Textbook Returns 301: RRAs

Welcome to part three! In previous sections, we've gone over an Overview of the Returns module, followed by the Prep Work that goes into getting your inventory ready to return. Here, we'll work through RRAs proper before finishing up with Credit Memos

All the paperwork happens in Sidewalk Studio. Log in to Studio, then head over to the Accounting section. If you're reading this article in late 2015, then you'll see three new tabs: Returns, RRA, and Credit Memo. 

If you don't want to read through all this, you can always click through all of it. Go here for a click-through tour, narrated by Mr. Sidney E. Walker. Sid for short. Click the lightning bolt at the bottom of his tour to see everything that will get Sid talking, and be sure to hover over his little face to see him do tricks.  


This tab will start with a simple supplier search. You can only return against one supplier at a time, which makes sense when you think about it. Use this screen to pick your supplier. 

Once you've selected a supplier, you'll be brought to the Supplier Returns Worksheet. The purpose of the worksheet is to present you with everything eligible to return to this supplier, and you'll use it to create an RRA.

Remember, items are eligible if you have them in your inventory and you're within the suppliers Invoice Return Dates. 

If an item isn't eligible to return, there won't be any data under it. It will look like this: 



Otherwise, the Supplier Returns Worksheet will look something like this: 

Let's take one book here and look at the data associated with it. 


Image A: The book available in one location


Image B: The book available in two locations 

There's a lot of data here. Refer to the numbers on Image A and the chart below to work your way through it.


Field / Button
Qty This Location0 / 7
  • This displays the total quantity of this book at the location logged into (Swarthmore College Bookstore). The quantity of new books are displayed first, in bold and the quantity of used books is displayed second (0 / 7). This is telling us that there are 7 used books at this location and 0 new books. This is the total count of books regardless of their eligibility for returns.
Qty All Locations0 / 7
  • This shows us the total quantity of this title at all locations belonging to the owner. In this case it is showing us the quantity at Swarthmore Wholesale Program (0 / 0) + quantity at Swarthmore College Bookstore (0 / 7) = (0 / 7) Qty All Locations. See image b for an example of a title with quantity at 2 locations.
a2. & b.
Location: Swarthmore College Bookstore - DEV
  • This is the location where the invoice was created. Remember, each line beneath a title of the supplier returns page is invoice specific. In this case, the only invoice with inventory eligible to be returned, for supplier "Bear Grylls" was INV-2134. If Inventory existed at Swarthmore Wholesale Program for this same title, and the inventory was eligible for return, then there would be an additional line beneath the "Man vs. Wild" book with a Location of 'Swarthmore Wholesale Program' and a separate invoice number. See image b.
a3. & b.
Return Deadline: 12/24/2015
  • Notice on the Supplier Edit dialog (above) we set the Invoice Return Days to 30. Since the order was invoiced today (11/24/2015), today + 30 days = 12/24/2015.
Invoice: INV-2134
  • This is the invoice associated with these books. If these books existed on two invoices, lets say a qty of 2 on INV-123 and 5 on INV-456 the line would split into two lines, one for INV-123 with a qty of 2 and the other for INV-456 with a qty of 5. Also see image b.
a5. & b.
PO: PO-12036
  • This is the PO associated with the Invoice associated with the title.
Eligible Returns0 / 7
  • This is telling us that we have 0 new books eligible for return and 7 used books eligible for return originating from the associated invoice.
Previously Returned0 / 0
  • This is the quantity of books that have already been returned to the supplier, associated with the invoice of the line. Since we have shipped back 0 new books and 0 used books, the count is 0 / 0 (New book qty is always bolded).
Cost$0.00 / $7.07
  • This is the amount the user should expect to be refunded after the returns have been completed. This is the line-item Payment-Advice on the Invoice. If a discount exists on the invoice line then it will be included in the calculation of this dollar amount. (New book cost is bolded and comes first, just like new qty).
Qty to Return: null / [ input ]
  • This is where the user specifies the number of books that he/she would like to include on the RRA. If there are no eligible returns for a specific condition of the book (in our case, new books) then the input field corresponding with that condition is inactive.
Return Total0 / 0
  • This is the total dollar amount (qty * cost) to be added to the RRA for this title.
Set Max Return Quantitybutton Use the Set Max Return Quantity button to automatically enter the maximum allowed quantity into all Qty to Return fields. a12.
Save Quantities and Generate RRA button Click Save Quantities and Generate RRA to create an RRA from the Supplier Returns page. a13.

Complete the Supplier Returns Worksheet by clicking Save Quantities and Generate RRA. 


