“ Working managers, not managed workers,” is the way of the future PARTS MANAGER  JOB GUIDE & BASIC PROCEDURE FLOW
<ul><li>ORDERING PARTS IN SUMMIT </li></ul><ul><li>Locate RO, Go to  Parts Screen </li></ul><ul><li>Check for alternative ...
select the parts to order– tag line 1 Click & hold mouse drag Click on part and hold mouse -drag-and-drop to On Order
Select the correct Vendor 1 2 Enter expected delivery date <ul><li>Under the Note Section in Summit you may add a note to ...
<ul><li>Fax or email orders whenever possible </li></ul>1
PARTS DELIVERED IMPORTANT: Check parts in while Driver is present. 1) Match parts to invoice description – verify part num...
DAMAGED PARTS PROCEDURE § Parts received from Vendor are damaged § 1 Check with Body Tech/Estimator to determine if part i...
Part must be received first, right click on part slide down to labor credit 1
Enter the amount of credit and authorization  code  2 1
Summit will add labor credit in part line  & enter  a labor line in the body of the estimate  Note
Enter description  NOTE - (i.e. Labor Credit for fender damage) 1 2
Summit will add labor credit in part line &  enter  a labor line in the body of the estimate  NOTE
PARTS ORDERED ARE NOT NEEDED § Parts received are not needed. § 1 Tag Box  parts in Summit and drag to  CREDIT RETURN § 2 ...
Tag Box  parts in Summit and drag to CREDIT RETURN 2 3 1
1 Click return only  or return and re-order
List reason for return and call Vendor  for pick up. if vendor has picked up part click box  (green arrow) 1
1 2 Print two (2) copies of Credit Memo STEP 1 IN CREDIT RETURN TAB  2 CLICK PRINT
3
4
RETURNING PARTS TO VENDOR (S) 1) Contact Vendor and inform them of part(s) return 2) When Vendor driver arrives to pick up...
RECEIVING PARTS & POSTING VENDOR INVOICE 1) Locate RO, Click on the Parts button 2) Select parts on screen that correspond...
Select parts on screen that correspond to parts on the invoice/bill by clicking the Tag Box  before each part line 3) Veri...
Note: In this screen you will see the following info: § Vendor name (automatically entered) § Invoice number ( must be key...
status
SCANNING PROCEDURES 1) Place the invoice on the scanner face down & lined up properly. 2) Locate RO, Go to Parts , Select ...
TRANSFERRING COST FROM ONE PART TO ANOTHER This process is used when you need to move costs from one line to another. 1) L...
1) Select the part you want to transfer costs to by checking the Tag Box  1 2) Highlight the part you want to transfer cos...
Caution read the Confirm window carefully if correct click Yes Note:  The part cost will now be transferred
  Another confirmation button will appear to ask you if you want to delete the old line. Click Yes to delete the old line,...
PRINTING AN OUTSTANDING CREDIT REPORT 1) In Summit, Click the Reports button from Main Screen 2) Click on Parts from the m...
1) In Summit, Click the Reports button from Main Screen 2) Click on Parts from the menu tree on left side of screen 1 2
3) Click Tag Box - þ Outstanding Credit Returns 4) Click Print Icon button – on left upper side of screen 3 4
5) At the next menu you will not need to enter any date information.  will pick all open Credits 6) Click save and you are...
PRESENTED BY. RANDY  S FERRESE SR  824 BLUEBIRD CIRCLE MAYS LANDING ,NJ 08330 [email_address] [email_address] 609 576 4244...
