Manage Ordered Parts

Track and post the costs for ordered parts by receiving the parts. You can also update the vendor list and shop costs, or choose billing methods before posting invoices.

1. On the Job Overview page, select the Parts Management card.

2. Scroll down to view the Ordered section.

3. Select the check box next to the parts you want to receive.

   Tip: To receive all parts of a single purchase order in one invoice, select the All Parts checkbox. If you want to receive all parts from all purchase orders of a supplier in one invoice, select the All PO(s) checkbox.

4. Select Mark As In when you receive parts at your repair facility or warehouse.

   

5. Verify received parts and modify Part Type, Part Number, Vendor List price, and Shop Cost if required.

   Note: The PPC (Parts Price Change) flag appears after posting the part invoice if there is a difference between the Estimate Amount and the Vendor List amount for the part. Use the Parts Price Change feature to make adjustments.

6. Select one of the following Billing Methods:

• On Account - Amount transferred to Accounts Payable in Accounting.

• COD - (Cash On Delivery) paid when received. Marked as Paid in the Invoice and Accounting Payable page.

  Tip: Configure Supplier Default Billing Method as On Account or Cash On Delivery from the Parts Supplier Settings page.

7. Select Invoice Date if you want to post the invoice in backdate. By default, today's date is selected.

8. In the Re-enter Invoice Number window, enter the same invoice number in the Invoice Number box.

   Note: Invoice Date can’t be selected as future date or before the date parts were ordered.

9. Enter the invoice total in the Invoice Total field.

10. Enter the invoice number in the Invoice # field.

    Note: Customers in Canada will see GST/HST and PST fields. These fields are for shops that require separate tax amounts for Goods and Services and Provincial Sales Tax. These values are automatically calculated based on the tax configuration for Repair Order preferences found in Settings. You can also enter these amounts manually if needed.

11. Select Post Invoice.

12. In the Re-enter Invoice Number window, enter the same invoice number in the Invoice Number field.

13. Select Proceed. Parts are marked as received in the Received section, and the invoice is added to the View Invoice window and Accounting Payables page. Parts Received information is also updated on the Parts card and Operation Board.

Start the return process for damaged, unneeded or wrong parts and post credits to maintain balanced accounting. Mitchell Cloud Repair generates a return slip and updates part status, while displaying credit dues in the Return section.

1. On the Job Overview page, select the Parts Management card.

2. On the Parts Management page, scroll down to the Received section.

3. Select the check box next to the part(s) line(s) you want to return.

4. Select Return.

5. In the Return Confirmation window, select the reason for the return in the Return Reason list.

6. Do one of the following under Reorder:

• Select Yes if you want to reorder the same part. The part is added to the Ordered section on the Parts Management page and reordered.

  Tip: Parts can be reordered from the same or different supplier by selecting the supplier name from Supplier list.

• Select No if you do not want to reorder the part.

7. (Optional) The return date appears by default. Modify the date in the Return Date box if needed.

8. Select Continue.

   

9. The Preview Return Email window appears. Review the return information. Follow the prompts to complete the return information, and then select Submit Return. Credit information is added in the Return section with Credit Due status. Parts returned information is updated on the Parts card and Operation Board.

Apply parts credits after communicating with the vendor about damaged or missing parts. This allows you to receive credits for damaged parts you intend to repair, but not return. Additionally, parts, labor, or both can be added as non-estimating shop payee lines against the credit.

The credit due amount appears in the Returned section. Any corresponding non-estimate part line appears in the Not Ordered section, while non-estimate labor lines appear on the Repair Lines page.

1. On the Job Overview page, select the Parts Management card.

2. On the Parts Management page, scroll down to the Received section.

3. Select the check box next to the part you want to credit.

4. Select Part Credit.

5. In the Part Credit window, select the type in the Credit Type list.

6. (Optional) Modify the quantity in the Quantity list.

7. (Optional) Use the Calendar icon to adjust the credit date if needed.

8. Enter the credit amount in the Credit Amount box.

9. Do one of the following:

• Select the Add Non-Estimate Line check box to add parts, labor on both shop payee non-estimating line against the credit amount on the estimate. (Selected by default).

• Clear the Add Non-Estimate Line check box if you do not want to add a non-estimate line against the credit amount on the estimate.

10. Select one of the following in the Add to column and enter the corresponding information:

• Labor: Add labor line with Labor Type, Labor Operation, and Labor Units.

• Parts: Add parts line with Part Type, Quantity, and Part Number.

