About Vendor RMAs
Vendor RMAs are used to provide a formal request to a vendor for goods or services that your company intends to return. A bill reference is available for each line item, to facilitate returns from separate shipments. Vendor RMAs can easily be converted into purchase credits, once a vendor has approved the returns.
Attach documents to this record
Click this button to view or attach documents to this record in the Intellifile Explorer.
Save
Click this button to save this transaction.
Save and Issue Purchase Credit
Click this button to create a purchase credit using the information found in this vendor RMA. This button is available only on completed transactions.
Insert Item
Click this button to add an item to the vendor RMA.
Delete Item
Click this button to delete the highlighted line item from the vendor RMA.
Search for Item
Click this button to display a window from which one can search for an item to add to the vendor RMA.
Item Profile
Click this button to view the selected item's supertrack inventory record. You can then view and/or make changes to the record from the window that comes up. Note that any changes you do make will not immediately affect the line item in the transaction you are currently creating unless you delete and re-add the item.
Create Item
Click this button to create a new item in the Supertrack Inventory. When finished adding the item, the software will automatically add this item into the vendor RMA.
Item Notes
Click this button to view/edit the transaction item note for the currently selected detail item. This note will be printed on the transaction following the item.
Transaction Notes
Click this button to view/edit a large note to be printed in bold at the bottom of the printed transaction.
Show Serial/Lot Numbers
Click this button to view/edit a list of the serial or lot numbers used on the selected detail item.
Close RMA
Click this button to manually close out the RMA, regardless of it's current disposition. An Open RMA button will appear instead on manually closed out vendor RMAs.
Print
Click this button to print the RMA transaction again. This button will only be available on completed transactions.
E-Mail
Click this button to e-mail the RMA transaction. This button will only be available on completed transactions.
Memorize/Recall Transaction
Click this button to memorize the existing transaction (edit mode) or recall a memorized transaction (new entry mode).
Attach documents to this record
Click this button to view or attach documents to this record in the Intellifile Explorer.
Header Fields
Vendor ID
Enter or select the ID code of the vendor that items are being returned to.
Location
Displays the location of the vendor RMA transaction. This location number is defaulted to the login location and is not changeable.
Trans. Date
Displays the date on which this transaction was first created. This date can be changed when creating the vendor RMA, but not after the RMA has been saved.
Trans. No.
Displays the internally generated number assigned to this transaction. This number cannot be changed.
Vendor Address
Displays the address information of the chosen vendor. Click the radio button to change the address for this transaction only.
Reason Code
Enter a reason code that will explain why this RMA is being created.
Disposition
Select a desired method of reconciling this vendor RMA. Choose from Replace Item, Request Refund, or Request Credit.
RMA Reference
Enter the RMA number the vendor provides for the company here.
Use GL Accounts
Check this box to directly affect general ledger accounts with any purchase credit created from this transaction. This will cause the SKU Item column to change to a GL Account Number column.
Detail Fields
SKU Item / GL Account
Enter the SKU item number of the item to be received or general ledger account number to be affected here. General Ledger account number will appear when the previous check box is checked.
Description
Enter a description of the item or account to be affected by this vendor RMA and any transactions that are created because of it.
Bill Reference
Enter the original invoice number this item came from.
Quantity
Enter the quantity to be returned to your vendor. The number of decimal places displayed in this field is determined by the quantity precision setting in the Inventory section of Setup ... Accounting.
UM
Displays the purchase unit of measure for the SKU selected, if any.
Unit Price
Displays the cost per unit the company paid for the item. This amount can be edited. The number of decimal places displayed in this field is determined by the cost precision setting in the Inventory section of Setup ... Accounting.
Extended Price
Displays the total amount of the line item found by multiplying the unit price by the quantity. Editing this field will cause the unit price to change as well.
Footer Fields
Employee
Displays the employee ID of the employee who created this transaction. These initials are not changeable. The initials are defaulted to whoever is logged in at that time.
Memo
Enter an explanation or note concerning this transaction here.
Freight
Enter any total shipping charges here.
Total CR Due
Displays the total amount due back from the vendor on this RMA.
Discount
Enter any discount amount provided by the vendor.
Balance
Displays the net total amount due back to the company from this RMA.
Q & A - Vendor RMAs
Q01. Do I have to make a vendor RMA prior to creating a purchase credit?
A01. No. But Vendor RMAs have the benefit of not affecting your inventory or general ledger. Thus, you can make these transactions to send to your vendors and when they respond with an approval, you can create a purchase credit transaction that will properly affect your inventory and general ledger at the correct moment.
Q02. I don't see my question here. Where else can I get information?
A02. Visit our website's Technical Support section.
