RMAs – AscentERP

Ascent's RMA functionality gives users comprehensive management over returning merchandise back into inventory or recording material returns to vendor.

Data Fields used for RMAs

RMA Details

A table of all fields available in RMAs is presented below. An asterisk * after the field name denotes a required field when adding an RMA.

Field Name	Field Description
RMA Owner	The user who created the RMA.
RMA Number	The unique number that identifies the RMA. This value is sequential and automatically generated by Ascent.
Contact Name	The contact name for the account the RMA is associated with.
Account Name	The customer account the RMA is associated with.
Original Sales Order	The original sales order the RMA is associated with
Replacement Sales Order	The sales order that was created through an RMA type “Replacement from Order”
Original Purchase Order	The original purchase order the RMA is associated with
Replacement Purchase Order	The purchase order that was created through an RMA type “Replacement from Order”
Type	The current type of the RMA. This value is selected from a dropdown box and should be updated when appropriate. Allowable values are: None Problem Feature request Question
RMA Reason	The reason the merchandise is being returned. This value is selected from a dropdown box. Allowable values are: None User didn’t attend training Complex functionality Existing problem Instructions not clear New problem
Date/Time Opened	The date and time the RMA was created.
Status	The current disposition of the RMA. This value is selected from a dropdown box and should be updated when appropriate. Allowable values are: None On Hold Escalated New
Priority	The importance of handling the RMA relative to other open RMAs. This value is selected from a dropdown box and should be updated when appropriate. Allowable values are: None High Medium Low
Contact Phone	The phone number of the contact name for the RMA.
Contact Email	The phone number of the contact name for the RMA.
RMA Origin*	This represents how your company was originally notified of the RMA. This value is selected from a dropdown box. Allowable values are: None Email Phone Web
Date/Time Closed	The date and time the RMA was closed.
Subject	A general summary of the RMA header. This value should be useful in describing the subject matter of the RMA and will be used throughout other RMA screens (such as managing RMA Comments).
Description	A descriptive note associated with the RMA header. This value appears when managing RMA Comments.
Internal Comments	This field could house more descriptive information for this particular RMA that would be intended for internal use only.

RMA Line Details

A table of all fields available in the RMA Line screen is presented below. An asterisk * after the field name denotes a required field when adding an RMA Line.

Field Name	Field Description
RMA*	The RMA this RMA Line is associated to.
Item*	The item being returned. This value can either be typed in or selected from a lookup box.
Quantity*	The total quantity of the item which the customer wants to return when the RMA Line is entered into the system. Theoretically, this should eventually match the value of Quantity Received.
Reason RMA Line	The reason that the particular item is being returned. This value is selected from a dropdown box. Allowable values are: None Other Not Needed Defective
Serial Numbers	If the particular item being returned against the RMA Line is serialized, each serial number being returned must be entered in this field. Each serial number must be separated by a comma.
Serial Numbers to Replace	If the particular item being returned is serialized and is being replaced, the new serial numbers that are being sent to the customer as replacements must be entered in this field. This value is valid only if the RMA Line Type is a Replacement. Each serial number must be separated by a comma.
Type	The RMA type would be entered here. This value is selected from a dropdown box. Allowable values are: None Return Replace Replacement Replacement from Order Reverse
Replace from Lot	If the item being returned uses lots, this value indicates the new lot from which the current item is being replaced. This value is valid only if the RMA Line Type is a Replace, Replacement or Replacement from Order . This value is selected from a dropdown box. If the Replacement Lot is manually typed in and does not exist, the user will be notified.
Ship Location	The location from which the current replacement item is being relieved. This value is valid only if the RMA Line Type is a Replace, Replacement, or Replacement from Order. This value can either be typed in or selected from a lookup box. If the ship location is manually typed in and does not exist, the user will be notified.
Lot	If the item being returned uses lots, this value indicates the lot which the returned item is part of. If the Lot is manually typed in and does not exist, the user will be notified.
Location Received	The location which the returned item is being received into. This value can either be typed in or selected from a lookup box. If the location is manually typed in and does not exist, the user will be notified.
Quantity Received	The total quantity of the item actually received from the customer.
RMA Lines ID	The unique number that identifies the RMA Line. This value is sequential and automatically generated by Ascent.
Sales Order Line	The unique number that identifies the sales order line. This value is sequential and automatically generated by Ascent.
Purchase Order Line	The unique number that identifies the purchase order number. This value is sequential and automatically generated by Ascent.

RMA Comment Details

A table of all fields available in the RMA Comment screen is presented below. An asterisk * after the field name denotes a required field when adding an RMA Comment.

Field Name	Field Description
Public	This indicates whether the comment can be made public.
Comment*	The actual comment about the RMA itself.

Close RMA Details

A table of all fields available in the RMA Close screen is presented below. An asterisk * after the field name denotes a required field when adding an RMA Line.

Field Name	Field Description
Status*	This value represents the status of the RMA and is automatically set to Closed in the Close RMA screen.
RMA Reason*	The ultimate disposition on the RMA. This value is selected from a dropdown box.
Internal Comments	This textbox should contain any comments that were useful to closing out the RMA.
Submit to Public Solutions	If the resolution to this RMA is useful for future issues, this box should be checked with the appropriate details entered into the two fields described below.
Solution Title	A short descriptive title for the RMA solution.
Solution Details	A detailed narrative of how the RMA's issue and any similar future RMAs can be resolved.

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