1. RETURN PROCESS
Mazak Optonics Corporation- Parts Department
ReturnProcess

2. M A Z A K OP TON I C S C ORP E RA TI ON
Return Process Guide
 Mazak Optonics Corporation
2725 Galvin Court
Elgin, IL 60124
Phone 847.252.4500

3. Table of Contents
The Return Process…………………………………..…………….1
How to Verify the Return..............................................................2
How to Scan the Paperwork........................................................3
How to Attach the Scanned Documentto the System………….3
How to Print the Picking Ticket....................................................6
How to Add a Tracking Number to Paper Trail...........................7
How to Find the Paperwork………………………………………..8
What to do when there's no folder…………………………………….9
How to Postan Item TransferEntry…………………………..…10
How to Copy the Transfer………………………………………..16
How to Create a Batch Report…………………………………..18
What is a Batch?............................................................................19
How to Move the Batches………………………………………..20
How to Conclude the Return Process…………………………..22
For Cores…………………………………………………………..22
Log………………………………………………………………….23

4. The Return Process
The Return Process is when we receive original
service orders (SO). SO’s come from when the
engineer arrives at the customer’s facility. He/she
figures out what parts they need, and then they send
back all the unused/unwanted parts.

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Mike Chase- Western & Canada
How to Verifythe Return
1. Once the returns have arrived, place
the package on cart #1 Figure 1.1
2. Open boxes to verify the return
a. Make sure it’s unused, part
numbers & serial numbers
match, and must match with
the packing/label and part if
unused
3. Anything wrong (missing paperwork,
part appears wrong/used)?
a. Put on corresponding supervisor’s shelf Figure 1.2
4. Stamp date received on the FSIPO (Paper that comes with the
package labeled, “FieldService InterimParts Order”), make sure the
marked parts on the FSIPO are back
5. Write tracking number and type of shipping
a. FC- Account numbers ending in 93, 94, and 95-belongs to
Mazak
b. PPA/PP: Anything else
6. If part returned is used and FSIPO shows core value
a. You must record the core serial numberand partmodel on the
FSIPO
b. Provide a copy of the FSIPO to Rick if regular
i. If it’s under warranty, you must provide a copy to the
service supervisor
7. If you receive a core, refer to page 21
Figure 1.1
Figure 1.2
Gary Goetz- Eastern Region
Mike Henson- Southeastern & Mexico
Alex Dawson- Midwest
Cart 2 Cart 3

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How to Scan the Paperwork
1. Select Scanner
2. Select Folder
3. Select Parts
4. Select Send File Type/Name
5. Select File Name
6. Type SO #
7. Select OK
8. Hit start button
9. Select MOC PUBLIC drive
10. Select Scanned documents
11. Select Parts (Scanned paperwork should be here cut and paste
recent scanned FSIPOS to your personal drive)
How to Attach the Scanned
Document to the System
1. Open GP Figure 3.1 Steps 1-4
2. Select Transactions
3. Select Sales
4. Select Sales Transaction Entry
Figure 1.3
Figure 3.1

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5. Under, “Type ID,” select order Figure 3.2 Steps 5-8
6. Type SO # (Document number)
7. Click the TAB button
8. Next to the document number, click on the page icon
9. When a new window pops up Figure 3.3
a. Type what you did (Attached paperwork)
b. Type
your
name
c. Type the
date
d. Click the
paperclip
icon
Figure 3.2
Figure 3.3

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10. When another new window pops up Figure 3.4 Step 10a-b
a. Select Edit
b. Select Insert/New Object
c. Select Create from File Figure 3.5 Step 10c-j
d. Select Browse
e. Search forwhere you savedthe file fromstep11 under, “How
to Scan the Paperwork” (Should be saved in your personal
drive)
f. Select and open
g. Select “Display As Icon” box
h. Select OK
i. Select File
j. Save and close
11. Repeat for every FSIPO received
ClickSave
Figure 3.4

