Surcharge Return Tracking Maintenance

You can use the Surcharge Return Tracking Maintenance form for creation, deletion and amendment of return labels (using a right-button click). For amending or displaying existing return labels the extensive search facilities enable you to quickly find return labels. 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 need to transfer a part from one return label to another when the Autoline system alerts you to the existance 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), which 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:

Change the label record directly in the Surcharge Return Tracking Maintenance form by right-clicking with the pointer cursor on an entry (a line) and selecting the Amend option. (The label must be at available status i.e., the expiry date has not been passed and other fields must be valid.)

In the return label maintenance 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's status changes to 'R' and, on the right-click menu, the Transfer PO details option becomes active.
With the pointer cursor on the line you wish to transfer the part to, right-click and select the Transfer PO details option.
The Surcharge Return Label edit 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 just 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 active.
Select, from the label lines displayed on the Surcharge Return Tracking Maintenance form, the one you wish to transfer the part details to. With the pointer cursor on the chosen line, right-click and select the Paste PO details... option.
The Surcharge Return Label edit form is displayed with the instruction (in the prompt bar) "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.

Surcharge Returns Tracking Maintenance form

See also: Finding your way to this form

The Surcharge Returns Tracking Maintenance form is displayed when, on the Surcharge Returns Tracking menu, you select the Returns label maintenance option.

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' GROUP BOX

Note: Values you enter into the fields here constitute filters narrowing of the range of label entries displayed in the grid. Enter values you require labels to contain then click the Search button to update the grid.

Return no.: Surcharge return label identifier. Corresponds to the 'Label No.' heading in the grid. It will NOT accept a partial code -- you need to enter a complete label number <including any angle brackets> (then click the Search button).

Part No.: Part (component) identifier. It will NOT accept a partial code -- you need to enter a complete part number (then click the Search button).

Part Description: Short description of the component. Corresponds to the 'Part Description' heading in the grid. It 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.'

Surcharge code: Surcharge code, although not displayed on the form, enables you to display entries with a particular surcharge code. It will NOT accept a partial code -- you need to enter a complete surcharge code (then click the Search button).

P.O. no.: Returned P.O. no., although not displayed on the form, enables you to display entries with a particular P.O. number. It will NOT accept a partial code -- you need to enter a complete P.O. number (then click the Search button).

From expiry date: Enter a date to exclude, from the grid, return label entries with earlier expiry dates (then click the Search button).

From return date: Enter a date to exclude, from the grid, return label entries with earlier return dates (then click the Search button).

P.L. account: The supplier account code. It will NOT accept a partial code -- you need to enter a complete part number (then click the Search button).

Status: Corresponds to the 'Status' heading in the grid. Select, by clicking on the field's down-arrow button, All, Basic (incomplete), Available, Expired, Ignored, Returned, or Deselected. (Then click the Search button to display, in the grid, return label entries with that status.)

GRID

Contains return label entries matching, if applicable, filter criteria entered into the Search details group box's fields.

Label No.: Return label number. Corresponds to the 'Return no.' field in the Search details group box.

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.

Status: The return label's status: All, Basic (incomplete), Available, Expired, Ignored, Returned, or Deselected. Corresponds to the 'Status' field in the Search details group box.

GRID RIGHT-CLICK MENU

Create: Displays the Surcharge Returns Label Edit form ready for you to enter a new return label record.

Amend: Displays the Surcharge Returns Label Edit form containing details of the entry in the grid that the pointer cursor was on when you clicked the right-hand button. (However, having closed the edit form and returned to the Surcharge Returns Tracking Maintenance form, to see the change you need to click the Search button to update the grid.)

Delete: A confirmation dialogue box (requiring you to confirm that you wish to delete the record) is displayed on top of a Surcharge Returns Label Edit form, whose fields are displayed with a red background indicating that you cannot alter them at this time. (You may need to drag the confirmation dialogue box out of the way to see the Surcharge Return Label edit form's fields.)

Transfer PO Details: Displays the Surcharge Returns Label Edit form containing details of the entry in the grid that the pointer cursor was on when you clicked the right-hand button. (Its fields are displayed with a cyan background.) Clicking the OK button returns you to the Surcharge Returns Tracking Maintenance form ready for selecting the return label to which you wish 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 the pointer cursor is on when you select Paste PO Details....

Remove Deselected Status: Applying only to labels with deselected status, this returns the label entry's status to 'available.' (However, to see the change you need to click the Search button to update the grid.)

PUSHBUTTONS

Search: Refreshes the grid. Click the Search button after entering filter criteria into any field(s) in the Search details group box, and after editing a return label entry in the grid (otherwise any changes made will not appear).

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.