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Return Merchandise Authorization

Manage returns and warranty claims from customers.
To ensure an authorized claim process, track the entire warranty claiming process using the unique serial numbers of warranty products. The warranty claim reports that PrismERP return merchandise authorization provides indicate that the item was returned due to damage, brokenness, etc.

Benefits​

  • Managing service by serial code
  • Assign Purchase warranty claim
  • Easy Sale & Purchase Claim
  • Authorize Claiming process
  • Warranty period notification
  • Service Invoice Generation
  • Maintaining Serial History
  • Warranty claim report

Core Features​

  • Repair Servicing Spare Parts Management
  • Replacement Claim and Charge Provision
  • SMS / Email Integration on State Change
  • Product Performance Analysis
  • Warranty Spare Consumption
  • Project based Service Billing
  • Serial Product RMA
  • Repair Servicing
  • Warranty Claim

Manage Sales Claim​

Sales Claim Management refers to the process of claiming sold products from a company. PrismERP facilitates sequential sales claim management through the application. Claims are generated whenever there is a fault, problem, or issue in the sold product, and if it falls under warranty, it can be processed as a warranty service claim.

1) Add New Sales Claim​

Navigation:

RMA --> New Sales Claim

(Note: The interface and required fields are the same for both Sales and Purchase claims.)

Required Fields:​

i) Servicing Type:

  • Choose the type of service (Third-party servicing or Non-serial servicing)

ii) Basic Information:

  • Customer: Name of the company of the customer
  • Name: Name of the customer
  • Contact Details: Customer’s contact number
  • Third Party Name & Contact: If third-party service is selected, provide details
  • Product: Name of the product for which the claim is generated
  • Vendor Information Reference Party: Name of the vendor from whom the company purchased the product
  • Ref Name: Vendor’s name
  • Ref Contact: Vendor’s contact details

iii) Add Claim Information:

  • Receiving Date: Date of receiving the claimed product
  • Notification: Date when the claim notification was made
  • Warranty End Date: Warranty expiration date
  • Branch: Assigning branch (optional)
  • Delivery Branch: If delivery is handled by another branch (optional)
  • Claim Received By: Name of the person receiving the claim (Admin, Salesperson, or Employee)

2) Sales Claim List​

Navigation:

RMA --> Claim List (Sales)

(Note: The interface and required fields for both Sales and Purchase claim lists are the same, with one showing Sales claims and the other showing Purchase claims.)

Features:

  • View all claims with details such as:
    • Claim number
    • Product details
    • Customer name
    • Third-party involvement
    • Product serial number
    • Delivery details
    • Sale order number
    • Claim receiver
    • Status and condition of the claim
  • Change the status of a sales claim based on the service requirement
  • Track claim status and manage the entire claim function
  • Click on a claim number to view detailed claim history

3) View a Specific Sales Claim​

When clicking on a specific claim number, a window appears showing:

  • Overall status and claim history
  • Tabs for:
    • Basic Info
    • Status History
    • Vouchers
    • Deliveries

Actions Available:

  • Update claim status and service details
  • Generate a billing service invoice for the claim
  • View Sales Center Status
  • Check if spare parts are required for the product/service
  • Generate a claim token

4) Generating Billing Service Invoice​

Billing Service Invoice is generated for claims that involve extra costs based on warranty service conditions.

Purpose:

  • To bill customers for service costs
  • To track additional expenses outside of warranty coverage

5) Spare Parts Consumption​

If a claimed product falls under warranty, and spare parts need replacement, the application allows tracking and consumption of required parts.

Navigation:

  • Click on Spare Parts Consumption on the Claim Details Page.

Required Fields:

  • Branch: Assign the branch responsible for spare parts replacement
  • Spare Inventory: Select inventory for spare parts consumption
  • Receive Date: Date of receiving spare parts
  • Voucher Date: Date when the voucher is created
  • Product Details:
    • Item Name
    • Product Serial
    • Stock Status
    • Quantity Required

This structured sales claim management system ensures smooth tracking and resolution of product claims while maintaining service efficiency and customer satisfaction.

Manage Purchase Claim​

Purchase Claim Management refers to the process of claiming purchased products from a company. PrismERP provides an organized approach to managing purchase claims within the application. Claims are initiated whenever there is a fault or issue with a purchased product, and if it falls under warranty, it can be claimed as a warranty service.

1) Add Purchase Claim​

(Note: The interface and required fields are the same for both Sales and Purchase claims.)

Navigation:

RMA --> New Purchase Claim

Required Fields:​

i) Servicing Type:

  • Choose the type of service (Third-party servicing or Non-serial servicing)

ii) Basic Information:

  • Vendor: Name of the vendor from whom the product was purchased
  • Name: Name of the vendor’s representative
  • Contact Details: Vendor’s contact number
  • Third Party Name & Contact: If third-party service is chosen, provide details
  • Product: Name of the product for which the claim is being generated
  • Customer Vendor Information Reference Party: Name of the vendor from whom the company originally purchased the product
  • Ref Name: Name of the customer (if applicable)
  • Ref Contact: Customer’s contact details

iii) Add Claim Information:

  • Receiving Date: Date when the claimed product was received
  • Notification: Date when the claim notification was made
  • Warranty End Date: Warranty expiration date
  • Branch: Assigning branch (optional)
  • Delivery Branch: Assigned delivery branch (optional)
  • Claim Received By: Name of the person receiving the claim (Admin, Purchase Manager, or Employee)

2) Purchase Claim List​

Navigation:

RMA --> Claim List (Purchase)

(Note: The interface and required fields for both Sales and Purchase claim lists are the same, with one displaying Sales claims and the other displaying Purchase claims.)

