Managing Returned Material

This chapter provides an overview of returned material management and discusses how to:

Establish return type codes and restocking fees.
Manage returned material for sales orders.
Override returned material address (RMA) information.
Associate notes and attachments with returned material headers and lines.
Manage returned material for material stock requests.
Manage returned material from third-party systems.

Understanding Returned Material Management

This section discusses:

Returns in PeopleSoft Order Management.
RMA process flow.
Business unit setup for RMA processing.
Business unit defaults for returned material.
RMA defaults.
Order groups with RMAs.
RMA line pricing.

Returns in PeopleSoft Order Management

Using the RMA Form (returned material authorization) component, you can manage returns for sales orders and material stock requests. To process returns for sales orders, use the RMA Form component in the Customer Returns menu. For material stock requests, use the RMA Form component in the Inventory menu. Before you begin setting up return processing options for sales orders, revisit the business unit structure. This section provides examples of business unit setup for RMA (returned material authorization) processing and an RMA process flow diagram to help you decide on a business unit structure to process returns for the company.

You can create replacement sales orders or issue credit requests automatically, either immediately or when you receive the returned goods. You can set up charges for which the customer must pay as either a flat amount for restocking fees or as a percentage of the value of the goods returned; do so on the Restock Fees page. On the Return Type Codes page, set up the processing options for the different types of returns. For example, for an RMA replacement order, you can have the replacement order sent out before the customer returns the item. You can also use Order Groups to supply default order information for replacement sales orders. You can view information for the replacement sales orders on the Replace Sales Orders page.

After you set up RMA processing options, enter returned material information on the RMA Form (returned material authorization form) pages. There are three primary pages: RMA Form (PeopleSoft Order Management component), RMA Line, and Revenue Distribution Accounts.

Note. Use the RMA pages in the Inventory menu to process returns for material stock requests in PeopleSoft Inventory.

To populate the RMA Form page, select shipped lines on the Customer Shipment History page. If the product is ship serial, serial numbered or lot controlled, you can select the specific serial number or lot returned from the Serial/Lot Selection page (Serial ID) or the Serial/Lot Selection page (Lot ID). From Review RMA Information, you can view shipment history by header, line, and schedule.

Set up attachments and notes with RMAs to further help you communicate information about the returns. This chapter reviews associating attachments and standard or custom notes on the RMA Header Notes/Attachments (returned material authorization header notes and attachments) page. You can also use attachments and notes with RMA line information.

PeopleSoft delivers three standard reports to help manage RMA activity. Use the Print RMA page to generate RMA acknowledgments to send to customers. You can view RMAs and overdue RMAs after setting up the RMA Register page and Overdue RMAs page, respectively.

RMA Process Flow

This diagram illustrates the process flow for returned materials:

RMA process flow

Note. You run Journal Generator from either PeopleSoft Billing or Receivables, not both.

You must have PeopleSoft Order Management installed to request credit upon returned material receipt in PeopleSoft Inventory.

Business Unit Setup for RMA Processing

If you have a separate facility for processing returns, it may make sense to set up the facility as a separate PeopleSoft Order Management Business Unit for the entry of RMAs that is distinct from the business unit for entering sales orders.

Because you can bill by PeopleSoft Inventory Business Unit instead of PeopleSoft Order Management Business Unit, you must make the correct PeopleSoft Billing Business Unit links to record sales order activity and returns in the same PeopleSoft Billing Business Unit. Link the PeopleSoft Inventory Business Unit and the PeopleSoft Order Management RMA Business Unit to the same PeopleSoft Billing Business Unit.

Example 1

You create sales orders in PeopleSoft Order Management Business Unit XX but have chosen to bill sales activity by Inventory business unit YY. To do this, you associated Inventory business unit YY with Billing business unit AA on the Inventory Definition - Business Unit Definition page. It is not necessary to link Order Management business unit XX to Billing business unit AA. If you do link XX to AA, the system still uses the Inventory business unit billing defaults that you record on the Inventory Definition - Business Unit Options: Revenue and Billing Defaults page.

You have a separate location (Order Management business unit ZZ) where you enter RMAs, sell spare parts, and perform other service-related activities. You must link business unit ZZ with Billing business unit AA.

Keep in mind that the RMA adjustments process in PeopleSoft Billing uses the restock product ID, bill type ID, and bill source ID that you record on the Accounting and Billing page. Therefore, you must link the Order Management business unit where you are entering RMAs to a Billing business unit on the Order Management Definition - Order Management Setup page. If you are billing by Inventory business unit and select the Inventory business unit in the RMA Adjustments Billing Source field on the Accounting and Billing page, you’ll use the restock ID for the Inventory business unit. Similarly, if you are billing by Order Management business unit and you select the Order Management business unit in the RMA Adjustments Billing Source field on the Accounting and Billing page, you’ll use the restock ID for the Order Management business unit.

Note. If the RMA Adjustments Billing Source field is set to “No RMAs,” you can not enter RMAs in the Order Management Business Unit.

This diagram illustrates how Order Management business units are linked to RMAs:

Billing RMA activity by Order Management Business Unit

Example 2

You enter sales orders and RMAs in the same Order Management business unit QQ, but you bill sales activity by Inventory business unit TT. You linked Inventory business unit TT to Billing business unit BB. You must also link Order Management business unit QQ to a Billing business unit; use BB to track sales orders and return transactions in the same Billing business unit.

This diagram illustrates the linkage between RMAs and Billing business units:

Billing RMA activity by Inventory Business Unit

Business Unit Defaults for Returned Material

This section discusses defining business unit defaults for returned material.

You can establish processing criteria for returned material at the business unit level. This information is used by default defaults on all the RMAs that are issued for the selected business unit. Define this information on the Shipping and Returns page in the Order Management Definition component.

Select a return type code and order group that apply to the majority of returned material for the Order Management business unit.

