How to Resolve a Parts Order Incorrectly Completed to a Workshop Job

This guide outlines the steps to correct a situation where a parts order with a deposit was incorrectly completed to a workshop job instead of being completed directly to the customer. Following these steps ensures accurate system records, proper stock management, and correct invoicing for the customer.

Scenario Overview

The issue occurs when:

• A parts order with a deposit is created for a customer.
• Instead of completing the order directly to the customer, the part is brought into stock and completed as part of a workshop job.

This causes the system to clear the order, as it considers the transaction completed via the workshop job.

Steps to Resolve

1. Credit the Part from the Workshop Job

   • Open the workshop job where the part was completed.
   • Issue a credit for the part.
   • This action will return the part to stock, making it available for reordering.

2. Recreate the Customer Order

   • Once the part is back in stock, create a new order for the customer.
   • Enter the same deposit value as the original order to maintain consistency.

3. Complete the Customer Order

   • Finalise the recreated order by completing it directly to the customer.
   • This step will generate the correct invoice for the customer.

4. Reverse the Original Deposit Invoice

   • Inform the accounts department about the original deposit invoice.
   • Provide them with the invoice number so they can reverse the nominal entries linked to it.

Key Notes

• Avoiding Future Issues:
  Ensure parts orders are completed directly to customers when intended, especially for orders with deposits. Double-check the completion process to avoid mistakenly assigning them to workshop jobs.

• Stock Adjustments:
  Returning the part to stock ensures the system maintains accurate inventory records and avoids duplications.

• Accounts Coordination:
  Reversing the original deposit invoice is critical to ensure that the accounts ledger is accurate and reflects the corrected transaction.