When the customer returns the old unit to the dealer it can be sent back to the original supplier using a returns label or some other form of reference number. This is often supplied with the new unit when first purchased. In many cases the life of the returns label is limited to a number of months, typically six or twelve months. If the returns label is not used within this time then the dealer loses the surcharge value for that label.
Note: Some manufacturers use a surcharge code rather than a part number to link return labels. This situation makes it possible for more than one part number to have the same surcharge code. A return label issued with one part number may therefore be used to return another if both have the same surcharge code. There is a surcharge tracking parameter setting to cater for manufacturers using this system. Selection by surcharge code displays different part numbers with the same surcharge code. These are still sorted in expiry date order although the number being returned may not match the oldest label available.
To receive an old or worn part from a customer
Follow the process for receiving a new part down to step 6 in receiving the purchase line under the sub-heading Create the purchase transaction record.
Tip 1: The above link (to a page about creating the purchase transaction record) opens in a new browser window. Resize and reposition the two browser windows (the new one and the one this text is displayed in) to switch between them more easily.
Tip 2: The Product code for lines in the grid in the Purchase Transaction form representing old or worn parts returned by a customer can be identified by a prefix or postfix (such as '...XP').
Note: Step 6 from 'Receiving a new part / Create the purchase transaction record' is repeated below:
On the Purchase Control form select the entry and right-click with the pointer cursor on the 'St' field. On the pop-up menu select Receive to indicate that the part has been received into stock.
The Purchase Transaction form is displayed.
In the Purchase Transaction form, having selected the Receive right-click option on a line for an old or worn part in the Purchase Control form, enter NEGATIVE values in the Purchase Transaction form's Quantity received and Quantity required boxes.
The Purchase Transaction form's Receive button becomes active.
Click the Purchase Transaction form's Receive button.
What happens next depends on whether there are only return labels for the supplier originally selected, or return labels for other suppliers available with earlier expiry dates.
Alternative A: If there are only return labels for the supplier originally selected, the Select Surcharge Return Labels form is displayed. Right-click the grid and choose the Select all option on the pop-up menu.
The oldest labels required to match the quantity being returned are picked.
Note: You must select the oldest label first. If the oldest label number available is not to be used then its entry must be set to 'ignore' before the next label is selected. This ensures that no label is missed out without it being marked for later investigation.
Alternative B: If, however, when you click the Receive button on the Purchase Transaction form there are return labels for other suppliers available with earlier expiry dates than the one originally chosen, an information dialog box is displayed alerting you to the fact.
Click the information dialog's OK button or its Cancel button.
The dialog box closes and the Select Surcharge Return Labels form is displayed with lines in the grid highlighted with yellow backgrounds. These represent orders available for transfer to another label and are unavailable for selection.
Tip: If you cannot read the text of a line because it is white text on a yellow background, click another line (to select it) -- deselecting the unreadable line and thereby making it legible.
We recommend that you unreceive the order line and either delete it or re-receive it with a reduced quantity. You can then create new purchase orders for the appropriate supplier.
Click the OK button on the Select Surcharge Return Labels form.
You are returned to the Purchase Control form with the purchase line's 'St' field set to 'R' (received).
If you have not selected the required number of labels to match the quantity being returned a warning message is displayed (in a confirmation dialog box).
When you have made your selection you can generate a print out for the person controlling the physical boxing up the surcharge parts in readiness for return.
Sale of surcharge parts and keeping track of customer returns
Surcharge return tracking (tasks overview)
