Proposal Summary
This proposal summarizes the approval process of return authorization for creating the credit memo.
Requirement
When the warehouse team saves the Return Authorization (RMA) record with an ‘Inspected’ date, there is a need to enhance this process by introducing an approval mechanism and automated credit memo creation based on the total amount of the RMA.
If the RMA’s total amount is below $300, it will be automatically approved and leading to the creation of a Credit Memo. In cases where the RMA’s total amount equals or exceeds $300, approval is required from the roles such as the Admin, CFO, CEO, or Finance Controller. These approvers will receive email notifications for credit memo creation confirmation. Once any one of these approvers grants confirmation for the RMA, a credit memo for that specific RMA will be generated automatically.
Deliverables
Approval Process: Depending on the total amount of the RMA, the following one of two paths will work,
- RMA Total < $300: For RMAs with a total amount below $300, the system will automatically proceed with credit memo creation while entering the inspected date
- RMA Total ≥ $300: For RMAs with a total amount equal to or exceeding $300, the RMA will require approval from specific roles: Admin, CFO, CEO, and Finance Controller for creating credit note.
Email Notifications: The identified approvers (Admin, CFO, CEO, Finance Controller) will receive email notifications informing them to credit memo creation confirmation. To accomplish this, we will use workflow action script.
Approval Confirmation: Any one of the mentioned approvers who grants approval for the RMA through the confirmation button will trigger automatic credit memo generation for the received quantity items.
Assumptions
- To align with the process in NetSuite, it’s necessary to approve the RMA (Return Authorization) before receiving the item and recording the inspection date.
- We assume that the warehouse team conducts inspections upon receiving goods.
- We will not consider the multi-tiered approval process based on different roles
- We assume that ‘REFUND IN ADVANCE OF RETURN’ account preference is disabled in your account.
- The client should provide the subject and body of the notification email.
Estimate Time
| Descriptions | Time |
| Requirement Analysis and build the solution | 3 Hr |
| Development of Workflow and script | 13 Hr |
| QA | 2 Hr |
| TOTAL | 18 Hours |