Proposal Summary
This proposal outlines the customization and automation requirements to streamline their Return Authorization (RMA) process within NetSuite. The client seeks to automate the creation of Item Receipts and Credit Memos from Return Authorizations (RAs) by introducing a custom button that, when clicked, performs these actions based on the provided RMA data. The aim is to simplify the workflow, reduce manual effort, and minimize errors during the return process.
The estimated time to complete the work detailed in this proposal is 28 hours.
This proposal is based on our discussions, anticipations, and understanding derived from our meetings and other communications. Any additional requirements or updates that arise during the development process will be handled as change requests.
Requirement
The client requires an automated solution to create Item Receipts and Credit Memos from RAs with the following functionalities:
CSV Import for Large RMAs: The client will import large RMAs via CSV, including necessary header information such as Purchase Order (PO) number, Memo, Freight Fee, and other relevant data. The import will also include all items, their quantities, and unit prices associated with the RA. The location for these returns will be set to “MEI: RMA.”
Customization to Add a “Process RMA” Button: A custom button labeled “Process RMA” will be added to the RA record in NetSuite.
Item Receipt Creation: Upon clicking the “Process RMA” button, an Item Receipt will be automatically created for the RA. All items should be added to the “In Progress” bin with an inventory status of “Good” and their respective quantities. The “Restock” checkbox should be unchecked.
Credit Memo Creation: The automation will also create a Credit Memo, ensuring that the PO number and Memo fields are copied from the RA. All items, unit prices, and quantities should be transferred to the Credit Memo. If a Freight Fee is specified in the RA, it should be included in the Credit Memo.
Handling of Freight Fees: The proposal should determine whether the shipping cost can be exposed in the RA directly or if a custom field needs to be created to capture this information.
Prerequisite
- The implementer will enable the Shipping sub-tab along with the fields for Shipping Cost, Shipping Method, and Shipping Carrier on the Credit Memo record.
- The client must provide the specific shipping method that needs to be applied to the Credit Memo.
Deliverables
The implementer has reviewed the requirement thoroughly and proposes the following deliverables:
RMA Creation via CSV Import:
The client will handle the Return Merchandise Authorization (RMA) creation using NetSuite’s standard Import Assistant functionality via CSV import. As this is managed by the client, the implementer does not need to manage or facilitate the RMA import.
Freight Fees Custom Field: A custom body field named “Freight Fees” will be created on the RMA record. This field will store the shipping cost and will be populated during the CSV import by the client.
Process RMA Button & Automation:
A custom button labeled “Process RMA” will be added to the Return Authorization record. The button will only be visible when the following conditions are met:
- The RMA status is “Pending Receipt.”
- The user is viewing the RMA (View Context).
- The RMA is a standalone transaction.
- All item line locations are set to “MEI: RMA.”
- The RMA was created via CSV import (System Notes Create Context).
Automated Item Receipt and Credit Memo Creation:
Upon clicking the “Process RMA” button, the following automated actions will occur:
Item Receipt Creation:
- An Item Receipt will be automatically generated from the RMA for all items listed.
- Item lines on the receipt will be updated with the following details:
- The location will be set to “MEI: RMA.”
- Inventory details will reflect the “In Progress” bin with an inventory status of “Good,” corresponding to the respective quantities.
- The “Restock” checkbox will be unchecked on all item lines.
Credit Memo Creation:
- A Credit Memo will be automatically generated from the RMA, capturing all items listed in the RMA.
- The memo and PO# fields will be automatically populated based on the RMA data.
- The freight fee entered in the custom “Freight Fees” field on the RMA will be added as the shipping cost on the Credit Memo. For this functionality, the implementer will ensure that the Shipping subtab and Shipping cost field are enabled on the Credit Memo. Additionally, the shipping method will be updated to enable the shipping cost update.
Loading Indicator and Error Handling:
- Upon clicking the “Process RMA” button, the system will require several seconds to complete the outlined processes. During this time, the NetSuite interface will be unresponsive, as per standard behaviour.
- To improve user experience, the implementer will add a loading indicator to signal that the system is working in the background.
- Once the process is complete, the loading indicator will be removed, and the page will automatically refresh.
- In case of any errors during automation process, the system will display an alert message to the user to notify them of the issue.
Assumptions
- It is assumed that all RMAs imported via CSV will always be standalone transactions.
- It is assumed that all RMAs created through CSV import will have the item line location set to “MEI: RMA.”
- It is assumed that by unchecking the “Restock” checkbox on the Item Receipt line, the item will not affect the available stock.