1. First, ERP works
    • Transaction History in Part Details is limited to 12 months. 
      • If you want to see history from longer ago than that
        • Go to the “Actions” button in the bottom half of the screen, and choose “Filter.”
        • Then click “Clear All” and “Continue.”
      • Note: in the above picture, you will also see you can filter transaction history by Warehouse.
      • If you still don’t see the history, click the “Refresh” button on the top half of the Part Details session.
  2. This is ALLLL Cores 
    • Service department - This document is mostly written for transactions happening in the Parts area of ERP. However, unless otherwise noted below, Core transactions should be done the same exact way in Service.
    • Local Purchases – All of this applies to locally purchased parts too! If it has a core, then it should be set up that way in ERP. Period.
  3. Fixing the Past
    • If you have dirty cores hiding, go seek! 
      • If it is in Stock, put it on a PPR and send them back to the manufacturer.  
      • If it is not in Stock (unable to put on a PPR)
        • Open a PSO to a cash account (avoid invoicing a customer)
          • Add three lines. To be extra safe, they need to be in this order: 
            • one line that returns the clean core.
            • one that sells them the clean core
            • One that returns the dirty core (negative qty). It will ask you to link this line to a PSO where the clean core was sold. Choose your current PSO!
          • Verify there is an identical Core Charge on the first two lines.
          • Make the Dirty Core return a $0 Firm Price!
        • Note: this is utilizing a loophole in the system that I want to close eventually. It should not allow this transaction, but it does. So, get these “Legacy Cores” dealt with before we close the loophole. It will probably take eCare a several months to program a fix… so, you have a little while.
      • If you run into an error, don't give up: ask a parts key user, then ask help desk, then ask me or Kelley. Don't stop until the job is done.
    • We are looking at doing an adjustment in accounting to move the cost of all the Parts Inventory Adjustments to Cost of Goods Sold.  
      • It should make Parts GP look a lot better. 
      • It will make your direct expenses a lot worse.
  4. Fixing the Future
    • Recognize Clean Cores when buying, selling, receipting, etc:
      • A Volvo clean core will be 10 digits and start with a 9
        • Examples: 9011127679, 9221353482, 9004881097
      • Most other clean cores will end in an R.
      • On all manufacturers, but particularly Crown, watch the parts description. Crown has many “New Cores” for which there is no indication in the part number. You are looking for things that also have a Reman number. 
        • Examples: Battery, Motor, Alternator, Starter, Cylinder, etc. 
    • Check for a Core Charge (in PSO lines)
       
    • Get the parts fixed BEFORE you complete a Purchase, Receipt, or Sale:
      • To fix, send the following information to John, Shelly, Chris, Matthew and Carlos:
        • Your PO / PSO / PSR / PPR number
        • Part number (clean core)
        • Dirty core part number
        • The core charge
      • One of us will remove the part from your document(s), link the core, and then put it back on the document(s).
    • Managers: do NOT remove Hold Invoicing without making sure all Clean Cores have a Core Charge. You should be checking the entire order before removing that check box. This should be part of your weekly, if not daily, 
    • Accounting: do NOT accept "I'm adding it to the cost/price of the part." Do not match invoice until parts fixes the part.
    • When a customer returns a dirty core:
      • make sure we charged them a core charge before crediting it back to them
      • IF you cannot find a clean core to link the Dirty Core return to, refer to the “Fixing the Past” section above. 
    • If a “Legacy” dirty core needs to be returned in Service, and for some reason we are not selling them a clean core to replace it, you will have to do it through a PSO and make notes on the PSO and SWO referencing each other. I don’t know why or how this would ever happen. It should not happen enough to skew anything by doing it on a PSO. 
    • Link your parts returns!
      • Clean Cores (aka Reman, new core, etc):
        • Use a PSR for customer returns. Link them to their original PSO. (Do NOT use a negative line on a PSO)
      • Dirty Cores (aka Cores):
        • You can use a PSR or a negative line on a PSO. Either way, link them to the original Clean Core purchase.
  5. Becoming a Core Rockstar
    • Under “eXtend Parts – Process” --> ”Parts – Reman Parts Management – Process” there are several reports and lookups that will help us not lose money on Cores.
      • Under “Reman Purchases” there is a session called “Print Core Part / Supplier Transactions” This report is by manufacturer and part. It compares the quantity and core charge of clean cores received from the manufacturer versus the quantity and core refund from the manufacturer.
      • Under “Reman Sales – Process” there are a bunch of individual look-up sessions and two reports:
        • The look-up sessions will be useful during a transaction with the customer. They can help you find where we originally sold them the clean core.
        • “Print Core Exchange Transaction Details”
          • This report shows sold and returned cores by customer. It has a balance to show what is out there for us to get back from customers…someday.
        • “Print Core Part / Customer Transactions”
          • This shows all the cores sold, returned, or exchanged. It compares the core charge that we billed the customer to the core refund we gave the customer when they returned with the dirty core.
          • Currently this report has lots of Cores sold without a Core Charge. This should stop immediately. Future use of this report will allow us to check that we are not refunding more than we charge. Heck, maybe we could even mark them up a little bit.