Executing Double Exchange Scenarios—Exercises

IMPORTANT
If you are a student, it is extremely important that you set up and work within your own site to maintain your data integrity. It is also recommended to add a prefix to the data you create in this lesson. 

Basic Data Setup

Exchange Codes

Purpose: The purpose of this exercise is to set up the basic data required for running this particular functionality.

Windows:
Component Repair Order Basic Data/Exchange Code

  1. Open the Component Repair Order Basic Data window.
  2. Click the Exchange Code tab and create a new record (F5).
  3. Create the exchange code to be used for double exchange scenarios. State whether repair lines can be added for the exchange line and whether automatic approval is to be carried out.
  4. Save the information (F12).

General exercise for Define Exchange Codes.

Required Data

Component Repair Order

Purpose: The purpose of this exercise is to show you the required data that is used in the exercises below.

  1. Open the Component Repair Order window.
  2. Create the component repair order that will be used to exchange parts.

General exercise for Entering Component Repair Request.

Main Exercise

Purpose: The purpose of this lesson is to learn how to execute a double exchange scenario. A double exchange is used when the supplier or service provider needs to send a loan item to the customer, and in return receive the item requiring repair or servicing. After the repair or servicing is completed, the item is returned back to the customer and the customer in turn returns the loan part to the supplier or service provider.

Windows:
Component Repair Order

Create Double Exchange Lines

Purpose: The purpose of this exercise is to create an exchange line that will be used to process a double exchange scenario.

  1. Open the Component Repair Order window and search for your order number.
  2. Click the Exchanges tab and create a new record (F5).
  3. In the Exchange Part No field, enter the part you want to send to the customer. Use the List of Values or manually enter the part number.
  4. In the Qty Exchange field, enter the number of parts to be exchanged.
  5. In the Exchange Code field, enter an exchange code where the Exchange Type = Double. Use the List of Values or manually enter the code.
  6.   Save the information (F12).

Reserve Material for Dispatch

Purpose: The purpose of this exercise is to reserve parts on the double exchange line which are ready to be dispatched to the customer.

  1. Open the Component Repair Order window and search for your order number.
  2. Click the Exchanges tab.
  3. Select the double exchange line for which you want to reserve material, right-click and then click Reserve Dispatch Material. The CRO Exchange Material Reservations window opens.
  4. Create a new record in the table of the window.
  5. Enter the location of the part and the quantity you want reserved.
  6. Save the information (F12).

Dispatch Material

Purpose: The purpose of this exercise is to dispatch the loan part to the customer in the double exchange scenario.

  1. Open the Component Repair Order window and search for your order number.
  2. Click the Exchanges tab.
  3. Select the double exchange line for which you want to dispatch material, right-click, point to Customer Order Handling, and then click Create. The Create Customer Order dialog box opens.
  4. Click Create New to create a new customer order or click Add to Order to add to an existing customer order.
  5. Complete the customer order process by dispatching the double exchange item.

Approve the Dispatch

Purpose: The purpose of this exercise is to approve the dispatch of the loan item for the double exchange.

  1. Open the Component Repair Order window and search for your order number.
  2. Click the Exchanges tab.
  3. Select the double exchange line you have dispatched, right-click and then click Approve Dispatch.

Note: If automatic approval is set up for the exchange code, the dispatch will be approved when the customer order is dispatched.

Receive Repair Part from Customer

Purpose: The purpose of this exercise is to familiarize you with the process for receiving repairs and the management of the repair cycle. You will receive the parts that require repair or service from the customer.

  1. Open the Component Repair Order window and search for your order number.
  2. Click the Repairs tab and create a new record (F5).
  3. In the Part No field, enter the part number of the received part.
  4. In the Quantity field, enter the quantity received.
  5. In the Exchange Group ID field, select the required exchange group ID. This creates a connection between the repair line and the existing exchange line. Make sure to select the correct exchange line, i.e., the double exchange line you created in this lesson.

Note: It is also possible to connect a repair line to an exchange line in the Exchanges tab. Follow the steps detailed in the Connect Repair Lines to Exchange Lines exercise given below.

  1. Change the ownership of the part, if needed.
  2. Enter addition information, such as, the start and completion dates, and the repair order type.
  3. Save the information (F12).
  4. To receive the part, right-click on the repair line and then click Receive Part.
  5. The CRO Receive Part window opens. Select the relevant serial line, and enter the quantity you want to receive.
  6. Save the information (F12).
  7. Complete the CRO repair process to complete the repair and return the part to the customer.

Connect Repair Lines to Exchange Lines

Purpose: The purpose of this exercise is to create a repair line which will be used when receiving the part requiring repair or service from the customer. The repair line can be connected to the double exchange line in order to manage the exchange process when receiving the loan part back from the customer.

  1. Open the Component Repair Order window and search for your order number.
  2. Click the Exchanges tab and create an exchange line by following the steps given in the above exercise. Make sure to select a double exchange type where Add Repair Line = Yes.
  3. The Connect Repair Line dialog box opens when saving the record.
  4. Click Create New to create a new repair line or click Connect to connect the exchange line to an existing repair line.
  5. The Repair Connected check box will be selected for the exchange line.

Note: The loan exchange is handled in the Exchanges tab while the repair exchange is handled in the Repairs tab.

Receive Loan Part from Customer

Purpose: The purpose of this exercise is to receive the loaned parts from the customer.

  1. Open the Component Repair Order window and search for your order number.
  2. Click the Exchanges tab.

To perform a direct receipt:

  1. Select the double exchange line for which you wish to receive the items requiring repair or service, right-click and click Receive Part.
  2. The CRO Exchange Receive Part window opens. Enter the received quantity and other required data, and save the information (F12).

To perform a non-direct receipt:

  1. Select the double exchange line for which you wish to receive the items requiring repair or service, right-click, point to Receive Order Handling and then click Create.
  2. Complete the purchase order receipt process.

Confirm Receipt

Purpose: The purpose of this exercise is to acknowledge receipt of the parts.

  1. Open the Component Repair Order window and search for your order number.
  2. Click the Exchanges tab.
  3. Select the double exchange line for which you received parts.
  4. Right-click on the double exchange line and then click Confirm Receipt.
  5. In the Confirmed Received Parts dialog box, select Set Values.
  6. Enter the new condition code and location number.
  7. Click OK.

Note: After confirming the receipt of the loan item, the business may service or repair the loan unit and invoice the customer for the user of the loan item.

Complete and Close the Double Exchange Line

Purpose: The purpose of this exercise is to complete the double exchange line after confirmation of all receipts. The exchange line must be closed in order to close the component repair order (CRO).

  1. Open the Component Repair Order window and search for your order number.
  2. Click the Exchanges tab.
  3. Select the double exchange line for which you have confirmed all receipts, right-click and then click Complete. This status indicates that the double exchange for the loan return is completed. The repair line connected to the double exchange line is independent of completing the loan exchange. To complete the double exchange scenario, the repair line connected to the double exchange line also should be completed.
  4. Next, right-click on the line and click Close. This is done once the cost lines are transferred and accessories associated with the double exchange line have being managed.

Note: All exchange lines must be closed or canceled before the CRO can be closed.