Cores & Returns

Overview

The Cores & Returns module was designed to track parts that should be returned to the vendor and where they are in the process. It allows for the capability to notify technicians if there are parts they need to return to the office, alert the user if they are nearing the end of the vendor's return policy, and track and shift SmartWare inventory during the whole process.

Navigate to Cores & Returns

You can access the Cores & Returns page by navigating to the following location:

• From the main menu on the left side of the screen, select Material and then Cores & Returns
  
  Main Menu - Cores & Returns

Setup

To set up the return location for an employee: 

1. Navigate to Setup Franchise screen
2. Select employee you would like to add a location to
3. Click the drop-down and select the return location for the employee

How to Mark a Part for Return

Marking a part for return drives the parts to appear on the Cores & Returns screen. To mark a part as needing to be returned to the office, open the relevant purchase order (either through Material | Purchase Order or the associated work order). From the purchase order, you will have two options for marking a part for returns.

• Option 1: On the Purchase Order Parts List, click the  (tag part for return to office) button to mark the part as needing to be returned to the office. The button will toggle to the  (remove return to office tag)
• Option 2: Click the  (edit) button and check the 'Return Part' checkbox. This will also toggle the button on the Purchase Order Parts List to show the  (remove return to office tag) button

If a part should no longer be returned to the office, click the  (remove) button or edit the part and uncheck the 'Return Part' checkbox

Technicians may also mark parts for return from the iPad. At the end of the WO a 'Parts Installed' screen will appear for the tech to verify which parts from the order were installed. If a part was not installed, the screen has a drop-down filter to explain why part will be returned. When the iPad is updated to the database, the reason will be listed and the part will be moved to the Cores & Returns screen

Using the Cores & Returns Screen

The Returns & Cores screen has three panels to track the different stages of part returns: Technician Returns Needed, Return to Distributor, and Receive Reimbursement. Any of the grids can be exported as a CSV file by clicking the  (Export) button

Technician Returns Needed

The Technician Returns Needed panel will be opened by default when opening the Cores & Returns screen. It can also be opened by clicking the  (arrow down) button on the Technician Returns Needed header. The Technicians Returns Needed grid contains all parts which have not yet been returned by the technician

Cores & Returns - Technician Returns Needed

• Select your desired part from the grid
• Click the  (received from technician) button
• This part will now populate in the Return to Distributor grid
• To remove a part from the grid click the  (remove part from Technician Return Needed) button then select YES button in the box that appears. If this was a mistake, select NO

Below is a brief explanation of the columns available from the Technician Returns Needed grid:

Column	Functionality
Options	Users have the option to click the  (Edit Purchase Order) button to edit the part on the purchase order Users have the option to click the  (Edit Work Order) button to edit the part on the work order Users have the option to click the  (Open Inventory Transfer) button to transfer the part to a different location
MFG #	Displays manufacturer number that is associated with part
Part Name	Displays part name that is associated with the part
MFG	Name of the group or company that manufactured a particular part
Tech	Name of primary tech on the WO
Location	The location associated with the primary tech
PO Date	Displays the PO Date entered on the purchase order PO Date represents the date the PO was created. PO Date is automatically set to the current date the PO was created. PO Date may be modified to reflect a different date as needed
Vendor	Displays name of the vendor of the part
Dist Inv #	Displays invoice number applied to part from vendor when purchased
Completed Date	Displays date job was completed
Ticket #	Displays WO number
Customer	Displays the customer's name who the part was for. If the part was not assigned to a job and associated with a customer, then this field will be blank
Qty	Displays the quantity of the part on the PO or WO
Cost	Displays cost of selected part which comes from the PO
Core	Displays core charge
Return	Displays reason part was returned
RMA #	Displays the Return Merchandise Authorization number which is assigned by the manufacturer when a part is needed to be returned
(Done)	By selecting the  (Received from Technician) button, the part will be moved to the Return to Distributor grid
(Remove)	By selecting the  (Remove) button, the part will be removed from the Technician Returns Needed grid

Return to Distributor

The Return to Distributor grid contains all cores parts and parts for return that have not yet been returned to the distributor

