We start with checking on parts. The Red indicator on the Order/Pre-Order button indicates that no parts have been selected for ordering yet. To select Parts for ordering , click on the parts button at the bottom of the screen.
This will open the Parts Screen
To order parts , highlight a part to order and click the order button. This will bring up the vendor list. (At this time the vendor list is not current)
Type the first few letters of the vendors name and the highlighted line will go to the vendor that matches the letters typed. To insert a new vendor click “Insert”
Once all parts have been selected, We first want to click on “Order/Pre-Order” in Rome indicating that Parts are “authorized” to be ordered. We then want to send the order to the parts department. To do this click on the print button. Select “Pick Ticket Printer” from your printer select screen dropdown.
Once the parts department receives the Pick Ticket from the Body Shop, the Parts Department will VIN check each part and check availability. If there is a backorder on a part, the parts Department will notify the body shop and make note in Rome/Reynolds of the expected arrival date of the part.
Next the Parts Department will process each order under the Body Shop account in Reynolds and use the Rome RO number in the “Customer PO” section in Reynolds.
After Parts are received Parts will invoice out the ticket in Reynolds to the Body Shop account and deliver the parts to the Body Shop.
Ken will then receive those parts in Rome for the proper job. To receive Parts, You will enter the RO, and click on Parts on the bottom of the screen. You will then click on the part that needs to be received and then click the receive button. Only parts that were ordered at the same time as the highlighted part , or later added to the PO, will show up on the screen. The vendor invoice must bein hand to receive parts. The vendor invoice number must be entered first .Rome will not allow any changes to this screen until the vendor invoice has been entered. Enter the invoice date, not todays date, into the invoice date field .Enter the total cost listed on the vendors invoice into the total invoice cost field. Click “Untag All” on the lower left of the page.
Starting at the top of the parts invoice:
1. Find the first invoice part on the Rome parts screen. (Rome lists parts from the front of the car to the back)If the vendor and the cost prices match in Rome and on the invoice, click the box to the left of the part line and move on to the next part. This will turn the line green and the part cost will be added to the total cost at the top of the screen.
2. If they do not match, double click in the cost field and change the price to match the invoice cost. To save changes , click “Enter”. Rome will ask to save changes. Click Yes.
3. To change the vendor list , double click in the Vendor List field and change the price to match the invoice vendor list price. * If a part is being price matched, DO NOT change the Vendor list.
If a Parts Price Difference box pops up, clicking yes will list the amount of the difference in the supplement column and let the estimators know a parts supplement was created. If No is clicked, the vendor list will go back to the original amount and no supplement will be created.
4. Repeat these steps for each part.
Once the parts have been received in Rome , Ken will then take the parts over to the correct Job Cart , verify the RO Number and Mirror Match the parts to make sure they are the correct parts.
Returns– From the Parts ordering screen highlight the part that needs to be returned and click the “return” button. This brings up the parts return screen. All Parts that were received on the same invoice as the part being returned will show on this page. Click “OK”. Click on the part to be returned and click “OK”. Choose the return type and click OK.
You can also use “return/reorder” when the part is incorrect and another needs to be ordered(can be a different type of part , LKQ OEM, AM ECT) This will send the retuned part to the Deleted with Cost Screen (highlighted in gray) and a new line (highlighted in red) will be created on the billable screen. Order new part as usual .
If you are returning the part because it is unused please find the part marked in grey ,this creates a credit memo for the part . The estimator will still need to go through the estimating system and remove the part from the estimate and EMS back to Rome. Click Ok , and a Print Credit Memo screen will pop up. You must print the credit memo in order for the ticket to be reviewed at the end of the job. It automatically populates as a document in Rome.
If you receive a different quantity of parts then you ordered, use the “Split Quantity” button after selecting the line with the correct part number. This will create two lines for the received parts, one for received and one for the quantity still awaiting arrival.
Back ordered Parts can be notated by selecting the part number line and clicking on the backorder button. Check the “part is back ordered” button and enter the anticipated arrival date and then click OK.
If we receive a damaged part we can use the damaged part button to either lower the cost of the part, add a labor line for tech hours or both . To do this you would click on the “profile “ button on the bottom of the screen . Notate the body hour rate for the job. Go into the parts screen and click on the damaged parts line, click the “damaged” button. Enter the agreed upon credit amount in the parts credit box. Click in the Damage Repair amount box. If you get a screen Titled “Change Transaction” always click “None” Enter the profile door rate multiplied by the number of hours the tech needs to fix the part, in the damage repair box.