Parts SOP

“Working managers, not managed workers,” is the way of the future

PARTS MANAGER JOB GUIDE & BASIC PROCEDURE FLOW

ORDERING PARTS IN SUMMIT

1.Locate RO, Go to Parts Screen2.Check for alternative part type (New, AM, Used) availability3.select the parts to order– tag line and drag-and-drop to On Order4. Select the correct Vendor5. Enter expected delivery date6. Under the Note Section in SUMMIT you may add a note to the Vendor7.Contact name & any special remarks8.Fax or email orders whenever possible

PARTS NOT AVAILABLE Follow up with vendor Obtain Contact Name, Availability & Delivery DateInform Estimator of any PPC, Availability or Delivery issues Immediately Research alternative vendor if necessaryKeep Estimator informed & involvedDo not change SUMMIT part type always add a new line.

select the parts to order– tag line

1Click & hold

mouse

drag

Click on part and hold mouse -drag-and-drop to On Order

Select the correct Vendor1

2Enter expected delivery date

1. Under the Note Section in Summit you may add a note to the Vendor

2. Contact name & any special remarks Finish with OK

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1. Fax or email orders whenever possible

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PARTS DELIVEREDIMPORTANT: Check parts in while Driver is present.1) Match parts to invoice description – verify part numbers2) Inspect parts – check for damage/defects/wrong part3) Sign invoice and keep a copy4) “Clear” delivery driver to leave5) 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 orpackaging 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 orwrong 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; acceptall parts, identify wrong part (s) on Vendor copy of

invoice & our copy, process for a Credit Return.

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 conditionPOSTING 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 ReturnNote: Credit Invoice part type and part type in lines must agree.

Part must be received first, right click on part slide down to labor credit

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Enter the amount of credit and authorization code

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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)

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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 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 RETURN3) Click -RETURN & REORDER4) Enter Reason Code by Vendor5) Summit will return line and send to bottom of screen, and return original to On Order.6) Print two (2) copies of Credit Memo7) (check vendor information) Reorder new part

Tag Box parts in Summit and drag to CREDIT RETURN

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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

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Print two (2) copies of Credit MemoSTEP 1 IN CREDIT RETURN TAB 2 CLICK PRINT

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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 overthe parts with him/her

3) Return part(s) in re-usable/re-sellable conditionReturn parts in original boxes, packages with tags4) 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

RECEIVING PARTS & POSTING VENDOR INVOICE1) Locate RO, Click on the Parts button2) Select parts on screen that correspond to parts on the invoice/bill by clicking the Tag Box before each part line3) Verify part description4) 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 invoice7) 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 entry11) 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 invoice14) You may scan image in parts view or Go to Imaging and scan the invoiceNOTE: 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

Select parts on screen that correspond to parts on the invoice/bill by clicking the Tag Box before each part line3) Verify part description4) 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 invoice7) 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.

tag3

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# 8 drag-and-drop

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

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#14 scan image

status

SCANNING PROCEDURES1) 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.

TRANSFERRING COST FROM ONE PART TO ANOTHERThis process is used when you need to move costs from one line to another.

1) Locate RO2) Click on the Parts button3) Select the part you want to transfer costs to by checking the Tag Box þ4) Highlight the part you want to transfer costs from5) Click the Transfer Cost button on the Utility Bar6) Caution read the Confirm window carefully if correctclick Yes7) The part cost will now be transferred8) Another confirmation button will appear to ask you ifyou want to delete the old line. Click Yes to delete theold 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 partcosting only.

1) Select the part you want to transfer costs to by checking the Tag Box

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2) Highlight the part you want to transfer costs from3) Click the Transfer Cost button on the Utility Bar

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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, 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 partcosting only.

PRINTING AN OUTSTANDING CREDIT REPORT1) In Summit, Click the Reports button from Main Screen

2) Click on Parts from the menu tree on left side of screen3) Click Tag Box - þ Outstanding Credit Returns

4) Click Print Icon button – on left upper side of screen5) At the next menu you will not need to enter any date

information. will pick all open Credits6) Click OK and you are previewing the report or

7) Click the Print icon and the report will print

1) In Summit, Click the Reports button from Main Screen2) Click on Parts from the menu tree on left side of screen

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3) Click Tag Box - þ Outstanding Credit Returns4) Click Print Icon button – on left upper side of screen

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5) At the next menu you will not need to enter any dateinformation. will pick all open Credits6) Click save and you are previewing the report or7) Click the Print icon and the report will print

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PRESENTED BY.RANDY S FERRESE SR 824 BLUEBIRD CIRCLE

MAYS LANDING ,NJ [email protected]

[email protected] 576 4244

Thank you for giving me the opportunity to train your company