Process question on scrapping boards via RMA and avoiding job closing problems

Forwarding a question from a coworker I am unable to help with…

I work with RMAs and often need to do warranty swaps. Our process for these are to add the warranty swap material to the job, issue that material to the job, then create a “make to stock” tab in the job (for the scrap material) where the warehouse is set to Quality waiting disposition with Bin RMA, then do a “job receipt to inventory” where we pull that scrap material into inventory, and then do a quantity adjustment step where we take the scrap material out of inventory. My problem is, when we create the make to stock tab (presumably for the job receipt to inventory step) it increases the production quantity on the job by however many scrap materials we have. The only reason I can see that we do this make to stock step is to set the warehouse and bin to the quality waiting disposition one. But you can manually change the warehouse in the job receipt to inventory screen to the quality waiting disposition one and the bin to RMA, so I don’t know why we are creating the make to stock tab in the job because it throws the quantities off and the job won’t close automatically – it thinks our production quantity is higher than what we shipped.

So my question is, what is the purpose of the make to stock tab, and is our process correct here or should we be doing something different.

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Sorry, I’m not quite sure I understand your process from the description so far.

I wonder if you list steps in more detail for us?
Maybe starting at the RMA receipt, thru inspection and RMA disposition.
Then your corrective action(s) - reworking failed materials on some job(s)? And what is meant by “job receipt to Inventory to pull scrap”? How/if you send reworked or replacement parts back to the customer? etc…

Here is some of the internal instructions we’ve created for this process, I’ve copied and pasted so hopefully formatting is not too confusing. The part where I am questioning is during a warranty swap when we create a demand link in the job for “Make to Stock” and set the warehouse to quality waiting disposition, and whether this step is necessary/what it’s purpose is.

Receive in the RMA when shipment arrives

  1. Pull the field RMA paperwork ; check the Serial Number (s) on the boards received against the Serial Number(s) on the request .
  • If there are updates to be made to the RMA (i.e. adding SNs that weren’t originally included, additional information, etc.) add this to the RMA and reprint .
  • If a board arrives with two SN stickers, use the one starting with 2.
  1. Mark a diagonal line through each Serial Number ( s ) on the RMA Form that match the Serial Numbers on the boards, to verify we received the correct boards from the customer.
  2. Open Return Material Authorization - Sales Management > Order Management > General Operations > RMA Processing .
  3. Pull in the RMA by typing the number into the field.
  4. View line(s) through Details>List and select the Line you want to receive.
  • Note the Revision .
  1. Click the drop down arrow on the New Button and select New Receipt .
  2. Go to Receipt > Detail .
  3. Verify the Quantity received.
  4. Warehouse will be Quality – Waiting Disposition .
  5. Bin will be RMA .
  6. Lot Number will be the Revision.
  7. Pull up the Serial Number popup by clicking the Serial Numbers button .
  8. Click the Retrieve Available button to pull in the serial number(s) that are associated with this RMA.
  9. Click the Double Blue Arrow to select those SNs.
  10. Click Ok .
  • Save .
    Start the Disposition (you will do steps from starting disposition all the way through to completing job entry for EACH line of RMA at a time)
  1. Open RMA Dispositions - Sales Management > Order Management > General Operations > RMA Dispositions .
  • (Close and re-open if already open, floating data can mess up this application.)
  1. Click on the search Binoculars at top of page then click on the Search button .
  2. Highlight the line(s) of your RMAxxxx and click Ok .
  3. Highlight/select the Line to disposition, then click the New button to start the Disposition .
  4. Dispose to field - use the drop down arrow to select Job .
  5. Enter the Quantity of boards to be dispositioned.
  6. Set Inspected by: field to your name.
  7. In the Unit Costs fields (there are 5 ) make all dollar amounts ZERO if the RMA is for repair (warranty status does not matter here). Check Override Costs box in order to edit. If this is a refund, go to refund instructions.
  8. At bottom of page click on Serial Numbers button and select the Serial Number(s) as you’ve done previously.
  9. Copy the Part number .
  10. You won’t be able to save yet as you need a job number, so continue to job entry.

Start the Job Entry

  1. Still in the RMA Disposition app, Right click in the Job Number field and choose - Open with > Job Entry .
  2. In the Job Number field , type RMA and the RMA number . (ex. RMAxxxx)
  • If the RMA has multiple lines add a -1 , -2 , -3 , tab out.
    • A pop up should appear " Record not found add New ?"
  • select Yes .
  1. Enter Part number , tab out and check the Revision is correct.
  2. Populate Req/Ship By with date 2 weeks out (same date used on SO).
  3. For Prod Team choose person to assign RMA to, in most cases this will be Salomon.
  • Save .
  1. For Planner , choose your name.
  • Save .
  1. Add an Operation - Click Actions > Job Details > Operation > Add Operation .
  • Choose the operation RMA Troubleshoot and Repair .
    • Save .
  1. Click the drop down arrow on the New button and select - New Demand Link > Make to Order .
  • At bottom of page see the Make to Order Tab .
  • Enter number of the Sales Order you created and the Line/Release .
  1. If CAPA is required or other comments need to be left, add in the Comments tab of the job.
  2. In the upper right corner of page, check the box to Release the job .
  • Click Ok to schedule the job.
  1. Copy Job Number .
  • Save .

Complete Disposition

  1. Return to RMA Disposition .
  2. Paste your Job Number in the Job Number field .
  • Save .
  1. Click Yes to the pop up.
  2. This will issue the board(s) to the job and complete the disposition.

Now the boards go to the technician for repairs, and once complete MES is done on the jobs. For a warranty swap, the technician will have done MES on the scrap board to show work was completed on the board that was sent in on the RMA, and then added the warranty swap material to the job.