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Parts SOP

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Parts SOP

  1. 1. “ Working managers, not managed workers,” is the way of the future PARTS MANAGER JOB GUIDE & BASIC PROCEDURE FLOW
  2. 2. <ul><li>ORDERING PARTS IN SUMMIT </li></ul><ul><li>Locate RO, Go to Parts Screen </li></ul><ul><li>Check for alternative part type (New, AM, Used) availability </li></ul><ul><li>select the parts to order– tag line and drag-and-drop to On Order </li></ul><ul><li>Select the correct Vendor </li></ul><ul><li>Enter expected delivery date </li></ul><ul><li>Under the Note Section in SUMMIT you may add a note to the Vendor </li></ul><ul><li>Contact name & any special remarks </li></ul><ul><li>Fax or email orders whenever possible </li></ul><ul><li>PARTS NOT AVAILABLE </li></ul><ul><li>Follow up with vendor Obtain Contact Name, Availability & Delivery Date </li></ul><ul><li>Inform Estimator of any PPC, Availability or Delivery issues Immediately </li></ul><ul><li>Research alternative vendor if necessary </li></ul><ul><li>Keep Estimator informed & involved </li></ul><ul><li>Do not change SUMMIT part type always add a new line. </li></ul>
  3. 3. select the parts to order– tag line 1 Click & hold mouse drag Click on part and hold mouse -drag-and-drop to On Order
  4. 4. Select the correct Vendor 1 2 Enter expected delivery date <ul><li>Under the Note Section in Summit you may add a note to the Vendor </li></ul><ul><li>Contact name & any special remarks Finish with OK </li></ul>3
  5. 5. <ul><li>Fax or email orders whenever possible </li></ul>1
  6. 6. PARTS DELIVERED IMPORTANT: Check parts in while Driver is present. 1) Match parts to invoice description – verify part numbers 2) Inspect parts – check for damage/defects/wrong part 3) Sign invoice and keep a copy 4) “Clear” delivery driver to leave 5) Take all parts out and mirror match parts to old parts on disassembly cart . Compare new parts to damaged parts. Verify colors textures, etc. are correct Have the Tech inspect parts with you if needed do not guess parts is right. Caution: Before throwing away parts boxes or packaging make sure the part(s) is/are installed on vehicle. Pay close attention to sheet metal parts & electrical parts DAMAGED OR WRONG USED PART § If a single part is billed from Vendor & is damaged or wrong you can refuse it at the door. Write “REFUSED” on the invoice and keep a copy to send A/P § If there are multiple parts and one is incorrect; accept all parts, identify wrong part (s) on Vendor copy of invoice & our copy, process for a Credit Return.
  7. 7. DAMAGED PARTS PROCEDURE § Parts received from Vendor are damaged § 1 Check with Body Tech/Estimator to determine if part is worth repairing. § 2 If repairable have Tech/Estimator determine time for repair § 3 Contact/Call Vendor and inform § 4 Obtain an approval and a Credit invoice from Vendor § 5 See Posting A Labor Credit NOTE: If the Vendor refuses to allow time to repair part. return the part(s) boxed in re-usable/re-sellable condition POSTING A LABOR CREDIT INVOICE § 1 Select part type (i.e. if credit is from a LKQ Vender select LKQ… etc.) § 2 Part must be received first, right click on part slide down to labor credit § 3 Enter the amount of credit and authorization code § 4 Summit will add labor credit in part line and enter as a labor line in the body of the estimate § 5 Enter description NOTE - (i.e. Labor Credit for fender damage) Vendor sends the credit for the damaged part (s) Follow , process for a Credit Return Note: Credit Invoice part type and part type in lines must agree.
  8. 8. Part must be received first, right click on part slide down to labor credit 1
  9. 9. Enter the amount of credit and authorization code 2 1
  10. 10. Summit will add labor credit in part line & enter a labor line in the body of the estimate Note
  11. 11. Enter description NOTE - (i.e. Labor Credit for fender damage) 1 2
  12. 12. Summit will add labor credit in part line & enter a labor line in the body of the estimate NOTE
  13. 13. PARTS ORDERED ARE NOT NEEDED § Parts received are not needed. § 1 Tag Box parts in Summit and drag to CREDIT RETURN § 2 Click return only (see steps below) § 3 List reason for return and call Vendor for pick up Note: § Return part(s) in re-usable/re-sellable condition § Return parts in original boxes, packages with tags WRONG (INCORRECT) PARTS PROCEDURE RETURN & REORDER 1) Parts received are incorrect, but are needed. 2) Tag Box parts in Summit and drag to CREDIT RETURN 3) Click -RETURN & REORDER 4) Enter Reason Code by Vendor 5) Summit will return line and send to bottom of screen, and return original to On Order. 6) Print two (2) copies of Credit Memo 7) (check vendor information) Reorder new part
  14. 14. Tag Box parts in Summit and drag to CREDIT RETURN 2 3 1
  15. 15. 1 Click return only or return and re-order
  16. 16. List reason for return and call Vendor for pick up. if vendor has picked up part click box (green arrow) 1
  17. 17. 1 2 Print two (2) copies of Credit Memo STEP 1 IN CREDIT RETURN TAB 2 CLICK PRINT
  18. 18. 3
  19. 19. 4
  20. 20. RETURNING PARTS TO VENDOR (S) 1) Contact Vendor and inform them of part(s) return 2) When Vendor driver arrives to pick up part(s) go over the parts with him/her 3) Return part(s) in re-usable/re-sellable condition Return parts in original boxes, packages with tags 4) Driver must sign our copy of the Credit Memo 5) Follow Up - Contact Vendor for credit(s) 6) Attach our Credit Memo to Vendor’s credit invoice