Identify a Return To IBU (Return to Inventory business unit) if you use a central area for receiving and inspecting returned material.

The Ship History for RMAs (Months) field value determines the default date range for the customer shipment history that is available for populating RMA lines.

RMA Defaults

This table lists the default logic for RMA distribution codes:

What	Defaults From
Manual RMA Line	RMA line distribution set Return to Inventory business unit RMA business unit
RMA Line from Shipping History	RMA line distribution set Sales order schedule
Credit Memo Restocking Fee	RMA line distribution set (using restock product ID) Business unit that corresponds to the RMA business unit Billing Adjustment Source

This table lists the default logic for return to Inventory business units:

What	Defaults From
Header	Order Management RMA business unit Sold to customer distribution network code
Manual RMA Line	RMA header Order Management RMA business unit Sold to customer distribution network code
RMA Line from Shipping History	RMA header Order Management RMA business unit Schedule Ship from Inventory business unit

Order Groups With RMAs

This section discusses how to use order groups with RMAs.

Order groups link order terms that appear on sales orders and quotes by default when you select an order group code. You can define order groups that apply exclusively to the replacement sales orders that are created for returned material. One possible RMA-specific order group would define no charge terms for replacement orders. Use the Order Groups page to define an order group for RMAs.

To define a no-charge order group for RMAs, select the code that you set up as a no-charge terms code for the payment terms. For example, you may set up NOCHG payment terms in PeopleSoft Receivables on the Defining Payment Terms PeopleSoft Receivables page. In addition, you may enter a standard discount of 100 percent, which is applied to all lines on the replacement sales order. This will render all lines on the sales order chargeable at zero.

Use the Order Group Terms page to include shipping criteria that applies to replacement orders.

The ship via, carrier ID, and freight terms code appear by default on the replacement sales order.

You can choose a carrier in the Carrier ID field that has a shorter transit lead time than normal shipments. You can also waive freight charges that customers pay for regular orders for replacement orders by selecting a different freight terms code for this order group or place a higher priority on replacement orders by selecting an appropriate priority code.

See Also

Establishing Order Groups

RMA Line Pricing

When you create an RMA line manually, enter the product ID and the quantity to be returned. When the page is refreshed, the unit of measure defaults from the product definition, and the return-to Inventory Business Unit defaults to the return-to Inventory Business Unit defined on the Order Management Business Unit. The system defaults the list price for a non-kit product or for the component of a product kit from the list price defined for the return-to Inventory Business Unit. For a product kit, the list price defaults from the list price defined for the top-level product list price defined for the return-to Inventory Business Unit.

When you create an RMA line automatically from shipping history, the system defaults the product and the unit of measure from the shipment history line you choose. If the shipment was invoiced, the price for the RMA line defaults from the invoice. Otherwise, the price defaults from the original order schedule. When selecting from shipping history for lines that were originally shipped as product kits, you must choose the individual product kit components. The price for each component defaults to zero. You can manually override any price that is defaulted.

Establishing Return Type Codes and Restocking Fees

To define return type codes and restocking fees, use the Return Type Codes and Restock Fees components.

This section discusses how to:

Define return type codes.
Define restocking fees.

Pages Used to Define Return Type Codes and Restocking Fees

Page Name	Object Name	Navigation	Usage
Return Type Codes	RMA_RETURN_TYPE	Set Up Financials/Supply Chain, Product Related, Order Management Foundation, Return Type Codes	Define the actions that returned goods initiate.
Restock Fees	RMA_RSTK_SET	Set Up Financials/Supply Chain, Product Related, Order Management Foundation, Restock Fees by Reason, Restock Fees	Define restocking fees.

Defining Return Type Codes

Access the Return Type Codes page.

Material returns necessitate a variety of follow-up actions depending on the reason for the return and the condition of the returned goods. You may want to immediately replace the order if the product is damaged in shipment or credit the customer for goods that were sent in error.

Sales Order Action	You can have RMAs automatically initiate creation of a replacement sales order for goods that are returned. To determine if the RMAs referencing the return type will initiate the replacement sales order process, select a sales order action: Replace Prior to Receipt: A replacement sales order is automatically created upon completion of the RMA if the RMA line is saved with a status of Open. The order is created for the same product, unit of measure (UOM), and quantity that the customer returns. The order lines or schedules are priced according to current list prices less a standard discount determined by the order group, if applicable. Replace After Receipt: A replacement sales order is automatically created upon receipt of the returned goods. The order is created for the same product, UOM, and quantity that the customer returns. The order lines or schedules are priced according to current list prices less a standard discount determined by the order group, if applicable. Unknown: When you enter the RMA, you haven't decided the sales order action. You can change the action later. No Action: The returned goods are not replaced. No replacement sales order is created.
Order Group	Select an order group to associate with the replacement sales order if you choose to have one created. The standard discount that is associated with the order group, if one exists, is used as the price of the replacement goods. If you select Unknown or No Action, this field is unavailable. You can use order groups to create a no-charge replacement order. Note. To price the replacement order, priced, click the Calculate Price button from the order header, line, or schedule or save the order.
Credit Action	RMAs can also initiate the creation of a credit memo for the customer who is returning merchandise. Select an action for this return type. All RMAs that reference this return type will handle returned material credits in the manner that you indicate here: Issue Credit Now: The system generates a credit memo upon completion of the RMA, if the RMA line is saved with a status of Open. Issue Credit Upon Receipt: The system generates a credit memo upon receipt of the returned goods. Unknown: When you enter the RMA, you haven't decided whether to request credit. You can change the credit action later. No Action: The customer is not credited at any time for the returned goods.
Ship Via, Carrier ID, and Freight Terms Code	The values that you select are the defaults that an RMA uses when it references the return type code.

See Also

Order Groups With RMAs

Establishing Product Attributes by Unit of Measure

Defining Restocking Fees

Access the Restock Fees page.

