Completing An Advance Exchange for a Unit

  1. Open the Incidents form.
  2. Follow the steps in Adding an Initial Request for Service (Incident) to create a new incident.

    Specify information for the fields based on the associated customer and item being exchanged.

  3. On the Status tab, select SRO in the Reference field and save.
  4. Click X-Ref to perform a cross-reference for the Advance Exchange SRO type.
  5. Notify the customer of the SRO number that was generated by the system. This number is used as the RMA number.
  6. Optionally, click X-Ref to open the Service Orders form for the newly created SRO.
  7. Open the Service Order Transactions form and enter the parts that need to be sent to the customer.

    Use the new SRO number and follow the steps in Adding Service Order Transactions.

  8. After receiving the items returned by the customer, enter the returned items on the Service Order Transactions form.

    The system compares the transaction date with the Exchange Date to determine if the item was returned on time. If the transaction date is after the Exchange Date, the Bill Code is set to No Charge and the customer is not credited for the return.

  9. Create an invoice record and update the customer balance using the Order To Be Invoiced Report and Order Invoicing form.
  10. Optionally, run the Service Order Outstanding Exchanges Report to generate a list of all the advance exchanges that are currently overdue.
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