Return Manifest Detail

The Return Manifest Detail screen is used to display the detail on an 'Open' or FINAL manifest that has not been transmitted to the vendor and to 'Close', or 'Close and Transmit', a manifest.

 

Invoice finalization looks for all items on the invoice with the "core sell only" modifier. For each "core sell only" item, invoice finalization looks for the core in the manifest tables. The manifest status must be 'Open'. The manifest type must be 'Core' (or 'Battery' if the store has the 'Battery Manifest Acts As' field set to 'Core'). If these conditions are met, the core is removed from the manifest. Even if the core is not found on a manifest, invoice finalization continues because the "core sell only" transaction has already been tendered; it is too late to back out once the finalization code is running. The "core sell only" modifier existed in PartsWatch long before manifests.

Menu Path: Purchasing, Manifest Main, Return Manifests screen, highlight a selection from the list of 'Open' and 'Final manifests, click the 'Select Manifests' button.

 

 

Manifest #
Displays the manifest number.

Return To
Indicates the location of the Return Point.

L/S
Indicates line (M) or supplier (S).

Type
Indicates the type of manifest: 'Core', 'Warranty', 'Labor Claim', 'Shrink', and 'Battery'. 'Rtn Buyout' is available only in stores where all new re-sellable returns are sent to a new ('Rtn Buyout') manifest to return to the vendor instead of adding them back to the shelf. If new re-sellable returns are added back to the shelf, the 'Rtn Buyout' manifest is not available.

Vendor
Displays the vendor name.

Date Created
Displays the date the manifest was created.

Status
Displays the status of the manifest ('Open', 'Final', or 'Close').

Date
Displays all parts on the manifest for all manifest types including 'Shrink' regardless when they were added to the manifest, when unchecked. Displays only the parts added to the manifest for the selected date for all manifest types, including 'Shrink'. The system uses the invoice date for parts returned at Point-of-Sale and the date the part was manually entered on the manifest for found parts. Regardless of the date displayed, when the manifest is 'Closed', all items are included.

Grid

Line
Displays the line code.

PN/UPC/SKU
Displays the part number, UPC, or SKU number of the part.

Description
Displays the part description.

The 'Description' fields support up to 255 characters.

Rtn Qty
Indicates the return quantity for the part.

When Point-of-Sale adds a part to a manifest, the return quantity on the manifest will equal the return quantity on the invoice.

When a part is manually added to a manifest, the return quantity on the manifest will equal the return quantity entered in the 'Add Part To Manifest' pop-up.

Part Cost
Indicates the part cost.

Core Cost
Displays the core cost, if the current part is from a core line.

Ext Cost
Displays the extended cost (part cost + core cost).

Inv/Ref
Indicates the invoice or reference number.

PO #
Indicates the PO # that the part being returned was sourced via.  

Source
Indicates how the PO was created.

Sources include: 

 

• 'Found' - Parts manually added as an off-the-shelf defect. 

• 'Inv' - Parts added at Point-of-Sale (Invoicing).

• ShipDmg - Parts added as 'Damaged' from PO receipt.

Total Manifest $
Displays the total cost of all the parts on the manifest.

Finalize Manifest
Finalizes the manifest. Includes all parts, regardless if a date was specified in the 'Date' field.

Close/Transmit
Closes the manifest when the vendor does not have an XMIT record.

Closes and transmits the manifest when the vendor has an XMIT record.  

Note: The button is dynamic. The existence of an associated XMIT record determines whether the 'Close' or 'Close/Transmit' button displays.

When this button is clicked, if there are any NIF (not-in-file) parts on the manifest, the system does not add any of the NIF parts to the store’s inventory.

When this button is clicked, the system will check the value of the 'Copies of Manifest and RO Reports' drop-down found on the System Purchasing Setup screen.

Manifest Process 

A manifest is a process used to return all non-resellable core and defective (warranty) items returned at Point-of-Sale, any sourced items purchased from a non-company-owned vendor, or any items manually input by the user back to the supplying vendor.

 

Parts are added to a Return to Vendor manifest:

 

• Automatically from returns at Point-of-Sale 

• Manually

 

The total part cost displays on the Return Manifests screen for a manifest and the individual part cost and/or core cost displays as part of the manifest detail.

 

When a manifest is 'Closed', a new manifest of the same type is automatically created with the next return or manual addition of that type.

