RMA Flow

Overview
RMA is often used synonymously with Return or Credit Orders and Returned Material. An order can have
a mix of outbound (regular) and inbound (return) lines, if not restricted by the order type definition. Credit
order types have an order type category Return and an order with mixed order type category can contain
both regular and return lines. Each order type and each line type is associated with a workflow process. A
return line is indicated by Line Type and by its negative and highlighted item quantity and line total price.
Line types can be variations of Return, such as Return with Approval, Return for Credit only, etc., and
have a line type category of RETURN.

There are three ways to create RMA’s within Order Management.

First, identify a sales order to be returned and query the order lines. After you have selected the sales
order or order lines, use the Copy function in the Actions list to generate the return order or line by
specifying an RMA line type.

Second, reference a sales order, invoice, PO number or serial number of an item directly in the Return
Reference field within the Line Items tab of the Sales Order form.

Lastly, for return without originating sales order line, manually enter return line information and choose the
appropriate return line type in the Sales Order form.

Process Flow
This section will guide you through a basic flow for a Return for Credit with Receipt, from entry to
generating a credit memo, including:

1. Create an RMA having a single line whose originating transaction is unknown

2. Book the RMA
After booking the order:

Order Status – Booked

Order Line Status - Awaiting Return

3. Receive the RMA using the Receipts form of Oracle Purchasing

4. Check the on-hand quantity of the item in Inventory to verify that correct quantity was received.
Checked the Order Status as
Order Status – Booked
 Order Line Status – Returned

5. Run Workflow Background Process

6. Run ‘Auto Invoice Master Program’ to generate a credit memo
7. View the Credit Memo in Order Management
8. Check the Shipped and Fulfilled quantity on the RMA line

Enter the RMA on the Sales Order form. Entering a return on the Sales Order form, is exactly the same as
entering an order, except at the line level where the user specifies the Line Type as a Return and a
negative line quantity and total quantity appear on the form. Thus, in the Order Information tab of the
Sales Order form, the user will enter the same information (i.e. Customer Name, Order Type, etc.) as a
standard order. The Standard order type is assigned to a Generic Order and Line workflow, which allows
either an order or return to be entered. Refer to the Workflow section for details on the Generic Order and
Line workflow for returns. Figure 6–1 is the Sales Order form for entering the Header information for the
RMA:

Once the Order Header information is entered, you will enter the line information within the Line Items
screen, as seen in Figure 6–2 :
In the Main Tab, enter the Ordered Item and the Quantity to be returned. The user can enter a positive or
negative number. You will also see that the negative quantity will be highlighted in another color. Next, in
the Returns tab, the user will need to enter the Line Type as a return (i.e. Return for Credit with Receipt of
Goods) and enter a Return Reason. A Return Reason is required to be entered (i.e. Product
Discontinued). Since we did not reference a sales order, we are entering a single line RMA where the
originating transaction is unknown.

Book the RMA. Users are able to book an order or return at either the Order Information Tab or Line Items
Tab via the Book button.

Receive the RMA using the Receipts form of Oracle Purchasing. Change responsibilities to Purchasing
and navigate to the Receiving > Receipts form. In the Receipts form, an Organization window will be
displayed if this is the first time you have navigated to the Purchasing > Receipts form since your login.

The organization you choose should be the same warehouse where your RMA is created. In the Receipt
Header window, select the Customer Tab and find your RMA #. Tab through the Header window to the
Receipts Line window. Once you are in the Receipts Line window, the RMA number and quantity will
populate the form. Check the box next to the line you wish to receive, enter a Destination Type as
Inventory and subinventory. Save this transaction and record the receipt number in the Header window.
By choosing the Destination Type as Inventory, the user is creating a transfer to inventory transaction in
Purchasing. These items are now considered as supply. Purchasing will communicate the quantity
received to Order Management to update the RMA.
6. Check the on-hand quantity of the item in Inventory to verify that correct quantity was received.
Change responsibilities to Inventory and navigate to the Transactions > Material Transactions form. In the
Material Transactions form, an Organization window will be displayed if this is the first time you have
navigated to the Inventory > Material Transactions form since your login. The organization you choose
should be the same warehouse where your RMA is created. Find the item name being returned and
navigate to the Transaction Type tab. Verify that the source type is RMA and the source is your RMA # for
the quantity being returned. This form will show you your item #, the subinventory chosen and the quantity
specified to be returned from the Receipts form.
7. Fulfill RMA line. The fulfillment activity acts as a synchronization point for all lines on the order that are
in a fulfillment set. The lines in the fulfillment set will wait at the fulfillment activity until all the lines in the
set have reached the activity. Lines that are not in a fulfillment set simply pass through the activity
automatically. The user will not have to perform anything during this step. The eligible lines will
automatically be put into a fulfillment set.

