Generally, we put in the new part normally with a note that it's a warranty replacement. Next item is the same part number at a -1 (or whatever it needs to be). This takes the new part out of the system and puts the replaced part back in the system. Again, notes are really good.
Then we use the Vendor Credit function to return it to the vendor or manufacturer. When its been returned after repair, or has been credited, you can complete the Vendor credit. If a new or returned part is returned you need to get it into the system, I believe the -1 trick on the Vendor Credit will work as well.
It may seem convoluted, but be doing it you have traceability all the way through the process. Also, a reminder that you were supposed to get a part, or credit, back.
This does tend to make some vendors irritable, as you can now send them a report citing all of the RMAs they still have open in hopes that you'll forget about them.
Fortunately that doesn't come up too often for us. However, I'd set up the manufacturer as a vendor and do a vendor credit or a PO. That way you still have traceability through ESC of what's hanging out there.
Rick is right on point. I invoice the customer for the repair, either parts and labor, or flat rate, i then re-enter the part again as part only with quantity of (-1) and add manually add WARRANTY PART into the part description box. Then when i submit to my vendor or manufacturer for a credit i use the "enter return receipt" under vendors tab so i have a traceable way, can add the credit to it in quickbooks and keep inventory count as accurate as possible.
In addition, if the warranty is labor or a non-physical item... i have created a bill code WARRANTY that when entered on an invoice reads Warranty Repair, i then set the quantity manually and the amount of the credit for the warranty.
Comments
Generally, we put in the new part normally with a note that it's a warranty replacement. Next item is the same part number at a -1 (or whatever it needs to be). This takes the new part out of the system and puts the replaced part back in the system. Again, notes are really good.
Then we use the Vendor Credit function to return it to the vendor or manufacturer. When its been returned after repair, or has been credited, you can complete the Vendor credit. If a new or returned part is returned you need to get it into the system, I believe the -1 trick on the Vendor Credit will work as well.
It may seem convoluted, but be doing it you have traceability all the way through the process. Also, a reminder that you were supposed to get a part, or credit, back.
This does tend to make some vendors irritable, as you can now send them a report citing all of the RMAs they still have open in hopes that you'll forget about them.
Hope this helps!
Rick
I have done that as well and it works well, but what is the best way to handle manufacturer returns that bypass the distributor?
Fortunately that doesn't come up too often for us. However, I'd set up the manufacturer as a vendor and do a vendor credit or a PO. That way you still have traceability through ESC of what's hanging out there.
Rick is right on point. I invoice the customer for the repair, either parts and labor, or flat rate, i then re-enter the part again as part only with quantity of (-1) and add manually add WARRANTY PART into the part description box. Then when i submit to my vendor or manufacturer for a credit i use the "enter return receipt" under vendors tab so i have a traceable way, can add the credit to it in quickbooks and keep inventory count as accurate as possible.
In addition, if the warranty is labor or a non-physical item... i have created a bill code WARRANTY that when entered on an invoice reads Warranty Repair, i then set the quantity manually and the amount of the credit for the warranty.
I know it's been a year since the last comment, but is there anything new regarding tracking warranty parts?
What do you do if the part is serialized?
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