Depot Order Process Flow
Use this process flow and the accompanying description to help you process depot orders in your organization.
• Log the service call using Call Maintenance (11.1.1.1).
• If the r item belongs to another end user, record it by using the Installed Base Move frame of Call Maintenance.
• The item is received from the customer.
• The item is inspected to determine whether the item should be replaced or repaired.
• Associated repair/replacement costs are determined.
• Labor activity for the inspection is recorded in either Call Labor Recording (11.1.1.17) or Call Activity Recording (11.1.1.13).
• The resulting quote is communicated to the customer.
• The depot order is created using Depot Order Maintenance (11.1.2.1).
• If the customer accepts the quote, the status of the depot order in Depot Order Maintenance is manually updated to indicate the customer has confirmed the order.
• If the item is being replaced, an additional call and sales order line is created automatically in Depot Order Maintenance. The system automatically creates a material order for the item to be shipped and consumed against the call to remove the replacement from inventory.
• If the item is being repaired, material for the repair is planned on a parts list and/or a material order. Parts can be preloaded from a BOM and saved as a new BOM for future use.
• An engineer then records labor activity for repairs by using Call Labor Recording. Any additional items consumed or any items returned (not needed) are recorded as part of the repair in Call Parts Recording (11.1.1.19).
• The CSR verifies that the repair work has been completed and updates the depot order to enable invoicing. Optionally at this point the service type can be changed by using the Repair Data frame in Depot Order Maintenance to redirect service costs to different GL accounts based on the work performed and the coverage entitled to the customer. GL transactions are reversed and reposted.
• The repaired item is either shipped back to the customer or restocked.
• If the item is returned to inventory, this is recorded using Depot Item Restock (11.1.2.4).
• Restocked items are removed from the customer installed base.
• Invoicing occurs on the sales order line (which acts as a pending invoice for calls). This can be a zero invoice if a replacement item was sent with pricing attached to its shipment.
