Supplier Returns
Saadi avatar
Written by Saadi
Updated over a week ago

Not every product you order in bulk reaches you in the best condition. At times, you either have to return them or fix them yourself before you use them. A good repair software should be able to help you manage the returned goods as well. Aiming to become the idle repair shop software, RepairDesk has introduced a module to help you create and manage history of every good you return to your supplier.

Supplier Returns (RMA)

Supplier Returns is the module that makes the process of returning goods is as easier as it can be. It is smart enough to fetch all the data of the device for you, help you adjust the status of the good after it is returned to the supplier and manage all your returned goods.

Faulty Basket

Let's suppose you placed a bulk order for an item by creating its PO and received all the goods and logged the activity in GRN. However, later you find out that one of the products you received is not good enough to be sold. In another case, you might be returned a product for a refund with a reason that the product is not up to the quality. You can mark these devices as faulty and in doing so, you are given a chance to either mark it for scrapping or put it in the faulty basket. The journey of RMA starts from faulty basket. So, let's see the ways you can add a product to a faulty can.

Faulty Basket Through GRN

The first place from you can put a product in the faulty basket is while receiving the goods. To do so, while you are creating a GRN, click on the basket icon next to the total price of the goods received. It will open a popup for you to enter the reason for the RMA, select to either put the product in the faulty basket or use it to scrap parts and enter the total amount of goods to be put in the faulty basket.

Faulty Basket Through Items

You can also put the items in faulty basket from the item's listing. Open the listing and choose the product you want to put items from in the faulty basket. Click on the item to open and proceed to the Stock Information section.

  1. Click on the Decrease Qty button and enter the number of quantity to be decreased and reason for the stock adjustment on the popup opened.

  2. Select the option of Mark faulty and add in the faulty basket from the dropdown.

  3. Click on the Confirm button to have the items added in the faulty basket.

Proceed to RMA

If the products you want to create RMA against are already in the faulty basket, you need to follow this path to start making an RMA:

Path: \Items > Manage Supply Chain > Supplier Returns (RMA)

  1. Click on the View Faulty Basket button present at the top right corner of the screen. It will open a list of all the products you have added in the faulty basket.

  2. Select either one item from clicking on the checkbox at the starting of its row or select multiple items by clicking on their checkboxes. However, make sure that the products selected are bought from the same supplier.

  3. Once done, click on the Create RMA button at the top right corner of the screen. It will open a popup for you to select the supplier.

  4. Tick the checkbox for every item you want to return to the supplier.

  5. On the new screen, click on the Mark as Sent button placed next to the download icon.

  6. Enter the details like tracking ID, shipping method and notes. Click on the Submit button to save the details. Make sure you mark the product as shipped for the RMA to proceed.

RMA Status

Once the product has been returned to the supplier, there is room for multiple actions to be taken. Based on the possible actions, RepairDesk offers you to update the status of RMA. To do so, open the RMA of your choice and follow the steps below:

  1. Click on the Add Remedy button placed next to the download icon.

  2. From the method dropdown, select the way supplier wants to refund you. The options listed includes rejected, refund, credit note, and exchange.

  3. Click on the Add button at the bottom to close the RMA.

Types of RMA Statuses

RepairDesk has gathered data regarding the process of supplier returns and figured out the repair resolutions mostly offered. Based on the research, here are the basic resolutions we have fed in the software for you:

  1. Refund: This resolution status is set when the supplier has agreed to accept the part or product returned and refund the cost paid.

  2. Credit Note: This resolution status represents that the supplier has agreed to take the product or part back but is not providing refund right away. Instead, the supplier wants you to keep a credit note against the product that can be utilized on next purchase.

  3. Rejected: Setting the resolution to rejected shows that the supplier has rejected to accept the product or part returned and is not agreeing to pay for it.

  4. Exchange: Setting exchange as a resolution against a supplier return shows that the supplier would be sending a part or product in exchange for the good sent. This will activate the option of GRN for you to receive the exchanged good whenever it is sent.

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