## Generating Returned Material Authorization

This chapter provides an overview of Returned Material Authorization (RMA) and discusses how to:

- Set up RMA defaults.

- Create RMAs.

- Run the RMA - Update Sales Order Status program.

- Run the RMA Purge program.

### Understanding RMA

An RMA is an approval from the supplier for the customer to return inventory for credit, replacement, or repair. The system creates an authorization number for the supplier to track the return of the inventory. This is also known as Returned Goods Authorization (RGA).

When you create an RMA, you can create a purchase order to receive the old product and a sales order to ship a replacement. Or instead of shipping a replacement product, you can create a credit order. You can indicate how the system creates purchase orders and sales orders by setting up processing options for versions of the Sales Order Entry program (P4210) and the Purchase Order program (P4310) and specifying those versions in the Return Material Authorization Defaults program (P40052).

The system uses next numbers to generate the RMA number. The RMA number associates the purchase order with the sales order.

You can create a purchase order to receive a returned item, which enables you to take advantage of system processes such as receipt routings, warehouse puts, and quality inspections. You can also create a sales order to ship a replacement inventory item to a customer or create a credit order to issue a credit for the return.

With the RMA module, the system can perform these functions:

- Trigger invoicing for parts or machines not returned.

- Deduct inventory and forecast the reorder level based on usage.

- Substitute parts wherever parts numbers are involved (reservation, shipping, receiving, balancing, backorder fulfillment, and so on).

Generic Business Example

A computer company sells a laptop computer with a six-month warranty to customer 123. Customer 123 calls three months later because the laptop computer is broken. The computer company creates an RMA, which automatically creates a sales order and purchase order. The company uses the sales order to ship out a new computer and the purchase order to track the receipt of the broken computer. The computer company's policy to not bill the customer if the broken computer is received within 20 days. After 20 days, the customer is billed for the new computer. The customer returns the broken laptop computer within 20 days, so the sales order is canceled when it is ship confirmed.

This example provides a single tracking transaction and allows the company to relate a sales order and purchase order to the transaction for reference.

### Setting Up RMA Defaults

This section provides an overview of RMA defaults and discusses how to:

- Set up RMA defaults.

- Determine the search sequence.

#### Understanding RMA Defaults

When you set up RMA default information, you identify to the system that you want the system to reserve and release parts for shipment using the default data based on the RMA type, branch/plant, service type, service provider, and service group. You can enter RMA default information for purchase orders, credit orders, and sales orders.

When you enter an RMA from a service order, the system retrieves the service provider information from the service order. The system retrieves the address book information from the Work Order Master File table (F4801) that is created when you enter a service order.

When you enter an RMA directly from the menu, the system does not provide the service provider. The system uses the Ship To address as the default value for the customer.

You define the order that you want the system to search for the default values based on the RMA information. The system uses a hierarchical search method, from most specific to most general. When the system finds a match, it stops searching for default values.

#### Form Used to Set Up RMA Defaults

Form Name | FormID | Navigation | Usage
Work with Returned Materials Authorization Default | W40052A | Daily Sales Order Management Processing menu (G4210), Additional Order Processes (G4212), Return Materials Authorization Defaults | Review the RMA defaults.
Return Material Authorization Defaults Revisions | W40052B | Click Add on the Work with Return Material Authorization Defaults form. | Set up RMA defaults.
RMA Defaults Search Sequence | W40052C | Select Search Sequence from the Form menu on the Work with Returned Materials Authorization Defaults form. | Determine the search sequence.

#### Setting Up RMA Defaults

Access the Return Material Authorization Defaults Revisions form.