Features:

  • Track all claims from the list page view, which includes:
    • Claim number
    • Product details
    • Customer/vendor name
    • Third-party involvement
    • Product serial number
    • Delivery details
    • Purchase order number
    • Claim receiver’s name
    • Status and condition of the claim
  • Modify the status or condition of a purchase claim based on service requirements
  • Ensure seamless tracking and management of all product claims

3) Viewing a Specific Purchase Claim​

Clicking on a claim number opens a detailed view that displays:

  • Overall claim status and history
  • Tabs for detailed insights:
    • Basic Information
    • Claims Details
    • Vouchers
    • Deliveries

This structured purchase claim management system ensures a streamlined workflow, helping organizations efficiently manage product claims while maintaining accurate records.

Manage Batch Sales or Group Claim​

Batchwise or group-wise sales claims can be efficiently managed through the application. This feature allows processing multiple claims at once.

1) Add Batch Sales or Group Claim​

Navigation:

RMA --> Create Batch Sales Claim

Required Fields:​

Claim For: Purpose of the claim

Basic Information:

  • Customer: Name of the customer
  • Contact: Customer contact details
  • Third Party Name (Optional): Name of third party (if applicable)
  • Third Party Contact: Contact number of third party

Add Claim Information:

  • Receiving Date: Date of receiving the claim
  • Notification Date: Date of claim notification
  • Branch: Assigning branch (if applicable)
  • Delivery: Delivery branch (if applicable)
  • Claim Received By: Name of the employee receiving the claim

2) Specific Batch Sales Claim Page​

The specific batch sales claim page follows a similar process as other claim list views, with the main difference being that it handles group-wise claims, which are displayed under the Claims tab.

Features:​

  • Generate service invoices for billing
  • Generate claim tokens for tracking

Identifying Batch Sales or Purchase Claims:

  • In the Claim List Window, check the Relation column.
  • If the relation is marked as Batch, it indicates a batchwise claim.

This structured system ensures an efficient batch sales claim management process, improving workflow and tracking within the company.

Manage Batch or Group Purchase Claim​

Batchwise or groupwise purchase claims can be efficiently managed from the application.

Batch Purchase Claim Processing​

Batch purchase claim processing follows a similar procedure to Batch Sales Claim Processing.

Required Fields:​

Claim For: Purpose of the claim (e.g., warranty, non-warranty service, third-party, non-serial servicing)

Basic Information:

  • Customer: Name of the customer
  • Contact: Customer contact details
  • Third Party Name (Optional): Name of third party (if applicable)
  • Third Party Contact: Contact number of the third party

Add Claim Information:

  • Receiving Date: Date of receiving the claim
  • Notification Date: Date of claim notification
  • Branch: Assigning branch (if applicable)
  • Delivery: Delivery branch (if applicable)
  • Claim Received By: Name of the employee receiving the claim

Identifying Batch Sales or Purchase Claims​

To differentiate batchwise claims from single claims in the Claim List Window, check the Relation column:

  • If the relation is marked as Batch, it indicates a Batchwise Claim.

Purchase Batch or Groupwise Claim List​

This list enables efficient tracking and management of multiple purchase claims simultaneously, streamlining the purchase return and warranty management process within the organization.

Claim Invoice or Token​

Claim Invoice or Token refers to the process of generating a token for a particular sales or purchase claim within the application. This is done by accessing a specific claim in the sales or purchase claim list.

Generating a Token​

  1. Navigate to the Claim List.
  2. Select the specific Claim Number.
  3. Click on the "Generate Token" button located at the top right corner of the page.
  4. A window will appear with the Service Invoice or Token Generation menu.

Token Display and Export Options​

The system provides multiple options for displaying the Service Token or Invoice, such as:

  • XML Format
  • Preview Format
  • Print Format
  • Email Sharing
  • Download Options: PDF, DOC, HTML, XLS

Filter and Report Customization​

Users can customize the claim report using the Filter section, which includes:

  • Selecting the details to display in the Service Token
  • Choosing a Report Header and Outline
  • Viewing a Sample Preview of the header layout
  • Configuring Page Setup and Signature Options

Preview and Final Generation​

Once all options are configured, clicking on the Preview button will generate a Service Token, allowing users to review and finalize the document.

This system ensures a structured and efficient approach to claim token and invoice generation, making the process seamless and customizable.

Check Warranty History​

Navigation:

RMA --> Serial History

The application provides a feature to check warranty history by searching for a product using its serial number. This allows users to view a list of product serials that fall under warranty.

Steps to Check Warranty History:​

  1. Navigate to RMA --> Serial History.
  2. A window will appear displaying the Serial History search interface.
  3. Enter the assigned serial code in the provided field.
  4. Click on the Search button to proceed.
  5. The system will display all products associated with the entered serial number.

Warranty History Details:​

After searching with the serial number, the history list will include:

  • Serial Number
  • Reference Number
  • Entry Date
  • Branch (Location where the product is assigned)
  • Inventory Source (From which the product was purchased)
  • Status (Indicates if the product was purchased or sold)

This feature ensures efficient tracking of product warranty details, helping businesses manage product claims and warranty services effectively.