V9 - Adding and editing return merchandise authorizations (RMAs)

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A Return merchandise authorization, or RMA, is an optional sales form giving your customer approval to return an item. You can also use the Expiration date field to let a customer know when they need to get the goods back to you if you offer refunds. A blank RMA is shown below:

 

 

To add an RMA, follow these steps:

 

1. Select your method for creating a return merchandise authorization (RMA).
   1. Use either of the following direct methods, which require manual entry of all data fields.
      1. The Quick add (add_circle) menu. On the Task bar, go to Quick add > Sales > RMA.
      2. The RMAs list. Go to Operations > Sales > RMAs, then select +Add.
   2. Generate an RMA from another transaction (such as sales order, invoice, sales receipt, or shipment).
      1. Locate the parent transaction record on its appropriate list. Under its Actions menu dropdown, select Create RMA.
      2. SOS Inventory will automatically import all relevant information from that parent transaction into the RMA.
          
2. In the RMA reference # field:
   1. If you have enabled the RMA numbering setting (Tools & settings > Sales > RMAs > RMA numbering), leave this field blank. The system will assign a reference number when the transaction is saved.
   2. If your company has not enabled RMA numbering, or you wish to put in your own RMA reference number, manually enter the number.
       
3. Select the Customer who is returning the item(s) from the dropdown.
   1. If you generated the RMA from another transaction, skip to Step 4.
   2. If adding a new customer, select Add new customer.
      1. A pop-up window will appear with a Customer edit page.
      2. Complete the data fields needed for the customer. Refer to Customer management and the Customers list and Customer field descriptions for more information, if needed.
      3. Save and close the Customer edit page when finished.
          
4. If you revise the Customer notes field, it will also update the Notes field in the customer definition when the transaction is saved.
    
5. Customer address and Shipping address. You can select a different address from the default via their respective Address dropdown lists (if additional addresses are on file) or edit the address manually. Use the pencil (edit) icon as needed to expand an address block for editing and to collapse it when finished.
    
6. Enter or edit the line items as needed.
   1. If the RMA is created directly, when you add line items, only the Item name and Description are added for an item. You must manually enter all other information required to complete the transaction.
   2. If you generate an RMA from another transaction:
      1. Adjust the item quantities on the RMA to reflect the quantity authorized for return.
      2. Delete from the RMA any line items that are not authorized for return. Do not enter a quantity of zero.
          
7. Complete other fields as needed.
    
8. Upon saving the RMA, the system adds the transaction to the RMAs list. RMAs do not sync to QuickBooks Online.
    

Editing an existing RMA

An existing RMA can be opened for viewing or editing by selecting its transaction reference number link in the Ref # column. You will need to enable editing line by line to make changes to the RMA if you use Transaction edit mode.

 

Be sure to save any changes you make.