The AccountMate 6.5’s Return Merchandise Authorization (RMA) module provides you with the added convenience of facilitating the recording of transactions related to sales returns from customers. With the RMA module, you can create RMA Orders, as well as record important tasks such as receipts of sales returns and shipments of replacement or substitute items. While performing these functions, AccountMate 6.5 automatically updates the inventory on-hand quantity, as well as customer balances. Likewise, it automatically calculates the resulting gain or loss from inventory replacements, or substitute items. It can generate Sales Returns Invoices. With unlimited Return Codes, you are given multiple Return Actions to choose from.

The Return Merchandise Authorization module system also enhances your ability to maintain a comprehensive file of customer and inventory records that is shared by the AccountMate 6.5’s Sales Order, Accounts Receivable, and Inventory Control modules. In addition, AccountMate 6.5 provides other specific functions such as the Claimperson, Inventory Warranty, and the Defective Inventory Adjustment Maintenance functions, making it easy for you to bring about a thorough and accurate management of RMA orders.

Figure 1: Customer Return Transaction - Information Tab

You have the option of providing an RMA number to each Customer Return Transaction, either manually or by having the system automatically generate it.

Instead of encoding line items and other information when creating the RMA order, you have the flexibility of copying the line items as well as the item description, discount %, unit cost, unit price and remarks from the Sales Invoice. This saves time and ensures accuracy.

You can use the RMA module to select return codes defining several return actions. These can indicate unique ways of identifying whether the item is returned for credit, replacement or substitution, restock, discard and/or repair.

Figure 2: Return Code Maintenance

The complicated procedures and computations you have been forced to use when updating inventory on-hand quantity each time there is a returned item are no longer necessary. AccountMate 6.5’s Return Merchandise Authorization module automatically updates the on-hand quantity based on the defined return code.

An unlimited warranty date range and period may be added to the RMA module; in addition, this date range can be amended or deleted as needed. Likewise, the RMA module system provides a Date of Authorization or a specific period, within which an item can be returned. You may even set a lifetime warranty for an item.

You have the ability to easily recognize defective inventory items, reclassify the defective from the good units, and even adjust your unit cost.

Unique to the AccountMate 6.5’s Return Merchandise Authorization module is the designation of a Claimperson – the person in-charge of handling specific RMA orders - giving you the option to require a claimperson for every RMA transaction.

AccountMate 6.5 has the ability to transfer defective inventory items from one warehouse to another in order to properly segregate defective items.

You may use the RMA module system to cancel received, shipped and completed RMA orders.

Using the RMA module, you have the option to provide shipments of substitute items even if the shipment will cause the customer balance to exceed their credit limit.

With the RMA module, you are relieved of the task of manually preparing a Sales Return Invoice when merchandise is returned. Sales Return Invoices are automatically generated when the RMA order is completed.

You are provided with a list of all outstanding credits due to customer, as well as the offsetting receivable activity

The variance between the actual cost of substitute or replacement items and the RMA order cost can be calculated and listed as either a gain or a loss.

AccountMate 6.5 also generates summaries and RMA Reports including:

• Customer Return Summary Report
• Customer Return Line Item Report
• Backorder Report
• Customer Return Invoice Listing
• Gain or Loss Report
• Warranty Report

• Provide auto-apply of invoice credit
• Provide set up of return cost
• Provide discarding of returned items
• Provide repairing of returned items
• Define restocking and repairing charges
• Assign Serial # or Lot # to returned items
• Option to require Accounts Receivable Invoice number for all line items
• Option to allow shipment before receipts of goods
• Auto-apply payment based on pay codes setup
• Provide returns for non-stock inventory items, with matching warranty period