How to Raise a Credit for Parts Sold on an Old DMS System

If you need to raise a credit for parts sold on your previous DMS system, Navigator allows this through a keyword override. This guide explains the steps required, including obtaining the necessary authority and completing the credit process.

Steps to Raise a Credit

1. Obtain the Keyword Override

• A manager with access to Setup > General Setup must provide you with the Parts Credit Without Invoice Ref Authority Code.
• This code allows you to bypass the requirement for an invoice reference when processing the credit.

2. Start the Credit Process

• Navigate to: Parts > Point of Sale.
• In the Part No field:
  • Enter the part number directly.
  • Or, use the description field to search for the part.

3. Enter Credit Details

1. Quantity:

   • Enter the quantity to be credited as a negative value (e.g., -1 for one part).

2. Price Adjustment:

   • If needed, use the Override option to amend the price of the part. This is important to ensure that the credit matches the original invoice value.

3. Add to Invoice:

   • Click Add to confirm the part and details.

4. Provide an Invoice Reference or Keyword Override

• If the Invoice is from Navigator:
  • Enter the invoice reference when prompted.
• If the Invoice is from the Old DMS System:
  • Enter the Keyword Override obtained earlier from General Setup.
  • Then press Search to add the part onto the invoice processing screen.

5. Complete the Credit

1. Finalise the invoice by completing the credit transaction.
2. The system will prompt you to select a customer.
3. Use the Customer Search window to:
   • Enter the customer’s details.
   • Locate and assign the customer to the transaction.

Key Notes

• Keyword Overrides:
  • Only authorised personnel should provide the keyword override to ensure proper control.
• Navigator Invoices:
  • Use the invoice reference directly if the sale occurred on Navigator.
• Accuracy:
  • Double-check part details, quantities, and prices to avoid errors in the credit process.

Scenarios Where This Process is Useful

• Crediting parts sold on a system other than Navigator.
• Adjusting part prices or quantities for legacy transactions.
• Maintaining accurate financial records when transitioning between DMS systems.