In addition to issuing a credit memo or replacing returned goods, you may want to charge customers for return restocking fees. The restocking fees are either a flat amount per return or a percentage of the returned material selling price. These fees are associated with a reason code in a one-to-one relationship. You can determine which customers are normally charged restocking fees on the General Information - Sold To Options page.

Reason Code	You must already define reason codes with a Returned Material Authorization type on the Reason Code page.
Start Date	Enter the date on which the restock fees first become effective. You can apply multiple fees per reason code for a given period.
Percent/Amount Type	You can charge a flat amount for a returned quantity or base restocking fees on a percent of the returned material's value. Enter the appropriate value in the field to the right of the Percent option.
Currency Code	If you select Amount, you can select a currency code.
Total Flag	Select to have the flat amount or percentage of the restocking fee applied against the total order, not the fee applied to each RMA line individually. You can apply only one total order restocking fee per RMA. Restocking fees are passed to PeopleSoft Billing, where the system adjusts the credit memo by the amount of the restocking charges.

Note. You must associate an Order Management business unit with a PeopleSoft Billing Business Unit (on the Order Management Definition - Order Management Setup page) and define a restocking product ID (on the Accounting and Billing page) for PeopleSoft Billing to process restocking fees. If you are returning to an Inventory business unit and have the business unit definition set up, the system uses the defaults from the Inventory business unit.

See Also

Defining Return Type Codes

Managing Returned Material for Sales Orders

PeopleSoft Order Management provides a quick entry format to process RMAs for sales orders.

Note. Use the RMA pages in the Inventory menu to process returns for material stock requests in PeopleSoft Inventory.

This section discusses how to:

Enter RMAs for sales orders.
Populate RMA lines from shipment history.
Select serial numbers to return.
Select lot IDs to return.
Enter or change RMA line details.
Modify serial numbers and lot IDs for a line.
Select revenue accounts for the RMA.

Pages Used to Process RMAs for Sales Orders

Page Name	Object Name	Navigation	Usage
RMA Form	RMA_FORM2	Customer Returns, Create/Update RMA, RMA Form	Capture return information from a customer and assign an RMA ID to the order.
Customer Shipment History	RMA_CUST_SHIP_HIST	Customer Returns, Review RMA Information, Customer Shipment History Click the Customer Shipment History link on the RMA Form page.	Review shipment history and select order lines to populate the RMA lines.
Serial/Lot Selection	RMA_SHPHS_SERIALOM	Click the Serial Number Selection button next to the order number on the Customer Shipment History page.	Select the serial number that is returned.
Serial/Lot Selection	RMA_SHPHS_LOTOM	Click the Serial/Lot Selection link on the Customer Shipment History page.	Select the lot and serial IDs that are returned.
Conversations	CONVER_DATA1_SS	Click the Customer Conversations link on the RMA Form page.	Add or view conversations for the customer.
RMA Line	RMA_LINE	Click the RMA Line link on the RMA Form page.	Enter or change RMA line details.
RMA Header Projects (returned material authorization header projects)	RMA_HDR_PROJ	Select RMA Header Project on the RMA Form page.	View or enter information for PeopleSoft Project Costing at the header level.
Configuration Code Entry	RMA_LINE_CONFIG	Click the Select Configuration Code link on the RMA Line page.	Display the configuration code for a product. See Creating Configured Product Sales Orders.
RMA Serial/Lot IDs (returned material authorization serial and lot IDs)	RMA_SERIAL_LOT	Click the Serials/Lots link on the RMA Line page.	View, delete, or change serial and lot IDs for a line.
RMA Line Projects (returned material authorization line projects)	RMA_LINE_PROJ	Click the RMA Line Project link on the RMA Line page.	Enter information for PeopleSoft Project Costing at the line level.
Replace Sales Orders	RMA_LINE4	Click the View Replacement Sales Orders link on the RMA Line page.	View the replacement sales orders that are generated from the RMA when the RMA is either entered or received.
Revenue Distribution Accounts	RMA_LINE3	Click the Revenue Distribution Accounts link on the RMA Form page.	Select revenue accounts for the RMA.
OM Shipment History (Header)	ORD_SHIP_HDR_VW	Customer Returns, Review RMA Information, OM Shipment History-Header	View shipment history at the header level.
OM Shipment History (Line)	ORD_SHIP_LINE_VW	Customer Returns, Review RMA Information, OM Shipment History-Line	View shipment history at the line level.
Shipments by Schedule	ORD_SHIP_SCHED_VW	Customer Returns, Review RMA Information, OM Shipment History-Schedule	View shipment history at the schedule level.
Return Material Authorization	RUN_OMS3000	Customer Returns, Reports, RMA, Return Material Authorization	Specify parameters for the Return Material Authorization report. You have the option to include canceled order lines in the report run.
RMA Register	RUN_OMS7100	Customer Returns, Reports, RMA Register	Specify parameters for the RMA Register report.
Overdue RMAs	RUN_OMS7110	Customer Returns, Reports, Overdue RMAs	Specify parameters for the Overdue RMAs report.

Entering RMAs for Sales Orders

Access the RMA Form page.

Note. You can assign an RMA number in Add mode. For example, you can assign an RMA Number that uses the same number as the original sales order. Alternatively, you can have the system automatically assign a number.

