{"id":19609,"date":"2026-07-02T10:29:35","date_gmt":"2026-07-02T10:29:35","guid":{"rendered":"https:\/\/tenthplanet.in\/idempiere\/?p=19609"},"modified":"2026-07-02T11:41:34","modified_gmt":"2026-07-02T11:41:34","slug":"how-to-create-a-customer-rma-in-idempiere","status":"publish","type":"post","link":"https:\/\/tenthplanet.in\/idempiere\/how-to-create-a-customer-rma-in-idempiere\/","title":{"rendered":"How to Create a Customer RMA in iDempiere"},"content":{"rendered":"\n

Introduction<\/strong><\/h2>\n\n\n\n

Customer RMA (Return Material Authorization) is an iDempiere document used to process products returned by customers after a completed sales shipment.<\/p>\n\n\n\n

It provides a controlled workflow for damaged or expired returns, maintaining traceability between the original shipment and the generated return order.<\/p>\n\n\n\n

Completing a Customer RMA triggers the Create Order From RMA process, which generates a return Sales Order and directly impacts inventory and accounts receivable.<\/p>\n\n\n\n

Business Rules<\/strong><\/h2>\n\n\n\n
    \n
  • Customer RMA must reference an existing completed Customer Shipment.<\/li>\n\n\n\n
  • Only products delivered in the selected shipment can be added as return lines.<\/li>\n\n\n\n
  • RMA Type must be selected to identify the return reason (Damaged or Expired).<\/li>\n\n\n\n
  • At least one RMA Line must exist before the document can be completed.<\/li>\n\n\n\n
  • Movement Quantity on the return line cannot exceed the original shipped quantity.<\/li>\n\n\n\n
  • The RMA must be in Completed status before running Create Order From RMA.<\/li>\n\n\n\n
  • Generated return Sales Orders retain a reference link to the originating RMA.<\/li>\n<\/ul>\n\n\n\n

    Configuration Steps<\/strong><\/h2>\n\n\n\n

    Step 1: Create the Customer RMA Header<\/strong><\/h3>\n\n\n\n

    The header establishes the return document, links it to the originating shipment, and identifies the return reason through the RMA Type.<\/p>\n\n\n\n

      \n
    • Open Customer RMA and click New Record. <\/li>\n\n\n\n
    • Select Document Type, enter Name, select RMA Type, click the Shipment\/Receipt lookup to choose the original shipment, and save.<\/li>\n<\/ul>\n\n\n\n
      Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
      Document No<\/strong><\/td>30003<\/td>Auto-generated RMA reference number<\/td><\/tr>
      Name<\/strong><\/td>Damaged Product Return<\/td>Descriptive name for the return<\/td><\/tr>
      Document Type<\/strong><\/td>Customer Return Material<\/td>Identifies this as a Customer RMA document<\/td><\/tr>
      RMA Type<\/strong><\/td>Damaged<\/td>Reason for the customer return; Damaged or Expired<\/td><\/tr>
      Shipment\/Receipt<\/strong><\/td>500002_06\/25\/2026<\/td>Original shipment from which products were delivered<\/td><\/tr>
      Business Partner<\/strong><\/td>ALPHA RETAIL SOLUTIONS<\/td>Customer initiating the return (auto-populated from shipment)<\/td><\/tr>
      Sales Representative<\/strong><\/td>Harish Natarajan<\/td>Sales representative responsible for the return<\/td><\/tr>
      Amount<\/strong><\/td>1,400.00<\/td>Total return value, auto-calculated from RMA Lines<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      \"\"<\/figure>\n\n\n\n

      Step 2: Select the Original Shipment<\/strong><\/h3>\n\n\n\n

      Selecting the correct shipment ensures only products actually delivered to the customer can be returned, maintaining full return traceability.<\/p>\n\n\n\n

        \n
      • Click the Shipment\/Receipt field lookup. <\/li>\n\n\n\n
      • The Shipment Info window opens listing all customer shipments. <\/li>\n\n\n\n
      • Filter by Business Partner or Movement Date if needed, select the correct shipment row, and confirm.<\/li>\n<\/ul>\n\n\n\n
        Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
        Business Partner<\/strong><\/td>ALPHA RETAIL SOLUTIONS<\/td>Filter shipments by customer<\/td><\/tr>
        Movement Date<\/strong><\/td>06\/25\/2026<\/td>Date the original shipment was dispatched<\/td><\/tr>
        Document No<\/strong><\/td>500002<\/td>Shipment document number to select<\/td><\/tr>
        Sales Transaction<\/strong><\/td>Checked<\/td>Confirms the shipment is a customer delivery<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