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How to Print the Picking Ticket
1. Open the Document that just loaded Figure 4.1
2. Print the Picking Ticket
a. Select File
b. Select Print
c. Select Save
d. Select Picking Ticket
e. Select Print
f. Select OK
3. Match the picking ticket with parts going back to stock and mark it
down
4. Grab parts from cart 1 and place them onto cart 2
Figure 3.5

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How to Add a Tracking Number to
Paper Trail
1. Add tracking number to the paper trail
a. Go to Public Drive
b. Select Parts Folder
c. Select Parts and Service
d. Select FSIPO Paper Trail document
e. Select, “FSIPO PAPER TRAIL” Document
f. Search for SO # Figure 5.1
i. Find and Select
ii. Type in SO #
iii. Click Find Next
g. Type the matching Track number with its SO
h. Save & Close
Figure 4.1

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How to Find the Paperwork
1. Go to FSIPO page
2. Go by the Alert Incident Number
3. Look in folder on table and get the original picking ticket Figure 6.1
4. Look for SO # in filing cabinet Figure 6.2
Figure 5.1
Figure 6.1
Figure 6.1 Figure 6.2

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Whatto doWhenThere’sNoFolder
1. Go back to GP
2. Select Microsoft Dynamics GP Figure 6.4 Steps 2-11
3. Select Smart List
4. Select Sales (1)
5. Select Alert Incidents-Open
6. Select * (2)
7. Select Column Name
8. Select Alert Incident Number (3)
9. Select OK
10. Select Value-Alert Incident Number
11. Select OK
12. Grab Alert Incident sheet
13. Record Alert Incident number
14. Record SO #’s on the computer screen
15. Mark Batch Status
16. Look for picking ticket in filing cabinet Figure 6.3 Step 16 & 17
17. Mark folder with incident number
Figure 6.3

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Figure 6.4
How to Post an Item Transfer Entry
1. Open GP
2. Select Transactions
3. Select Inventory
4. Select Transfer Entry
5. Select Transactions
6. Select Inventory
7. Select Series Post
8. Type the Order Number (1) Figure 7.1 Steps 8 & 9
9. Click the blue button labeled Batch ID in the series pose (2)
1
2
3

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10. Type the SO #
11. Under frequency, change from“Misc” toselect “single use” (1) Figure
7.2 Steps 11 & 12
12. Type today’s date for posting date (2)
13. Hit Post (You’ll have to hit cancel three times for it to disappear)
14. Save and close
Figure 7.1
1 2
1
2Figure 7.2

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15. Now back to the original window, select the date that was stamped
16. Move the parts from cart 2 to cart 3
a. Refer to Figure 1.1
17. Go grab the copyof the transfer printed outand attachit to the restof
the paperwork
18. Reverse the “from” and “to” lines (1) Figure 7.4 Steps 18-20
Figure 7.3

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19. Under fromsite, change the number of parts that came back and hit
TAB
20. Manipulate Quantities
a. Change quantity and hit TAB (2)
b. A new window should pop up Figure 7.5 Step 21, 23, 26 & 27
21. Near the space labeled, “From,” click the magnify glass icon (1)
22. Click Select Figure 7.6 Steps 22, 24
23. Select the magnify glass icon next to To Bin (2)
24. Select the location it will go back to Figure 7.7 Steps 24, 25
a. Most likely the location with the most parts
25. Click Select
26. Select Insert
Figure 7.4
1
1
2

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27. Select OK
28. Repeat Steps 19-27 for all the parts
Figure 7.5
Figure 7.6
1
2
Figure 7.7
Next

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29. After hitting the TAB button, you will find the binlocation you want to
return the parts to
30. Choose the correct location (1) Figure 7.5 steps 30-33
a. Can confirmlocationwith the original picking ticket if you’re
unsure
31. Hit the Insert button (2)
32. Hit OK (3)
33. Must repeat for all parts being returned
How to Copy the Transfer
1. You need the copy of the transfer to prove they are returned and
located to the right bin Figure 8.1
a. SelectFile
b. Select Print
1
2
3
Figure 7.5

