Processing RMAs in PeopleSoft Billing
This topic provides an overview of RMAs, and discusses how to process RMS adjustments.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
BI_ADJ_GRP_LINE |
Review RMA adjustment activity. |
|
|
RUN_BI_BRMAADJ |
Run the RMA adjustments process and create the pending invoices. |
PeopleSoft Order Management enables you to enter RMAs. PeopleSoft Inventory can receive returned merchandise at a designated location, and depending on your choice, make a request to PeopleSoft Order Management for a replacement sales order and a request to PeopleSoft Billing for a credit. Depending on the circumstances described in the RMA, the request may also include billing of restocking fees.
The Billing Interface process creates invoices from RMAs entered in PeopleSoft Order Management as adjustment invoices in PeopleSoft Billing. PeopleSoft Billing tracks relationships between these invoices and prior invoices for the sales activity. The system maintains a reference to the invoice number, even if the referenced original invoice does not exist in PeopleSoft Billing. If the original bill does exist, this reference enables you to drill back to prior related invoices.
It may not be possible for the PeopleSoft Billing system to gather all of the RMA activity from a single RMA onto a single bill. Consequently, the system may create multiple bills for a group of RMA activity based on system requirements. Bill lines are grouped using the bill-by features used for grouping lines in the Billing Interface process.
PeopleSoft Order Management can supply an original invoice and invoice line. If the line exists in PeopleSoft Billing, the system copies as much information as possible from the line being credited. If no original invoice line exists in PeopleSoft Billing, the system applies default values to some fields and leaves others blank. Since quantity and extended amount can vary from the original bill line, PeopleSoft Order Management passes the quantity and extended amount appropriate for the return. PeopleSoft Order Management calculates the extended amount net of discounts and surcharges. The system does not copy line notes from the original bill. The system applies defaults to all of the values on the new bill headers.
Note: The Billing Interface process adjusts only bills or bill lines associated with invoices with an INV (invoiced) status.
The credit card information will be captured and made available to the Billing RMA Adjustment process when an RMA is created in Order Management. The Billing RMA adjustment process will then pass this information to the Billing Interface process. All bills created through the interface will be grouped based on the payment method, credit card details and VAT information.
PeopleSoft Billing uses the bill-by functionality to group RMA adjustment (credit) lines according to user-defined bill-by groupings. The system creates one invoice for each set of activity within an RMA. Using bill-by functionality, you can define the status of the bill that the system creates. Specify the bill-by ID for RMAs for each Order Management business unit. However, if you leave the bill-by ID associated with the business unit blank, the system populates this field with a default value using the normal PeopleSoft Billing default hierarchy.
For example, imagine that you have associated for PeopleSoft Order Management business unit US001 the bill-by value RMA, which you set up to create bills in PND status. When you invoice RMA adjustments in business unit US001, the system creates RMA adjustments in pending status because it uses the bill-by value defined for the RMA bill-by associated with this business unit. However, if you invoice RMA adjustments for PeopleSoft Order Management business unit FRA01, and you have not set up a default RMA bill-by defined for business unit FRA01, the Billing Interface process populates the Bill By ID field with the default that it receives from the normal PeopleSoft Billing default hierarchy (customer, bill source, and so forth). If you leave the Bill By ID field blank, the system might use a bill-by ID value defined to create bills in a status other than one that you intended.
Note: Your business situations might require that the system create RMAs with a PND status. When you create RMA adjustments, the system cannot always derive the appropriate tax parameters, for example, when you issue a credit after the order and invoice have been migrated to history. If tax parameters for RMA adjustments require review or changes, set up the default RMA bill-by ID for the business unit to create bills in PND status. Ensure that you evaluate your business practices and define RMA setup data appropriately.
Oracle recommends that you set up two bill-by IDs associated with RMAs. Use one RMA bill-by ID when the RMA Adjustments Billing Source defined on the Order Management business unit is the OMBU; use the second RMA bill-by ID when the RMA Adjustments Billing Source defined on the Order Management business unit is INBU.
For example, set up bill-by IDs RMA and RMA2. For bill-by ID RMA, you can include these bill-by fields:
BUSINESS_UNIT_OM
RMA_ID
SHIP_TO_CUST_ID
COUNTRY_SHIP_FROM
COUNTRY_SHIP_TO
PAYMENT_METHOD
Define bill-by ID RMA2 like bill-by ID RMA, with the addition of the SHIP_FROM_BU field.
Use the Review RMA Adjustment Activity page (BI_ADJ_GRP_LINE) to review RMA adjustment activity.
Navigation:
Field or Control |
Description |
|---|---|
Line |
The first reference refers to the line number on the RMA that was entered. Invoice and the second Line field refer to the original invoice and original invoice line where the goods were billed. |
Line Type |
Values are: REV (revenue): For credit on returned items. RSTK (restock): For restocking fees. |
Adjustment Invoice |
Refers to the new invoice created by the RMA Adjustment process. When the activity is new, this value is blank. When the process is complete, review and process this bill through the remaining invoicing steps. |
Status |
Status indicates the last step that was successfully completed in the program and is used by restart logic. Status is blank for new activity and DON (done) for activity that the process has successfully completed. Other values may appear in the Status field while the process is in progress. |
Use the Run RMA Adjustments page (RUN_BI_BRMAADJ) to run the RMA adjustments process and create the pending invoices.
Navigation:
The PeopleSoft Billing RMA Adjustments process (BIRMAADJ) populates the Billing Interface process staging tables with PeopleSoft Billing activity provided by PeopleSoft Order Management when RMAs are entered there. The billing activity is created only when there is a PeopleSoft Billing business unit defined for that RMA's PeopleSoft Order Management business unit. The credit action that you select for the RMA on the RMA Line page determines when the billing activity is generated. This is typically either when you create the RMA or when the goods are confirmed as received. Once the billing activity is generated, you can run the Billing RMA Adjustment process to populate the Billing interface staging tables, and then run the Billing Interface process to create invoices. Following the Billing Interface process, run the VAT Defaults process (BIPVAT00) to assign appropriate values to fields required for VAT processing.
To run the RMA Adjustments process, enter the business unit, from RMA ID and to RMA ID to define the range of activity that you want to review, and define the remaining run control criteria.
On the Process Scheduler Request page, select the RMA Adj, BI Intfc & VAT Deflts job (BIJOB07). This job includes the Billing RMA Adjustment, the Billing Interface process, and the VAT Default processes. If you decide to run the processes individually, you must run them one at a time. Run the Billing RMA Adjustments process first and the VAT Default process at the end.