“Repair jobs” are jobs used to track parts and labor for repairing defective items on behalf of customers.
Repairing an item is totally different than manufacturing it
Repairing a defective item is totally different than manufacturing it. Instead of a complete routing and set of components, some parts and labor will be applied and it may not be known what parts and how much labor is needed until the repair work is in progress. Instead of performing repair work using the standard item ID, a one-off item is used instead.
Quotes are used for RMA processing
If a customer indicates in advance that an item will be returned for repair, a quote can be used as an RMA (return merchandise authorization). You can create an ‘RMA’ SO Type for this purpose and assign it to a quote layout that uses ‘RMA’ as the form title instead of ‘Quotation’.
Do not use the standard item ID for the line item because the repair work cannot be performed using the standard item ID. Instead, generate a one-off item to represent the repair work that will ultimately be performed. The one-off item Description is used to identify the item to be repaired. Line Notes can be used to describe the problem or provide instructions on the work to be performed. These notes get passed into the job header notes. The Price value is used when a standard charge is applied, or it can be left blank if it will be determined later or the repair is being done under warranty.
The quote RMA can then be Emailed to the customer, who can reference the RMA number with the item when it is shipped back for repair. When the item is received, the RMA number is matched with the quote RMA and the repair job can be initiated.
One-off items can also be generated within a sales order
If you do not use formal RMAs, one-off items for repair work can be generated within sales orders instead of quotes. Unlike one-off manufactured items, which are generated within quotes for pre-MRP planning, one-off repair items can be generated within sales orders because there is no pre-MRP planning requirement.
Generate one-off items from a model BOM for standard repairs
If the repair work for an item involves a standard set of labor processes and components and perhaps a standard price, create a “model” BOM and generate the one-off item and BOM from the model BOM. The one-off item inherits the model item’s Lead Days and Job Days allocations that determine the line item Required date.
You can generate one-off items from scratch for unknown requirements
If the labor process and component requirements are unknown until the job is in progress, you can generate the one-off item from scratch. In this case a one-off BOM will not be created. MRP will generate a job empty of any detail, to which you can add routing sequences and components as needed during the course of the job.
When you generate the one-off item, make sure that the Lead Days and Job Days correctly reflect the typical days allocated for repair work.
Consider using model BOMs even for from-scratch repair work
Consider using model BOMs even for from-scratch repair work. Most repair work will originate in particular work centers, in which case model BOMs can represent different types of repair work with each given a routing sequence assigned to the appropriate work center. Model items can also be given Lead Days and Job Days allocations that reflect the type of repair work that gets performed.
Convert the quote to a sales order
If you are using a quote RMA, once the item has been received and is ready for repair, convert the quote to a sales order. The line item Required date will be updated and forward scheduled from today’s date based on the one-off item’s Lead Days and Job Days settings.
Generate a CTO job
On the next MRP run, a CTO job will be generated from the sales order line. This adds the repair job to the master schedule so that it can be released to the shop through the Job Control Panel and prioritized with other jobs in the Shop Control Panel. The finished item is received to inventory in the Job Receipts screen.
Finalize the price and ship and invoice the order
The job is now completed. Finalize the price, if needed, then ship the item back to the customer and generate an invoice. When the sales order is invoiced in full, the program automatically inactivates the one-off item. “Repair jobs” are jobs used to track parts and labor for repairing defective items on behalf of customers.
