RMA's, Credit and Debit Memos

Manufacturing and Distribution

Sales Order Processing

RMA’s, Credit Memos, and Debit Memos

Automate the RMA process...

GBMS’ Return Material Authorizations (RMA) functionality is integrated with sales orders to allow for quick approval. Simply locate the originating order and return specific order lines, or create returns without requiring backup documents.

Simplified procedure...

In the most common scenario, a customer service representative (CS Rep) receives a call from a customer wanting to return goods from a past order. The CS Rep locates the originating order by searching the customer’s order history. On the order’s Options tab, the authorized CS Rep clicks the Return button. A pop-up window appears displaying the quantity shipped for each order line, as well as the customer’s purchase price. The CS Rep enters the quantity to return for each order line, and clicks a button that automatically creates the RMA from the order, which uses the original customer information.

Configurable system settings determine the initial status of new RMA’s. A final approval can be enforced allowing the CS rep to confirm all the details before generating the necessary return documents. Once the RMA is approved, the CS Rep is provided with the RMA number to ship the goods against.

User-defined ‘Pass’ and ‘Failure’ codes...

When integrated with the GBMS WMS module for receiving, all returned items are routed through an inspection step. Items returned against an RMA must then be flagged with a ‘Pass’ code in order to be accepted back into inventory. User-defined ‘Failure’ codes allow receivers to (a) adjust out inventory for items that cannot be resold, or (b) reject the return and ship it back to the customer.

Credit and debit memos functionality...

Use GBMS’ Credit / Debit Memo process whenever you want to issue non-inventory credits / debits to customers. This feature is especially useful for companies who will interface GBMS with an accounting interface.

After you issue the credit memo and add the cost item(s), you can easily approve and post the transaction. GBMS will automatically generate and post a non-inventory pick and credit memo shipment, allowing the actual credit document to generate. Additionally, if an accounting interface is in place (e.g., Microsoft Great Plains), GBMS will also send the credit / debit total to the accounting package.

Clicking the Return button on the sales order’s Options tab displays a pop-up window prompting for the item quantity to return.

See GBMS in action...

Watch this demo to learn more about GBMS’ SOP features. View Demo

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GBMS White Paper

Image 1: RMA Creation

Key Features

· Generate RMA’s directly from originating sales order, or create RMA’s without order requirements

· One-click RMA generation from sales order

· Automatic RMA acknowledgements delivered to customer via email or fax

· Related Documents tab for easy inquiry into status of receipts and inspection advices (when combined with WMS module)

· Automatic routing of returned items to inspection (when combined with WMA module)

· User-defined acceptance and failure codes that allow returned items to be resold, adjusted out of inventory, or shipped back to customer (when combined with WMS module)

· On the Credit Memo screen, add notes, adjust the credit date, and/or confirm the items and dollar amounts being credited

Image 2: Sales Return Document

Directly generate the RMA document, which you can email or fax to customers and include with their return shipment.