 

Separate, automatic Return To Vendor manifests are created:

 

• Core: All core go on one separate manifest.   

• Warranty Return: All defective returns go on one separate manifest. 

 

Each item on a manifest is a single line item on the manifest depending on the quantity of the 'Buy Qty' field in the Buy Qty Rule. If four of the same items are returned, there are four line items on the manifest if the 'Buy Qty' is 1 and 1 line item on the manifest if the 'Buy Qty' is 4.

Both the Core and the Warranty manifests are generated using the default Return Point in the Store Invoice Options, 'Returns' tab. Customer sourced returns are generated using the Return Point for the vendor the part was sourced through.

 

Manifests can be transmitted store to store (with the proper XMIT record setup) and can be transmitted from one PartsWatch DB to another PartsWatch DB (with proper XMIT record setup). If the XMIT record is set up as a "store-to-store", it is possible to transmit the manifest to a DC, Hub, or Sister Store. The Point-of-Sale modifier associated with the manifest parts determines whether an item is a core, defective or resellable part. The system uses the Point-of-Sale modifier brought on the transmission to add the parts from the manifest to the ticket as either a core, defective or resellable return. 'C' - COR (Core Return) is for parts on a core manifest. 'D' - DEF (Defective Return) is for parts on a defective manifest. 'R' - RTN (Resellable Return) is for parts on a return buyout manifest. Upon printing an invoice at the DC/Hub/Sister Store, the return credit is applied to the store that sent the manifest to the DC/Hub/Sister Store. Return buyout manifests ('Rtn') contain parts that are good (not defective). If a 'Rtn Buyout' Manifest is transmitted to a store, the invoice created in the receiving store uses a Resellable Return modifier; therefore, when finalizing the invoice, the parts go to stock. For return manifests to a DC/Hub/Sister Store, the application does not send ASNs back to the store that sent the part.  

Automatic Process Flow

Parts returned at Point-of-Sale or manually added as defective or core are entered on an 'Open' manifest or a new manifest is opened, if none exists. Parts can be added to a manifest from Point-of-Sale as long as it is in the 'Open' status. Once the manifest is in the 'Final' status, parts can no longer be added from the Point-of-Sale and can only be added manually. Parts can be 'Moved to New', 'Moved to Next', and 'Moved to Shrink' in 'Open' and 'Final' status.   

 

Part Histories are updated for defects when returned at Point-of-Sale or when manually added to a manifest.

 

A completed manifest is manually changed to a status of 'Final' and parts can be manually added or removed; however, parts can no longer be added from Point-of-Sale.

 

When ready to be returned, the manifest is manually changed to a status of 'Closed'. A 'Closed' manifest can be printed and transmitted if the vendor accepts transmissions and is removed from the list of manifests on the Return Manifest screen. A 'Closed' manifest can be viewed or printed by clicking the 'Show Historical' flag.

Manifest Number

 
The manifest number is 14 alphanumeric characters.

Example:  XYABC000100011

X = Type of Manifest
Y = Line or Supplier
ABC = Supplier Code
0001 = Store#
00001 = Unique Sequence #

Type of manifest identifications are:

 - C = Battery Manifest if the Battery Manifest follows a Core Manifest or W = Battery Manifest if the Battery Manifest follows a Defective Manifest. 
 - C = Core Manifest 
 - E = Core Exchange Manifest 
 - W = Defective Manifest 
 - D = DNRV Manifest 
 - K = Shrink

Right-Click Command Menu

Right-Click an item on a manifest to bring up the following right-click menu:

 

 

 

Add Part to Manifest

Always adds the part to the selected manifest. If the User Security Proc 'Deny Manifest Add Found Part' is active, parts will not be allowed to be added to the manifest.

 

Move To New Manifest

The item is removed from the existing manifest and updated to a different manifest. A window displays allowing selection of the manifest to move the item to. The part assumes the credit code of the manifest it moves to regardless of the manifest it moved from.  

 

If a part is moved from a 'Core', 'Warranty', or 'Labor Claim' manifest to a 'Defective' manifest, the system checks the value of the 'Do Not Manifest' flag in the Main Part Entry screen to determine if the part is to be moved to a 'Defective' or a 'DNRV Defective' manifest.

 

Parts cannot be moved from a 'DNRV Defective' manifest to a 'Defective', 'Core', 'Warranty', or 'Labor Claim'.

