How to Manage Special Order Part Returns in ShopView
Effectively managing the return process for special order parts in ShopView is critical for accurate inventory tracking and proper vendor transactions. This guide explains two primary scenarios: returning parts to inventory and finalizing vendor returns.
Returning Parts to Inventory
Before You Start: Marking a Part as Returned
Parts don't appear in the Returns area automatically — they're only added there after you mark the part as returned on its Work Order:
Open the Work Order containing the part.
Right-click the part line and select Return Part.
Enter a return reason.
Once this is done, the part appears in Parts → Returns, where you can follow the steps below to return it to inventory or complete the vendor return.
If the Work Order has already been invoiced: invoiced Work Orders are read-only, so you can't mark a part as returned directly. You'll need to:
Void the payment on the invoice.
Reopen the Work Order.
Right-click the part → Return Part, as above.
The part will then appear in Parts → Returns for you to process.
If you intend to keep a returned special order part for future use, you can move it into your inventory. Follow these steps:
Navigate to the Returns area within ShopView.
Locate the specific item you want to return to inventory under the list of returned items.
Click on the Return to Inventory icon to update the inventory count for the part and mark it as available for future work orders.
Completing Vendor Returns
If the goal is to return the part to the vendor and ensure you receive the appropriate credit, proceed with the following steps:
In the Returns area of ShopView, locate the part you have returned to the vendor.
Ensure that credit for the returned part has been issued by the vendor.
Select the checkbox next to the returned part entry in the list.
Click on Receive Credit to finalize the vendor return in ShopView. This action completes the return process and does not add the part to your inventory.
Key Notes:
Returning parts to inventory is useful if you foresee needing the part in future repairs or work orders.
Completing vendor returns ensures your financial records are accurate and no unnecessary parts remain in inventory.
FAQs
What happens if I forget to move a returned part to inventory? - The part will not be available for use in future work orders until you update its status in the Returns area.
Can I reverse a vendor return if needed? - Once a vendor return is finalized by receiving credit, reversing it may require contacting the vendor or updating records manually, depending on ShopView’s capabilities.
For further assistance, please consult the ShopView user manual or contact support.