RMA Date	View the current date, but you can change this value.
RMA Status	Select a value: Pending: RMA is not complete. The system cannot receive goods that are referenced on RMAs with a status of Pending or create replacement sales orders and credit memos until the status is changed to Open. This is the default value. Open: RMA is complete and ready for processing. This means that the system can receive returned goods, create replacement sales orders, and request credits. Status remains Open until the last line of the RMA is received. Canceled: RMA is no longer valid. No receipts are expected for it, no credit memo is issued, and no replacement orders are generated. You cannot change the RMA status in the header to Canceled if there are receipts against any of the RMA lines, and you can't change an RMA line status to Canceled if there are any receipts against the line. Closed: All RMA lines are received. Note. You can change the status to Closed: for non-inventory items.
Reason Code and Return Type Code	Enter values that are the defaults for all the RMA lines. You can change them as needed. Note. Reason codes with a reason type of RMA Cancel must exist in the system.
Sold To	Enter a customer ID.
Contact	Enter the primary contact who is associated with the sold to customer defaults.
Display	Click to view the customer sold to, bill to, or return from address.
Override	Click to override the address for the sold to or return from customer. Note. If you click Override, the next time you click Display you will access the new address for the override.
Location, Sold To, Bill To, Return From, and Currency	You can define any number of location addresses for customers. The location that you identified as primary for each customer role appears by default, but you can select another location from the available options. The currency code that is associated with the sold to customer is the default currency value.
Intrastat Transaction Flag	Select if the items that are returned are eligible for intrastat reporting. The system passes this flag to PeopleSoft Billing for products that are returned for credit only as well as for credit and replacement.
Bill To, Contact, Return From, Pay Method, and Return To	The Bill To ID, Contact, and Return From ID (the Priority 1 Ship To customer ID) fields appear by default from the sold to customer, but you can change them as needed. If you specified a distribution network code on the General Information - Ship To Options page for the Return From customer, the priority 1 ship from business unit defaults to the Return To field. Select the payment method. If you haven't set up a distribution network code for the customer, the PeopleSoft Inventory Business Unit (if one exists) that you define on the Shipping and Returns page defaults to the Return To field on the RMA Form page. You can select a different PeopleSoft Inventory Business Unit.
Estimated Return Date and Estimated Return Time	(Optional) Enter a date and time. If the Return To business unit requires closure calendar validation and processing for receiving activities as defined on the Closure Calendar page, the Estimated Return Date is validated against the calendar. If the system encounters an exception date, you will receive a warning message. You can either click No to accept the exception date or click Yes to reschedule. If you click Yes, the system returns the first future valid date for receiving operations.
Restocking Fee	Selected by default if you indicated on the General Information - Sold To Options page that the sold to customer is normally charged restocking fees. You can clear this check box.
Approval Required	You can create a workflow that uses this option in conjunction with the Virtual Approver in PeopleSoft Workflow to route the RMA to the appropriate person for approval. Select this check box to keep the status of the RMA at Pending.
Header Notes/Attachments	Click the Header Notes/Attachments link to access the RMA Header Notes/Attachments page.
RMA Header Project	Click the RMA Header Project link to access the RMA Header Projects page.
Change Currency Display	Click to toggle between the base currency and the transaction currency.
Customer Shipment History	Click the Customer Shipment History link to transfer to the Customer Shipment History page.
Customer Conversations	Click the Customer Conversations link to transfer to the Conversations page.

RMA Lines

Line	View the starting sequence number for RMA line numbering that you establish in the line numbering parameters on the Order Management Definition - Order Management Setup page and increments by those parameters.
Product Source	View a default value from the General Information - Sold To Options page and indicates if you are choosing to enter RMA line information by customer part number or system number (product ID).
Product ID	Enter a product ID or use the default from the shipping history line that you selected.
Related Links	Click the button to view Search for products or View Projects information.
Quantity Returned	View an amount from the Customer Shipment History page. You can decrease this amount but not increase it. If you enter RMA lines manually, you must enter the quantity returned, and it is not validated against customer shipment history. For example, if you shipped one box as defined below and retrieved this line from shipment history, you can change the quantity to 6 and the UOM to EA. The quantity is accepted because six is less than 12 (or one box in the original UOM).
Quantity Base	View the quantity in the standard UOM for the returned item. For example, suppose that the standard UOM is EA and the customer returns one box that contains 12 items. If the UOM returned is BOX, and the quantity is 1, the quantity base is 12.
UOM and Net Unit Price	View the product default UOM (established on the Product Attributes by UOM page) when you enter the product ID. The product list price appears in the Net Unit Price field. If you are populating lines automatically from shipping history, the system takes the UOM and net unit price from the shipment history line. You can change the net unit price for the product ID that is returned from the shipment history line. If the quantity that is returned from the customer is in a different UOM than the one for the original order, it is validated against inventory UOMs instead of sales UOMs, but the system cannot automatically create a replacement sales order in the returned UOM. For example, suppose that a customer returns a product in eaches that is sold only in cases but is stocked in eaches and cases. The return is validated against the inventory UOMs that include eaches. The system cannot automatically create a replacement sales order for the return in eaches because it isn't a valid sales UOM. Thus the RMA is saved, but you must manually enter a replacement sales order for the return using a valid sales UOM.
Return To	View the PeopleSoft Inventory Business Unit that you defined at the business unit level on the Shipping and Returns page. You can change this value for each line. If you have not defined a business unit level Inventory business unit, the Return To IBU defaults to the ship from on the original order when you populate the line from shipment history. If you populate RMA lines manually and have not defined a Return To IBU, the Inventory business unit that you selected at the header defaults. Warning! You can return product to an inventory location that does not carry stock, for example you may want the product returned to a repair center instead of the warehouse. If this is a case, you will receive a warning message and a red error box next to each line which has a invalid item/return to business unit combination. You must either change the product ID or the return to business unit to a valid combination. If you leave the invalid combination, this causes problems in receiving. When entering RMAs from the Inventory menu, you cannot enter an invalid combination. If you do so, you will not able to save the RMA.
RMA Line	Click to access a specific RMA line.

See Also

Defining Return Type Codes

Setting Up and Running Intrastat Reports

Populating RMA Lines From the Shipment History

Access the Customer Shipment History page.

An easy way to populate RMA lines is to review customer shipment history and select the order lines that reflect the returned merchandise.

