SelectLine RMA

SelectLine RMA helps your company keep track of returned goods from customers and to suppliers.

What is RMA?

RMA stands for Return Merchandise/Material Authorization. When goods are returned, each return is assigned an RMA number and thus uniquely assigned to an RMA process. The RMA process is used to handle goods return processes such as warranty claims, repairs and refunds.

Why RMA?

SelectLine RMA enables you to make your returns even simpler, clearer and more transparent. This saves you time, supports your employees and increases your customer satisfaction.

What options does SelectLine RMA offer?

RMA fits seamlessly into the document chain of SelectLine and is available on both the customer and supplier side. You can either manually fill a transaction with items or import them from other documents, e.g. invoices. You can assign RMA items directly to your customers, suppliers and line items. This helps you keep track of the relationships between your documents.

SelectLine RMA offers a ready-made process that you can use immediately. If the defaults are not enough to map your business processes, the module can be customized to meet your company’s needs.

In addition, you can use SelectLine RMA to specifically evaluate your goods returns and thus learn practical information about your items. Filter your evaluation by e.g. status, reason for return and defect or classically by article, customer or supplier.

An example

A customer returns defective goods within the warranty period. We use the customer’s invoice number to find the original document and transfer its item to an RMA process.

SelectLine now automatically offers currently open RMA transactions for our customer, to which we can assign these items. Alternatively, we can of course open a new RMA transaction directly.

Next, we can select which invoice items we want to transfer to the RMA transaction. Here we can already specify various properties of the process. In this case we want to send the item to the manufacturer for repair.

Subsequently, we want to send our customer the RMA documents for the return. For this we open our RMA process and execute a contact action. A print template is assigned to the action “Send RMA documents”, therefore when pressing the button “Create contact” the print window opens automatically and the contact action is documented.

The customer has written us an e-mail and attached pictures of the defective item. We can now link the files to the RMA process by storing them in the journal or the archive. If you use the docuvita document management system and our drag-and-drop archiving module, the documents from the archive are automatically imported into your docuvita DMS.

The customer now returns the goods. We first store them to document receipt and check the warranty claim. Since the warranty claim is valid, we send the customer a replacement directly and return the defective item to the manufacturer. We could open a new supplier RMA process for this, but in this case, we are satisfied with a simple return-receipt.

The necessary documents for this can be created directly from our customer RMA. In this case, the standard document types Manual Storage, Delivery Note and Goods Receipt are used. Alternatively, an individual document type for your goods return can be defined in SelectLine.