 

Right-click a part in the Return Manifest Detail screen and choose 'Move To New Manifest' to move a part from one manifest to another. Select a manifest from the pop-up. The determined manifest cost of the selected manifest is compared to the cost level of the current manifest.

If the cost levels match, the moving of the part to the selected manifest is completed.

 

Note: Manifest cost level is determined based on the 'PO Cost Level' setting of the vendor associated with the return point. If the manifest return point vendor does not have a 'PO Cost Level' set on the Supplier Order Specifics screen, then part 'Current Cost' is assumed.

 

If the manifest compared cost levels do not match, the item is not moved. A pop-up displays that states "Moving the Item to the Existing Manifest did not succeed. Cost level of selected manifest does not match the cost Level of the current part manifest. The part cannot be moved to the selected manifest."

 

The 'Deny Manifest Move New/Next' User Security proc determines access to the 'Move to New Manifest' and 'Move to Next Manifest' functionality. When set to 'Not Visible', the 'Move to New Manifest' and 'Move to Next Manifest' right-click menu items are grayed out and the functionality is not available. When set to 'View Only', the 'Move to New Manifest' and 'Move to Next Manifest' right-click menu items are grayed out and the functionality is not available. When set to 'Allow Edit', the 'Move to New Manifest' and 'Move to Next Manifest' right-click menu items display and the functionality is available.

 

Move To Next Manifest

The item is removed from the current manifest and is added to a new or the most current open manifest for the same 'Type' and 'Return Point'. The part assumes the credit code of the manifest it moves to regardless of the manifest it moved from.  

 

When the part on the manifest is in the 'Open' or 'Final' status, and another 'Open' manifest of the same 'Type' and 'Return Point' is available, the part moves to that manifest. When one is not available, the system creates a new manifest in the 'Open' status and moves the part to it. When more than one manifest of the same 'Type' and 'Return Point' is in the 'Open' status, the part is moved to the most recent manifest.

 

Right-click on part on the Return Manifest Detail screen and choose 'Move To New Manifest' to move a part from an existing manifest to a new manifest. Select a 'Return Point' and 'Manifest Type' from the 'Select Manifests' pop-up. The determined manifest cost of the user-selected Return Point vendor is compared to the cost level of the current manifest. If the cost levels match, the new manifest is created and the part move is completed. If the manifest Return Point vendor's compared cost levels do not match, a new manifest is not created and the part is not moved. A pop-up displays that states "Moving the item to the New Manifest did not succeed. Selected return point vendor has a different PO COST LEVEL setting from the cost level of the manifest. Changing the return point is not allowed."

 

The 'Deny Manifest Move New/Next' User Security proc determines access to the 'Move to New Manifest' and 'Move to Next Manifest' functionality. When set to 'Not Visible', the 'Move to New Manifest' and 'Move to Next Manifest' right-click menu items are grayed out and the functionality is not available. When set to 'View Only', the 'Move to New Manifest' and 'Move to Next Manifest' right-click menu items are grayed out and the functionality is not available. When set to 'Allow Edit', the 'Move to New Manifest' and 'Move to Next Manifest' right-click menu items display and the functionality is available.

 

Move To Shrink

The item is removed from the manifest detail table and updated to a shrink table. The part retains the credit code from the manifest it was moved from. If moved out of 'Shrink', then the part assumes the credit code of the manifest it moves to.

Moving Manifest Parts

 
Right-click a part on a manifest, and move the part to a New, Next, or Shrink Manifest by selecting the appropriate right-click menu item.

Select multiple parts on a manifest by pressing the 'Shift' or 'Ctrl' keys combined with clicking the parts to be moved.

Move all of the multiple, selected parts to a New, Next, or Shrink manifest.

A pop-up displays indicating how many parts were moved to the New, Next, or Shrink manifest.ding text here

 

Split From Manifest

The items are split from their current manifest. A new manifest is created for the selected items that will be split off, and two records are written to the "manifest audit" table. The items that were not selected for the split remain on the original manifest. If all the parts from the manifest are split in full, the original manifest will close.

 

The 'Deny Manifest Split' User Security proc determines access to the 'Split From Manifest' functionality. When set to 'Not Visible', the 'Split From Manifest' right-click menu item is grayed out and the functionality is not available. When set to 'View Only', the 'Split From Manifest' right-click menu item is grayed out and the functionality is not available. When set to 'Allow Edit', the 'Split From Manifest' right-click menu item displays and the functionality is available. 

