How to Deal with Surcharge Parts

Configuring Part Records with Surcharges

To set up a surcharge part, navigate to Parts > View/Update Records. Load the part record and enter the surcharge details as follows:

• Surcharge Value: Enter the surcharge amount in the "Surcharge" box.

• Surcharge Cost: Input the associated cost in the "S/Cost" box.

Parts configured with these values will prompt for confirmation of the old unit's return when sold through Parts > Point of Sale.

Selling a Part with a Surcharge

Selling a surcharge part is similar to selling a regular part, but it includes additional steps to manage the surcharge. Follow these instructions:

1. Enter the Part Number:

   • Input the part number in the "Part No" box.

   • Press the Tab key and click the Add button.

2. Handling the Surcharge Prompt:

   • When you click Add, a prompt will appear asking if the old unit has been returned:

     • If the old unit is returned: Select Yes. This action will automatically post a credit for the surcharge on the same invoice.

     • If the old unit is not returned: Select No. You can process the return and issue a credit for the surcharge later.

3. Complete the Sale:

   • Proceed with the sale as you would for any other part.

Crediting an Exchange Unit

If the old unit is returned after the initial sale, you can issue a credit for the surcharge using the following steps:

1. Select Credit Exchange Unit:

   • In the E.P.O.S window, click the Credit Exchange Unit option.

2. Search for the Original Invoice:

   • A window will appear prompting you to enter details:

     • Input the required part number.

     • Enter the invoice number from the original sale.

   • Click Search to locate the transaction.

3. Generate the Credit:

   • Once the transaction is found, the system will display the surcharge credit details.

4. Select the Customer:

   • Click the Customer or Job option on the left-hand side of the window. This will automatically populate the customer/job details.

5. Confirm and Issue the Credit:

   • Click Confirm to finalise the credit.

Key Notes

• What is a Surcharge?

  • A surcharge is a refundable fee added to encourage the return of old units. This ensures sustainability through refurbishment or recycling of parts.

• When to Credit the Surcharge?

  • The surcharge can be credited at the time of sale if the old unit is returned or later through the credit exchange process.