Service Group | Enter a value for the attribute of a service provider that enables the end user to group the service provider into logical groups, such as regional, type of service provided, and billing arrangements.
Repairable Branch/Plant | Enter the branch/plant to which the repairable location belongs. This field appears on the purchase order detail line that is created from the RMA.
Repairable Location | Enter the area in the warehouse where you receive inventory. The format of the location is user-defined and you enter the location format for each branch/plant. If a returned inventory item is repairable, the system places the item in a repairable branch/plant. If the returned item is not repairable, the system places the item in a scrap branch/plant.
Scrap Branch/Plant | Enter the business unit that is used to generate accounts receivable invoices.
Purchase Order Version | Specify the version of the Purchase Order Entry program (P4310) that the system uses to create a purchase order.
Received Lead Time | Enter the value that the system uses to calculate the promised delivery for the returned inventory item number.
Shipping Brn/Plt (shipping branch/plant) | Enter the shipping branch/plant that appears on the sales order detail line.
Shipping Location | Enter the shipping location on the sales order that is created from the RMA. If you leave this field blank, the order detail line is soft committed to the primary location. If a location is specified, the order detail line appears as hard-committed to that location and the Item Location table (F41021) is updated accordingly.
Sales Order Version | Specify the version of the Sales Order Entry program (P4210) that the system uses to create the sales order.

#### Determining the Search Sequence

Access the RMA Defaults Search Sequence form.

To include fields in the hierarchical search, complete the field with a value of Y.

Display Sequence | Enter a number that specifies the order of a group of records on the form.

### Creating RMAs

This section provides an overview of RMAs, lists prerequisites, and discusses how to:

- Set processing options for the Returned Material Authorization Revisions program (P400511).

- Set processing options for the Work with Return Material Authorization program (P40051).

- Enter returned material authorizations.

#### Understanding RMA Entry

An RMA is an authorization from the supplier for the customer to return inventory for credit, replacement, or repair. The system creates an authorization number for the supplier to track the return of the inventory. This group of programs assists the user in managing the return of inventory by inventory item numbers.

Enter RMA information to manage the return of inventory items for credit or repair. If a customer calls with a defective item claim, you can use the RMA programs to:

- Provide an authorization number for the return.

- Define a purchase order to record the return of the item.

- Define a credit order to credit the customer's account.

- Define a sales order to reserve and release items for shipment.

- Associate a sales order number or invoice number with a return.

- Perform other types of dispositions, such as receiving and reshipping items.

If necessary, the consultant can also enter a service order for repair of the returned item. Additionally, you can use the RMA process to ship replacement items to a customer, service provider, or technician if a service order is referenced in the header of the authorization. When you enter the return material authorization, the system creates a record in the Return Material Authorization table (F40051).

You can enter information for purchase orders or sales orders. You also can select which types of orders the system generates and enter information for those orders by choosing the appropriate options. For example, if you want the system to generate an invoice, select Sales Order and then On Line Invoice from the Row menu on the Work with Return Material Authorization form.

Credit Memos

When you enter credit memos, you are creating a reversal for an existing sales order. This action creates a negative amount for the sales order.

When you create a credit memo, the system displays order history information from the S.O. Detail Ledger File table (F42199) from which you can select entire orders or order detail lines. You can create credit memos from order or order detail line combinations. As you select an order or order detail line, the system pulls the information from the Sales Ledger Inquiry program (P42025) to the Return Material Authorization Revisions program (P400511). When you close the P42025 program, you can review the credit information.

To credit an amount, you must ensure that the line type indicates a credit transaction.

When you create a credit memo, the system accesses S.O Detail Ledger File table (F42199) for order history information.

Note. When you clear a credit memo, the system clears the credit each time that you select Clear Credit Memo from the Form menu.

To delete the credit information after you have created a credit memo, you cancel the detail lines on the Returned Materials Authorization Revisions form.

The system receives credit lines one at a time.

If you have incorrectly selected a line or order to create a credit memo, but you have not yet created a credit order, you can clear the credit information.

#### Prerequisites

Before you complete the tasks in this section:

- Define default values for creating sales orders and purchase orders.

- Set up RMA status UDCs (40/RN).

- Verify that you have purchased and installed these systems. You must have installed these systems to be able to use the Work with Return Material Authorization program (P40051):

  - System 41: JD Edwards EnterpriseOne Inventory Management.

  - System 42: JD Edwards EnterpriseOne Sales Order Management.

  - System 43: JD Edwards EnterpriseOne Procurement Management.

- Set up a unique document type for return materials authorizations.

- Set up a version of the Sales Order Entry program (P4210) for credit orders.

- Set up a version of the Sales Ledger Inquiry program (P42025) for RMAs. Ensure that you set the status code processing options so that the P42025 program retrieves only orders that have been invoiced.

