by jdpetey » Tue Jun 23, 2015 4:03 am
Just curious, why do you feel the need to close the manual SOR if the part hasn't been picked up?
It's not hurting anything if it remains open until the part is picked up. The manual SOR only needs to be closed when the request is filled. If it never gets filled, you still retain the request information, which could have notes as to who requested the unused part, and who should be charged the return penalty. If the sale of the part(s) gets nixed, that's when we close the request and either return the parts with a penalty, or put them in stock until a monthly return is input. BUT, if the request is not rolled to an invoice, which can only happen if the SOR information has been input with the proper information, the request has to be manually closed. Manual requests can be rolled to repair orders if the customer number AND the VIN are input within the SOR. This alleviates the need to manually close manual requests for shop customers. Manual requests for wholesale accounts can be automatically rolled to invoices by inputting the customer no. at the first line of the NEXT INVOICE prompt. When doing so, any manual requests for PARTS CUSTOMERS ON FILE will populate and you can choose the request you want to roll.
The SPI function naturally won't pick up closed manual SOR's because when you've closed the request, the assumption is that the transaction is complete. Either the part has been billed out on an RO or Invoice, and retention of the request is no longer necessary.
As long as the sale of the part is still in process, leave it open.
If you set your retention for closed SOR's for 60 DAYS!, you'll just clutter up your Special Order file with unnecessary information. Do you ever run RAS?
Manual requests are harmless if you know the request information is valid, and the sale is somewhat ensured. And you can use your wholesale customer numbers at the time of input to facilitate the ability to roll directly to a NEW invoice without having to create an invoice at the time of request that may later need voided if they cancel after ordering.
Once a manual request is closed, the transaction should have been completed, otherwise what would be the need to retain the request information?
Hope that helps.