Note. You can view the Customer Shipment History page from Review RMA Information; however, you must access the page from the RMA Form page to automatically populate RMA lines.

Note. Use the inquiries in the Control Inventory menu to view internal and external issues.

Ship History for RMAs (Months)	Establish the shipment history for RMAs on the Order Management Definition - Order Management Setup page. All customer shipments within the range that you chose appear.
	Click the Serial Number Selection button to access the Serial/Lot Selection page if the product is ship serial, serial, or lot controlled.
Order Number, Customer PO (customer purchase order), Ship Date, Product ID, Quantity Shipped, and UOM	The order number, customer PO (purchase order) number, ship date, product ID, quantity shipped, and UOM from the lines that you select are copied to the RMA lines, and you are returned to the RMA Form page. You can select lines to copy only if you accessed the page from the link on the RMA Form page. Note. Even though the unit price does not appear on the Customer Shipment History page, it is available for the system to copy to the RMA line.
Search History	Click to select shipments by product and by customer or to change the date range of the orders that appear on the Customer History Search page.
Select All	Click to select all of the lines on this page. This field is available only if you access the page from the RMA Form page.
Detail	Click to access detailed information about the selected order on the Shipments by Schedule page.
Return to RMA	Click to return to the RMA Form page. This field is available only if you access the page from the RMA Form page.

Selecting Serial Numbers to Return

Access the Serial/Lot Selection page.

Quantity Shipped	View the original amount that was shipped.
Select/Deselect All IDs	Click to select or clear all of the serial IDs. You can also select them individually.

Selecting Lot IDs to Return

Access the Serial/Lot Selection page (Lot ID).

Quantity Shipped	View the original amount that was shipped. If the item was a configured item, the configuration code also appears.
Select/Deselect All IDs	Click to select or clear all of the serial IDs. You can also select them individually in the Serial/Lot group box.

Entering or Changing RMA Line Details

Access the RMA Line page.

The system populates many field values on this page from the RMA Form page. All of the fields are available for editing except Unit, RMA Number, and Currency.

Change Currency Display	Click to toggle between the base currency and the transaction currency.
Location and Return From Customer	View the default location that is associated with the return from customer (from the RMA Form page). You can select an alternate location if required.
Tax Customer Group	View default from the General Information - Customer Group Info page.
Distribution Type	View the business unit distribution options. Distribution types define different departments or cost centers. While the transaction determines the debit and credit accounts for most transactions, distribution types are used when the account distribution depends on which department or cost center issued the product.
Carrier ID	View default from the Return Type Codes page.
PO Number (purchase order number)	View and modify the PO number that is associated with the shipment that is referenced on the line.
Return Via, Freight Terms, Order Action, and Credit Action	View the return type code that is associated with the RMA Line. You can modify these values.
Print Method	Select a print method. Values are: Printer: Print a hard copy of the RMA form. Fax: Fax the form to the customer. File: Send the form to a file. Note. PeopleSoft does not deliver the facility for printing, faxing, or creating a file for RMA acknowledgments. You must configure the system to do that. Note. You can also drill back from the replacement sales order to determine the RMA line that is associated with the order and to view all receipts for the RMA.
Line Notes/Attachments	Click the Line Notes/Attachments link to access the RMA Line Notes/Attachments page.
Serials/Lots	Click the Serials/Lots link to access the RMA Serial/Lot IDs page.
Select Configuration Code	Click the Select Configuration Code link to access the Configuration Code Entry page.
RMA Line Project	Click the RMA Line Project link to access the RMA Line Projects page.
View Replacement Sales Orders	Click the View Replacement Sales Orders link to access the Replace Sales Orders page.
Revenue Distribution Accounts	Click the Revenue Distributions Accounts link to access the Revenue Distribution Accounts page.

Modify Serial Numbers and Lot IDs for a Line

Access the RMA Serial/Lot IDs page.

Unit, RMA Number, RMA Line, Product ID, Quantity Returned and UOM	View values from entries at the RMA line level.
Serial ID and Lot ID	View, delete, or change these fields manually.
Expiration Date	For lot-controlled items, the lot expiration date is assigned at the source business unit for the originally shipped lot. This field is read-only.
Quantity	View the quantity for the ship serial-, serial- or lot-controlled item.

Note. You can add multiple serial IDs manually by inserting new rows in the Serial/Lot group box. The serial ID, lot ID, and quantity shipped will appear for the ship serial-, serial-, or lot-controlled items that are returned.

Selecting Revenue Accounts for the RMA

Access the Revenue Distribution Accounts page.

Revenue Code	Select a code. You can have multiple revenue codes.
Percentage	Must total 100 percent.

Overriding RMA Address Information

This section lists common elements and lists the pages used to override RMA address information.

Common Elements Used in This Section

Delete Address Override

If needed, you can subsequently reset the address, replacing the new address with the original from address by clicking the link to restore the original address.

Pages Used to Override RMA Address Information

Page Name	Object Name	Navigation	Usage
RMA Header Return-From Address (returned material authorization header return from address)	RMA_ADDRSHP_HDR	Click the Override link next to the Return From Address field on the RMA Form page.	Override the RMA return from address information at the RMA header level.
RMA Sold-To Address (returned material authorization sold to address)	RMA_ADDRSLD	Click the Override link next to the Sold To Address field on the RMA Form page.	Change the RMA sold to address information.
RMA Customer Address (returned material authorization customer address)	RMA_CUST_ADDR	Click the Display links on the RMA Form page to view the sold to, bill to, and return from addresses for the header. Click the Display link on the RMA Line Page to access the return from address for the line.	View the address for the customer on the RMA.
Customer Address	CUST_ADDRESS	Customer Returns, Review RMA Information, Customer Addresses, Customer Address	View the address for the customer who returned the products.
RMA Line Return - From Address (returned material authorization line return from address)	RMA_ADDRSHP_LN	Click the Override link next to the Return From Address field on the RMA Line page.	Change the RMA return from address at the line level.

