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The Best Returned Material Management Software

Returned Materials (RMA’s)

Learning from customer returns can be a daunting task, but by using the TLM Returned Materials (RMA) software module you can learn and trend much faster and will be able to unlock the benefits of a solid RMA process that includes:
  • Cost Savings from reducing product returns.

  • Better Customer Satisfaction.

  • Lower Risk from the impact of complaints and returns.

  • Trending that can mitigate Improved product quality/performance.

Prevent Unintended Recalls of Design Flawed Products

The Returned Material software module in TLM gives you all the tools and links to other TLM modules to take appropriate actions when a product is returned by the customer.   Depending on the circumstances, you will need some combination of features that can include:

  • Multiple Reject Code Tracking.
  •  Part link to Inventory Module.
  •  Identify Segregated Storage Location.
  •  Custom Field Controls.
  •  Material Reject Board (MRB).
  •  Trend Analysis Reporting.
  •  Cost Tracking.
  • Both RMA and NCR work flows.
  • Root Cause Investigation Templates.
  •  Links to CAPA, and Customer Feedback.
  •  Add Multiple Attachments.
  •  Approval controls.
  •  Print RMA Labels.
  •  Scrap Tracking.
  • Initiate RMA from Complaint.

Once your internal procedures and/or work instructions for Returned Materials (RMAs)  have been established, you can release those documents in TLM and then link them to any help button for any TLM screen they apply to, giving your employees direct access to YOUR instructions about how they should be using this module.

ReturnedMaterials (RMA)

Dual Technology, Upstream/Downstream Digital Landscape.

Total Lean Management (TLM) Software provides a dual technology, upstream/downstream digital landscape to both easily create and find needed records, AND connect records that are a result of work flows, such as your returned material (RMA) records and the other TLM records that might result from rejected materials, such as corrective actions, or customer feedback.

TLM provides more than just access to data dumps, we provide full support for the complete cycle of metric and KPI development using our rapid update capability for everything that is needed from data input controls through the final report to ensure TLM is delivering what you need for compliance without compromise and insightful reporting across all modules being used at your company.

For Returned Materials (RMAs), this includes:

  • Customizable Reject Codes for both NCR and RMAs.
  • Supports multiple reject codes per incident.
  • Print Bar coded Reject Labels.
  • Link to CAPA, DCOs, Inspections, Customer Feedback.

The Returned Material (RMA) software module in TLM gives you a wide range of configuration options so that your ideal reactions to RMA events can be supported for the circumstances that are unique to your business.

To provide this unique level of customizable support, TLM has several built in systems, such as custom fields and system settings that include:

  • 57 different Custom field options if needed.
  • Show/Hide options for where approvals are needed.
  • Pre-Configured Templates.
  • Default Assignment for new records.
  • Special Management Rep Access Controls.
  • NCR/RMA Auto Numbering Options.

Fusion Technology is what happens when information integration creates a higher-level management system beyond individual workflows.  The Returned Materials (RMA) Module in TLM incorporates this technology by integrating with other TLM solutions to create a Total Lean Management Software approach that provides all stakeholders with a picture of inter-related QMS Software events across your entire organization.

It also serves to create the foundation of your company’s digital landscape which saves you as much as possible from purchasing disconnected stand alone software, and provides the technical support for integrating other information systems when necessary.

All TLM software modules are rolled up to a user specific dashboard and summaries of each user's dashboard can be automatically emailed to ensure QMS activities are scheduled and prioritized accordingly.

In addition, the TLM dashboard helps users navigate to where tasks are performed, making it easy for new users to adopt the software without having to pay for extra training before being able to put TLM software to work for your company.

Most if not all QMS based standards require a documented process for handling RMA’s to prevent their products from premature failure and/or improvement of product quality/performance..

Some examples include:

ISO 9001 Section 8.5.5 Post-delivery activities, Section 8.7 Control of Nonconforming Outputs

ISO 13485 Section 7.5.4 Servicing Activities, Section 8.3 Control of Nonconforming Product

FDA 21 CFR Part 820.200 Servicing, Part 820.90 Nonconforming Product

The Returned Materials (RMA) module allows the capture of key data to support the various goals of this module:

Record the Decisions about what to do with the returned product (Rework, scrap, return to vendor, etc)

Investigate root cause in order to accurately identify the reject codes and other data that will be used for reporting.

