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How Does RMA Work?

Running a cell phone repair business often involves dealing with faulty or broken stock purchased from vendors. To streamline this process, Repairdesk has introduced the Return Merchandise Authorization (RMA) module. With just a few clicks, you can send an RMA to your vendor with all the necessary details to ensure that you receive working parts or a refund in exchange for returning faulty ones. Additionally, you can also add credit notes against the vendor.

1. RMA Section

All RMA requests are conveniently listed on the RMA section page. From here, you can easily view all the details about various RMAs, create new ones, and perform actions such as edit, delete, clone, add a refund/credit note, print, export as PDF, and send via email.

2. RMA Actions

When viewing an RMA, you can access various options by clicking on the Action button. These options include:

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

3. Creating an RMA

In order to create RMA;
  1. Go to the RMA section in Repairdesk.
  2. Click on the Create RMA button.

3.1. RMA Details

When creating an RMA, you need to provide the following details:
  • PO#: The Purchase Order against which you are creating the RMA.
  • Vendor: Supplier from whom you purchased the items.
  • Ship To: Shipment address.
  • Submitted On: The date on which the RMA is submitted.
  • Returned On: The date on which the items are returned.
  • Shipping Via: The delivery option utilized to return the items.
  • Tracking: Tracking ID of the shipment.
  • Reason for RMA: The reason for returning parts.
  • Request For: Specify what you want in return for the items (e.g., refund, credit note, etc.).
  • Notes: Additional notes regarding the RMA.
  • Status: The status of the RMA (e.g., In Progress, Sent to Supplier, Refunded, etc.).
Under Device Details, you can enter information such as:
  • SKU: Stock Keeping Unit ID of the 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 (e.g., GST).
  • Tax Amount: Amount of tax on the item.
  • Total: Total amount.
To add an item to the RMA, click on the "Add Row" button. To remove an item, click on the Delete icon next to the line item. Once all the details have been entered, click on Save to create the RMA.

4. Creating RMA from Tickets

If you have used a part in a repair and it is not working, you can easily send an RMA directly from a ticket by selecting the part's warranty. For detailed instructions on how to create an RMA from tickets, refer to our tickets module.

5. Adding Refund/Credit Note

You have the option to 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

Adding a refund means that the supplier has refunded a specific amount to you against the RMA. To add a refund:

1. Click on the Action button in front of an RMA.
2. Select Add Refund/Credit Note.
3. A pop-up screen will open where you can add refund payment for an RMA. Select Refund from the drop-down menu.
4. Enter the details such as Method (Refund), Amount, Invoice Reference, Payment Date, and Notes.

B. Credit Note

Adding a credit note means that a particular amount is added to the supplier details under settings. The credit note amount can be used in the Purchase Order (PO) for the same supplier in the next purchase. To add a credit note:
1. Click on the Action button in front of an RMA.
2. Select Add Refund/Credit Note.
3. A pop-up screen will open. Select Credit Note from the drop-down menu.
4. Enter the details such as Method (Credit Note), Amount, Invoice Reference, Payment Date, and Notes.

Credit notes can be viewed from the supplier details in the settings. By going to settings and clicking on suppliers, you can see a list of suppliers along with their credit notes. These notes can be used in future purchases from the same vendor by adding them to a PO.

By following these steps, you can efficiently manage RMAs in RepairDesk, ensuring smoother transactions and better vendor relationships.

Contact Support

If you have any questions or require further assistance, please visit our website or email us at Our support team is ready to help you with any queries or concerns you may have.


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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