Hibou Odoo Suite: Return Merchandise Authorization (RMA)

This documentation outlines the processes and use cases associated with Hibou’s Return Management Authorization (RMA) application for Odoo 12.

User-friendly and highly customizable, RMAs allow you to do everything from swapping defective merchandise for customers, to returning damaged goods to vendors. The template-driven nature of RMAs means that each RMA of a certain type will be setup the same way every time. This creates a straightforward and seamless experience, as there are minimal processes to keep in mind when creating an RMA.

First thing's first, we want to install the module! To do so, navigate to the Apps application.

Once there, search for 'Hibou RMAs'. When ready, click the Install button.

If you wish to associate sale orders with RMAs, navigate back to the Apps application and search for 'Hibou RMAs for Sale Orders'. When ready, click the Install button.

Here you will see a list of all of your RMAs. Click the CREATE button.

Fill in the following information:

Type: Select the RMA template. The next field name is dependent on the type of document the selected RMA applies to.

Sale Order/Stock Picking: Select the sale order or picking that the RMA is being created for.

Claim Number: If there is a Claim Number associated with this RMA, enter it here. This is not a required field.

Expiration Date: If there is an expiration date on the selected RMA template, a date will be automatically calculated. If there is not an expiration date on the selected RMA template, you can fill one in manually or leave empty. This is not a required field.

Tags: Select one or more tags, allowing you to more easily group, filter, and report on RMAs. This is not a required field.

Partner: The main partner on the associated document is automatically assigned based on the sale order or stock picking that is selected.

Shipping: The shipping partner on the associated document is automatically assigned based on the sale order or stock picking that is selected.

In Delivery Method: If this template is configured to receive returns, this field will indicate the shipping method to be used for that shipment.

Out Delivery Method: If this template is configured to send replacements, this field will indicate the shipping method to be used for that shipment. 

Company: This will pre-populate with your company.

Click Add Lines. This will present you with a modal that displays all products that are on the selected document.

• For a sale order RMA, the following columns will be displayed for reference:

• • Ordered: The ordered quantity from the sale order.

  • Delivered: The delivered quantity associated with the sale order. In general, you should not return more than was delivered.

  • Invoiced: The invoiced quantity associated with the sale order.

• For a stock picking RMA, the following columns will be displayed for reference:

• • Ordered: The ordered quantity from the stock picking.

  • Delivered: The delivered quantity associated with the stock picking. In general, you should not return more than was delivered.

The product(s) selected will be added to the RMA Lines tab at the bottom of the record.

Review the RMA and, when everything looks correct, click Save, then click Confirm. Once the RMA is confirmed, the appropriate inbound and/or outbound pickings will be created, based on the template configuration.

Once the RMA has been generated, you can send a Customer Note from the RMA to let the customer know their RMA number and provide a link to their pre-paid shipping label, if applicable.

When returned products arrive, the appropriate receipt picking can quickly be accessed from the RMA.

To quickly jump to a picking, click on the picking link.

Once on the incoming picking, click edit. Under the Operations tab, click the  Detailed Operations icon next to the product that was returned.

On the Detailed Operations modal window, set the Done quantity to the actual number received for each product returned. Additionally, if applicable, serial numbers should be assigned. Complete the incoming picking, per your organization's process.

When you're ready, click CONFIRM.

This brings you back to the inbound picking. Click Validate. This will complete the stock moves to the appropriate locations, based on the template's configuration. When complete, the status of the inbound picking will be "Done".

When sending out replacement products, the outbound picking will be available as a delivery order immediately after the RMA is confirmed. The outbound picking may be completed immediately or you may indicate on the outbound shipment to hold on processing until the returned products are received.

To quickly jump to a picking, click on the picking link.

Once on the incoming picking, click EDIT. Under the OPERATIONS tab, click the  Detailed Operations icon next to the product that was returned.

On the Detailed Operations modal window, set the Done quantity to the number of products being delivered. Additionally, if applicable, serial numbers should be assigned. Complete the outgoing picking, per your organization's process. When you're ready, click Confirm.

This brings you back to the Outgoing Picking. Click Validate.

This will complete the stock moves to the appropriate locations, based on the template's configuration. When complete, the status of the outbound picking will be "Done".

Hibou's RMA application adds three new models: RMA Template, RMA Tag and RMA along with all of their views. Additionally, there is a wizard for adding lines from an existing picking when creating an RMA. The RMA model has various methods for creating IN/OUT pickings and stock moves.

Hibou's RMA Sale module adds Sale Orders to the usage selection for RMA templates as well as a Rma Sale Make Lines wizard that allows you add lines from an existing sale order when creating an RMA. Additionally, it adds methods to the RMA model to create IN/OUT pickings from sale orders.