  1. Issue the warranty swap board(s) to the job. Navigate to Issue Material . Material Management > Inventory Management > General Operations > Issue Material.
  • Enter job number , tab.
  • Use “ Mtl… ” drop down to find your UT board .
  • Enter Rev in lot (verify Rev on back of board) .
  • Enter quantity of boards being issued.
  • Reference will be “ RMAXXXX Warranty swap ”.
  • Leave warehouse as finished goods . Click Ok .
  1. Click on the New button drop down arrow and select - New Demand Link > Make to Stock .
  2. At bottom of page, go to the Make to Stock tab .
  • Enter the Quantity of boards to go to stock – this is quantity of boards being scrapped for warranty swap.
  • Warehouse = Quality-waiting disposition
  • Save.
    Receive the Scrap Board(s) to Swap
  1. Open Job Receipt to Inventory – Material Management > Inventory Management > General Operations > Job Receipt to Inventory .
  • Enter Job Number of the job warranty swap occurred on - verify that the part number is correct (Since this is a warranty swap, leaving the part as a TS -XXXX is okay). * Unless it is a TS-TPC , then you want to change to the UT-board you are actually scrapping – do this in job entry.
  • Quantity will be the number of boards being scrapped for the warranty swap.
  • Reference will be “RMAXXXX warranty swap”
  • Lot will be the Revision – if correct, the field will stop being highlighted.
  • Warehouse will be Quality – Waiting Disposition .
  • Bin will be DMR .
  • Click OK – The screen should revert back to the way it looked after initially entered the job number.
  • To determine if the transaction was a success, look at the navigation pane to the left. Below the Job Number will be the Part Number that was received to stock.
  1. Copy the Part Number .

Adjust the board(s) Inventory

  1. Open Quantity Adjustment – Material Management > Inventory Management > General Operations > Quantity Adjustment .
  • Enter the Part Number from Job Receipt to Inventory .
  • Warehouse will be Quality – Waiting Disposition .
  • Bin will be DMR .
  • Quantity will be the Negative number of boards being scrapped.
  • Reason will be QTY RMA Scrap .
  • Lot will be the board’s Revision .
  • Reference will be “ RMAXXXX, Warranty Swap – Scrap”
  • Hit Adjust.
  • To determine if the transaction was a success, look at the navigation pane to the left. Below the Part Number will be “ X from warehouse QA, bin DMR, for QTY RMA Scrap” .

Now we make our packslip through Customer Shipment Entry, and select only the serial number of the warranty swap board that we will be shipping to the customer.

Very nice instructions…Thanks.
Off the top of my head, I’m not sure why you add “make to stock” demand to your job for the scrap.

Where I was thinking I’d scrap the defective part directly from inspection (and maybe a DMR)?
This way don’t have to do a Inv Qty adjust and only create a “make to order” job for a NEW customer order… e.g the corrective action?
(but it’s been a while since I’ve really done much playing around with RMAs… will do some…if I get time)

But maybe you do need to do it the way described for some reason… granular tracking?

Thank you, I’m not sure if I understand it right, but I believe you can’t scrap the defective part directly from inspection because at this point we do not know yet if it is unrepairable, so we disposition it to a job so a technician can look at it and determine whether it is scrap or not. Does that make sense? Once its dispositioned to a job, it is out of inspection as far as I understand it and can only be scrapped by taking it out of inventory as described in the instructions. I left out the part in our instructions where we have a make to order demand link as well, but we create the sales order and do that step when we are creating the job/s, so it also has that demand link for whatever we end up shipping back (repaired boards or warranty swapped material).

I’m not sure what granular tracking is, but it very well could be the reason we set up the process this way. The only issue is it throws off the production quantity of the job when you have the make to order and make to stock links, making it look like we shipped off less than what was on the job. It’s not a huge deal, it just means our jobs don’t auto close and we have to go in a manually close them knowing the production quantity is off because of a warranty swap. Thanks for your help and any insight you have!

OK… it’s not that you can’t scrap from inspection, it’s that you use the job to perform the actual inspection - because testing requires a specific workcenter/tools/etc?
I still wonder why you need that “Make To Stock” demand though? If defective, why not just scrap normally from MES end activity (or does that cause an issue because it creates a new nonconformance… I can’t remember)?

Just poor wording on my part.
I meant your E10 entry process might be trying to mirror your physical RMA process… every step… for traceability? Might be able to simplify but… could lose some labor/detail/history?

Hmmm… if testing does require a specific workcenter/tools/etc…
Wonder if you could just set up an inspector/inspection bin in that workcenter, so you can test FIRST, to determine if you even need a rework job… or if defective just scrap it?

Yes exactly, we use the job to determine this. If you understand it, could you tell me what that make to stock tab normally does? Like what it’s purpose is outside of what I’m doing? Because the only options I see in that demand link is setting the warehouse and bin for that board, and as the step after making this demand link is “job receipt to inventory” and you can set the warehouse and bin manually in this screen, I’m not sure why I’m doing the demand link.

And yes you may also be correct in us setting up this process originally for traceability. Reworking the current process may be a good idea to avoid having to do the extra steps, but I’m just not sure how we’d go about doing that or if it would cause issues in some other unforeseen way.

Basicallyit is just what it says… there is a demand for a stock qty - whse/bin
and this job is the supply.
And I’ve never created a job demand just for something I was going to scrap.
So I’m thinking someone in the past “got creative” for some reason and I’m pretty sure there is a simpler way to handle your situation, but… I don’t have a set of exact steps off the top of my head. If I get some time, I will play around, and let you know.

And in the meantime, maybe some other users can chime it too?