You're one tab down! Doing great. Click on the RRA tab to see an RRA Search. 

Use these search fields to find your newly created RRA. All new RRAs default to Draft status. Let's enter our supplier, click Search and...

...there it is! We'll click on it to move forward. 


What you'll see next is the Request for Return Authorization page. This is it! You'll use this page to work out returns with your supplier by associating your inventory with an RMA, adjusting the quantity and (optional) adding a reason for return. This is the page that you'll print or export to give to the supplier. 


Let's zoom in a bit. I'll show you four images next, so you can see a close up of the Set RMA dialogue, the line item actions, the RRA pick list, and the completed RRA as your supplier will see it.

Image A: Set RMA

Image B: Line Item Actions

Image C: RRA Pick List

Image D: Completed RRA

Here's a more detailed look at the data fields you'll see in these screenshots: 

Field / Button
Definition / Use
Status All newly created RRA's will default to a status of Draft. This will be a working document until the status is changed from Draft, meaning that any changes and submissions through the Supplier Returns page will modify this document. Note* Returns cannot be shipped until the status of the RRA is "Submitted."   
Upmost Checkbox This checkbox is used to select / deselect all lines on the RRA. The purpose for selecting a line is to use the functions of the Actions dropdown (below). b.
Actions Dropdown This dropdown is used to perform an action on all selected lines (with a checkmark in the box). The options are to 1. Set RMA / Reason (this is to set RMA and Reason in bulk), or 2. Delete selected lines. a. b.
Print Picklist button This will print a picklist for all the books on the RRA. c.
Print RRA button This will print the RRA. d.
RMA This is the Request for Merchandise Authorization number acquired from the supplier. The user will usually be required to send this number in with the merchandise associated with the RRA. This is a field to capture that number. The Actions dropdown can be used to bulk update / set this number on multiple lines.  a. b. c. d.
Reason This is the reason the merchandise was returned to the supplier. The user might be required to send reasons why the merchandise was returned. This is a field to capture that reason. The Actions dropdown can be used to bulk update / set this reason on multiple lines.  a. b. d.
Invoice This is the invoice number associated with the Qty and Cost of a certain title. This will break into multiple lines if multiple invoices exist.  c. d. 
Qty This is the quantity of books to be returned to the supplier. The quantity may need to be adjusted as communication happens between the store and the supplier.  c. d. 
Cost Cost cannot be modified on the RRA, or Supplier Returns worksheet.   
Total This is Cost * Qty. This updates as the Qty field is updated.


Once you're ready, save your RRA in Submitted status, and you'll be ready to ship out of Pro!

Supplier Return by RRA

For this part, we'll leave Sidewalk Studio and head over to Merchant. If you haven't already, download the Merchant client and log in to your store's location. 

It's also handy to use that Returns Receipt to pick the books that you'll want to return. 

In Merchant, click on the Ship menu, then Supplier Return by RRA. 

Supplier Return by RRA is designed to link all the paperwork to the transaction that actually removes the items from Pro's inventory. If you ever don't have or don't care about the paperwork--if you know that you'll never need to reconcile the return transaction against a Credit Memo--then we've included a quick-and-dirty returns cart in this menu called Supplier Return Without RRA, and a quick guide to it at that link. 

For the purposes of this tutorial, though, we're going all paperwork all the way. When the Begin Supplier Return by RRA dialogue appears, enter that RRA number and click OK. 

If you run into trouble at this stage, it could be for two reasons: 

  1. Your RRA isn't in Submitted status. Go back to Studio and save it as Submitted. 
  2. You created your RRA in a partner location. You can only return inventory for the location where the RRA was created, so make sure that you're signed in to the same place in both Studio and Merchant. 

The Supplier Return by RRA cart will appear. It's pretty user friendly. Scan in the books you want to send back to the supplier, and keep three items in mind: 

  1. The number of books you scan into this cart must be equal to or less than the number of books you have on your RRA. 
  2. Scan used books into the cart with their used (290) ISBN. If you scan in with the new (978) ISBN, the cart will assume that you're trying to return a new copy of the textbook, and might complain about it. 
  3. If your inventory is serialized, then you'll scan out serial ID by serial ID. If your inventory is non-serialized, then you'll have an extra step after each scan (pictured below). Enter the quantity you're scanning and move right along. 


And that's it! Once you've scanned everything into the cart, click Complete. You'll be asked to enter any relevant shipping information, then get your transaction number from Pro. The books are out of your system, and once you box them up, they'll be out of your store. 


If you have had your fill of tutorials, then congratulations, you're done! If you could stand a little more paperwork, check out our final section, Credit Memos

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