Processing Returns in RepairLink

KB Article #1454

RepairLink allows you to easily record parts that were returned by a shop. Returns can be processed against transactions that have a Status of Completed, Submitted for Reimbursement, or Closed--including orders that have already been archived.

Note: Returns made for orders processed through Payments Powered by OEC will have a different workflow; for details, click here. 

RepairLink provides two options for processing returns:

• If you are not sure which order the part belongs to, you can find the part to process a return using the Return Parts on the Overview.
• You can manually process a return against any completed order by using the Process Returns feature on the Order Details.

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To search for a part and then process a return from the Overview window:

1. Click Return Parts from the RepairLink Tools section of the left-hand navigation. 
2. Type the Part Number and, if needed, adjust the date range for when the part was received. (Both fields are required.)
3. Click the search criteria option if you want to include RO#, Invoice #, or Body Shop Name as part of your search.
4. Click Search.
   
5. Select the transaction and then click Process Return. Note: Parts that have already been returned will be grayed out.
   
6. From the Return Parts window, type the Credit Memo # or any additional Notes you may have.
   
7. Verify the quantity being returned.
   
8. Select a Reason for the return (Part Not Needed, Customer Requested Wrong Part, Damaged Part, Dealer Sent Wrong Part, Repair Cancelled/Totaled).
   
9. Click Return Parts. Note: Please ensure that you have selected a reason for the return. Clicking Return Parts without a Reason selected will cause an error in your return.
   
10. A confirmation message will display. Click Back if you have additional part returns that need processed. 
    

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To process a return from the Order Details:

1. Search the RepairLink Overview for the returned part’s transaction. Once you have located the correct order, double click to view its details.
2. Click Returns and then click Process Returns. The Process Returns window will open.
   
3. Place a check beside the parts that were returned.
   
4. Verify the Qty Ret.
5. Select a Reason for the return (Part Not Needed, Customer Requested Wrong Part, Damaged Part, Dealer Sent Wrong Part, or  Repair Cancelled/Totaled).
   
6. Type the Credit Memo # or any additional Notes you may have.
7. Click OK.