RO FILES

[bob s]

How do you file your RO'S? we currently make a customer folder with the last 6 of the vin on the outside and sort it numerically and put the work order and a copy of the closed out ticket in it. Every time the customer comes in we then add his paperwork to his folder.Then we also put a soft copy of the RO in numerical order in the office.Seems to me we are doing twice the work.We are on R&R.Im the parts manager now also service and quite dont understand this concept. Am i overlooking something here?

[scotstrong]

Most manufacturers require that you retain the work order copy and a copy of the finalized repair order, to be filed by VIN. Any and all repair orders for that vehicle should be included in that file. In many instances when a warranty part is requested to be returned, you must also include a copy of the work order and/or repair order. Often they want to see the tech's comments about the repair. Some will not accept a mere duplicate of a numerical copy.

Also, it is just plain good business to have all information about prior repairs to the vehicle in one file for the sake of the tech, the advisor, the manager, and the factory in case of an audit. History files in your DMS system only tell part of the story.

A seperate numerically filed copy of ALL dealership documents such as repair orders, parts counter tickets, vehicle sales orders, cash receipts, purchase orders, etc. should be kept in the accounting office as a backup and to satisfy any potential internal or external audit.

Yes, it sometimes seems that it is duplication of effort; but there are sound business reasons behind it.

Scot Strong

[Lhansen]

Bob:
Since you are on R&R, check with your R&R rep. There is a R&R system that used the last digit of the VIN, then goes to the last 8. It might be a hassle to set up, but it is a simple, quick system to use. The files are in a vertical rach, so a quicl glance gets you to the section and file ykou need. The file clerks usually like it too. One word of advice for what ever system you use, make sure the RO copies are the only thing that ever leaves the file cabinet. The file jacket should stay where it belongs, and the "guts" removed as needed. I can't tell you how many times I find dulpicate file folders when I go into a dealership. Let's not waste our efforts. Good Luck!

Linda Hansen

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Linda Hansen