Core Part Tracking Workflow in ServiceWorks

Core parts often have an associated charge that is refunded upon return to the distributor. To ensure accurate tracking and financial reconciliation, follow this standardized workflow…

📦 1. Receiving Core Parts with a Purchase Order

When a purchase order (PO) is created and received in ServiceWorks:

• The core part should appear as a separate line item (Example: CLUTCH-CORE or CORE-FEE-123).
• Upon receipt of the PO, the core part’s On Hand quantity increases by 1.
  • ✅ This indicates that you now have one core item in your warehouse or truck.
  • 🔁 The original part will have its own line and inventory count.

Tip: Make sure the core part has its own SKU and is marked as “Track Inventory” in ServiceWorks.
This allows the system to maintain visibility and track its lifecycle.

🧾 2. Adding the Core Part to a Job Ticket

When assigning parts to a job:

• Add both the actual part AND the core part as separate line items.
• Set the Core Part Disposition to: Return to Shop This means: “The core will come back and should be processed later.”

🚫 Why it might show up on your ‘Items Needed’ list:
If a core part has 0 On Hand when added to a job, ServiceWorks assumes you still need to get it from inventory or vendors.
✅ To avoid this, make sure the On Hand value is correct before associating the part with the job.

🏁 3. After the Job is Completed

Once the job is done and the technician returns the defective part (core) to your shop:

• You can track the core using:
  • Inventory → Part Disposition Logs
  • Use the disposition type: Returned to Shop
• The On Hand value remains 1.
• Now you can either:
  • Send it back to the distributor and mark it as “Returned to Vendor”
  • Or keep it in warehouse until pickup

🔁 4. Returning the Core to the Distributor

Once the core is sent back:

• Go to Inventory → Part Disposition → Mark as Returned to Vendor
• This removes the item from On Hand, and you’re eligible for the core refund.

✅ The system now tracks the flow properly:
Received → On Hand → Added to Job → Returned to Shop → Returned to Vendor

🤔 Why is “Return to Shop” flagging as “Items Needed”?

This happens when:

• The system thinks you don’t have the core in stock because its On Hand value is 0.
• Or, the core part wasn’t received as part of the purchase order.

🛠️ Fix:

• Ensure the core is always part of the PO and received properly.
• Use a consistent SKU/naming convention for all core parts.
• Check Inventory → On Hand before assigning the core to a ticket.

✅ Best Practices Summary