Associating Notes and Attachments With Returned Material Headers and Lines

This section discusses how to associate note and attachments with RMA headers.

Pages Used to Associate Notes and Attachments With RMAs

Page Name	Object Name	Navigation	Usage
RMA Header Notes/Attachments (returned material authorization header notes and attachments)	RMA_HDR_NOTE	Click the Header Notes/Attachments link on RMA Form page.	Associate notes and attachments with RMAs at the header level.
RMA Line Notes/Attachments (returned material authorization header notes and attachments)	RMA_LINE_NOTE	Click the Line Notes/Attachments link on RMA Line page.	Associate notes and attachments with RMAs at the line level.

Associate Notes and Attachments With RMA Headers

Access the RMA Header Notes/Attachments page.

Header Attachments

Add	Click the Add button to browse for and add an attachment.
View	After you upload an attachment, click the View button to view it.
Attached File	After you upload an attachment, its name appears here.
Attachment Type	Enter the file type, and add a Description of the item that you’re attaching. Note. Attachment type is not a file extension, but a categorization of the attachment defined through system configuration.

Header Notes

Use Predefined Standard Note

Enable this option to attach a note already set up in the system on the Standard Notes page. Select a Standard Note Code from the available options and the rest of the fields established for the standard note code appear.

If this option is not checked, the note that is created is a unique note. Select a Note Type and enter the note in the Text field.

Documents to Print the Note On

Choose the print locations for notes in the group box.

Managing Returned Material for Material Stock Requests

This section discusses how to:

Enter RMA transactions for material stock requests.
Enter additional details for an RMA line that is entered on the RMA Form page.
View internal material stock requests.
Specify which serial IDs are returned.
Specify which serial IDs or lot IDs are returned (internal requests).
View external material stock requests.
Specify which serial and lot IDs are returned (external requests).
Specify which serial IDs or lot IDs are returned (external requests).

Use the PeopleSoft Inventory RMA Form component to enter RMA transactions for material stock requests, that is, demand from sources other than PeopleSoft Order Management.

In PeopleSoft Inventory, you can access internal and external shipment information from both the RMA Form page and the navigation. When you access the Internal Shipment History and External Shipment History pages from the RMA Form page, you can select Inventory shipment history lines to populate the RMA form.

Pages Used for Managing Returned Material for Material Stock Requests

Page Name	Object Name	Navigation	Usage
RMA Form	RMA_FORM_INV	Inventory, Manage Returned Material, RMA, RMA Form	Enter RMA transactions for material stock requests and orders with demand sources other than PeopleSoft Order Management.
RMA Line	RMA_LINE_INV	Click the RMA Line link on the RMA Form page.	Change or enter detail for an RMA line that you entered on the RMA Form page.
RMA Return-From Location (returned material authorization return from location)	RMA_RET_FROM_LOC	Click the RMA Location Address link on the RMA Form page or the RMA Line page.	View the address for the location from which the material is returned.
Internal Shipment History	RMA_MSR_SHIP_HIST	Inventory, Manage Returned Material, Internal Cust Shipment History, Internal Shipment History	View material stock requests for an internal issue.
Serial/Lot Selection	RMA_SHPHS_SERIAL	Click the Serial/Lot Selection link on the Internal Shipment History page.	Specify which serial IDs are returned (internal requests).
Serial/Lot Selection	RMA_SHPHS_LOT	Click the Serial/Lot Selection link on the Internal Shipment History page.	Specify which serial or lot IDs are returned (internal requests).
External Shipment History	CUST_SHIP_HIST_INV	Inventory, Manage Returned Material, External Cust Shipment History, External Shipment History	View external material stock requests.
Serial/Lot Selection	RMA_SHPHS_SERIALEX	Click the Lot Selection link on the External Shipment History page.	Specify which serial and lot IDs are returned (external requests).
Serial/Lot Selection	RMA_SHPHS_LOTEX	Click the Serial/Lot Selection link on the External Shipment History page.	Specify which serial IDs or lot IDs are returned (external requests).
Return Material Authorization	RUN_INS3000	Inventory, Manage Returned Material, RMA Report, Return Material Authorization	Specify parameters for the Return Material Authorization Form. You have the option to include canceled order lines in the report run.

Entering RMA Transactions for Material Stock Requests

Access the RMA Form page.

RMA Date

View the current date by default.

RMA Status

Select a value:

Pending: RMA form is not complete. The system cannot receive items referenced on the RMA that have a status of Pending until the status is changed to Open.

Open: RMA form is complete, ready for processing, and can receive returned items. The RMA status remains Open until the last line item of the RMA is received. This is the default value.

Canceled: RMA is no longer valid and no receipts are expected for it. You cannot change RMA status in the header to Canceled if there are receipts against any of the RMA lines, and you can't change RMA line status to Canceled if there are any receipts against the line. Change the RMA status to Canceled to access the RMA Cancel page and enter the date and the reason for the cancellations.

Closed: All RMA lines are received. RMA lines are automatically set to Closed when the received quantity on the line is greater than or equal to the returned quantity.

Reason Code

Reason codes with an RMA Cancel type must exist on the Reason Codes page.

Return From Options

Option	Available Fields
Internal Location	Select a return from location for internal issues from PeopleSoft Inventory. Values include all locations.
	Click the RMA Location Address link to access the RMA Return-From Location page, where you can view the internal location address from which the stock is returned.
External Customer	Select the return from customer and modify the return from location as necessary for external issues from PeopleSoft Inventory. If the installation does not include PeopleSoft Order Management, Billing, or Accounts Receivable, the system doesn’t validate the entry.
	For external customers, you can view or change the return from address. Click the Display link to access the RMA Customer Address page and can view the current return from address. Click the Override link to access the RMA Header Return-From Address page and modify the address information.