  21. 21. RECEIVING PARTS & POSTING VENDOR INVOICE 1) Locate RO, Click on the Parts button 2) Select parts on screen that correspond to parts on the invoice/bill by clicking the Tag Box before each part line 3) Verify part description 4) Change part number if necessary (Part number in Must match part number on bill) 5) Type in our cost in Actual Cost (what we are paying for the part) 6) Check the Estimate Price to invoice 7) If List price is different, enter correct price in the Adj. List (never change Est. List). 8) Once each part cost & part number has been entered, drag-and-drop the last line up to Received and the Receive Parts screen will appear. Note: In this screen you will see the following info: § Vendor name (automatically entered) § Invoice number ( must be keyed in) § Inv Amount ( must be keyed in & match Calc’d Cost at bottom of screen) § If your invoice total and Calc’d Cost do not agree go back to posted items and find your mistake. 9) Click on the –OK- button if all is correct. 10) Go the Job Costs screen double check your entry 11) Verify all info is correct (vendor, invoice #, cost center) 12) Stamp the invoice “POSTED” or “ENTERED” 13) Enter today’s date and your initials on the invoice 14) You may scan image in parts view or Go to Imaging and scan the invoice NOTE: Changes to Vendor invoice can only be done on the day they are keyed-in/entered. Changes to Vendor invoices after the date of entry are not allowed. Note: If changes are necessary you will need to key-in a reversal
  22. 22. Select parts on screen that correspond to parts on the invoice/bill by clicking the Tag Box before each part line 3) Verify part description 4) Change part number if necessary (Part number in Must match part number on bill) 5) Type in our cost in Actual Cost (what we are paying for the part) 6) Check the Estimate Price to invoice 7) If List price is different, enter correct price in the Adj. List (never change Est. List). 8) Once each part cost & part number has been entered, drag-and-drop the last line up to Received and the Receive Parts screen will appear. tag 3 4 5 7 # 8 drag-and-drop
  23. 23. Note: In this screen you will see the following info: § Vendor name (automatically entered) § Invoice number ( must be keyed in) § Inv Amount ( must be keyed in & match Calc’d Cost at bottom of screen) § If your invoice total and Calc’d Cost do not agree go back to posted items and find your mistake. 9) Click on the –OK- button if all is correct. vendor Invoice # amount cost 9 #14 scan image
  24. 24. status
  25. 25. SCANNING PROCEDURES 1) Place the invoice on the scanner face down & lined up properly. 2) Locate RO, Go to Parts , Select Imaging, Click the SCAN button. 3) Click on the Select button, (the default scanner will appear) 4) Click the SCAN button and a window will appear showing the percentage of scanning complete. 5) When scanning is completed 6) Remove the invoice from the scanner.
  26. 26. TRANSFERRING COST FROM ONE PART TO ANOTHER This process is used when you need to move costs from one line to another. 1) Locate RO 2) Click on the Parts button 3) Select the part you want to transfer costs to by checking the Tag Box þ 4) Highlight the part you want to transfer costs from 5) Click the Transfer Cost button on the Utility Bar 6) Caution read the Confirm window carefully if correct click Yes 7) The part cost will now be transferred 8) Another confirmation button will appear to ask you if you want to delete the old line. Click Yes to delete the old line, or No to continue without deleting the line. Note: Do not delete the old line if the line contains labor. Answering No to delete will leave line and remove the part costing only.
  27. 27. 1) Select the part you want to transfer costs to by checking the Tag Box 1 2) Highlight the part you want to transfer costs from 3) Click the Transfer Cost button on the Utility Bar 2 3
  28. 28. Caution read the Confirm window carefully if correct click Yes Note: The part cost will now be transferred
  29. 29. Another confirmation button will appear to ask you if you want to delete the old line. Click Yes to delete the old line, or No to continue without deleting the line. Note: Do not delete the old line if the line contains labor. Answering No to delete will leave line and remove the part costing only.
  30. 30. PRINTING AN OUTSTANDING CREDIT REPORT 1) In Summit, Click the Reports button from Main Screen 2) Click on Parts from the menu tree on left side of screen 3) Click Tag Box - þ Outstanding Credit Returns 4) Click Print Icon button – on left upper side of screen 5) At the next menu you will not need to enter any date information. will pick all open Credits 6) Click OK and you are previewing the report or 7) Click the Print icon and the report will print
  31. 31. 1) In Summit, Click the Reports button from Main Screen 2) Click on Parts from the menu tree on left side of screen 1 2
  32. 32. 3) Click Tag Box - þ Outstanding Credit Returns 4) Click Print Icon button – on left upper side of screen 3 4
  33. 33. 5) At the next menu you will not need to enter any date information. will pick all open Credits 6) Click save and you are previewing the report or 7) Click the Print icon and the report will print 5 5 6
  34. 34. PRESENTED BY. RANDY S FERRESE SR 824 BLUEBIRD CIRCLE MAYS LANDING ,NJ 08330 [email_address] [email_address] 609 576 4244 Thank you for giving me the opportunity to train your company
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