
−
<br>- Now the taxes will be cleared out of the SME invoice.
 
−
<br>[[File:SMEInvoiceBalanceZeroAfterMaterialNonTaxable.png]]
 
−
 
 
−
== Replace Customer Equipment ==
 
−
Returns allow you to return customer equipment and replace with other material in your warehouses.
 
−
 
 
−
<h3>Replacing serialized equipment with another serial number in stock in your warehouses</h3>
 
−
1) Go to '''Customer Equipment''' module and search for your customer
 
−
<br>2) Right click on Equipment
 
−
<br>3) Select '''Return Replace'''
 
−
<br>4) Click '''Yes''' to jump to new RMA
 
−
<br>5) In RMA, click the '''Return Items''' tab
 
−
<br>6) Select the stock and click '''Receive Items'''
 
−
<br>7) In the Receive Return Items window, notice Replace Item is checked. Click '''OK'''
 
−
<br>8) In the Select Replacement Part window that opens, locate the part/ serial number you want to use as replacement.
 
−
<br>9) You will be notified that the item has been reserved for the original order. Click '''OK'''.
 
−
<br>[[File:NewREservedItemMessage.png]]
 
−
<br>10) The RMA will close.
 
−
<br>11) Go back to Customer Equipment and locate the item on the EQ list. Notice the item you brought back to stock has the equipment status of '''Retired''' and another line for the new serial number is entered with a status of '''Replacement'''.
 
−
<br>[[File:RetiredAndREplacement.png]]
 
−
 
 
−
<h3>Replace non-serialized equipment with another from your stock</h3>
 
−
1) Go to Customer Equipment module and search for your customer
 
−
<br>2) Right click on the Equipment
 
−
<br>3) Select '''Return Replace'''
 
−
<br>[[File:CustEQ_ReturnReplace.png]]
 
−
<br>4) Click '''Yes''' to jump to the new RMA
 
−
<br>5) On the return, click the '''Return Items''' tab
 
−
<br>6) Select the equipment on the tab and click '''Receive Items'''
 
−
<br>[[File:ReturnItemsTab_ClickReceiveItems.png]]
 
−
<br>7) In the Receive Return Items window, notice '''Replace Item''' is checked. Click '''OK''' and that item will be returned to your warehouse.
 
−
<br>8) The Select Replacement Part window opens. Select the stock you want to use as replacement.
 
−
<br>9) A message will tell you all items have been received. Click '''Yes''' to close the return.
 
−
<br>[[File:AllItemsReceived_REplacement.png]]
 
−
<br>10) Go back to customer equipment module to see the original equipment with the status of '''Retired''' and the new equipment added as '''Replacement'''.
 
−
<br>[[File:NonSerializedReplacementInCustEQ.png]]
 
  
 
== Return Material in Inventory back to the Vendor ==
 
== Return Material in Inventory back to the Vendor ==
Line 213: Line 13:
 
<br>8. Make sure the quantity is correct and Click OK.
 
<br>8. Make sure the quantity is correct and Click OK.
 
<br>9. Click '''Save''' in the return.  
 
<br>9. Click '''Save''' in the return.  
−
<br>10. Click '''Receive Item'''.  
+
<br>10. Click''' Receive Item'''.  
  
 
[[File:ReceiveItem.png]]
 
[[File:ReceiveItem.png]]
  
−
<br>11. In the Receive Return Items window, check '''Permanent Removal'''.
+
<br>11. In the Receive Return Items window:
 +
 
 +
*        If serialized item:
 +
**            Check Permanent Removal
 +
**            Enter the serial number in the Receive Stock tab and click Add. Click OK.
 +
*        If non-serialized item:
 +
**            Check Permanent Removal
 +
**            Enter the Received Quantity in the Receive Stock tab. Click OK.
  
−
*        If serialized item: enter the serial number in the Receive Stock tab and click Add. Click '''OK'''.
+
<br>12. You will be prompted with “all items have been received, close return? Click the order?”  Click Yes.
−
*        If non-serialized item, enter the Received Quantity in the Receive Stock tab. Click '''OK'''.
 
  
−
<br>12. You will be prompted with “all items have been received, close return? Click the order?”  Click '''Yes'''.
+
== Return Material from Customer Site back to Inventory ==
  
−
<h3>Bring material back into inventory from Vendor</h3>
+
You can generate a return for bringing customer material back into inventory from Customer Equipment or from Returns. Below are the steps starting from Returns.
−
If your vendor sends you back the material you removed from inventory, you can re-add the material to inventory. On the PO Items tab, right click on the material that was sent back. Select '''Vendor Return''' (image below). The material will be added to your stock.
+
 +
<br>1. In the Inventory module, select '''Returns'''.
 +
<br>2. Click '''New''' and select '''From Customer'''.
 +
<br>3. Select the '''Customer''' in the Search window.
 +
<br>4. In the return, select the '''Return Items''' tab.
 +
<br>5. Click '''New'''.
 +
<br>6. Click '''Select From Customer Equipment''' in the “Enter Items to be returned” window.
 +
<br>7. Select the material you are returning in the '''Select Inventory Item''' window. If it is serialized, write down the serial number because you have to enter it later.
 +
<br>8. Make sure the quantity is correct and Click '''OK'''.
 +
<br>9. Click '''Save''' in the return.
 +
<br>10. Click '''Receive Item'''.
  
