ADP/CDK - prepaid SOR part question

[Zep33]

I really hate the way ADP/CDK handles prepaid parts as far an inventory goes. There is no way a prepaid part should be showing in stock and available after receipting but I realize it does and just deal with it while we wait to fill them.

My question though, is how does a Prepaid part affect the inventory value. We are not a large dealer but with the parts we do have is throwing our inventory off a couple grand anyway. Although I am just assuming that because a prepaid part is showing in stock until filled, it is counting in the total inventory value of the store.

I know it shouldn't be affecting the GL but having a bunch of prepaid parts that haven't been picked up or installed yet would keep the GL and the PAD from ever catching up to each other.

Am I correct in assuming this? Or is ADP doing something behind the scenes to prevent it?

thanks

[TimK]

Check your inventory value in the report and analyze screen, fill a prepaid part, and then refresh the inventory value screen and see if it drops by that amount.

The prepaid SOR through ADP sucks the big one.

On prepaid S/O parts I sell the part so it goes to -1 OH and then print a picking ticket and order the part not on file.

Solves that problem and won't cause a mess at inventory for all of the parts that aren't there but show up because they weren't "filled".

[Richard]

I really hate the way ADP/CDK handles prepaid parts as far an inventory goes. There is no way a prepaid part should be showing in stock and available after receipting but I realize it does and just deal with it while we wait to fill them.

My question though, is how does a Prepaid part affect the inventory value. We are not a large dealer but with the parts we do have is throwing our inventory off a couple grand anyway. Although I am just assuming that because a prepaid part is showing in stock until filled, it is counting in the total inventory value of the store.

I know it shouldn't be affecting the GL but having a bunch of prepaid parts that haven't been picked up or installed yet would keep the GL and the PAD from ever catching up to each other.

Am I correct in assuming this? Or is ADP doing something behind the scenes to prevent it?

thanks

Pre-paid parts.... the money goes into acct 225, and if they are not rolled over properly, you will NEVER get credit for the sale. Have your office manager check 225, if you have a huge balance, guess what? Things didn't get rolled right.
This is the dumbest SOR system ever, prepaid on an RO, but the customer just wants the part? Open a new RO to roll the part to, as you CANNOT roll it to a counter ticket, and vice-versa....

[jdpetey]

We do monthly reconciliations to identify any excessive changes in inventory value.

At that time, we run RPD, Report Prepaid, which identifies Prepaid Invoice and Repair Order Values and subtract them from the Total Inventory for accounting purposes.

If they're filled properly, on a regular basis, it shouldn't impact your overall inventory too significantly.

[Zep33]

LOL - I know all about the downfalls and can't stand prepaying parts either. Things do get filled properly here now. I check on it daily and anything that wasn't filled correctly (down to just 2-3 a month now), I just get with the service manager and have him open a new ticket to roll the stuff. This place was a nightmare when I got here as not one person knew how to do it. I actually removed over 50k from inventory last Nov and Dec on parts that were showing here and weren't. Mostly prepaid stuff too. But a lot of parts had been double receipted as well.

I was just wondering about month end really. And if any parts not filled yet would be showing as an inventory value since they are showing as on hand.

Just this morning, I was looking into a part that we were billed for on the 1st but it hadn't been received yet. It was a prepaid special order part (expensive too). While looking into it, I discovered the advisor never closed the RO, of course completely avoiding the pre-paying process. Ended up finding the part on the shelf, receipting it and it auto-filled on the RO. At least it's one we won't have to chance missing on a new RO

[Stevenspeaking]

I did this workaround at another dealer. It will take accounting department to be involved as well.

Create a source -I>MSSO and have it set to place the funds into the "holding" account number that accounting sets up for you. -S>USA and -I>OSSA
Create a part number to use for deposits and place it in your new special source. I used "DEPOSIT"
Order your factory part number as a regular non-prepay order.
Bill part DEPOSIT on the Invoice/RO at the amount you are taking for deposit. (the source accounting should place the funds into the designated account for holding)
Add your notes and print the invoice and collect the deposit money.
When the part arrives roll the invoice Sxxxxxx to create the next slip.
Credit the part DEPOSIT at the amount collected (this should pull the funds out of the holding account) and leave the difference to be collected on the total line.

I may have missed a few details because I did it a long time ago. This should provide enough basics to get started.
Again this is a workaround and not supported by ADP.

Steven

[Richard]

LOL - I know all about the downfalls and can't stand prepaying parts either. Things do get filled properly here now. I check on it daily and anything that wasn't filled correctly (down to just 2-3 a month now), I just get with the service manager and have him open a new ticket to roll the stuff. This place was a nightmare when I got here as not one person knew how to do it. I actually removed over 50k from inventory last Nov and Dec on parts that were showing here and weren't. Mostly prepaid stuff too. But a lot of parts had been double receipted as well.

I was just wondering about month end really. And if any parts not filled yet would be showing as an inventory value since they are showing as on hand.

Just this morning, I was looking into a part that we were billed for on the 1st but it hadn't been received yet. It was a prepaid special order part (expensive too). While looking into it, I discovered the advisor never closed the RO, of course completely avoiding the pre-paying process. Ended up finding the part on the shelf, receipting it and it auto-filled on the RO. At least it's one we won't have to chance missing on a new RO

You have that issue too? Where you find unreceipted parts in the SOR bin? I thought it was my clerk; looks like yet another ADP/CDK MOUSE gremlin.....

[Zep33]

You have that issue too? Where you find unreceipted parts in the SOR bin? I thought it was my clerk; looks like yet another ADP/CDK MOUSE gremlin.....

Yes, but not very often anymore. These guys have really come around once they learned how things should be done. It benefits all of us and they realize it now I think.