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How Does RMA Work?

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While running your cell phone repair business you may encounter situations when some of the stock you purchased from your vendor turns out to be faulty or broken. In the repair industry, such occasions are inevitable and there is a need for an efficient procedure by which purchasers can exchange faulty parts for working parts from their vendor.  

RMA (Return Merchandise Authorization)

To address this need of yours we have introduced RMA or Return Merchandise Authorization module of RepairDesk. Within a couple of clicks, you can send an RMA to your vendor with details to ensure that you get working parts or refund in exchange for returning faulty ones and add credit notes against the vendor. 

There are many ways in which you can draft an RMA and send it to your supplier.

RMA section

All of your RMA requests will be listed on the RMA section page. From this page, you can view all the details about various RMAs, create one or perform actions such as edit, delete. clone, or add a refund/ credit note. 

RMA Actions 

Click on the Action button of an RMA and you can see various options such as:

View - Open an RMA and view its details
Edit - Modify an existing RMA
Delete - Remove an RMA
Clone - Make a duplicate
Add Refund/ Credit Note - Add a credit note against an RMA
Print - Print RMA
Exports as PDF - Download a PDF copy
Send - Send RMA as an email 

Create from RMA section

In the RMA section of RepairDesk, click on Create RMA button to generate an RMA. 

You can also  manually create RMA by heading to Inventory tab and clicking on the Add button next to RMA. It will take you to a screen where you can draft a RMA from scratch. 

When you click on Create RMA button you would be taken to a new screen where you can add the following details in RMA:

PO# - The Purchase Order against which you are creating the RMA
Vendor - Supplier from whom you purchased items
Ship To - Shipment address
Submitted on - The date on which RMA is submitted
Returned on - The date on which items are returned
Shipping Via - The delivery option you are utilizing to return items
Tracking - Tracking ID of shipment
Reason for RMA -The reason for returning parts
Request For - Here you can mention what you want in return of items i.e. refund, Add credit note etc. 
Notes - Additional notes regarding RMA
Status - Status of RMA i.e. In Progress, Sent to Supplier, Refunded etc. 

Under Device Details, you can enter information such as:

SKU - Stock Keeping Unit ID of item(s)
Name - Name of the item
Description - A brief description of the item in question
QTY - Quantity
Price - Price of the item
Tax Class - Select Tax from the drop-down menu i.e. GST
Tax Amount - Amount of Tax on Item 
Total - Total amount

Click on Add Row button to add an item to RMA. To remove an item click on Delete icon next to the line item. 

Once you have entered all details, click on Save to create an RMA. 

Create RMA from tickets

Suppose you have used a part in a repair and its not working. In this case, a part would be assigned in the repair ticket. You can easily send an RMA directly from a ticket by selecting the part's warranty. To know how to create an RMA from tickets, click here

Add Refund/ Credit Note

You can add a refund or credit note for any RMA in RepairDesk. Simply click on the Action button in front of an RMA and select Add Refund/ Credit note. 

A. Refund
When you add a refund this means that supplier has refunded the specific amount to you against the RMA. 

To add a refund, simply click on the Action button in front of an RMA and Add Refund/ Credit note.   

A pop-up screen will open where you can add refund payment for an RMA. Select Refund from the Drop-Down menu

The Refund/ Credit Note allows you to enter details about:

Method - Refund or Credit (Here select Refund)
Amount - Amount of refund
Invoice Reference - Refund in reference to an invoice
Payment Date - Date of payment
Notes - Additional description about refund or credit in Notes.  


B. Credit Note
Once a credit note is added, a particular amount is added in supplier details under settings. Credit note amount can be used in the PO for the same supplier in the next purchase.   

To add a credit note, simply click on the Action button in front of an RMA and select Add Refund/ Credit note.  

A pop-up screen will open. Select Credit Note from the Drop-Down menu and enter the following details:

Method - Refund or Credit Note (Here you will select Credit Note) 
Amount - Amount of credit
Invoice Reference - Credit Note added in reference to a particular invoice
Payment Date - Date of payment
Notes - Additional description about refund or credit in Notes.    

Credit Notes can be viewed from supplier details by going to settings and clicking on suppliers. You can see the list of suppliers along with credit notes. These notes can be used next time when you are purchasing something from the same vendor by adding them to a PO. 


Q. Is it possible to merge multiple RMA into a single one?
A. No. Such functionality is not available in RepairDesk. 

Q. How can I create an RMA for a repair part directly from the Ticket page?
A. You can create RMA directly from tickets in RepairDesk. Learn how to do so from here

Q. How can I use a credit note?
A. You can utilize a Credit Note while creating a purchase order. 

1. Create a Purchase Order.
2. Select Supplier from the drop-down menu.
3. Once you have selected the supplier in a PO, head to the subtotal section.
4. Under credit notes, select amount of credit note previously added against the supplier. 
5. Finally, click on Save to add PO. 

Q. Where can I view Credit Notes?
A. You can view them in Supplier Details under Settings.

Q. How can I create RMA for serialized inventory item?
A. While creating RMA for a serialized inventory item, either through warranty claim or refund, in both cases it will ask you to select serials that you want to return. On selecting serial, its details will be shown up in the description field.
Please note that on returning a serial, its status will be marked as In RMA and stock against that serial will not be deducted till its status is marked as sent to supplier.

Q.can I set default tax for RMA?
A. yes you can set a default tax for RMA. it can be done by following steps:
Settings => Module configuration => RMA
Set default tax for RMA. All the tax classes will be populated which are already created in the system.

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