Repair Management
Enterprise & Corporate Edition Only
The Repair Management System permits the tracking of items returned for repair to suppliers. The Repair Management System will allow you to:
Track a stock item's Return Authorisation Number/Return Reference
The estimated repair/return date (if applicable)
The customer's account code.
The customer's sale/invoice related transaction number.
The warranty status of the returned item or items
The quantity returned and the date of the return
Search for and determine the status of repair items by various means including the date sent back to suppliers, product item, return authorisation number, customer account code or transaction number, or supplier code.
Generate a report on the status of repair items pending return from your supplier.
In addition to the above, you can also place comment information below returned items and print stock return forms that display repair related information, for submission to your supplier.
Repair Management Concepts
Repair information is recorded on Stock Return Transactions. You may then use the Repair Tracking utility to locate pending returns or print a repair status report at any time.
When repaired items are returned from your supplier, their arrival is recorded on a Stock Receipt Transaction.
Tutorial: Recording Repair Information
This tutorial explains how to create a Stock Return Transaction, place a stock item on that transaction, and record repair information against that item.
1. From the CAPITAL main menu select Transaction|Stock Returns to open a new stock return transaction.
2. Enter your supplier's account code against the Supplier field or press to view a list of suppliers for pasting into this field. When you are finished entering a supplier code, press the tab button.
3. Under the 'Product Code' column enter the product code of the stock item you intend to return. You may also press to open a search window to help you locate the item's product code, if you wish.
4. After you have entered a product code, from the main menu select Edit|Repair Details.
5. Next to the RA Number field enter the return authorisation number or reference field your supplier uses to identify the item as an 'allowed' return item.
Many
suppliers will not permit you to return a stock item for repair until this has been confirmed with them
first. This usually requires your supplier to issue you a return authorisation reference number or code,
before your damaged or faulty items are returned to them.
You
must enter a reference code in this field for the system to identify the entry as an item that requires
repair tracking. If your supplier has not supplied you with a return authorisation number but you still
wish to track the item's repair status, it is suggested you enter the Stock Return's number here, for
your own reference.
An
item sent back to a supplier for repair, may or may not incur a repair fee, depending on whether the item
is covered by warranty and other factors, such as freight. If you a returning items for repair, this process
does not normally affect the normal cost price of the stock item being returned. To ensure that the item's
inventory cost is not changed, you should designate the 'cost' of the returned item as zero. If you do
not do this, then after entering a return authorisation number, the system will prompt you to clear (zero)
the cost price. You should normally respond at this point by clicking on the
button. For more information on the subject of repair costs and charges, consult the section below titled
Repairs
and Inventory Costs.
As
a short-cut, if you enter * (asterisk) in the RA Number field, the transaction's
return number is automatically copied into it.
6. Press the key to move to the Estimated Return field. If you have an estimate of when when the item will be repaired or returned, enter that date here.
7. Press the key to move to the Customer Tran No. field. Enter the invoice sale transaction number here, of your customer's purchase. This is optional but very useful for searching later on.
8. Press the key to move to the Customer Account field. Enter the customer's account code here if applicable, or press to view a list of customer's to select from. If you have entered a customer transaction number, the customer's account code field will automatically be filled in.
9. If the stock item is under warranty, tick Under Warranty.
10. If the stock item is under warranty, the Warranty Date field will be enabled. Press the key to move to it and enter the applicable warranty date here. (Such as your purchase date of this item, or your sale date, depending on the trading conditions of your supplier.)
11. Now press the button to record your repair details against this stock item.
When the stock return transaction is saved, these repair details will be recorded in the repairs database. You can view outstanding repairs at any time by accessing the Repair Tracking utility.
Tutorial: Recording The Return Of Repaired Items
This tutorial explains how to record a repair item as returned from your supplier.
1. From the CAPITAL main menu select Transaction|Stock Receipts to open a new stock receipt transaction.
2. Enter your supplier's account code against the Supplier field or press to view a list of suppliers for pasting into this field. When you are finished entering a supplier code, press the tab button.
3. Under the 'Product Code' column enter the product code of the stock item you have received back from your supplier. You may also press to open a search window to help you locate the item's product code, if you wish.
4. After you have entered a product code, from the main menu select Edit|Repair Details.
5. Next to the RA Number field enter the return authorisation number or reference field your supplier uses to identify the item as a returned item. If you don't know what the RA Number is but do know what the Stock Return transaction number is, press the key to move to the next field.
6. If you have not specified an RA Number, but do know the Stock Return transaction number of the item being received, enter it here. The system will attempt to locate the correct RA number for you automatically.
7. Press the button to accept your entry.
When the stock receipt transaction is saved, the status of the item in the repairs database will be updated. You can view outstanding repairs at any time by accessing the Repair Tracking utility.
Fast Recording Of Repair Information
An alternate, and of faster, way to record repair item details, is to place repair columns on your transaction screens. You can do this from stock returns by opening a stock return transaction and doing selecting from the Stock Returns menu Customise|Column Options|Repairs Management. This operation will place the following additional columns on your transaction screen under the Items tab:
RA Number
(Estimated) Return Date
(Customer) Tran No.
Customer (Account Code)
Warranty (Status)
Warranty Date
Received (back from supplier) quantity
Repair Date
You
can also find a detailed explanation of the meanings of these columns under the Transaction
Columns topic.
You may enter repair details information directly into the cells under these columns, rather than open the Repair Details window as explained in the tutorial. Either method produces the same end-result.
For Stock Receipts, you may also select from the Stock Receipt menu Customise|Column Options|Repairs Management. This operation will place the following additional columns on your transaction under the Items tab.
RA Number
Tran No. (Of the Stock Return.)
Repair Details Reference
RA Number
Your supplier's return authorisation number/reference.
Return Tran No.
The transaction number of the stock return that the item was sent to your supplier on. This field is only applicable when processing stock receipts and may be used as an alternate method of locating a stock item on repair, if the RA Number is not available.
Estimated Return
The estimated return/repair date of the item (if known).
Customer Tran No.
The transaction number of the sale relating to this return/repair.
Customer Account
The customer account code of the customer for whom the repair is being performed, if applicable.
Under Warranty
When recording repair details on a stock return, this column is used to indicate if the item is under warranty cover or not.
Warranty Date
The sale or purchase date of the stock item if under warranty.
Received Qty
The quantity received back from your supplier for the repair.
Date Repair/Return
The date the item was repaired/returned.
Tracking Repairs
To track the status of an item that has been sent for repair but has not yet been received back, open a stock return or stock receipt and from the transaction menu select Review|Repair Tracking.
For more information on repair tracking consult the topic: Repair Tracking.
When a stock item is assigned a return authorisation number and a zero cost, inventory revaluation does not take place after the transaction is saved. Average or last cost (if applicable) will not be altered.
Likewise, provided that an item's cost is recorded as zero, and a return authorisation number is assigned to it, the same applies to stock items received back from stock receipts.
Repaired items may incur shipping charges, repair fees, and other associated costs. However, it is not usual practice to have these types of expenses alter the average or last cost of inventory items. Generally speaking, it is recommended that these types of charges be recorded in the system on separate supplier transactions and allocated against suitable expense codes in the expense table or general ledger, relating to inventory handling costs. However, this approach is optional. You may wish to record the full cost of the item on the stock return and again on the stock receipt (optionally including handling charges). In this case, inventory cost will generally be effected.
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