Automatic Generation of Vendor RMA in NetSuite

Problem Statement

The company wanted to customize the customer RMAs on a scheduled basis. RMA refers to Return Materials Authorization (RMA), which is also known as return authorization form. This is a record of the expected return of products. The firm wanted to create vendor RMA records that corresponded with customer RMA records. 

The RMA holds information about the items you expect a customer to return, including the item number, vendor item number and its quantity. It also tracks the price of goods being returned which determines the amount to be credited or refunded to the customer. 

Firms that distribute multiple types of items have numerous vendors or suppliers. For example, when we order an item on an e-commerce platform, we find many sellers and different prices for the same commodity. Similarly, companies that sell products through their official website also have various sellers. In such situations, proper management is necessary to transport the returned products to the respective vendors. A Customized RMA is helpful to address the issues related to this. 

Being an active client, the firm opted for Jobin & Jismi to customize NetSuite to handle return authorization. The firm has been our client for nearly 3 years. After analyzing their requirement, our professionals conceived an ideal plan to customize NetSuite. They wanted to allow the customers to choose the respective vendor while submitting the return authorization form. This helps them automatically connect with this preferred vendor when a customer places a return request. 

What We Suggested

To meet their requirement, we decided to create a Vendor RMA.  We customized RMA for preferred vendors. During the customization process, we set a field on the RMA form and created a link to the preferred vendors. This list of vendors got hyperlinked on the customer RMA.  A Vendor return authorization is created for preferred vendors when the customer chooses corresponding vendors from the item subtab while submitting RMA. 

Our experts customized NetSuite to create multiple vendor RMA for each item after grouping the vendors based on item.  When a customer initiates a return authorization, there are some items with the same vendor and others with different ones.  So, when a customer initiates a return authorization, numerous vendor RMAs are automatically created according to the number of items returned.  The professionals on our team created vendor RMA for linking preferred vendors with the customer RMA. A new field of preferred vendors was created on the item subtab allowing the customer to choose the vendor of the item that is returned. This list links the customer RMA with the vendor RMA. Each time the customer creates a return authorization, a new vendor RMA is created. But it is created only if the customer selects the preferred vendor. If the client fails to select the vendor on the item subtab, a pop-up message appears informing them that an “error on vendor RMA creation” has occurred. 

The NetSuite customization helps the customer choose the preferred vendor from the item record itself.  We created a vendor RMA for the corresponding vendor who supplied products to a customer.  With this, the customer can easily return the product to the same vendor without any hassle. 

Customer Success

The customization of RMA in NetSuite helped the company in the following ways:

•Ease the return process for goods delivered 

•Manage tasks related to return of products supplied by numerous vendors around the globe 

•Easily trace the corresponding vendor of the item and streamline the return process

•Organize operations and relationships with the respective suppliers of each item. 

•Reduce manual labor in handling the returned shipments and transporting them to the respective vendor 

•Access all information related to their orders, returns and suppliers on NetSuite

•Directly connect with the vendors regarding the return of orders when the customer places a request for the same 

•Avoid time lag in approving returns and refunds 

•Impress customers with faster returns, pickups and refunds

•Major improvement in performance as well as revenue