User Access in Parts

[Partsguytolong]

Question for you. I am on Dealertrack and struggling here. Nothing make sense. But with that. What can and can't your Parts Counterman do and can't do? Give you a brief description.

We are an FCA / Hyundai store. I have been here a little while now. Nothing I do seems to work. Guys just seem to post things wrong, bill things out. Orders get cancelled etc...

I have never had so many issues as I do at this store. We have the 2 brands and a 2nd location with just FCA there. So I spend time at both locations along so I am not physically in the store.

So my counter guys needs certain access but they seem to be screwing it up. My orders just don't seem to get posted correctly even when I am doing it!

So my question is what access do you give your parts guys? Can they order parts on the DMS and factory (actually placing orders not on the RO or inv)
Can they receive parts in? Dealertrack is funny with posting and billing have to have the part received to bill out correctly..
Can they adjust parts?
Can the cancel orders on the DMS and Factory?
Can the cut electronic PO's
Can the order anything outside?

I have never had to deal with any of these questions but I think its time we tighten the belt. Just know the headaches will be coming.

[TimK]

So my question is what access do you give your parts guys? Can they order parts on the DMS and factory (actually placing orders not on the RO or inv) NO
Can they receive parts in? NO
Can they adjust parts? NO
Can the cancel orders on the DMS and Factory? NO
Can the cut electronic PO's NO (use PO book)
Can the order anything outside? YES

[FixedManager]

Can they receive parts in? No
Can they adjust parts? Absolutely Not
Can the cancel orders on the DMS and Factory? Factory Yes, DMS No
Can the cut electronic PO's Yes
Can the order anything outside? Yes

You cannot do everything so decide what functions are job essential. Management level functions require accountability so train someone as a backup for you or as the primary for you to oversee.

> They do not need to receive parts to sell them.
> Adjusting parts is a management function as it affects inventory and general ledger balance.
> Canceling orders in the DMS is a management function as it affects your on-hand counts and replenishment.
> Canceling factory orders will save your obsolescence values and reduce handing of items canceled before the manufacturer batches your order. A printed copy of this to you to adjust the order bucket.
> Your customers shouldn't wait until you are available to create a purchase order and the handwritten book should be locked away for a power failure.
> Of course they should be able place orders and create order buckets for same

These things are Parts Associate 101 so if they cannot perform these tasks you must ask if it is the student or the teacher and take the appropriate actions.

[bentwrench54]

My answers are in bold. We're on Reynolds, but our methods work pretty well for us.

So my question is what access do you give your parts guys? We're pretty easy going here as far as access, but we have to be able to show WHY we do something.


Can they order parts on the DMS and factory (actually placing orders not on the RO or inv) Yes. I do 95% of it, but my other guy knows how to do some things. The relief guy doesn't do much on global aside from EPIC.
Can they receive parts in? Yes. There are only two parts guys here, we have a third that we use as relief. All three of us are able to receive parts in.
Can they adjust parts? Yes. But they must document WHY they are making the adjustment when they are making the adjustment. My relief guy doesn't always document, but he will explain why when asked. Previous Manager never documented, so he naturally never showed my relief guy. He retires in May, so I really don't lose sleep over it.
Can the cancel orders on the DMS and Factory? Not that I am aware of.
Can the cut electronic PO's No. We don't use them in our parts department. We still use written PO's.
Can the order anything outside? Non GM parts from the parts store, Yes. GM parts from other dealers or the ADI, Yes, but I watch my percentages like a hawk.