• Split: Add both labor and parts lines.

11. Select Add. Credit Due appears in the Returned section. If non-estimating lines are added against the credit amount, part line and/or Labor lines appear in the Not Ordered section on the Work Order Document.

    

12. Post the Credit Invoice.

1. On the Job Overview page, select the Parts Management card.

2. On the Parts Management page, scroll down to the Returned section.

3. Add the credit to the invoice by selecting the check box next to the credited part in the Returned section.

4. Enter the total credit amount in the Total Credit box.

   Tip: If you want to track Total Return Charges (like restocking fees, fuel charges etc.), enter Total Credit amount less than Total Shop Cost of selected Credit lines. And add notes for return charges.

5. Enter the invoice number for the credit in the Credit Memo# box.

   Note: Customers in Canada will see GST/HST and PST fields. These fields are for shops that require separate tax amounts for Goods and Services and Provincial Sales Tax. These values are automatically calculated based on the tax configuration for Repair Order preferences found in Settings. You can also enter these amounts manually if needed.

6. Select Post Credit.

7. In the Re-enter Credit Memo Number window, enter the same invoice number in the Credit Memo # box.

8. Select Proceed.

   Tip: Select Invoices at the top of the page to view all invoices for the job. Posted Credit invoices appear in the Invoices window with a negative amount.

Void and invoices if there was an error in transfer, the job was cancelled, or if the cost was entered incorrectly

1. On the Job Overview page, select the Parts Management card.

2. On the Parts Management page, select Invoices at the top of the page. The Invoices window appears.

3. Select the check box(es) next to the invoice(s) you want to void.

4. Select Void.

   

Notices appear in the Ordered section on the Parts Management Page:

• Hourglass Icon appears in the Order bucket to mark parts on backorder. Click the icon to turn it on and off. The icon automatically turns off when the part is received.

• Delete icon appears if the part is deleted from the estimate, regardless of its status, so you can take appropriate action. This is not available for parts in the Not Ordered section.

The Parts Price Changes flag (PPC) appears in the Received section on the Parts Management page if there is a variation between the amount from the estimate and the vendor's price when the part is received. The flag appears at the top of the page. The part line is also highlighted in the Return section and flagged with a delta symbol.

Note: Mitchell Cloud Estimating automatically reflects accepted changes in Parts Management, while third-party estimates require the Import/Export utility. Estimators must approve changes and accept estimate revisions to update part prices.

Note: Some insurance companies have different thresholds for PPC. Consult your workflow guide for details.

1. On the Job Overview page, select the Parts Management card.

2. On the Parts Management page, select Parts Price Changes at the top of the page.

   

3. In the Parts Price Changes window, select and do one of the following:

• Select Reject if the price change is not of any consequence based on insurance workflow guidelines. If the change is rejected, the workflow ends here.

• Select Undo if already rejected, and then select Send if the price change is relevant and you need to modify the estimate.

  

  Tip: If you have multiple Parts Price Changes that added up past the threshold amount for your workflow at a later date, you can undo the Reject option:
  
  Select Parts Price Changes, select , then select Undo, and then select Send. You can now make modifications to the estimate.

4. If you send the Parts Price Change, do one of the following based on your estimating system:

   • Mitchell Cloud Estimating estimates, follow the steps described in Review and Accept Parts Price Changes in Mitchell Cloud Estimating. The Parts Price Changes automatically appear for you to review in Mitchell Cloud Estimating.

   • For other estimating systems, EMS files are generated in the location configured for third party estimating system under Estimating System EMS Import Directories to Send Part Price Changes section on the Importing and Exporting Configuration settings. You can review and accept the part price changes in your own estimating system.

Use the process below to review and accept a Mitchell Cloud Estimating estimate for a Parts Price Change you sent from the Parts Management page. A banner appears at the top of the estimate to alert you to the Parts Price Change.

1. On the Parts Management page, select Job Overview.

2. On the Job Overview page, select the amount on the Estimate card.

3. On the Estimates page, select View or Supplement.

4. In the Data Updates Detected window, select any of the following check boxes:

• Labor Time: Select to modify labor amounts.

• Parts Price: Select to modify parts price amounts.

5. Select Continue Estimate.

6. Select View Now in the Parts price update available banner.

7. The PPC part automatically appears in the Review Parts Update from the Parts Price Change window. Select Update Estimate. You do not need to commit or accept the supplement. The price changes automatically appear on the invoices on the Parts Management page and the Parts Price Changes flag does not appear.