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• Order parts on purchase orders in the usual manner; order core parts when vendors apply core charges
• Post parts on work orders in the usual manner; expense core charges to vehicle as applicable
• Order negative core quantities on purchase orders when cores are returned to vendors; receive the cores as credits are issued from vendors
• Periodically review the core part list

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Adding a Core Part into Inventory

To add a core part into inventory, do the following:

1. Select Master > Part > File Maintenance from the RTA main menu (MPM).
2. Enter information for the core just as you would when adding a part, except for the items noted in steps 3 and 4. Refer to "Adding a Part" earlier in this chapter for instructions if needed.
3. Set the Part type to CORE.
4. Clear the Stock checkbox to flag the part as a non-stocked part. This prevents a requisition from being generated when the part is saved and when inventory gets low. When it comes to cores, low or no inventory is a good thing!

TIP: To separate cores from your regular inventory, use a prefix of "ZZ" for the part number, description, and bin location. This naming convention makes it easy to exclude cores when printing reports by part or bin number range. Alternatively, if you want to see the part and core listed together, you can use add a suffix of "CORE" to the part number and description.

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Linking a Part to its Core Part

Once a core has been added to the system, it must be linked to the primary part record.

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This quick process not only links the part to the core, but it also automatically links the core to the part by filling in the primary part number in the Core Part Tracking section. The Track warranty, Stocked, and Chargeable checkboxes are also disabled in the core part record since they are no longer applicable.

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Purchasing Parts with Core Charges

When a part with a core is purchased from a vendor, the invoice generally contains two charges: one for the part and the other for the core. The two charges should be reflected the same way on the purchase order. Let's suppose you have a battery and its core set up and are purchasing more batteries for inventory.

1. Add a line for the battery purchase to a new or an existing purchase order in the usual manner (PPC). Refer to "Manually Creating Purchase Orders" earlier in this chapter for instructions if needed.
2. Since the battery part record is flagged to track cores, a prompt immediately comes up asking if you want to add a line for the core. Choose Yes to automatically add a line for the core charges. The quantity ordered will match the battery quantity and the price will come directly from the core record. (If this purchase is an exchange and there are no core charges, choose No.)
3. When the batteries are delivered (or picked up), receive the PO lines for the battery and core parts. The system now shows on-hand levels in the battery part record (replenishing inventory) and the core part record (indicating cores need to be returned for credit).

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Returning Cores for Credit

A good method is needed to track credits due when cores are returned to vendors. This can be done through purchase orders.

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There may be times when the vendor does not issue a credit for a returned core. When this occurs, charge the core part to the vehicle, on the same work order when the part was installed if possible. Doing so bills the cost of the core to the vehicle and relieves the inventory of that core. You can then delete the PO line created in step 1 or change the PO quantity to 0.

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Reviewing the Part List for Cores

The part list should be reviewed periodically to check the status of cores that need to be returned to vendors and core credits due back from vendors. To print the part list for cores, do the following:

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Battery Cores on-hand – Batteries on-hand = Cores available for return
7–5=2