Processing Returns and Trade-Ins

Returns and trade-ins are started in the same way as regular sales. However, you need to enter negative quantities for the items being returned or traded in.

When customers return items, you can flag the items that are being returned. Items that were flagged during previous returns are highlighted in yellow on the screen for processing returns and trade-ins. Flagging items helps to prevent fraud, because you can quickly determine whether a customer is trying to return an item that was already returned in a previous transaction.

To process a return or trade-in

1. Start a work order. For more information, see Creating a Regular Work Order.

2. Click Add and look up item being returned or traded in.

3. In the Quantity column, type - followed by the quantity of the item being returned or traded in and press Enter.

Example: If you need to return 1 item, type -1.

The Customer Sales History screen appears. It lists the items the customer previously bought, returned, or traded-in. Items highlighted in yellow were flagged during previous returns.

4. If the item is being returned and you want to flag it, make sure the Mark Return check box is selected. Otherwise, clear the check box and go to step 7.

5. Locate the item that you want to flag.

To display only the item that’s being returned, select Match Inventory.
To display the items sold for the vehicle selected for the current work order, select Match Vehicle.
To display only items for which the core value has been defined, select the Cores check box.
To change the number of items displayed by invoice date, select Under 90 Days, Under 180 Days or All.

6. Select the returned item. It will be highlighted in yellow the next time you process a return for the same customer.

Note: If you accidentally select the wrong item, clear the Mark Return check box. Then reselect the check box and select the correct item.

7. Depending on type of transaction, click Return or Trade-In.

8. If a noninventoriable item is being returned, type it’s selling price. If the item’s cost is tracked with the option-cost method, also enter the item’s cost. For more information, see Entering an Item’s Option Cost.

9. Press to display the add-on items associated with the item that’s being returned or traded in. The add-ons are added to the work order in negative quantities.

10. Delete the add-on items as needed.

11. To process additional returns or trade-ins, repeat steps 2 through 10.

12. Click Complete. Then complete the invoice as usual. For more information, see Completing an Invoice.