Receive and review item without RMA number

Article • 4/27/2026 • 4 min read

Follow these steps to receive an item without an RMA number and review it in the RMA Review wizard.

Create a Sales Order for more than one item.
Ship the items for the Sales Order, ensuring the status of the Sales Order is set to CLOSED.

To receive an item without an RMA Number and review it

Open the Return Material Authorization (RMA) page.
On the toolbar, click New.
Do one of the following actions:
- Enter the Sales Order Number:
  1. Click the Sales Order Number Lookup Reference.
    The Lookup For Sales Order Number window appears.
  2. Select the row that contains required Sales Order and click Select or double-click the row.
  3. The following fields are populated automatically:
    - Customer Number
    - Company
    - Customer PO Number
    - Invoice Number
- Enter the Customer Number:
  1. Click the Customer Number Lookup Reference.
    The Lookup for Customer Number window appears.
  2. Select the required customer and click Select or double-click the row.
  The First Name and Last Name fields will populate automatically.
  1. Use the Sales Order Number and Customer PO Number Lookup References to populate the values in Company and Customer Number fields respectively.
Select the values for:
- Entered By: Select the person who entered the RMA.
- Authorized By: Select the authorizer.
- Severity: Select the severity level.
The fields Entered On and Incident On are displayed.
On the toolbar, click Save.

The Items tab is available.
In the RMA Items tab:
- Click the Part Number Lookup Reference.
  
  The Lookup For Part Number window appears.
- Select the row that contains the required part number and click Select.
  
  Or double-click the required row.
- In the Quantity box, enter the quantity returned.
- In the Instructions dropdown, select one of the RMS instructions. See RMA Instructions.
- In the Reason box, enter the reason.
Click Save.
Click the General tab.
In the Status dropdown, select one of the following status.
- Ready for Credit: Indicates a credit memo can be created.
- Cancelled: Cancels the RMA and any related SO/JO transactions.
A warning message, No further transactions will be allowed for a ‘Closed or Cancelled’ RMA. appears.
Change the status from Started to Open.
Open the Receiving (RECV) page:
Specify which customer is returning the goods:
- On the toolbar, select Copy > Returned Goods.
  
  The Copying Returned Goods window appears.
- Select the row that contains the required RMA Number and click Next.
- Select the row that contains the required part number and click Select.
- Select Freight Carrier.
- Click Save.
Or on the toolbar, click New.

The Create New Receiving window appears.
- In the Create New Receiving window, select type as Miscellaneous Customer Return.
- Click Accept.
- Click the RMA Number Lookup Reference to find the RMA number. The Lookup For RMA Number window appears.
- Select the row that contains the RMA No created in the RMA page and click Select.
  
  The Customer No and Company fields are filled automatically.
- Select Freight Carrier from the dropdown list from the Receiving (RECV) page.
On the toolbar, click Save. The Item Details page is available.
In the Receiving (RECV) page, set information about the receiver:
On the child toolbar, click New.
Add another part number, which is associated with the created SO and not added to the RMA.
Select the following to ensure that you receive all the items of this Receiver.
In the Facility dropdown, select the facility.
In the U/M dropdown, select the unit of measure.
In the Quantity Received box, enter the required value.
Select one of the following RMA Instructions:
- Credit only
- Credit and replace
- Rework and return
- Replace only
- Pending Disposition
Or click the Part Number Lookup Reference. The above mentioned fields are automatically populated. Enter appropriate values in the Quantity Received and Instructions fields.
On the toolbar, click Save to save the receiver.
After receiving the items, ensure the receiver number is defaulted in the RMA screen.
In the Return Material Authorization (RMA) page, click the Items tab and verify that the second item added in the receiver is not present in the Items tab.
Open the RMA Review (RMARVW) page.
In the RMA Review page, the second item added in the receiver should appear in the list.
Select the Part number from the grid and click Mark as Reviewed.
The item is removed from the list.
If the selected part number is already present in the RMA, a message Part no xxxxxxxx is already present in the RMA # and should not be able to assign it appears.