Overview

This section covers the full returns workflow in ianaiERP: RMA → Restock → Credit Memo. Use RMA to authorize and track the return, Restock to put goods back into inventory, and Credit Memo to issue the financial credit.

• RMA (Return Merchandise Authorization): Approves and documents what a customer may return and why. Nothing posts to inventory or accounting yet.

• Restock: Records the physical receipt of returned goods and increases on-hand stock (with location/bin/lot control).

• Credit Memo: Issues the monetary credit/refund to the customer and posts to accounting (if connected).

Typical flow: RMA (approve) → Restock (receive items) → Credit Memo (credit/refund). Partial and multi-step returns are supported.

Where to Access

• RMA: Return → RMA (list / Add New)

• Restock: Return → Restock (list / Add New) or Restock action from an RMA

• Credit Memo: Return → Credit Memo (list / Add New)

  • Billable Expense Charges: toolbar list used to add restocking/shipping charges to a credit memo

Key Attributes

RMA

Header

• Date/Time – Issue timestamp of the RMA.

• Customer (required) – Customer requesting the return.

• RMA Number (auto/override) – Unique identifier (e.g., RMA-0008).

• Sales Rep / External Channel – Owner/source of the sale (if tracked).

• Due Date – Expiration of the authorization.

• Location – Default receiving location for the return.

• Status – Issued, Pending, Closed, Cancelled, Rejected, Repaired, Replaced (use to track outcomes).

• Customer Address / Shipping Address – For labels/printouts.

Lines

• Item – SKU approved for return.

• Description – Reason/detail that prints.

• Quantity – Quantity authorized.

• UOM – Unit of measure.

• Unit Price / Amount / Tax – Reference values for expected credit.

• Class – Reporting tag (Department/Project/etc., if enabled).

Notes & Files

• Message from Customer – Stated reason/notes.

• Message to Customer – Instructions/approval text.

• Internal Notes, Attachments – Staff-only context and evidence.

Effect: RMA does not move stock or money. It controls/communicates what may be returned.

Restock

Header

• Date/Time – When goods are received.

• Customer (required) – Who returned the goods.

• Location (required) – Where stock is added.

• Restock Number (auto/override) – Unique ID (e.g., RST-0007).

• Sales Rep – For reporting.

• Customer/Shipping Address – Reference for print/email.

Lines (per item)

• Item, Description

• Quantity, UOM

• Unit Price / Amount / Tax (optional pricing reference)

• Class

• (If configured) Bin, Lot/Serial – Exact put-away details.

Notes & Files

• Message from Customer, Message to Customer, Internal Notes, Attachments

Effect: Saving increases on-hand inventory at the chosen location/bin/lot. No A/R impact.

Credit Memo

Header

• Date/Time – Credit issue date.

• Customer (required) – Recipient of the credit.

• Location – Defaults for item rows (if needed).

• Credit Memo Number (auto/override) – Unique ID (e.g., CM-0005).

• Sales Rep – For reporting.

• Custom Fields – e.g., Width/Height/Area, if your tenant uses them.

• Billing/Shipping Address – Prints on the document.

Lines (per item/charge)

• Item – Credited SKU or a charge/allowance item (e.g., Restocking Fee).

• Description – What is being credited/charged.

• Quantity / UOM – Units credited.

• Unit Price / Amount / Tax – Determines the monetary credit; tax follows your tax rules.

• Class

Notes & Files

• Message from Customer, Message to Customer, Internal Notes, Attachments

Effect: Posts a customer credit/refund (via accounting integration) and reverses revenue/tax per your mappings.

Key Functions

RMA

1. Create & approve: Return → RMA → Add New. Enter customer, due date, and authorized items/quantities.

2. Communicate: Use Message to Customer for instructions and attach any labels or forms.

3. Progress with statuses: Update to Issued/Pending/Closed etc. as the case moves forward.

4. Next step: Use the Restock action when goods arrive.

Restock

1. From an RMA (recommended): Open the RMA and choose Restock to prefill customer/items.

2. Direct entry: Return → Restock → Add New; select Customer/Location, add Lines.

3. Traceability: For lot/serial/bin items, select the exact identifiers for each line.

4. Save: Stock increases at the chosen location/bin/lot.

5. (Optional) Charges: If you assess restocking or freight charges, record them as Billable Expense Charges (toolbar) for later inclusion on the credit memo.

Credit Memo

1. Create credit: Return → Credit Memo → Add New; select Customer and add lines to credit.

2. Add fees/allowances: Insert line items (e.g., Restocking Fee, Return Freight) or pull from Billable Expense Charges.

3. Review totals & tax: Ensure amounts/tax match policy.

4. Save & send: Save, then email/print to the customer. The credit posts to A/R via your accounting connection.

5. Apply credit: Apply in accounting to outstanding invoices as per your normal process.

Best Practices

• Always start with an RMA for traceable authorization and customer communication.

• Use due dates on RMAs to control windows for returns.

• Capture inspection evidence (photos/notes) in Restock for quality analysis.

• Select exact Bin/Lot/Serial on Restock to keep availability and traceability correct.

• Standardize charges (create items for Restocking Fee, Return Freight) for clean accounting and reporting.

• Close RMAs when all related restocks/credits are complete.

Related Features

• Sales Orders

• Customers

For more detailed information on managing returns and the associated processes, please refer to the specific sections in this documentation.