Cores & Returns - Return to Distributor

• Select your desired part from the grid
• Click the  (sent to distributor) button
• This part will now populate in the Receive Reimbursement grid
• To move a part back to the Return to Distributor grid, click the  (remove part from Return to Distributor) button then select YES button in the box that appears. If this was a mistake, select NO

Below is a brief explanation of the columns available from the Return to Distributor grid:

Column	Functionality
Options	Users have the option to click the  (Edit Purchase Order) button to edit the part on the purchase order Users have the option to click the  (Edit Work Order) button to edit the part on the work order
MFG #	Displays manufacturer number associated with the part
Part Name	Displays part name associated with the part
MFG	Name of the group or company that manufactured a particular part
Tech	Name of primary tech on the WO
PO Date	Displays the PO Date entered on the purchase order PO Date represents the date the PO was created. PO Date is automatically set to the current date the PO was created. PO Date may be modified to reflect a different date as needed
Vendor	Displays name of the vendor of the part
Dist Inv #	Displays invoice number applied to part from vendor when purchased
Completed Date	Displays date which part was returned
Ticket #	Displays WO number
Customer	Displays the customer's name who the part was for. If the part was not assigned to a job and associated with a customer, then this field will be blank
Qty	Displays the quantity of the part on the PO or WO
Cost	Displays cost of selected part which comes from the PO
Core	Displays core charge
Return	Displays reason part was returned
RMA #	Displays the Return Merchandise Authorization number which is assigned by the manufacturer when a part is needed to be returned
(Done)	By selecting the  (Sent to Distributor) button, the part will be relocated to the Receive Reimbursement grid
(Remove)	By selecting the  (Remove part from Return to Distributor) button, the part will be removed from the Return to Distributor grid and will repopulate on the Technician Returns Needed grid
Username	Displays name of employee who moved the part to the Return to Distributor grid
Date Received from Tech	Displays date part was moved from the Technician Returns Needed grid to the Return to Distributor grid

Receive Reimbursement

The Receive Reimbursement grid contains all core parts and parts for return which have not yet been reimbursed

Cores & Returns - Receive Reimbursement

• Select your desired part from the grid
• Click the  (received reimbursement) button
• Selecting this button will remove the part from the grid
• To move a part back to the Return to Distributor grid, click the  (remove part from Receive Reimbursement) button then select YES button in the box that appears. If this was a mistake, select NO

Below is a brief explanation of the columns available from the Receive Reimbursement grid:

Column	Functionality
Options	Users have the option to click the  (Edit Purchase Order) button to edit the part on the purchase order Users have the option to click the  (Edit Work Order) button to edit the part on the work order
MFG #	Displays manufacturer number that is associated with part
Part Name	Displays name that is associated with part
MFG	Name of the group or company that manufactured a particular part
Tech	Name of primary tech on the WO
PO Date	Displays the PO Date entered on the purchase order PO Date represents the date the PO was created. PO Date is automatically set to the current date the PO was created. PO Date may be modified to reflect a different date as needed
Vendor	Displays name of the vendor of the part
Dist Inv #	Displays invoice number applied to part from vendor when purchased
Completed Date	Displays date work order associated with the part was completed
Ticket #	Displays WO number
Customer	Displays the customer's name who the part was for. If the part was not assigned to a job and associated with a customer, then this field will be blank
Qty	Displays the quantity of the part on the PO or WO
Cost	Displays cost of selected part which comes from the PO
Core	Displays core charge
Return	Displays reason part was returned
RMA #	Displays the Return Merchandise Authorization number which is assigned by the manufacturer when a part is needed to be returned
(Done)	By selecting the  (Sent to Distributor) button, the part will be removed from the Receive Reimbursement grid indicating the complete return of the part has occurred
(Remove)	By selecting the  (Remove part from Receive Reimbursement) button, the part will be removed from the Receive Reimbursement grid and will repopulate on the Return to Distributor grid
Username	Displays name of employee who moved the part to the Receive Reimbursement grid
Date Returned to MFG	Displays date part was moved from the Return to Distributor grid to the Receive Reimbursement grid