Costpoint Online Help

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Request for Replace Now

This is the recommended process for handling a Replace Now disposition type with an original sales order.

This process is for a customer return that had an original sales order and has a disposition of Replace Now. This means that you will refund the customer prior to receiving the originally sold item because you either do not want the item returned or the item can be returned after the replacement takes place.

To request for an immediate replacement:

  1. Go to the Manage Customer Returns screen.
  2. In the Orig SO field, enter the sales order ID , and click the Autoload button to create returns for the SO. You can also enter the invoice number to autoload the record.
  3. In the Email Address field of the Customer Contact Info tab, enter the email address of the customer to send an email notification to the customer.
  4. In the Employee field of the RMA Header tab, enter your employee ID. Make sure to verify the RMA expiration date.
  5. In the Return Qty field, enter the quantity.
  6. In the Return Reason field, enter the reason for returning the material.
  7. From the Order/Payment Disposition Requested drop-down list, select Replace Now.
  8. Once this disposition is approved, select the Disposition Approved checkbox.
  9. Select the Material Return Required checkbox, if you want the material to be returned.
    If selected, then upon save, an RMA PO will be created for you to receive the materials. The RMA PO ID will be visible in the header section of the screen.
  10. Enter a warehouse ID with an RMA location if the item is to be returned to the warehouse.
  11. Select the Submit checkbox and click Save.
    An email will be sent to the customer email address, if indicated in the settings.
  12. Go to the Manage Invoices screen.
  13. Create and process a negative invoice on the original sales order for the amount that will be refunded to the customer.
  14. If you selected to have the item returned to you in Step 9, then go to the Manage Purchase Order Receipts screen and receive the purchase order line for this material into an RMA location.
  15. Create journal entries in Accounting to adjust the cost of sales.