8. Generate a credit memo for the return. The Workflow process of the return line(s) will be on the Invoice
Interface activity, once the Fulfillment activity completes. The invoice interface activity places the
information from the return line into the Receivables Interface tables. Once the information is written to
the tables, the invoice interface activity is complete, and the line proceeds to the close line activity.
However, note that the credit memo is not actually generated until the Autoinvoice program in
Receivables has been run. The credit memo will then be viewable in the Sales Order form. To run the
Autoinvoice program, the user needs to change responsibilities to Receivables and navigate to the
Interfaces form. Select the Autoinvoice Master program and run the program for your RMA # and specify
the invoice source as the one associated with the line type of the RMA line. The Autoinvoice Master
program will generate the Autoinvoice Import program which generates the credit memo.

9. View the credit memo in Order Management. To view the credit memo in Order Management, the user
need to change responsibilities to Order Management > Orders, Returns > Order Organizer form. Query
your RMA # in the Order Organizer. Once the RMA is queried, select the Actions button and choose
Additional Order Information. Once the Additional Order Information form has opened, click on the
Receivables tab to view the credit memo. This form will show your the credit memo number and amount.

10. Check the Shipped and Fulfilled quantity on the RMA line. From the above step, navigate in the Sales
Order form to the Line Items tab for the RMA. Scroll to view the Shipped Quantity field. To access the
Fulfilled Quantity field, the user needs to use the folder technology to add the field to the sales order form.
To add the field, click on the Warehouse field in the Shipping Tab of the Line Items form. Next, select the
Folder menu at the top of the form, select Show Field and choose the Quantity Fulfilled field from the list.
The field will populate in the form. The Shipped Quantity means the received quantity for return lines and
the Fulfilled Quantity means the delivered quantity for the return lines.

Implementation Steps:

# Order. Returns – Sales Order

 Create Standard Sales Order Book the Order
 Release the Sales Order (Pick Release)
 Ship the Sales Order by Shipping – Transaction (Query with the SO and note the SO number)
 Now Again Create the New Sales Order
 In the Line Items tab enter the same quantity as entered on the above raised
Sales Order or Give the SO number in the Returns tab
 Line Items tab in Returns tab Line Type field enter the Return(Receipts)
 Give the Sales Order number in the Reference Field
 Give the Reason in the Return Reason.
 And Book the Order and save it
 Note down the RMA number

Go To Purchasing Order Responsibility

# N – Receiving – Receipts
 Change the Org to ship_to Org
 In find expected receipts window customer tab enter the RMA number and Click on find button
 Receipts window, Line Tab check the check box set to Yes on the Line Order
 In the Line Order enter the sub inventory of the Org
 Save the form
 It automatically saves the return order Item (RMA) in the sub inventory.
 Go and check whether it is updated the item or not in Inventory

# Come Back to Order Management

 In SO window check the Status its “Closed”
 Order Management automatically closes returns that have successfully Completed their order
flow, if you have the close order activity within your order flow.
# N – Orders. Returns – Sales Order

Order Information - Main Tab:

 Choose the Customer Name and Choose the Customer Number
 Relating to Customer fields information is displayed automatically Ship-to, Bill to Locations, Date
Ordered, Price List, Sales Person, Status, Currency, Subtotal, Tax, Charges and Total
 Choose the Order Type

Others Tab:
 Automatically comes with the Customer name or Customer number you have Chosen Payment
Terms, Warehouse, Freight Terms, Shipping Method, FOB, Tax handling

Line Items - Main Tab:

 Enter the Item number, automatically the UOM will come.
 Enter the quantity in qty column automatically the Unit Selling Price will come.
 Enter the Schedule Ship Date
 Click on the Actions button select the split lines
 Splits the line item quantity into different lines with different dates
 And click on the Split line button as shown in the above picture
 Automatically splits the lines
 Save it and Book the order by clicking on the Book Order button.
 The status is “Awaiting Shipping”

# N – Shipping – Release Sales Order - Release Sales Order

Order Tab:
 Enter the Sales Order number and press tab it automatically takes everything

Inventory Tab:
 Enter the Warehouse number automatically takes Pick slip grouping rule, Auto allocate, Auto pick
confirm, Sub Inventory
  And give the Concurrent Request by clicking on Concurrent button
 Run the Pick Slip Report
 See the output of Pick Slip Report the data is come or not by clicking on the View output button
 In sales order window query with the sales order number and in line items tab See the status is
“Picked” for the date which is release the order and “Awaiting Shipping” for the future dates.

# N-Shipping-Transaction

 Find with the Sales order number and you will find the screen as shown above
 The status will be “Staged” for the release order and “Ready To Release” for future dates
 Select the Line order to shipping and click on Delivery Tab and select the ship confirm from the
Actions and click on go button. Automatically its is shipped
(1) For only one line as to ship select the Delivery Actions select the unassigned to
delivery and then give the ship confirm in Delivery Actions and click on go button.
(2) For selecting the multiple line shipping hold Ctrl key and click on the lines
To ship and select the ship confirm for Actions and click on go button
 The status will be “Closed”
 Check the Sales order window in Line Items Status is “Shipped” and future release order status
will be “Awaiting shipping”
 Check the On Hand Quantity is reduced in the Inventory stores.