If you're interested in managing returns smoothly and effectively through Logiwa, there are a few essential configurations to be made in the Data Setup section first. This article will discuss the key elements involved, including preferences for return material authorization (RMA) codes, return parameters, and return reasons.
Return Process
The following three sections can be found under the Return Process tab in the Data Setup section.
RMA Code Generation Preferences
A Return Merchandise Authorization (RMA) code is a unique identifier assigned to a product return request to facilitate the tracking and processing of returned items. Logiwa tracks RMAs, and this data setup section can be used to set a default prefix and number (code) to use for tracking.
To use this function, simply enter the text you wish the system to use in the Prefix field, and the starting numeral in the Code field. If Code is not filled in, it will default to 1.
The system will use this information to generate codes automatically in the future, adding an additional numeral for each unique RMA code, saving you time and effort.
After you've added the Prefix, make sure to click Save at the bottom of the screen.
Return Parameters
This is where you control your preferences for the types of returns that are allowed. These toggles manage various validation rules that are enforced at the Return Station. After making changes, click Save.
Explanations for each parameter are below.
Warehouse and Location Rules
Enable Returns to Alternate Warehouses This toggle lets you decide if customers can return items to a different warehouse than the one they were originally shipped from.
If the toggle is on, you can select a receiving warehouse at the start of the return process, and the system will allow returns to that alternate location. All return operations and inventory updates will be recorded at that receiving warehouse.
If the toggle is off, returns must go back to the original shipping warehouse. If you try to scan an order that was shipped from another warehouse, the system will show an error.
Attribute Matching Rules
These rules enforce that returned items match the specific attributes (e.g., lot number, expiry date) of the items that were originally shipped.
Expiry Date Match When enabled, the system ensures that any returned item’s expiry date matches the originally shipped expiry date. The system also performs quantity checks; for example, if three items with a specific expiry date were shipped, a fourth item with that same expiry date cannot be returned.
Lot Batch Number Match When enabled, the system requires the returned item’s lot number to match the shipped lot number. It includes the same quantity checks, preventing the return of more items with a specific lot number than were originally shipped.
Production Date Match When enabled, this toggle ensures that the production date of returned items matches what was shipped. It includes the same quantity checks, preventing the return of more items with a specific production date than were originally shipped.
Serial Number Match When enabled, this rule requires that the serial number(s) of a returned item exactly match the serial number(s) recorded for that item in the original shipment. The system verifies this against the shipment history report.
Single Serial Number: The returned item's serial number must be an exact match.
Dual Serial Numbers: If an item has two serial numbers (e.g., primary and secondary), both must match. The system allows for flexibility; if the primary serial is entered into the secondary field and vice versa, the match will still be successful.
SKU and Pack Type Validation
Prevent Unspecified SKU Returns This toggle controls whether the return station can accept items that were not part of the original shipment.
If this toggle is turned on, the system will block any attempt to return an SKU that wasn’t included in the original order or RMA.
If the toggle is off, the return station will allow users to scan and return items not on the original shipment, provided the item belongs to the same client. In such cases, the system will create a new item card on the Return Station screen. This card will be labeled with a “x/0” indicator, where the “0” signifies that the SKU was not included in the original shipment. The quantity field will be highlighted in red to signal that the item was added outside of the expected return scope.
Pack Type Match
When this toggle is enabled, the Return Station will only accept the exact pack types that were originally shipped. For example, if an order was shipped with items in "units" and "cases," only those pack types can be returned.
If the toggle is disabled, users can return items in a pack type that was not part of the original shipment. The system will accept the return and generate a new item card on the Return Station screen. This card will be labeled with a “x/0” indicator, where the “0” signifies that the SKU was not included in the original shipment. The quantity field will be highlighted in red to signal that the item was added outside of the expected return scope.
Quantity Control
Prevent Exceeding Shipped Quantity This toggle determines whether the return station allows users to return more items than were originally shipped.
If this toggle is ON, users cannot return more items than the quantity on the original order.
If this toggle is OFF, the behavior depends on the item being returned:
For items without attribute tracking: Users can return more than the shipped quantity.
For items with a mandatory attribute match (e.g.,
Expiry Date Matchis ON): The attribute match rule takes priority. The system will not allow exceeding the shipped quantity for that specific attribute, regardless of this toggle's setting.
These options will all be disabled by default. After you've made changes, make sure to click Save at the bottom of the screen.
Return Reasons
To enable the easy marking of return reasons in the system, you will first need to create return reasons. This process only requires a few clicks per reason. Please refer to the brief guide provided below.
In the Return Reasons section, click Add New.
In the Create New Return Reason sidebar, enter/set the following information as needed:
Name*: Name the return reason. A short and clear name is recommended.
Use a Customer Reason: When enabled, this option will be available as a customer-facing return reason during RMA creation and SO-based returns at the return station.
Use as an Actual Reason: When enabled, warehouse operators can select this as the actual, internal return reason at the Return Station.
Active: When enabled, this return reason is active in the system. Deactivating a return reason will eliminate it from the selection list during return operations.
Link with a Damage Reason: When enabled, a damage reason can be linked to this return reason. Upon doing so, return items attributed to this reason will be automatically marked as damaged with the linked damage reason in the system.
Linked Damage Reason*: Required if
Link with a Damage Reasonis enabled. Select a damage reason from the dropdown.
Once you've input the necessary information, click Save.
You will receive a confirmation message once the return reason has been created successfully.
You can now view your created return reasons in a list.
Return reasons cannot be deleted at this time. However, they can be edited. Click the name of the return reason to open the editing sidebar. Any reasons that you do not wish to use in the system can also be deactivated here.
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