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Adding Line Parts to a Repair Order

Autosoft -

Use the Line Parts button on the Service R/O Parts menu to open the Service R/O Parts screen.  This screen is used to charge parts to service repair orders. If you integrate with the Service Writing module, the repair order must be entered at the Service Desk before you can pull it to this screen. If you do not integrate with Service Writing, this screen automatically opens when you click Service Part Sales on the Parts Inventory menu.  You must manually enter all of the information on this screen.

Step 1. From the Parts Inventory menu, select Service Sales. The Service R/O Parts menu opens. 

service_ro_parts_menu.png

Step 2. Click Line Parts. The Service R/O Parts screen opens. If you do not integrate with Service Writing, this screen automatically opens when you click Service Part Sales on the Parts Inventory menu.

service_ro_parts_screen.png

Tip:  You can click the car icon next to the VIN or press F10 while working on the Service R/O Parts screen or the Lubricants/Sublet screen to view the VIN decoding data. This provides detailed information for the vehicle based on the VIN. The system will warn you if the VIN is invalid.

Step 3. In R/O, type the repair order number. You can also search for a repair order by clicking R/O List. A list of repair orders appears. Click on the repair order you want to select.

Tip:  Once you pull a repair order to the screen, the vehicle’s VIN is saved on the Windows Clip Board. This allows you to right-click and paste the VIN to any field, including websites, catalog applications, etc.

Step 4. The information for the selected repair order populates the screen. The top section of the screen displays the repair order information entered by the Service Department.

service_ro_parts_screen_w_ro.png

Step 5. If there is memo data in the customer’s file, the Memo button to the right of the R/O field will display a green checkmark. If the customer’s file contains no memo data, this button displays a red minus sign. To view available memo data, click the Memo button. Click Close to close the Customer Memo screen. To add memo data, click the Memo button, type the information, and click Save. The memo block holds up to 512 characters. The memo data is also available in the Service Writing module on all the repair order screens and on the Customer Information screen.

Step 6. The Salesman field populates with the salesperson number based on the user ID entered at startup. Change the number as needed.

Step 7. The Price Code field is automatically skipped. If you need to enter a code, click in the field and type the appropriate code/letter. These codes are set using the Wholesale Pricing Levels button on the System Setup & Updates menu (R for retail, W for wholesale, etc.).

Step 8. The Discount Level field is automatically skipped. If you need to enter a discount level, click in the field, and type the appropriate level (1-4). Discount levels are set for each discount/price code entered using the Wholesale Pricing Levels button on the System Setup & Updates menu. If you are adding a discount in this field, you cannot add a discount in the Special Parts Discount field.

Step 9. The Special Parts Discount is also automatically skipped. If you need to enter a discount, click in the field, and type the appropriate discount. If you are adding a discount in this field, you cannot add a discount in the Discount Level field.

Step 10. If parts have been added to the repair order, they are listed at the bottom of the screen.

Step 11. The program automatically assigns line numbers as parts are added to the R/O and displays the line number in the LN field.

Step 12. In Part Number, type the part number for the part you are adding to the repair order and press ENTER. The Part Information section displays part information for the part number you enter. Click the Part Information label to hide the part information. The information displayed is the same information you can view on the Master Inventory screen. As you add parts, you can display or hide the sales information (pricing hierarchy) of individual parts by clicking the binoculars icon at the bottom of the Parts Information section. 

Tip:  If you enter a part number that has supersession information, you can click the “From” or “To” lines in the Part Information section (or press F7) to view the supersession history. In the supersession window that appears, you can select which part number you want to use for the part sale.  Click the part number, and click Select

Step 13. The Cost, Price, Description, S (Source), O/H (on-hand quantity), and Bin fields automatically populate from information in the Master Inventory file.

Note: If the part number you type is for a part that does not have a list price or has a $0 list price or a list price calculated by the default price tape parameters, a red flag message displays, alerting you that the list price was either omitted or calculated. When you complete the entry line, the part appears in the parts list with it's List price in white, highlighted in red.

Step 14. In Qty, type the quantity of the part needed.