- Set up a version of the P40051 and the P400511 programs. In the processing options for the P400511 programs, you can enter the version of the P42025 program that you set up for RMAs.

- Set up the Return Material Authorization Defaults program. In the P40052 program you can specify the versions of the P4210 program for sales orders and credit orders, and the version of Purchase Order Entry (P4310) that you want to use for RMAs. If you leave the versions blank, the system uses version ZJDE0001.

See Also

Setting Up RMA Defaults

JD Edwards EnterpriseOne Tools 8.98 Foundation Guide

Entering Default Line Information

#### Form Used to Create RMAs

Form Name | FormID | Navigation | Usage
Returned Material Authorization Revisions | W400511E | Daily Work Order Processing (G1712) or Additional Order Processes (G4212), Returned Materials Authorization Click Add on the Work with Return Material Authorization form. To add a credit memo, select Sales Ledger from the Form menu on the Return Material Authorization Revisions form. Select Credit Memo and then Select Line or Select Order from the Row menu on the Work With Sales Ledger Inquiry form. | Enter returned material authorizations. Set up Returned Material Authorizations and Credit Memos.

#### Setting Processing Options for the Return Material Authorization Revisions Program (P400511)

Use these processing options to set system default values, control which fields are edited, control system processing, and specify versions.

Defaults

These processing options control the default information that the system uses when working with RMA revisions.

1. Default RMA document type | Enter a value from user-defined code (UDC) 00/DT for the default RMA document type, for example, R8 or R9.
2. Work Order Number to the Sales Order Subledger field | Specify whether the system enters the work order number in the Sales Order Subledger field. Values are: Blank: The system does not enter the work order number in the sales order subledger field. 1: The system enters the work order number in Sales Order Subledger field.
3. Inventory Item Number from the Service Work Order | Specify whether the system enters the item number into the RMA when receiving parts. Values are: Blank: The system does not enter the item number in the receipt. 1: The system enters the inventory item number for receipt from the service work order header.
4. Inventory Item Number for Shipment from the Service Work Order | Specify whether the system enters the item number into the RMA when shipping parts. Values are: Blank: Do not enter the item number in the shipping document. 1: Enter the inventory item number for shipment from the service work order header.
5. Equipment Number for Receipt from the Service Work Order | Specify whether the system enters the equipment serial number into the RMA when you receive parts. Values are: Blank: Do not enter the serial number. 1: Enter the serial number.
6. Equipment Number for Shipment from the Service Work Order | Specify whether the system enters the equipment serial number into the RMA when you ship parts. Values are: Blank: Do not enter the serial number. 1: Enter the serial number into the RMA when you ship parts.
7. Last Disposition For Credit Memo | Specify the line type of the RMA detail line when the RMA is created from the sales ledger and a credit memo is created by the RMA. Enter a value from UDC 40/RN.
8. Last Disposition for Warranty Claim | Specify a value from UDC 40/RN that indicates the line type to be used to create the RMA detail line when you create the RMA from a warranty claim.
9. Last Disposition for Supplier Recovery Claim | Specify a value from UDC 40/RN that indicates the line type to be used to create the RMA detail line when you create the RMA from a supplier recovery claim.

Edits

These processing options control which fields are required when you enter an RMA.

1. Work Order Number Required | Specify whether the system requires a work order number when you enter an RMA. Values are: Blank: Work order number is not required. 1: Work order number is required.
2. Request Number Required | Specify whether the system requires a request number when you enter an RMA. Values are: Blank: Request number is not required. 1: Request number is required.
3. Original Sales Order Number Required | Specify whether the system requires the original sales order number when you enter an RMA. Values are: Blank: Original sales order number is not required. 1: Original sales order number is required.
4. Original Invoice Number Required | Specify whether the system requires the original invoice number when you enter an RMA. Values are: Blank: Original invoice number is not required. 1: Original invoice number is required.
5. Reason Code Required | Specify whether the system requires a reason code when you enter an RMA. Blank: Reason code is not required. 1: Reason code is required when the RMA is created. 2: Reason code is required when the disposition is attached.

