Executing Single 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 single 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 single exchange scenario. A single exchange is used when you send a replacement item to the customer, and receive the part requiring repair or service from the customer.

Windows:
Component Repair Order

Create Single Exchange Lines

Purpose: The purpose of this exercise is to create a single exchange line that will be used to process a part exchange between the customer and supplier.

  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 = Single. Use the List of Values or manually enter the code.
  6.   Save the information (F12).

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 single exchange line in order to manage the complete repair process.

  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 single 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.

Reserve Material for Dispatch

Purpose: The purpose of this exercise is to reserve parts on the single 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 single 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 parts for the single exchange to the customer.

  1. Open the Component Repair Order window and search for your order number.
  2. Click the Exchanges tab.
  3. Select the single 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 single exchange item.

Approve the Dispatch

Purpose: The purpose of this exercise is to approve the dispatch for the single exchange line.

  1. Open the Component Repair Order window and search for your order number.
  2. Click the Exchanges tab.
  3. Select the single 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. The ownership will be changed from Company Owned to Customer Owned after approval.

Receive Part from Customer

Purpose: The purpose of this exercise is to 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 Exchanges tab.

To perform a direct receipt:

  1. Select the single 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 single 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 single exchange line for which you received parts.
  4. Right-click on the single exchange line and then click Confirm Receipt.

Note: When confirming the receipt, the ownership changes from Customer Owned to Company Owned. The value of the new item is based on whether it is condition code tracked or not. If the item is condition code tracked, the condition code value associated with the item applies. If not, the inventory value for the item will apply.

Depending on the condition of the received part, the business may sentence the part to stock, service the repair or scrap the item. If the item requires repair, you can connect the repair line by using the Connect Repair Line option.

Complete and Close the Single Exchange Line

Purpose: The purpose of this exercise is to complete the single 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 single exchange line for which you have confirmed all receipts, right-click and then click Complete. This status indicates that the loan item has been received and delivered satisfactorily.
  4. Next, right-click on the line and click Close. This is done once the cost lines are transferred and accessories associated with the single exchange line have being managed

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

Although the part has being received from the customer, the business may require that the received part need to be serviced or repaired. In such a case, a repair line needs to be added against the exchange line and the repair needs to be managed and completed by using the CRO repair process.