Dealertrack question

[cain555]

What do you all do if someone calls and needs a part ordered off said recall? You have to write a RO to order the part, correct? Problem is, as a GM store, our MPVI #'s are getting killed because DealerTrack requires an open RO just to order the part, there's another RO without an MPVI. As a Dealertrack rookie, I was wondering if there was another way around this? The RO is a legal document as well, we can't simply "guess" the amount of miles on the vehicle and there is no signature. Thanks so much in advance!

[JMShocker2010]

You really have to have an R/O? That doesn't sound right to me but i'm not on dealertrack. How are you supposed to order parts in advance for customers or for wholesale or counter sales?

[Remy]

It certainly helps to tie the special order to an RO, creates a paper trail of sorts in DT, but you can always generate a counter invoice under the customers name, and then bill it to the RO when they come in, by searching the customers name in the 61 menu, or the 63 menu by part#

[cain555]

Thanks Remy, we did that originally, but then when we ran the special order reports for counter persons/service advisors to pick up parts, we in parts could never find out who the service writer was (unless we looked at the history of that cust in service to see who it was) to call and get the cust in. Do you run into that?

[daliydriver]

Just order it on global and put notes on the order, when it comes in you know who it's for.

[Remy]

No,
I still keep a bit of old school thinking in place with special orders, we still write special order slips(cards) out by hand as well as in DT, it acts as a checks and balance for when people accidentally EP a part instead of SO, which happens. This solves the issue of parts coming for service customers, as we would give the special order slips of received parts to the adviser or service manger for reference.

[JMShocker2010]

We don't have Dealer track but we write out special order cards still (smaller dealership) but when we put the order in, in autosoft, it ties the order to that vehicle.

[Bailo1]

In Reynolds we use electronic special ordering but print pick tickets with every SB or SP we enter. They act as sort of a typed out SOP card and still enable us a check so things don't get forgotten (as often ) Don't know if that's an option in Dealertrack though...

[greenthumb-38]

I am on Arkona, I mean DealerTrack... we order recall parts on parts invoices, adding notes in regards to service advisor and VIN#, if the customer is in the system.

If not in the system and the service advisor is too lazy to add the customer, we order from Global Disconnect and process manually. Right now it is about 50/50 on recall parts.

This is not ideal, but it works for us.

~ gt spends a good portion of the day running back and forth to the SPO bins.

[MovingForward]

In Dealertrack order them on a parts ticket but as said before for use the notes feature to add the service advisor name and VIN. One thing to watch those is use the notes function on the part line level of the ticket, not on the bottom line where you enter the part number. If you enter it below it messes up clearing your special orders when you fill them.