Process

These processing options control whether the system sends a message of the goods that are expected to be returned and whether the Parts List Search & Select field is displayed in add mode.

1. Send message of the goods expected to be returned | Specify whether the system sends a message of the goods expected to be returned. Values are: Blank: Do not send a message. 1: Do send a message.
2. Display 'Parts List Search & Select' in Add Mode | Specify whether the system displays the parts list search and select in add mode. Values are: Blank: Do not display parts list search and select in add mode. 1: Display parts list search and select in add mode.

Versions

These processing options control the versions that are called by the program.

1. Sales Ledger Inquiry (P42025) | Enter a version of the Sales Ledger Inquiry program (P42025) that is set up for credit memos. If you leave this field blank, the system uses version ZJDE0001.
2. Quick Customer Add (P01015) | Enter a version of the Quick Customer Add program (P01015) that the system uses to add a new customer record. If you leave this field blank, the system uses version ZJDE0001.
3. Work With Work Orders (P48201) | Enter a version of the Work With Work Orders program (P48201). If you leave this field blank, the system uses version ZJDE0002.
4. Work With Maintenance Request (P17500) | Enter a version of the Work With Maintenance Request program (P17500). If you leave this field blank, the system uses version ZJDE0001.
5. OnLine Invoice Inquiry (P42230) | Enter a version of the OnLine Invoice Inquiry program (P42230). If you leave this field blank, the system uses version ZJDE0001.
6. Shipment Confirmation (P4205) | Enter a version of the Shipment Confirmation program (P4205). If you leave this field blank, the system uses version ZJDE0001.
7. Purchase Receipts Inquiry (P43214) | Enter a version of the Purchase Receipts Inquiry program (P43214). If you leave this field blank, the system uses version ZJDE0001.
8. Item Availability (P41202) | Enter a version of the Item Availability program (P41202). If you leave this field blank, the system uses version ZJDE0001.
9. Item Cross Reference (P4104) | Enter the version of the Item Cross Reference program (P4104). If you leave this field blank, the system uses version ZJDE0001.
10. Purchase Order Receipt Entry (P4312) | Enter the version of the Purchase Order Receipt Entry program (P4312). If you leave this field blank, the system uses version ZJDE0001.
11. Open Order Inquiry (P4310) | Enter the version of the Open Order Inquiry program (P4310). If you leave this field blank, the system uses version ZJDE0001.

#### Setting Processing Options for the Work with Return Material Authorization Program (P40051)

Use the processing options to set system default values and specify versions.

Default

These processing options control default information that the system provides when you are entering RMA information.

1. RMA Document Type | Specify a value from UDC 00/DT that indicates the document type of the RMA records to be created. Examples are R8 for an RMA that creates a sales order and R9 for an RMA that creates a credit order.
2. Header Branch/Plant | Specify a default branch/plant. Values are: Blank: Use the branch/plant from the user location. 1: Use the branch/plant from the ship-to address. 2: Use the branch/plant from the sold-to address.
3. Default Branch/Plant | Specify a default branch/plant to use when you create RMA records. You can use existing branch/plant values for data entry purposes.

Versions

Use these processing options to control the versions of various programs that the system uses.