−
[[File:VendorReturn_POItemsTab.png]]
 
  
−
== Returning serialized item from customer to vendor and swapping with a new serial number ==
+
[[File:ReceiveItem.png]]
−
Step 1: Return Serial Number from Customer Equipment back to your stock
 
−
<br>Step 2: Return serial number from your stock to vendor
 
−
<br>Step 3: Create PO to vendor to bring another serial number back to stock
 
−
<br>Step 4: Create a service order to put the new serial number back at the customer site.
 
  
−
<h3>Step 1: Return Serial Number from Customer Equipment back to your stock</h3>
+
<br>11. In the Receive Return Items window:
−
You can follow steps to return serialized equipment from customer stock as described previously on this page where you can see multiple options, or follow steps below.
 
−
<br>1) Go to Customer Equipment
 
−
<br>2) Right click on the Equipment
 
−
<br>3) Select '''Return Remove/Retire'''
 
−
<br>4) Click '''Yes''' to jump to new RMA
 
−
<br>5) In RMA, click the '''Return Items''' tab
 
−
<br>6) Select the item on the grid and click '''Receive Item'''
 
−
<br>7) In the Receive Return Items window make sure '''Permanent Removal''' is checked and click '''OK'''.
 
−
<br>8) The RMA will close.
 
−
<br>9) Go to the Customer Equipment and notice the status of the equipment you returned is now Retired.
 
−
<br>10) Go to the inventor item, click the Material Details tab. Locate the serial number and notice the serialized stock is now available in your warehouse.
 
  
−
<h3>Step 2: Return serial number from your stock to vendor</h3>
+
<u>If serialized item:</u>
−
1) In RMA, click '''New''' > '''To Vendor'''.
+
* Check '''Permanent Removal'''
−
<br>2) Select the Vendor
+
* Enter the serial number in the Receive Stock tab and click '''Add'''. Click '''OK'''.
−
<br>3) Click the '''Return Items''' tab and click '''New''' on the tab.
+
<u>If non-serialized item:</u>
−
<br>4) In the Enter Items to be Returned window, click '''Select from Stock'''.
+
* Check '''Permanent Removal'''
−
<br>5) In the Select inventory item window, select the material you need to return.
+
* Enter the '''Received Quantity''' in the Receive Stock tab. Click '''OK'''.
−
<br>6) In the next window that opens, select the serial number for the stock you need to return.
+
           
−
<br>7) On the Return Items tab, select the stock on the grid and click '''Receive Items'''.
+
<br>12. You will be prompted with “all items have been received, close return? Click the order?”  Click Yes.
−
<br>8) In the Receive Returned Items window, check '''Permanent Removal''' and click '''OK'''.
 
−
<br>9) The RMA will close. The serialized material is out of your stock.
 
  
−
<h3>Step 3: Create PO to vendor to bring another serial number back to stock</h3>
+
−
1) Go to '''Inventory''' module > '''Purchase Orders'''.
+
'''*NOTE*''' To start a return from customer equipment to inventory, you can also go to Customers > Customer Equipment. Find your customer and right click on the material you need to return. Select '''Retire''' to permanently remove equipment from Customer Equipment and put it back in inventory.
−
<br>2) Click '''New''' and select the vendor.
 
−
<br>3) Click the '''PO Items''' tab and click '''New''' on the tab.
 
−
<br>4) Click the '''I''' button and select the inventory item you need to bring into stock.
 
−
<br>[[File:ClickTheIButton.png]]
 
−
<br>5) Make sure the '''Quantity''' and '''Cost''' are correct.
 
−
<br>6) Click '''OK'''.
 
−
<br>7) On the '''PO Items''' tab, select the material on the grid and click '''Receive Item'''.
 
−
<br>8) In the Receive PO Items window, enter the serial number in field circled below. Click Add to the right of the field and click OK.
 
−
<br>[[File:PO_EnterSerialNumberREceived.png]]
 
−
<br>9) The PO will close and the serialized stock is in your warehouse.
 
  
−
<h3>Step 4: Create a service order to put the new serial number back at the customer site.</h3>
 
−
1) Create a new service order for the customer that needs the new serial number.
 
−
<br>2) On the Order Items tab, click '''New Material'''.
 
−
<br>3) Select the material
 
−
<br>4) In the Add Items to Order window, make sure the price is correct. Make sure A'''dd to Customer Equipment''' is checked.
 
−
<br>5) Click the '''Stock Details''' tab and click '''Select Stock'''.
 
−
<br>6) Select the serial number you want to reserve.
 
−
<br>7) Click '''OK''' in the '''Add Items to Order''' window.
 
−
<br>8) '''Save''' the Service Order.
 
−
<br>9) Click '''Actions''' > '''Close Order''' and '''Invoice''' the order. The serial number is taken out of your stock and you will see it on the customer’s equipment list.
 
  
 
== Print the Return ==
 
== Print the Return ==

Please note that all contributions to High5Wiki may be edited, altered, or removed by other contributors. If you do not want your writing to be edited mercilessly, then do not submit it here.
You are also promising us that you wrote this yourself, or copied it from a public domain or similar free resource (see High5Wiki:Copyrights for details). Do not submit copyrighted work without permission!

Cancel Editing help (opens in new window)
Retrieved from "https://www.high5software.com//mediawiki/index.php?title=Returns"