DealersEdge Professional Forums

If you have a service customer and you need to order some parts for. Some you have in stock. Some you have to order. How many of you will order all the parts, even the ones you have in stock? And if you do WHY?

Lets look at this one way...... Customer needs eight parts, six are in stock, two will backorder with no ETA. The six are fast movers, sell every day. You could invoice the six on the RO, they will automatically pick up on RIM and reorder. Customer grows tired of waiting for the other two parts on the boat from bumfuck China and goes elsewhere. Parts go back in stock, the backorder is cancelled, RIM gets their feelings hurt because it appears you put parts in stock not purchased on RIM and dings you on PASE, have to file a spreadsheet with an explanation of why. Or you could order the six fast movers, invoice on the RO and repeat the same scenario, either way you are screwed.

So lets say if the customer needs 8 parts. 6 in stock and 2 Special Orders. You order all 8. Customer comes back. You sell the 8 you special ordered. Still have 6 in stock. My understanding is that the 6 in stock are no longer RIM protected for return, If need be... Would that be correct??

jamhirschi wrote:So lets say if the customer needs 8 parts. 6 in stock and 2 Special Orders. You order all 8. Customer comes back. You sell the 8 you special ordered. Still have 6 in stock. My understanding is that the 6 in stock are no longer RIM protected for return, If need be... Would that be correct??

if you sell the 8, the six you have should still be rim protected..
if you dont sell the 8, so you have one extra of the 6, rim protection is on one, not 2.
in that case anyway..

jamhirschi wrote:So lets say if the customer needs 8 parts. 6 in stock and 2 Special Orders. You order all 8. Customer comes back. You sell the 8 you special ordered. Still have 6 in stock. My understanding is that the 6 in stock are no longer RIM protected for return, If need be... Would that be correct??

This is partially correct. We had 2 bolts in stock from RIM, and needed 10, ended up only using 6. We billed the 2 and ordered the 8
A few days later both the special order and the RIM replenished ordered arrived. So now we have 6 on hand and only 2 RIM protected.
Had we not billed the 2 and got a replenishment, and ordered the entire amount, the 2 would no longer be RIM protected.
You also have to watch this for supersessions, if the catalog shows a new number and you add it not knowing it PNCs and order that number and sell it, even though say the older number came in on RIM a month ago.
That old part# will no longer be protected, this happened to us, I called them and like we just got this part on RIM 2 months ago and it's not protected and this is what they told me.

When doing the monthly update, I run the supersessions and set them to RBH to hopefully prevent this from happening and making sure we sell what's on the shelf first.

How are you then holding/tagging parts that are in stock when you have to order some for the same job? Knowing what was actually sold a week ago? Using DealerTrack... I don't want to print paper or write on anything then stick it on the parts in stock. Want everything digital.

jamhirschi wrote:How are you then holding/tagging parts that are in stock when you have to order some for the same job? Knowing what was actually sold a week ago? Using DealerTrack... I don't want to print paper or write on anything then stick it on the parts in stock. Want everything digital.

Assuming there is a repair order opened for the vehicle...........
Bill AND pull the parts off the shelf, set them aside in a box marked with the repair order number
Order what is not in stock

If there is not a repair order.............
Hopefully the customer is already in the system complete with a VIN
Open a counter ticket, locate the customer and select the VIN, this will tie the VIN to the counter ticket
Add the parts in stock to the counter ticket and off to the left, type H, this will place those parts on hold
Add the parts to be ordered
Remove the parts on hold from the shelf and set them aside in a box marked with the customers name

When the repair order is created and opened on the parts end, it should throw a red flag reading HOLD/SOP
Move the parts to the repair order, option 28

There is a setting in Dealertrack Application Environment, Preferences, Initial Values change the number of days to hold parts. Placing a part on hold will take it out of inventory and show it in process.

Here is the issue with putting parts on Hold....... Maybe there are three in stock, one is put on hold for a customer. Customer comes in, counterman pays no attention to the red flag OR whomever put it on hold did not select the VIN, thus there is no notice on the RO stating such. One is pulled from normal stock, billed on the RO, meanwhile the other remains on hold, maybe it was set aside or left on the shelf.