Step 15. In R, type the repair number for the part. This number corresponds to the conditions that have been added to the repair order. You must assign a repair number to every part. If the part is for a warranty repair, the Price field will adjust based on the cost plus percentage entered for the model year in the Operating Defaults in the Parts system Setup.

Step 16. The T field automatically populates with the repair type for the selected repair number. This field displays C for customer pay, W for warranty, I for internal, Q for quick lube, or N for new car road ready. 

You can change the repair type on a part as long as there is a labor line with the same repair type. If you change the repair type, you are prompted to verify you want to change the repair type. Click Yes. The system displays a message indicating the change will not affect parts previously added to the repair. Click OK to acknowledge the message.

Step 17. Use the F field to identify the failed part. Type an F or X to mark the failed part.

Step 18. Use the W field to indicate if the part is eligible for Wholesale Compensation. Type Y for yes or N for no. The system keeps a list of all wholesale parts sold.

Step 19. The C field pertains to parts with cores. Use it to indicate if a dirty core was returned. The entry in this field determines if a dirty core will be added to the inventory. You can view the dirty cores for parts on the Master Inventory screen, and you can edit the dirty core quantity to ensure the integrity of your dirty core inventory as needed. There are three valid entries for this field.

  • O for outstanding: This entry does not affect the dirty core inventory. The system will display a message that there are outstanding cores when the Service Department brings up the R/O on the Close Parts screen in the Service Writing module.
  • R for returned: A dirty core will bed added to the inventory. If the entry in this field was R for returned when the part was added to the R/O and the R/O is edited and the entry changed to O for outstanding, a dirty core will be subtracted from inventory. 
  • C for charge customer.

Step 20. The Fill Ratio fields are used to track how you are filling the parts orders. This information is used to generate reports to help you evaluate your fill ratio. These fields are for reporting purposes and do not affect the on-hand quantity. The system will fill in these fields based on the information it finds in your Master Inventory. The accuracy of the default entries depends on the accuracy of your inventory files. 

The Req field indicates the requested quantity. It defaults to the number entered in the Qty field, but you can edit the amount as needed.

Use the FS field to indicate if you filled the part order from the shelf. Type Y for yes or N for no. (The system will fill in this field based on the information it finds in your Master Inventory.  The accuracy of the default entry depends on the accuracy of your inventory files.) If you enter N for no, you should use the SD field to indicate if you were able to get the part and fill the part order the same day. If you enter Y, leave the default N in the SD field. 

You can only use the SD field if the FS field contains an N to indicate you did not fill the part order from the shelf. You use this field to indicate if you were able to fill the part order the same day. Type Y for yes or N for no. (The default entry for this field is N.) You cannot enter a Y in this field if there is a Y in the FS field. This field only applies when you did not fill the part order from the shelf.

The FS and SD fields also accept U for unusual sale. If you type U in either field, the other field automatically defaults to U as well. For unusual sales, both the FS and SD fields must contain U.

Below is a list of the possible combination of the entries for the FS and SD fields and what the entries mean.

  • FS = Y and SD = N: This means that you were able to fill the part order from the shelf. The SD field will always be N when the FS field is Y.
  • FS = N and SD = Y: This means that you were not able to fill the part order from the shelf, but you were able to get the part and fill the part order the same day.
  • FS = N and SD = N: This means that you were not able to fill the part order from the shelf or able to get the part to fill the part order the same day.
  • FS = U and SD = U: This indicates an unusual sale.

Step 21. Once you complete the Fill Ratio fields, the system files the line. The part is displayed in the list on the bottom part of the screen. 

Tip:  Once you enter the part number and quantity, you can press END to add the line to the repair order without having to advance through the additional fields. If you press END, the R, T, F, and Fill Ratio fields automatically fill in with default values. If this information is not correct, click the part line to edit the information.

Step 22. Continue to add part to the repair order as needed. As each part is processed and added to the list, the cursor returns to the Part Number field for the next part line.

Step 23. At this point, you have two options:

  • Click Save to save the information and clear the repair order from the screen.
  • Click Next to advance to the Lubricants/Sublet screen to enter sublet to the repair order.
Tip:  Use the QwikLook button to open the QuickLook screen. Use it to view detailed part information. This information pulls from the Master Inventory file for the part.  

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