Managing Deferred Cores and $0.00 Returns

UNDERSTANDING DEFERRED CORES

In Tekmetric, managing parts and cores that are returned without an actual monetary credit (such as the deferred core programs used by Advance Auto Parts or AutoZone) requires a workflow that keeps your physical inventory and accounting records in sync.

The best way to handle this is to process the return in a way that reflects a $0.00 credit, rather than deleting lines, to ensure there is a clear "paper trail" for reconciliation.

RECOMMENDED WORKFLOW: PROCESSING A $0.00 RETURN

Instead of removing the core line from the PO (which can cause discrepancies if the part was originally received), you should use the built-in return workflow but adjust the credit amount to zero.

1. Mark the Part/Core for Return: Navigate to the Estimate tab of the Repair Order. Open the Parts Hub (top right). Find the part or core line and click the three dots next to it, then select "Return Part." This moves the item to the "Parts to Return" queue in the Inventory module.

2. Complete the Return with a $0.00 Value: Go to Orders > Return Orders in the left sidebar. Select the item and click "Enter Return Order."

   • Crucial Step: When the return order details populate, ensure the Credit Amount is set to $0.00.

   • Add a note in the Notes field (e.g., "Deferred core - no credit received per Advance/AutoZone policy") to explain the lack of a financial transaction.

   • Click "Save Return."

3. Finalize in Refund Pending: Once the "driver" (the system placeholder) picks up the part, go to the Refund Pending tab and mark it as Refund Complete with a $0.00 value.

WHY THIS IS BETTER THAN REMOVING THE LINE

• Accounting Integrity: If you use the Back Office (QuickBooks) integration, deleting a line on a PO that was already synced will cause a mismatch. A $0.00 return syncs as a completed transaction with no financial impact, which is exactly what happened.

• Inventory Accuracy: Marking the part as "Returned" officially removes it from your shop's responsibility/on-hand count without you having to delete history.

• Reporting: This ensures the Parts Purchased Report and Parts Usage Report remain accurate. Deleting PO lines makes it look like the part was never ordered, which can be confusing during month-end reconciliation.

FAQS ABOUT DEFERRED CORES

Would removing the core line on the PO and marking it as a return work?

It is not recommended to remove/delete the line if the PO was already marked as Received. If you delete the line, you lose the record that you ever had the part. By following the $0.00 return process, you maintain the history of the purchase while correctly showing that no money was returned to the shop.

Note: If the RO is already Posted, you must Re-open the RO to access the Parts Hub and initiate the return.

If you have any questions, please do not hesitate to contact us at support@tekmetric.com.