Return To	The PeopleSoft Inventory Business Unit to which the material is returned.
Estimated Return Date and Estimated Return Time	View the current date and time. These are estimates only, and the planning system might use them as a potential source of supply. If the Return To business unit requires closure calendar validation for receiving activities (defined on the Closure Calendar page), the system validates the order’s estimated return date and time against the calendar. If the estimated return date and time are not valid for receiving activities at the destination business unit, a warning message appears when you save the change. You can ignore the warning or reschedule the return date. If you reschedule, the system calculates and returns the next valid date for receiving operations at the destination business unit.
Distribution Type	View the business unit's distribution options. Distribution types define different departments or cost centers. While the transaction determines the debit and credit accounts for most transactions, distribution types are used when the account distribution depends on which department or cost center issued the product.
Approval Required	If selected (the default), you can save the RMA only as Pending.

You can use the links on this page to associate additional information with the RMA. You must save the RMA Form page before transferring to internal or external shipment history.

RMA Lines

Enter basic information for the RMA line. This information appears as default information on the RMA Line page, where you can modify it.

Line	The default is 1 for the first return line. This value increments by one for each additional line.
Item ID	Enter the ID for the item that you are returning. Only items with a status of Active, Hold, Discontinue, or Inactive are values, and only these items appear in the prompt table.
Quantity Returned and UOM	Enter the quantity and UOM for the returned item. The UOM must be a valid stocking UOM for the item.
Quantity Base	The quantity returned, in the item’s base UOM.
Return To	The Return To business unit that you defined at the header level becomes the default for all lines. You can change this value on a line-by-line basis.
Distribution Type	The distribution type that you selected at the header level becomes the default distribution type on all lines. You can change this value on a line-by-line basis.

See Also

Managing Inventory by Item Status

Defining and Using ChartFields

Entering Additional Details for an RMA Line That Is Entered on the RMA Form Page

Access the RMA Line page.

All of the fields on this page derive their default values from the RMA Form page and are available for editing except Unit and RMA Number.

PO Number	The default is the PO number that is associated with the shipment that is referenced on the line.
Carrier ID	The system retrieves the default value from the Return Type Codes page.

See Defining Return Type Codes.

Viewing Internal Material Stock Requests

Access the Internal Shipment History page.

Ship History for MSRs (months)	The system retrieves this value from the Inventory Definition - Business Unit Options: RMA Defaults page. All shipments within the range that you specified appear.
Catalog Search Button	Click the Catalog Search button to select specific shipments or to change the date range of the orders.
Select All	Click to select all of the lines on this page.
Select	Click to select shipment history lines.
Return	Click to copy the Item ID, Qty Shipped, UOM, and Distribution Type field values from the selected lines to the RMA lines. Note. Although ChartFields and Projects do not appear on this page, they are copied to the RMA line.
	Click the Serial/Lot Selection button next to the shipment history line if the item is ship serial-, serial-, or lot-controlled. This opens the Serial/Lot Selection page (Internal Material Stock Requests - Serial ID) or the Serial/Lot Selection page (Internal Material Stock Requests - Lot ID) page, where you can select shipping serial-, serial-, or lot-controlled lines.

Specifying Which Serial IDs Are Returned (Internal Requests)

Access the Serial/Lot Selection page.

In the scroll area, the serial IDs that are associated with the demand line appear together with the quantity shipped. Select the serial ID that is returned. Click the Select/Deselect All IDs link to select or clear (not select) all of the serial or lot rows.

Specifying Which Serial IDs or Lot IDs Are Returned (Internal Requests)

Access the Serial/Lot Selection page.

In the scroll area, the serial or lot IDs that are associated with the demand line appear together with the quantity shipped.

Serial ID and Lot ID	Select the serial or lot ID that is returned.
Select/Deselect All IDs	Click to select or clear (not select) all of the serial or lot rows.
Expiration Date	View, for lot-controlled items, the lot expiration date that was calculated at the source business unit upon shipment of the lot, if applicable.

Viewing External Material Stock Requests

Access the External Shipment History page.

Ship History for RMAs (months)	View the time period for the shipment history for RMAs that you establish on the Inventory Definition - Business Unit Options: RMA Defaults page. All shipments within the specified range specified appear.
	Click the Serial/Lot Selection button next to the shipment history line if the item is ship serial-, serial-, or lot controlled. This opens the Serial/Lot Selection page (External Material Stock Requests - Serial ID), where you specify serial IDs for the returned items, or the Serial/Lot Selection page (External Material Stock Requests - Lot ID), where you specify lot IDs for the returned items.
Select	Click to select shipment history lines.
Return to Search	Click to copy the Product ID, UOM, Qty Shipped, Unit Price, ChartField, and Project field values from the selected lines to the RMA lines. Note. Although Unit Price, ChartFields, and Projects do not appear on this page, they are available for the system to copy to the RMA line.

Specifying Which Serial IDs Are Returned (External Requests)

Access the Serial/Lot Selection page (external serials) page.

In the scroll area, the serial IDs that are associated with the demand line appear together with the quantity shipped.

Serial ID	Select the serial ID that is returned.
Select/Deselect All IDs	Click to select or clear (not select) all of the serial or lot rows that appear on this page.

Specifying Which Serial IDs or Lot IDs Are Returned (External Requests)

Access the Serial/Lot Selection page (External Material Stock Requests - Lot ID).

In the scroll area, the serial or lot IDs that are associated with the demand line appear together with the quantity shipped.

Serial ID and Lot ID	Select the serial or lot ID that is returned.
Select/Deselect All IDs	Click to select or clear (not select) all of the serial or lot rows.
Expiration Date	View, for lot-controlled items, the lot expiration date that was calculated at the source business unit upon shipment of the lot, if applicable.

