- File Claim
- Open a new purchase order for the credit with negative amounts
- Return Parts (no change needed)
- Receive Credit (no change needed)
- Review Credit
- Current Process: The parts department prints and reviews the credit to verify its accuracy, matching it against the claim, purchase order, and/or returned parts. This includes checking part numbers, quantities, cost, and any additional charges (restock fees, etc.). If Purchase Order, update PO in DMS.
- PartsRec: Download credit from factory site and upload it to PartsRec. Purchase Orders will automatically import once they’ve been invoiced in the DMS. PartsRec automatically matches each credit line by line to returned parts. PartsRec automatically checks accuracy of part numbers, quantities, cost, and any additional charges (restock fees, etc.). If Purchase Order, update PO in DMS.
- Approve Credit
- Current Process: Stamp factory credit and manually input all GL coding. If Purchase Order, update PO in DMS.
- PartsRec: PartsRec automatically completes/approves the credit once it’s successfully matched to parts and all discounts, adjustments, shipping, etc. have been coded. Automatic GL coding based on the part source without manual input. If Purchase Order, update PO in DMS.
- Submit Credit to Accounting
- Current Process: Physically turn in credit into accounting office. If Purchase Order, finalize PO in DMS.
- PartsRec: Rather than a physical handover, the accounting office exports completed credits directly as a PDF or PowerPost template. If Purchase Order, finalize PO in DMS.
- Variance Error Checking
- Current Process: Manual month end review, tedious and cumbersome, often only spot checked.
- PartsRec: Automated daily reconciliation to replace the manual month-end review. This ensures regular and thorough checking for all discrepancies.