The Cycle of Repair Items
In a simple situation, you will sign a repair item into the workshop, repair it, and return it to the Customer. This requires you to enter and mark as OK two Service Stock Transactions:
- You will usually create the first Service Stock Transaction using the 'Service Stock Transaction' function on the Create menu (Windows/macOS) or + menu (iOS/Android) in the parent Service Order. This will represent the entry of the repair item in to the workshop and you will therefore need to enter an In Quantity. Leave the Out Quantity field blank.
- The second Transaction will represent the return of the repair item to the Customer. You can create this Transaction either in the same manner as the first, or by duplicating it. This time you will need to enter an Out Quantity, and leave the In Quantity blank.
Note that you cannot register the second Transaction by adding a new row to the first: as you have marked the first as OK, you can't modify it.
Returning a Repair Item to a Supplier
There will be occasions when it will not be possible to repair an Item and you will need to send it back to its manufacturer for repair or to be exchanged for a new one.
On such occasions, you will need two further Service Stock Transactions:
- When you send the Item back to its Supplier for exchange or credit, enter a Service Stock Transaction with an Out Quantity of one and the Supplier specified on flip D.
If there is no need in reality to send the Item back to a Supplier (perhaps because it is clearly no longer operational and its warranty has expired), it may be appropriate to create a dummy Supplier record in the Customer register for this purpose. You must specify a Supplier on flip D to be able to follow this sequence.
When you mark this record as OK and save, the Item will be signed out of the workshop and a record will be created in the Replaced Items setting.
- If you sent the Item back to the Supplier for repair, on its return to your company enter a new Service Stock Transaction signing it back into the workshop. You should then open the record in the Replaced Items setting from step 3 and copy the Item Number and Serial Number from the fields on the first row to those on the second. You can enter an appropriate comment if necessary. Finally, return to step 2 above to enter the Service Stock Transaction that will sign the Item out of your workshop when you return it to the Customer.
- If you sent the Item back to the Supplier for exchange, on the arrival in your workshop of its replacement you should first add a new row to the parent Service Order with the new Serial Number. Then, enter a new Service Stock Transaction signing it into the workshop and carrying a record of its Serial Number. You should copy this Serial Number to the new Serial No. field (on the second row) of the record in the Replaced Items setting from step 3. You can enter an appropriate comment if necessary. Finally, return to step 2 above to enter the Service Stock Transaction that will sign the Item out of your workshop when you hand it over to the Customer.
- If you discarded the Item and are replacing it with a new unit from your stock, review the Replaced Item record from step 3 and enter the Item Number of the new Item in the New-Item field, using 'Paste Special' if necessary. Move to the new Serial No. field: 'Paste Special' here will give a list of Serial Numbers for that Item currently in stock (i.e. in stock for resale, not in the workshop). Select one, enter a Quantity of one in the next field and save the record. Note that the Replaced Items setting is purely archival: it has no effect on stock levels. You will therefore need to raise a Delivery from a Sales Order, raise an Invoice or create a Stock Depreciation (according to your normal practice) for the Item/Serial Number that your company is supplying so that stock levels will be amended appropriately.
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The Service Stock Transaction register in Standard ERP:
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