Managing Returned Material From Third-Party Systems

This section provides an overview of the RMA Load EIP and discusses how to:

Load RMA transaction data.
View error details about RMA Load EIP (returned material authorization load enterprise integration point) messages.
Correct header-level errors in the RMA Load EIP message.
Correct header-level address errors in the RMA Load EIP message.
Correct line errors in the RMA Load EIP message.
Correct line-level address errors in the RMA Load EIP message.
Correct serial or lot errors in the RMA Load EIP message.
Purge RMA transaction data.

Understanding Inbound Application Message Transactions

Understanding the RMA Load EIP

To support integration with third-party systems, PeopleSoft provides the RMA Load EIP, an XML-based application message that contains all of the information that is necessary to create RMAs in PeopleSoft Inventory. Once the PeopleSoft system receives the application message, the RMA Load process validates the data and inserts it into either the RMA table or, if errors are found, into the transaction error table. You can correct errors and resubmit the transaction using the RMA Load EIP Maintenance pages in the Maintain Data Definitions component.

You can run the RMA Load process automatically as part of the application message subscription process or at scheduled intervals. To launch the RMA Load process automatically upon receipt of the RMA Load EIP, select the Flag1 option on the Data Maint Setup1 page. If you do not select this option, you must establish run control parameters on the Run RMA Load page.

The logic for the RMA Load transaction is similar to that in PeopleSoft Inventory’s online RMA Form component, with these exceptions:

The RMA Load transaction does not process projects, ChartFields, or RMA notes and attachments.
You can only change address information for external customers.

Loading RMA Transaction Data

The RMA Load process validates data that is received through the RMA Load EIP and inserts it into the RMA system tables. You can run this process manually using the Run RMA Load page, or you can set up the system to run it automatically upon receiving the RMA Load EIP.

Correcting RMA Transaction Errors

If the PeopleSoft system finds errors during validation of the RMA Load EIP, it stages the data to the transaction error tables. You can then use the RMA Load EIP Maintenance pages to correct the errors and resubmit the data for processing. If you elected to run the RMA Load process automatically upon receipt of the RMA Load EIP message, you can resubmit the data directly from these maintenance pages by clicking Apply; otherwise, you must initiate the process using the Run RMA Load page.

Pages Used to Manage Returned Material From Third-Party Systems

Page Name	Object Name	Navigation	Usage
Run RMA Load	RUN_RMA_LOAD	Data Exchanges, Process Transactions, Inventory, RMA Loader, Run RMA Load	Define parameters for the RMA Load process.
RMA Load EIP Maintenance	RMA_EIP_MAINT	Display messages for the RMALOAD transaction type on the Data Definition Maintenance page. Click the Show Detail Entry button next to a transaction.	View error details about RMA Load EIP messages and edit the fields for specific segments of the RMA Load EIP message.
Maintain Data Definitions - RMA Header	RMA_EIP_HEADER	Click the RMA Header link on the RMA Load EIP Maintenance page.	Correct header-level errors in the RMA Load EIP message.
Maintain Data Definitions - RMA Header Address	RMA_EIP_ADDR_HDR	Click the Header Address link on the RMA Load EIP Maintenance page.	Correct header-level address errors in the RMA Load EIP message.
Maintain Data Definitions - RMA Line	RMA_EIP_LINE	Click the RMA Line Details link on the RMA Load EIP Maintenance page.	Correct line errors in the RMA Load EIP message.
Maintain Data Definitions - RMA Line Address	RMA_EIP_ADDR_LN	Click the Line Address link on the RMA Load EIP Maintenance page.	Correct line-level address errors in the RMA Load EIP message.
Maintain Data Definitions - RMA Serial/Lot IDs	RMA_EIP_SER_LOT	Click the RMA Serial/Lot IDs link on the RMA Load EIP Maintenance page.	Correct serial or lot errors in the RMA Load EIP message.
RMA Purge (process)	RUN_IN_INBOUND_PRG	Data Exchanges, Process Transactions, Purge, RMA Transactions, RMA Purge	Purge RMA load transaction data.

Loading RMA Transaction Data

Access the Run RMA Load page.

All EIP_CTL_IDs	Select to load data from all RMA Load EIP messages in the system.
From and To	Enter the appropriate IDs to load data from specific EIP control IDs or from a range of IDs.

Viewing Error Details About RMA Load EIP Messages

Access the RMA Load EIP Maintenance page.

If an RMA Load EIP message contains errors, the scroll area lists each record and field that is in error, along with a message describing the problem.

Click the Show Detail button next to a record to correct the error.

Click the links at the bottom of the page to modify the fields that are included in each segment of the message.

Correcting Header-Level Errors in the RMA Load EIP Message

Access the Maintain Data Definitions - RMA Header page.

Note. The fields on this page are the same as those on the RMA Form page (PeopleSoft Inventory component).

Correcting Header-Level Address Errors in the RMA Load EIP Message

Access the Maintain Data Definitions - RMA Header Address page.

Note. The fields on this page are the same as those on the RMA Line Return - From Address page.

Correcting Line Errors in the RMA Load EIP Message

Access the Maintain Data Definitions - RMA Line page.

Note. The fields on this page are the same as those on the RMA Line page.

See Entering Additional Details for an RMA Line That Is Entered on the RMA Form Page.

Correcting Line-Level Address Errors in the RMA Load EIP Message

Access the Maintain Data Definitions - RMA Line Address page.

Note. The fields on this page are the same as those on the RMA Line Return - From Address page.

Correcting Serial or Lot Errors in the RMA Load EIP Message

Access the Maintain Data Definitions - RMA Serial/Lot IDs page.

Purging RMA Transaction Data

Access the RMA Purge page.

Run the RMA Purge process (IN_INB_PURGE) to delete RMA transaction data from the transaction staging tables (RMA_EIP and EO_EIP_CTL).

Inbound Data to Purge

Indicate which RMA Load transactions you want to purge.