        Step 3: Create RMA Lines<\/strong><\/h3>\n\n\n\n

        RMA Lines define which products and quantities are being returned. The Create lines from process pulls products directly from the selected shipment.<\/p>\n\n\n\n

          \n
        • Click Create lines from. The Create lines from RMA window opens showing all product lines from the selected shipment.<\/li>\n\n\n\n
        • Select the product row, enter Movement Quantity, and click Create lines from RMA.<\/li>\n<\/ul>\n\n\n\n
          Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
          Business Partner<\/strong><\/td>ALPHA RETAIL SOLUTIONS<\/td>Customer from the selected shipment<\/td><\/tr>
          Line No<\/strong><\/td>10<\/td>Shipment line number<\/td><\/tr>
          Product<\/strong><\/td>AASH-ATTA-5KG_Aashirvaad Atta \u2013 5kg<\/td>Product available for return from the shipment<\/td><\/tr>
          Quantity<\/strong><\/td>5.00<\/td>Original quantity delivered in the shipment<\/td><\/tr>
          Movement Quantity<\/strong><\/td>5<\/td>Quantity the customer is returning; editable field<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

          Step 4: Review RMA Lines<\/strong><\/h3>\n\n\n\n

          Reviewing the RMA Line tab confirms the returned product, quantities, pricing, and tax are correctly populated before the document is completed.<\/p>\n\n\n\n

            \n
          • Open the RMA Line tab and verify each line. Confirm Product, Shipment\/Receipt Line, Quantity, Amount, Tax, and Line Amount.<\/li>\n\n\n\n
          • Line Amount is calculated automatically as Quantity \u00d7 Amount. <\/li>\n<\/ul>\n\n\n\n
            Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
            Line No<\/strong><\/td>10<\/td>Sequence number for the return line<\/td><\/tr>
            Shipment\/Receipt Line<\/strong><\/td>10_5_AASH-ATTA-5KG \u2013 5kg_500002_06\/25\/2026<\/td>Original shipment line reference<\/td><\/tr>
            Product<\/strong><\/td>AASH-ATTA-5KG_Aashirvaad Atta \u2013 5kg<\/td>Returned product<\/td><\/tr>
            Quantity<\/strong><\/td>5<\/td>Number of units being returned<\/td><\/tr>
            Amount<\/strong><\/td>280.00<\/td>Unit selling price of the returned product<\/td><\/tr>
            Tax<\/strong><\/td>CGST\/SGST 18%<\/td>Tax derived from the product Tax Category<\/td><\/tr>
            Line Amount<\/strong><\/td>1,400.00<\/td>Calculated as Quantity \u00d7 Amount (5 \u00d7 280)<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
            \"\"<\/figure>\n\n\n\n

            Step 5: Execute Document Action<\/strong><\/h3>\n\n\n\n
              \n
            • Click Document Action in the toolbar. The dropdown shows Complete, Prepare, and Void. Select the required action. <\/li>\n\n\n\n
            • For standard processing, select Complete to finalize the RMA.<\/li>\n<\/ul>\n\n\n\n
              Document Action<\/strong><\/td>Resulting Status<\/strong><\/td>When to Use<\/strong><\/td><\/tr><\/thead>
              Prepare<\/strong><\/td>In Process<\/td>Validates the RMA and checks for errors without finalizing; useful for pre-completion review<\/td><\/tr>
              Complete<\/strong><\/td>Completed<\/td>Finalizes the RMA and enables the Create Order From RMA process; standard action for confirmed returns<\/td><\/tr>
              Void<\/strong><\/td>Voided<\/td>Permanently cancels the RMA; no return order can be generated; use when the return is no longer required<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

              Step 6: Generate Return Sales Order<\/strong><\/h3>\n\n\n\n

              Create Order From RMA converts the completed RMA into a return Sales Order, enabling downstream processing such as return receipt and credit handling.<\/p>\n\n\n\n

