The Credit and Create RTV Sales Order option credits the customer for the returned items (putting the items back into inventory), and then creates an RTV (Return to Vendor) Sales Order to be used to ship the items back to the Vendor for repair or replacement. The RTV order is created as a loaner or type “L” Sales Order The Credit & Create RTV Sales Order option is accessed from the Credit Received RA Items program.
The Credit & Create RTV Sales Order option can only be used on status I or In Stock (received) RA Lines. The option can also only be used on lines that have not been credited already (the credit qty in the line must be 0). You may not process a partial quantity (you must split any ra lines if you wish to process a Credit and Create an RTV Sales Order for less than the received quantity).
When the Credit & Create RTV Sales Order option is used, the system will verify that
• You have tagged at least one valid (Status I, received qty GT disposed qty, credit qty = 0) ra line to be processed.
• A price has been entered into the RA Lines being processed. You will receive an error if you tag an stock RA Line and try to process it without specifying an amount. The amount you enter is used to set the price in the RTV Sales Order for the Vendor return (you should enter the amount you expect to receive for the item when returned – this amount can be modified later when you receive the credit from the vendor.
• The proper number of serial records are specified for the items being credited. If you are processing a serialized (Serial Y), or serialized on sale (Serial S) item, the system will force you to identify the correct number of status S (sold) serial records based on the ra lines being processed.
• All of the lines being processed are in the same inventory location. (the ra line location must the the same for all items being credited to the customer).
• The items being processed are set up in the location that they are being returned to. If the items do not exist in the destination location, the system will display an error message and not allow you to process the transaction.
• You have not already credited the customer for the entire amount of the original invoice associated with the RA. This test is performed for each ra line being processed. If you have issued credits against the invoice for less than the total amount of the invoice, the the program will display a warning message. If you have issued credits greater than or equal to the original invoice amount, the system will prevent you from processing the transaction (unless you are a system level operator of Sysop).
• Serialized Item Processing. If the RA line being processed is for a serialized item (Serial Y or S), the system will automatically select the correct serial records for each ra line (this is based on the serial numbers entered or defaulted into the RA program during RA Entry, or any serial detail entered during RA Receipt processing, or prior to processing the Credit to Pending). You may not dispose of or credit an RA line until the serial detail for the RA line has been specified.
Once you have tagged the ra lines to be processed in the Credit Received RA Items program, have specified the amount to be used for the vendor return, and press the Credit & Create RTV Sales Order Button, the system performs the following actions.
• It prompts you with a list of the COVE-RTV Shipto records. These records are created for the vendors in your system and are attached to a special customer record used specifically for RTV Processing. The Shipto records must have a Name Matching a valid vendor in your Vendor file, but the vendor address and other shipto information can be set as needed.
• It prompts you for the shipping credit to be given to the customer and it displays the shipping amount from the original invoice used for the item (if applicable). The shipping credit should be entered as a positive amount (ie 15 results in -15 on customer credit memo. Note: The original shipping amount is based on the invoice number stored in the RA Header, meaning it is only valid when the ra being processed is associated with a single invoice.
• It creates a credit memo for the customer, using the price specified in each ra line and the shipping credit entered by the operator.
• It displays a prompt and asks the operator if they would like to add an optional header comment to the credit memo just created for the customer.
• It moves the items being credited back into the inventory location specified in the ra lines being processed
• Serial transaction records are created for the serialized items being returned. These records have a type of RA (to record the return against the RA), and OI (to record the credit to the customer) . The RA record stores the RA associated with the return in the Ref# field and the OI record stores the credit memo# issued to the customer
• Inventory and warehouse transaction records are created to record the movement of inventory into the returns location. The bin used by the procedure is based on the System Parameter F248:OCICMBIN.
• An RTV Sales Order (a Type “L” Loaner or Shipper type order) is created for the COVE-RTV Customer with the Vendor Specified (based on the selected shipto).
• The serialized inventory records for the transaction are updated. The Serial records are updated to status I to indicate they are now in stock.. The items will later be shipped back to the vendor using the RTV Sales Order.
• It updates the status and disposed qty in the ra lines that were processed (closes them) and loads “RTV” into the RA Line Disposition Type field.