Note: This help file contains only standard information. Details of this topic specific to your Autoline configuration might be available in a separate help file. To display such a help file, if one has been provided, click the Help button on the Surcharge Return Tracking Maintenance form.
You can use the Surcharge Return Tracking Maintenance form for creation, deletion, amendment and printing of return labels. For amending or displaying existing return labels, the extensive search facilities enable you to find return labels quickly. If a manufacturer handles return labels by surcharge code rather than by part number, an additional search window is displayed. It shows when return labels were used and what purchase control order number they were returned on.
There is also a transfer facility, enabling the allocation of a surcharge part from one return label to another. Use this when a label selected at purchase control cannot be used, possibly as a result of the label being lost, and you need to transfer it to another label for return. The old label is marked as ignored and is reported for investigation.
You may have to transfer a part from one return label to another when the Autoline system alerts you to the existence of labels with earlier expiry dates than the label you initially picked.
To transfer a part from one return label to another:
Set the status of the label to R (returned). This happens when either:
It has been selected in Purchase Control when receiving the part (you enter a negative quantity and append the suffix ...XP or similar to the part number to indicate a worn returned part), or
You change the label record directly in the Surcharge Return Tracking Maintenance form by right-clicking a grid line and selecting the Amend option from the drop-down menu. The label must be at A (available) status, in other words the expiry date must not have been passed and other fields must be valid.
The label status is set.
In the Surcharge Return Label form, on an available label (with status A), set the Returned date and the Returned PO no fields, save the record, and click the Search button to refresh the grid.
The line status changes to R (returned) and, on the right-click menu, the Transfer PO details option becomes available.
With the line you want to transfer the part to selected, right-click and select the Transfer PO details option.
The Surcharge Return Label form is displayed.
On the Surcharge Return Label form, copy the purchase order details it contains by clicking the OK button.
You are returned to the Surcharge Return Tracking Maintenance form with only normal (available) lines in the grid and with the prompt, in red, Purchase order details may be transferred from label no: .... On the right-click menu the option Paste PO details... becomes available.
Select, from the label lines displayed on the Surcharge Return Tracking Maintenance form, the one you want to transfer the part details to. With the chosen line selected, right-click and select the Paste PO details... option.
The Surcharge Return Label edit form is displayed with the instruction Transferring P.O. details from return label no. ....
On the Surcharge Return Label form, click the OK button to paste the purchase order details it contains.
You are returned to the Surcharge Return Tracking Maintenance form.
This form is displayed when, from the Surcharge Return Tracking menu, you select the Returns label maintenance option, followed by the name of a Stock Management company.
Dealer: Identifies the dealer.
Company: Identifies the company.
Matches: Contains the number of return label entries found, not all of which may be displayed in the grid because of screen space constraints. They match, if applicable, any filter criteria entered into the Search details group box.
Search details:
Note: Values you enter into the fields here constitute filters narrowing of the range of label entries displayed in the grid. Enter the values you want labels to contain, then click the Search button to update the grid.
Part number: Part (component) identifier. The field will not accept a partial code, so you must enter a complete part number and then click the Search button.
Status: Corresponds to the Status heading in the grid. It is selectable by clicking the down-arrow button. When it is selected, click the Search button to display, in the grid, return label entries with that status. One of the following:
- All
- Basic (incomplete)
- Available
- Expired
- Ignored
- Returned
- Deselected
- New
- Processed
- Transferred in
Part description: Short description of the component. It corresponds to the Part Description heading in the grid. The field will accept a partial string. For example, entering RAD and clicking the Search button displays, in the grid, any label entries containing descriptions RADIATOR ASSY.
Purchase ledger account: The supplier account code. The field will not accept a partial code, so you must enter a complete part number and then click the Search button.
Purchase order number: The returned purchase order number, although not displayed on the form, enables you to display entries with a particular purchase order number. The field will not accept a partial code, so you must enter a complete purchase order number and then click the Search button.
Return label number: Surcharge return label identifier. It corresponds to the Label No. heading in the grid. The field will not accept a partial code, so you must enter a complete label number including any angle brackets (< >) and then click the Search button.
From expiry date: Enter a date to exclude from the grid, return label entries with earlier expiry dates, and then click the Search button.
From return date: Enter a date to exclude from the grid, return label entries with earlier return dates, and then click the Search button.
Surcharge code: Surcharge code, although not displayed on the form, enables you to display entries with a particular surcharge code. The field will not accept a partial code, so you must enter a complete surcharge code and then click the Search button.
Grid:
The grid contains return label entries matching, if applicable, filter criteria entered into the Search details group box fields.
Label No.: Return label number. Corresponds to the Return label number field in the Search details group box.
PL a/c: Supplier account number.
Part No.: Part number.
Part Description: Corresponds to the Part description field in the Search details group box.
Expiry: The date from which the return label is no longer usable.
Returned: Date when unit was returned by customer.
Ret. P.O. No.: Purchase Order number set in Purchase Control when old unit was returned.
Status: The return label status. Corresponds to the Status field in the Search details group box.
Create: Displays a blank Surcharge Return Label form, enabling you to enter a new return label record.
Amend: Displays the Surcharge Return Label form, containing details of the entry in the grid that was highlighted when you right-clicked. Having closed the edit form and returned to the Surcharge Return Tracking Maintenance form, to see the change you must click the Search button to update the grid.
Delete: A confirmation dialogue box (requiring you to confirm that you want to delete the record) is displayed on top of a Surcharge Return Label form. You may have to drag the confirmation dialogue box out of the way to see the Surcharge Return Label form fields.
Transfer PO Details: Displays the Surcharge Return Label form, containing details of the entry in the grid that was highlighted when you right-clicked. Clicking the OK button returns you to the Surcharge Return Tracking Maintenance form ready for selecting the return label to which you want to transfer the part.
Paste PO Details...: Places the details extracted from an entry (line) when selecting the Transfer PO Details option into the line that was highlighted when you selected Paste PO Details....
Remove Deselected Status: Applying only to labels with deselected status, this returns the status of the label entry to Available. To see the change, click the Search button to update the grid.
Print Label: Displays the Surcharge Return Label form, with a Print button enabling you to print the selected label. This option is available only if the Label Disp Prot/Hid parameter on the Surcharge Return Parameters Form is set to Y.
Buttons:
Search: Refreshes the grid. Click the Search button after entering filter criteria into any field in the Search details group box, and after editing a return label entry in the grid (otherwise any changes made will not be displayed).
Reset: Clears all fields including the grid.
More: If the number of labels matching the selection criteria (if any) exceeds the capacity of the grid, the More button refreshes the grid with previously un-displayed lines.
Surcharge Return Tracking (tasks overview)
Surcharge Tracking File Contents