                \n
              • On the completed RMA, click Create Order From RMA. <\/li>\n\n\n\n
              • The dialog confirms the RMA document is correct and completed. <\/li>\n\n\n\n
              • Enable Run as Job if background processing is preferred, then click OK.<\/li>\n<\/ul>\n\n\n\n
                Field<\/strong><\/td>Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
                Prompt<\/strong><\/td>Creates an order based on this RMA Document. The RMA should be correct and completed.<\/td>System confirmation before order creation<\/td><\/tr>
                Run as Job<\/strong><\/td>Unchecked<\/td>Enable to run the order generation as a background process<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
                \"\"<\/figure>\n\n\n\n

                Step 7: Verify the Generated Sales Order<\/strong><\/h3>\n\n\n\n

                After order creation, the RMA header shows Order Created and the Order field is populated. Verifying the order confirms all return details were carried forward correctly.<\/p>\n\n\n\n

                  \n
                • Click the Order link on the completed RMA or open the Sales Order window and search for the generated order. <\/li>\n\n\n\n
                • Verify Business Partner, Product, Quantity, Warehouse, Price List, and the RMA reference.<\/li>\n<\/ul>\n\n\n\n
                  Field<\/strong><\/td>Expected Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
                  Document No<\/strong><\/td>20004<\/td>Auto-generated return Sales Order number<\/td><\/tr>
                  Business Partner<\/strong><\/td>ALPHA RETAIL SOLUTIONS<\/td>Customer from the originating RMA<\/td><\/tr>
                  Warehouse<\/strong><\/td>CDC Godown<\/td>Warehouse receiving the returned goods<\/td><\/tr>
                  Price List<\/strong><\/td>Standard Sales Price List<\/td>Price list from the customer account<\/td><\/tr>
                  Product (Order Line)<\/strong><\/td>AASH-ATTA-5KG Aashirvaad Atta \u2013 5kg<\/td>Product carried from the RMA line<\/td><\/tr>
                  Order (on RMA)<\/strong><\/td>20004_07\/02\/2026<\/td>Reference shown on the completed RMA linking to the return order<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

                  Common Issues and Resolutions<\/strong><\/h2>\n\n\n\n
                  Issue<\/strong><\/td>Cause<\/strong><\/td>Resolution<\/strong><\/td><\/tr><\/thead>
                  Shipment not found in lookup<\/strong><\/td>Shipment belongs to a different customer<\/td>Filter by the correct Business Partner in the Shipment Info window.<\/td><\/tr>
                  No products in Create lines from<\/strong><\/td>Wrong shipment selected<\/td>Return to the header and select the correct Shipment\/Receipt.<\/td><\/tr>
                  Movement Quantity exceeds original<\/strong><\/td>More units entered than shipped<\/td>Set Movement Quantity to the original shipped quantity or less.<\/td><\/tr>
                  Unable to complete RMA<\/strong><\/td>No RMA Lines added<\/td>Add at least one return line using Create lines from before completing.<\/td><\/tr>
                  Create Order From RMA button absent<\/strong><\/td>RMA is not in Completed status<\/td>Complete the RMA using Document Action before generating the return order.<\/td><\/tr>
                  Line Amount is zero on RMA Line<\/strong><\/td>Amount field is empty or zero<\/td>Verify the unit price is populated; re-select the product if needed.<\/td><\/tr>
                  Tax not shown on RMA Line<\/strong><\/td>Product Tax Category not configured<\/td>Assign the correct Tax Category to the product in Product Master.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

                  Next Steps<\/strong><\/h2>\n\n\n\n
                    \n
                  • Process the return Sales Order to receive goods back into the warehouse.<\/li>\n\n\n\n
                  • Generate a Customer Credit Memo or Credit Invoice for the returned amount.<\/li>\n\n\n\n
                  • Reconcile returned inventory using the Storage Detail report.<\/li>\n\n\n\n
                  • Update the customer account balance after credit processing.<\/li>\n\n\n\n
                  • Review return volumes periodically using RMA and return order reports.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"

                    Introduction Customer RMA (Return Material Authorization) is an iDempiere document used to process products returned by customers after a completed […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[67,76],"tags":[],"class_list":["post-19609","post","type-post","status-publish","format-standard","hentry","category-retail","category-sales"],"acf":[],"_links":{"self":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19609","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/comments?post=19609"}],"version-history":[{"count":2,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19609\/revisions"}],"predecessor-version":[{"id":19635,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/19609\/revisions\/19635"}],"wp:attachment":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/media?parent=19609"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/categories?post=19609"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/tags?post=19609"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}