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c. Select Save
d. Select OK
e. Delete batch ID after you save it
How to Create the Sales
Transaction Entry
1. Switch Type ID to “order” Figure 9.2 Steps 1-6a, 9, & 12
2. The document number is the SO #
3. Hit TAB
Figure 8.1

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4. Switch Batch ID to corresponding batch
5. Switch Default Site ID to the customer’s ID
6. Repeat last step for all the parts Figure 9.1 Steps 6b-8
a. Click the blue arrow (1) Figure 9.1
b. Change the Site ID from“SC” to the customer’sID (2) Figure 9.2
c. Click next and repeat for remaining parts (3) Figure 9.2
7. Leave it as SC for non-inventory and case deposits
8. Hit Next
9. Change the quantity invoice
10. Change the number of parts being canceled/returned
11. Repeat the last step for all the parts
12. Click User Defined
13. Type the tracking number
14. Select OK
15. Select Save
Figure 9.1

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How to Create a Batch Report
1. Go to the GP homepage
2. Click Microsoft Dynamics GP
3. Click Smart List Figure 10.1
4. Select the Sales Folder
5. Select Sales Transaction Folder
Figure 9.2
Figure 10.1
5
1
4
6
32
7

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6. Select SO orders after 11/02/14 (All Batches)-ND (Wait until the
process says completed)
7. Click the Excel Icon
What is a Batch?
1. OUT4SVC- Order was picked and shipped out
2. OUTFSECOMPLETE- Service andfield service engineer is done
fixing the machine
3. PARTSDONE- The parts are back on to Mazak
4. Must have paperwork and FSIPO
5. OUTDONE- Labor is already added to the order
6. OUTDONE/NF- Labor is added but parts department is missing
the FSIPO in order to invoice
Figure 10.1

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7. OUTDONE/LP-We have a copyof the FSIPO but the parts are not
back yet (See 20 days invoicing policy)
8. PARTS/SVCDONE- The orderis complete labor. Travel and parts
are already added/cancelled correctly to the order
How to Move Batches
1. Highlight/Select everything in Excel Figure 12.1 Steps 1-4
2. Click Insert
3. Click Pivot Table
4. Click OK
5. Make sure Report Filter lists Batch Number Figure 12.2 Steps 5-7
6. Make sure Values lists the sumof the document (Select Document
Date)
7. Make sure the Row Label lists the AlertIncident Number, Document
Date, States, SOP Number, Customer Name, and Customer PO
Number
8. Click Insert Figure 12.3 Steps 8-11
9. Click the Header & Footer Icon
10. Click on Header and Footer in top left
Figure 12.1, 12.2, 12.3, & 12.4
Figure 12.1

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11. Click pre-made option or insert header with your name, the page
number, then the date
12. Click arrow by, “All,” and click what report
you want to run Figure 12.4 Steps 12-22
13. Select OK
14. Select File
15. Select Save as
16. Select Public drive
17. Select Parts
18. Select Parts and Service
19. Select Batch
20. Save file name as the current year, month, and day (I.e.: July 13th
2016 as 160713)
21. Save
Figure 12.2
Figure 12.3

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22. Print Figure 12.4
How to Conclude the Return
Process
1. Look for folders
a. If you have the paperwork, you can do everything again
2. Go to sales transaction
a. OUTFSECOMPLETE 2 parts done
b. OUTDONE 2 parts done
i. Can be moved
3. Put back into stock, and you’re done!
For Cores
1. Click on Part in Sale Transaction
2. Bring parts list down
Figure 12.4

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3. Select part core that it will apply to
4. Go to mark down section
5. Click the blue arrow next to it
6. Make sure the percent is highlightedand type the value of the CORE
7. Select OK

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Document Revision History for: The Return Process
8/8/2016 Sarah Oshana Developed Manual
Date Author Change Description