Looking up a RGA
1. Log onto the AS400
2. Type RGA <ENTER>
3. Type 10 “RGA Inquiry”
4. Put in the RGA number <ENTER>(verify that the RGA is valid and the status is “Entered” and has not
been “Received” or “Closed”)
5. Press Enter once more to get to screen with model #, qty to be returned, and the reason code
6. Verify that the model/product # being returned matches that on the RGA
7. Match serial # (if provided)
8. Match up the quantity
9. Match Customer name (for credit)
*** To look up an RGA by customer #, go to RGA, 10, F5, F9, F7 (customer lookup). Enter the customer
name, Enter. F3 to expand and verify customer address. Scroll to locate the appropriate customer
number. Put an “X” next to the correct customer number, Enter (twice). Match your model/product #
to an RGA that is in “Entered” status. Put an “X” next to the identified RGA, Enter . Refer back to step
5 from here***
Before receiving a RGA you must first validate the Reason Code (carrier damage, defective, concealed
damage, FDD, etc.) See list below:
Always check the condition of the freight and make notations on the delivery receipt to the extent of
ANY DAMAGE by item. Open and inspect the extent of damage before making the notation. Write on
the Deliver Receipt the (1)Item#, (2)descriptive extent of damage, (3) the value of each damaged item
(listed in the RGA inquiry screen)
Awnings upon return will be returned to stock or scrapped
Reefers/Cooling Units/AC’s are to be put back to stock or sent to LaGrange if damaged (never scrap a
Reefer / Cooling Unit/AC)
Code Description
A
CANADIAN C/S DEPT
J
LODGING DEPOSITS
S
CARRIER CLAIMS
B
SAMPLE RETURN
K
COMPUTER PRICING ERROR
T
SEALAND CUST SVC ISSUE
C
SPECIAL PROMOTION
L
PRICING ISSUE
U
BILLING ERROR
D
FDD DEPT ISSUE
M
PROD IMPRPERLY MARKED
V
LODGING DEPT ISSUE
E
FINANCE DEPT
N
"AS IS" PRODUCT BILLING
W
WARRANTY DEPT ISSUE
F
FREIGHT CHGBACK
P
GOODWILL
X
NON WARTY/EVAL-REPAIR
G
FREIGHT ALLOWANCE
Q
CREDIT DEPT
Y
OEM CUST SVC
H
TECH SVC DEPT
R
RETAIL SALE
Z
FDD SALES REP ISSUE
0
MISC-DO NOT USE
4
TEST
8
CONCEALED DAMAGE
1
CUSTOMER ERROR
5
OVERSTOCKED
9
WARNTY SERV CONTRACT
2
SHIPPING DEPT
6
ENVIRO CUST SVC ISSUE
I
MISSING OR LOST FRT
3
DEFECTIVE
7
CARRIER ISSUE
Receiving a RGA
1.Sign onto the AS400
2. Type RGA
<ENTER>
3. Type 2 (RGA Receipts)
4. Input RGA #
5. Input Receiving Whse. <ENTER>
6. Input quantity returned of each item
7. Input Rcv. Whse (*,*D, WD, or WA) ( *=current warehouse)
*= Current Warehouse, Active inventory
*D= Current Warehouse, Damaged inventory (refers, cooling units, a/c’s pending return
to Lagrange, IN.)
WD= Freight Damaged to be scrapped
WA= Warranty to be scrapped
8. Scrap Y=yes N=no. If receiving into the WA or WD, scrap will be Y=yes. Destroy and dispose of the
product. If receiving to your active inventory or active damaged inventory, scrap will be N=no.
***************** If the RGA is for any reason code(s) other than 3, 7, 8 and one or more of the
items are damaged at time of receiving, proceed to next page “Items Received Damaged - Suppose
to be Good Product” to properly receive the RGA. *****************************************
9. Print a copy of the screen and attach the delivery receipt or small parcel label and send to imaging
10. F6 to accept RGA
11. ***For Refers, Cooling Units, and AC’s, put a RGA Sticker on the product stating the RGA #, Item #,
and Date ***
Items Received Damaged – Suppose to be Good Product
1.While in the RGA Receipt Screen, press F9 to create a new line item
2. Fill out all appropriate lines. The Reason Code will always be 7 for carrier damage. The DISP Required
will always be “N”. Press F6 to accept.
3.Continue to fill out RGA screen. The original line of the damaged product will be left blank. The
product will be received under the new line that was created with reason code 7. (See example below).
4. Before the RGA is accepted (F6), press F15 to add note(s) to describe the exact damage of the item(s)
5. ***********************************************************************************
The carriers delivery receipt needs to be noted as to the damage in order for a freight claim to be
filed. If the reason code is a 7, the delivery receipt MUST ALWAYS have the exception noted with the
damage. NEVER sign a delivery receipt with just a signature if there is damage to the freight.
6. Print the RGA receipt screen, note screen, and make a copy of the delivery receipt that has all the
notations. Scan/Fax all 3 pages to IL2000 at dmcclaims@il2000.com or 888-700-7805 so that a claim
can be generated and processed.
Issuing Credit to the Customer
1.Sign onto the AS400
2. Type RGA <ENTER>
3. Type 3 (RGA Credit Memo Release) <ENTER>
4. Locate RGA #- Type 1 next to RGA’s to be released. Be certain to only put a “1” next to the RGAs that
have been received and completed at the current warehouse. <ENTER>
****** DO NOT type a “1” by any other RGA ******
5. Press F6 x 2 to complete the process.
WARRANTY PAPERWORK – REASON CODE 3
1. All printed copies of RGAs with a reason code 3, along with any Warranty Claim Forms, need to
be scanned as a pdf file at the end of the day into a batch labeled ( *(whse) – Warranty Batch
Forms – today’s date …….. example T – Warranty Batch Forms – 121712)
2. The batch needs to be saved on the G drive: Departments/Distribution/Warranty
Paperwork/Year
3. The pdf file needs to be emailed to [email protected] as an attachment
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