Improve the frequency or severity of incoming RMA’s through root cause analysis and trend reporting.

Update FMEA’s and Identify ways to improve product quality and performance and lower risk of premature failure of products sent to customers through trend analysis of reject codes.
Of all the factors that drive human behavior, whether positive or negative, none are as universal as the need to evolve, whether we are conscious of it or not.

Your management team can create impressive organizational growth by harnessing this basic element of the human experience and the Returned Materials (RMA) software has all of the key tools that will make your QMS software successful.

By organizing key aspects of how work is done, managers can use TLM Non-Conforming Materials software to empower employees to participate in finding opportunities for improvement and customer satisfaction while maintaining approval control to ensure additional risks aren’t introduced.

The TLM Returned Materials (RMA) software module ensures these efforts are well organized, linked to all other aspects of the QMS software that might be related, and assigned to ensure employees who rise to the occasion can be recognized accordingly, and are motivated to do so as a result.

Historically the decision to implement ISO was driven by the consequences of NOT being ISO certified when competitors were using ISO certification to win new business from customers who needed confidence in their supplier’s ability to consistently meet requirements.

This resulted in a lot of paper based systems set up by various “consultants” that advocated vague procedures that could technically meet the requirements of the ISO standard, but in reality did very little to improve quality or any other aspect of the business.

Times have changed, and the introduction of QMS software allowed organizations to take a different approach to their quality system and instead of wasting tons of time and money for little benefit, they are using their QMS to improve all aspects of the business.

At least the companies who could afford the high cost of most QMS software.

There is Only One Type of Quality Management System


Over the last 20 years TLM has discovered a very basic truth when it comes to information management systems such as your eQMS, no two companies have the exact same needs.

In fact, the two biggest risks in the software selection process is either selecting software that is not flexible enough to manage information that is unique, and important to your workflow, thus forcing work arounds, or other concessions that effectively add waste to your business.

The other mistake is getting stuck with comprehensive, but inflexible systems due to their web based cloud hosting design, which forces a one size fits all approach to meeting customer needs.

And while one size might fit some, it might not fit all your needs when in the long run your understanding of those needs evolves and improves.

Total Lean Management Software, by definition, recognizes this fact, and addresses it through a dual technology, upstream / downstream user landscape approach to meeting the needs of both your upstream and downstream user types.  This is combined with our tiered approach to addressing newly discovered customer needs, making sure the software works in alignment with your business systems the day after your purchase, and for all the years ahead.

These measures include:

Custom fields

Allows you to adapt the software to your company’s terminology.

System Settings

Allows you to choose which features are applied to your process.

Rapid update cycles

Incorporating employee feedback into the continuous improvement cycle creates a synergistic effect on moral, engagement, and productivity.

Development Projects

This capability provides insurance that your system will never leave you stuck after discovering unknown needs after implementation.

High levels of interlinking

By implementing and combining modules in way that might be unique to your business or work flows.

World class customer support

Evolution is a team effort, and the whole team behind TLM enjoys helping companies comply with regulations, manage risk, continuously improve, and maintain a steady growth rate.

Help Files can be Linked to your Controlled Work Instructions

This unique TLM feature allows you to link individual screens in TLM to your own controlled procedures or work instructions for that area of the software (if needed).

Why TLM is your Best QMS Software Choice

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If you have any questions or want more detailed information, do not hesitate to call us (866) 209-6896.

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TLM Customers are always our top priority -David Smithstein, CEO

“In the 10 years that we have relied on TLM to manage our quality documents, it has grown to become the core of our QMS. Our QMS has been audited by BSI, TUV, SAI, FDA, Canada Health and CDPH . We survived all of those audits and emerged a better company. Thanks, David!”

Jim Klett

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“EXCELLENT customer service! Without fail, David has responded to every question, email and phone call within a few hours. He is great to work with and always willing to help… TLM is a one-stop shop for all of our QMS needs … The training videos on the website are helpful- keep them coming!”

Allison Getz

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“Very helpful in fine-tuning the software/reports to meet our specific needs for audits, even ones requested the day before the audit. The software is straight forward for use, we have 8 personnel in two different locations using it seamlessly … The best customer support I have ever used.”

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