1. RMA Revisions - P400511 (ZJDE0001) | Specify the version of the Return Material Authorization Revisions program (P400511) that the system uses to enter RMA information. If you leave this processing option blank, the system uses the ZJDE0001 version.
2. Shipment Confirmation - P4205 (ZJDE0001) | Specify the version of the Shipment Confirmation program (P4205) that the system uses to confirm a shipment for sales orders that are created from the RMA. If you leave this processing option blank, the system uses the ZJDE0001 version.
3. Receipt Entry - P4312 (ZJDE0001) | Specify the version of the PO Receipts program (P4312) that the system uses to enter a receipt. If you leave this processing option blank, the system uses the ZJDE0001 version.
4. SO Entry - P4210 (ZJDE0001) | Specify the version of the Sales Order Entry program (P4210) that the system uses to access the Work with Return Material Authorization program (P40051). If you leave this processing option blank, the system uses the ZJDE0001 version.
5. PO Entry - P4310 (ZJDE0001) | Specify the version of the Purchase Order Entry program (P4310) that the system uses to access the P4310 program from the Work with Return Material Authorization program (P40051). If you leave this processing option blank, the system uses the ZJDE0001 version.
6. Work Order Revisions - P17714 (ZJDE0001) | Specify the version of the Work Order Revisions program (P17714) that the system uses to create a work order. If you leave this processing option blank, the system uses the ZJDE0001 version.
7. On-Line Invoice - P42230 (ZJDE0001) | Specify the version of the Online Invoice Inquiry program (P42230) that the system uses to create an invoice for sales orders that are created through RMAs. If you leave this processing option blank, the system uses the ZJDE0001 version.
8. Purchase Receipts Inquiry - P43214 (ZJDE0001) | Specify the version of the Purchase Receipts Inquiry program (P43214) that the system uses to locate purchase orders that are created through RMA. If you leave this processing option blank, the system uses the ZJDE0001 version.
9. PO Receipts - P4312 (ZJDE0001) | Specify the version of the PO Receipts program (P4312) that the system uses to enter a purchase order receipt. If you leave this processing option blank, the system uses the ZJDE0001 version.
10. Work With Work Orders - P48201 (ZJDE0002) | Specify the version of the Work With Work Orders program (P48201) that the system uses to find or add a work order. If you leave this processing option blank, the system uses the ZJDE0002 version.
11. Work With Maintenance Request - P17500 (ZJDE0001) | Specify the version of the Work With Case program (P17500) that the system uses to locate the request number that is related to an RMA. If you leave this processing option blank, the system uses ZJDE0001.
12. Work With Equipment Master - P1701 (ZJDE0001) | Specify the version of the Work with Equipment Master program (P1701) that the system uses to add or locate an equipment master record. If you leave this processing option blank, the system uses the ZJDE0001 version.
13. Print Pick Slips - R42520 (XJDE0001) | Specify the version of the Print Pick Slips program (R42520) that the system uses to process pick slips for sales orders that are created using RMA. If you leave this processing option blank, the system uses the XJDE0001 version.

#### Entering Returned Material Authorizations

Access the Returned Material Authorization Revisions form.

Customer | Enter a user-defined name or number that identifies an address book record. You can use this number to locate and enter information about the address book record. If you enter a value other than the address book number (AN8), such as the long address or tax ID, you must precede it with the special character that is defined in the Address Book constants. When the system locates the record, it returns the address book number to the field. For example, if address book number 4100 (Total Solutions) has a long address TOTAL and an * distinguishes it from other entries (as defined in the Address Book constants), you could type TOTAL* into the field, and the system would return 4100.
Customer Ref # (customer reference number) | Use to cross-reference a customer number with the RMA.
Claim/PO Number (claim/purchase order number) | Enter a claim submitted by a service provider for a warranty repair.
Branch Plant | Enter the branch/plant that the system uses when creating the sales order and purchase order.
Request | Enter a number that identifies a customer issue.
Last Disposition | Enter a value from UDC 40/RN that indicates the current status of a Returned Material Authorization Line. The special handling code for the Last Disposition field determines whether a purchase order, sales order (or credit order), or both are created when you enter the last disposition on an RMA line. The special handling codes are: 1: Purchase order only. 2: Sales order only. 3: Recommendation only. No purchase order or sales/credit order is created. A recommendation is useful when you want to create an RMA but do not know whether you want to create a sales order or purchase order. 4: Closed. 5: Purchase order and sales order. 6: Credit order only. 7: Purchase order and credit order.
RMA Item Number | Enter a number that the system assigns to an item. It can be in short, long, or third-item number format.
RMA Item Description | Enter a user-defined name or remark.
RMA Quantity | Enter a value that represents the available quantity, which might consist of the on-hand balance minus commitments, reservations, and backorders. You enter this value in the Branch/Plant Constants program (P41001).
RMA Line No (returned material authorization line number) | Enter the number of the detail line on an RMA record.
Inventory Item for Receipt | Enter a number that the system assigns to an item. It can be in short, long, or third-item number format.
Equipment Number for Receipt | Enter an identification code that represents an asset. Values are: 1: Format for an asset number (a computer-assigned, 8-digit, numeric control number). 2: Format for a unit number (a 12-character alphanumeric field). 3: Format for a serial number (a 25-character alphanumeric field). Every asset has an asset number. You can use unit number and serial number to further identify assets. If this is a data entry field, the first character that you enter indicates whether you are entering the primary (default) format that is defined for the system, or one of the other two formats. A special character (such as / or *) in the first position of this field indicates which asset number format you are using. You assign special characters to asset number formats on the system constants form for fixed assets.
RMA Type | Enter a value from UDC 00/DT that indicates the document type of the RMA records.
Customer | Enter an address book number that indicates to whom the shipment of replacement parts or return and exchange inventory items should be shipped.