Split Parts From Manifest

The Split Parts From Manifest pop-up opens when the clicks the Split From Manifest right-click menu option. The 'L/S', 'Vendor', 'Status', and 'Number' of the manifest display at the top of the pop-up.

 

 

 
Line
Display only field that shows the 'Line' for all parts currently on the manifest.

Part
Display only field that shows the 'Part Number' for all parts currently on the manifest.

Description 1
Display only field that shows the 'Description 1' value for all parts currently on the manifest.

Rtn Qty
Display only field that shows the 'Rtn Qty' for all parts currently on the manifest.

Move Qty
Editable field that displays the 'Rtn Qty' for all parts selected, and a blank field for all parts that were not selected for the split. The user can determine the quantity to split here.

Click in any blank field and the system will auto-populate it with the 'Rtn Qty'. Retain the full quantity or enter a value less than the full quantity, but no less than zero.

Close / Transmit
Optional checkbox that determines whether a close or transmit action happens after the creation of the new manifest:

 - Checked - either just closes the new manifest or first closes the new manifest and then electronically transmits the new manifest to the designated vendor.
 - Unchecked - does not close or transmit the new manifest.

Note: The 'Close / Transmit' checkbox becomes just a 'Close' checkbox if the vendor associated with the Return Point for the manifest does not have transmit capability. 

Print
Optional checkbox that determines whether or not a 'Manifest Detail Report' will print.

 - Checked - The 'Manifest Detail Report' will print for the new manifest.
 - Unchecked - The 'Manifest Detail Report' will not print for the new manifest.

Ok
When clicked, creates the new manifest, moves the split parts to the new manifest, finalizes the manifest, performs and post-splitting actions, and returns to the Return Manifest Detail screen for the original manifest, displaying only the remaining parts.

Cancel
When clicked, does not create the new manifest, does not split any parts from the original manifest to the new manifest, does not perform any post-splitting actions and returns to the Return Manifest Detail screen.

 

 
Right-click a part on the manifest to split the selected part or parts to a new manifest.

Select multiple parts on a manifest by pressing the 'Shift' or 'Ctrl' keys combined with clicking the parts to be moved.

Select the 'Split From Manifest' right-click option, and the above pop-up displays.

The pop-up displays the following information for the parts currently on the manifest; 'Line', 'Part Number', 'Description 1', 'Return Quantity', and 'Move Quantity'. The 'Move Quantity' will be 0 for any part not selected to be moved.

Optionally check the 'Print' checkbox if it is desired to print the manifest after finalizing the new manifest. Also optionally check the 'Close/Transmit' checkbox if it is desired to transmit the new manifest to the designate vendor after finalizing the new manifest.

If the 'Cancel' button is clicked in the 'Split Parts From Manifest' pop-up, no new manifest is created, no parts are split from the original manifest, no post-splitting actions occur, such as printing or transmitting, and the system returns to the Return Manifest Detail screen.

If the 'Ok' button is clicked in the 'Split Parts From Manifest' pop-up, the new manifest is created, the chosen parts are moved from the original manifest to the new manifest, the new manifest is finalized and post-splitting actions occur, such as printing or transmitting the manifest, and a pop-up displays indicating the success of the split.

Manifest Setup Fields

 
Some parts, such as spark plugs and tie rods, are forced quantity items and are returned as one line item regardless of quantity in the pack measure, i.e., pack rules apply. The 'Forced Qty' field is located on the Main Part Entry screen.

The 'Return Point' field on the Line Code Entry and Supplier Entry screens is used to identify where a part will be returned.

If a 'Return Point' value does not exist for a vendor, or if the 'Return Point' for a part is not known, a default 'Return Point' on the Store Invoice Options, 'Returns' tab screen is used.

All Core and Warranty parts purchased for the shelf are added to manifests using the 'Return Point' in the Store Invoice Options screen, 'Returns' tab. All Core and Warranty parts purchased through customer sourcing are added to a manifest using the Return Point for the sourcing vendor.

Close and Transmit Manifest Process

 
The 'Close' and 'Close/Transmit' buttons are dynamic buttons used to close and transmit the manifest data. When the vendor has an XMIT record, the 'Close/Transmit' button displays. When the vendor does not have an XMIT record, the 'Close' button displays. 

The 'Close' button closes the manifest and changes the manifest status to 'Closed', moves the data to a journal table and makes the data available on the PATI Report.