### Running the RMA - Update Sales Order Status Program

This section provides an overview of the RMA - Update Sales Order Status program and discusses how to:

- Set processing options for the RMA - Update Sales Order Status program (R400502).

- Run the RMA - Update Sales Order Status program.

#### Understanding the RMA - Update Sales Order Status Program

You run the RMA - Update Sales Order Status program (R400502) for advanced exchanges. For example, you create a sales order to ship an item and a purchase order to receive a defective, yet similar item. If the defective item is not received by the promised delivery date, the program updates the status of the related sales order detail line to a user-defined status such as Print Sales Invoice and the customer is charged for the replacement item. If the defective item is received by the promised delivery date, the program updates the status of the related sales order detail line to a user-defined status such as Complete - Ready to Purge. Additionally, the program changes the price to zero for the replacement item and does not print a sales invoice.

The system bases the data selection on the F40051 table. The system calculates the promised delivery date from the Received Lead Time field in the Return Material Authorization Defaults program (P40052). If the date has passed and the item has been returned, the system updates the sales order status. If the item has been received, the system updates the purchase order to another status.

#### Setting Processing Options for RMA - Update Sales Order Status (R400502)

Processing options enable you to specify the default statuses and versions for the RMA - Update Sales Order Status program (R400502).

Process

These processing options control the next status for item numbers.

1. Next Status for Inventory Item Numbers not Received | Enter the next status to which related sales orders for inventory item numbers not received will be changed. This is a UDC (40/AT).
2. Next Status for Inventory Item Numbers Received | Enter the next status to which related sales orders for inventory item numbers received will be changed. This is a UDC (40/AT).

Versions

This processing option controls the version of the Sales Order Entry program that is called from the program.

1. Sales Order Entry - P4210 | Enter the version of the Sales Order Entry program (P4210), If you leave this processing option blank, the system uses version ZJDE0001.

#### Running the RMA - Update Sales Order Status Program

Select Additional Order Processes (G4212), RMA - Update Sales Order Status. Alternatively, select Daily Work Order Processing (G1712), RMA - Sales Order Update.

### Running the RMA Purge Program

This section provides an overview of RMA purge and discusses how to:

- Set processing options for the RMA Purge program (R400510).

- Run the RMA Purge program.

#### Understanding RMA Purge

Run the RMA Purge program to remove all closed RMA records from the F40051 table. The system removes an RMA record when the associated sales orders or purchase orders are closed (no detail lines are found in the Sales Order Detail File (F4211) or Purchase Order Detail File (F4311) tables). You also can set the appropriate processing option for the RMA Purge program for additional validation; the system can check the Sales Order History File table (F42119) in addition to the F4211 table to ensure that the sales order detail record is not contained in either table. If the sales order detail record is contained in either or both tables, then the system does not remove the RMA records.

#### Setting Processing Options for the RMA Purge Program (R400510)

Processing options enable you to specify the purge process for the RMA Purge program (R400510).

Purge

This processing option controls whether the system validates the Sales Order History File table (F42119) to ensure that no associated sales order detail lines are there. The RMA Purge program purges the RMA only when associated sales order lines are not found in either the F4211 table or the F42119 table.

Validate Records | Specify whether the system validates records against the F42119 table before purging RMA records. Values are: Blank: Do not validate records against the F42119 table. 1: Do validate records against the F42119 table.

#### Running the RMA Purge Program (R400510)

Select Additional Order Processes (G4212), RMA Purge.

Alternatively, select Daily Work Order Processing (G1712), RMA Purge.