The 'Close/Transmit' button closes the manifest and changes the manifest status to 'Closed'. The data is transmitted to the vendor and manifest status is then changed to 'Transmit'. The manifest data becomes a Return PO. The data is moved to a journal table and available on the PATI Report.

Print Manifest

All manifests can be printed and reprinted from the Manifest Detail screen by clicking 'Print'.

The store number will always print at the top of a manifest.

The following is an example of a printed manifest.

 

 

 
Rtn Qty
Indicates return quantity. 

Line
Indicates the line or supplier code.

PN Cd
Indicates PN Code per part.

Part Number/SKU
Indicates the part number or SKU number of the part.

Description
Indicates the part description.

Part Cost $ 
Indicates the part cost.

Core Cost $
Displays the amount the customer is being charged or credited for the core, if the current part is from a core line.

Ext Cost$
Indicates the extended cost.

Source
Displays the source.

Options are:

 - Inv - Added by Point-of-Sale.
 - Found - Manually added as an off-the-shelf defect.
 - ShipDmg - Added by PO receipt for items with the Reason Code of 'ShipDmg'.

Inv/Ref 
Indicates the invoice/reference number. 

PO #
Indicates the purchase order number.

Inv Date
Indicates the date of the return manifest/date the part was manually added to the manifest.

Emp
Indicates the employee who invoiced the return/manually added the part to the manifest.

Total Cost $
Indicates the total part cost amount.

Total Core $
Indicates the total core cost amount.

Total Manifest $
Indicates the total manifest cost amount.

Total Inv $
Indicates the total cost amount of items added from Invoicing.

Total ShipDmg $
Indicates the total cost amount of parts added as damaged from PO receipt.

Total Found $
Indicates the total cost amount of items manually added.

Total Units Returned
Indicates the total number of units returned.

New Items

 
A 'Rtn Buyout' manifest is only available if the enterprise switch is set to always add new re-sellable parts returned at Point-of-Sale to a manifest back to the vendor instead of to the shelf. New returns cannot be manually added to a manifest with the 'Reason Code' of 'Rtn Buyout'. 

Warranties and Labor Claim

 
Labor Claims are warranty items returned at Point of Sale where the labor is also returned to the customer. Since all items returned at Point of Sale are automatically added to the appropriate manifest and labor is not added, the user must manually add the labor with the manifest 'Reason' of 'Labor Claim', when applicable.

Labor line codes and part numbers can be manually added to a separate manifest with a 'Reason' of 'Labor Claim'. The Labor Item is put on an open or final 'Labor Claim' manifest, if one exists; if not, one is created.

The 'Move to New Manifest' feature can be used to remove the warranty item from the existing manifest and update the item to the 'Labor Claim' manifest, if needed.ding text here

Battery Manifest

 
The 'Use Battery Manifest' flag on the System Invoice Options screen determines if a Battery manifest is available. When the flag is checked, the battery parts returned as warranties at Point-of-Sale are added to the Battery manifest which displays in the Return Manifests screen in the list of 'Open', 'Final', and/or 'Closed' manifests with a type of Battery. 

When parts with a part table 'Sub Type' of 'Batt' are returned using the 'D' Defective Return, 'C' Core Return, or 'E' Core Exchange modifier at Point-of-Sale, the value in the 'Battery Manifest Acts As' field is checked. 

When the 'Battery Manifest Acts As' field is set to 'Core', manifests with the 'Type' of 'Battery' uses the same rules as Core manifests, such as:

 - Core can only be moved to another Core manifest when the 'Move to New' option is selected. 
 - Core can be moved to Shrink manifests. 
 - Core manifests are sent to the DC with the transmission credit code of R. 
 - Part cost does not display on Core manifests.  

When the 'Battery Manifest Acts As' field is set to 'Warranty', manifests with the 'Type' of 'Battery' uses the same rules as Warranty manifests, such as:

 - Warranty parts can be moved to any other type of manifest when the 'Move to New' option is selected as well as to the next manifest and to Shrink manifests. 
 - Warranty manifests are sent to the DC with the transmission credit code of F.

When the 'Use Battery Manifest' flag in the System Invoice Options screen is unchecked, the Battery manifest is not available. The return is added to the Warranty manifest. The value in the 'Rtn Battery Cost' field in the Line Code Order Specifics screen determines if the return is tracked with a cost of zero (0.00).