Processing a RepairLink Order

KB Article #1298

A parts order received in RepairLink can be processed within minutes. Be sure to keep these items in mind when processing your orders:

Only move parts to the Response To Buyer section if you plan to fulfill them.
Order information can be saved at anytime by clicking Save.
Use the Respond To Buyer button to keep the repair facility informed of the status of their order, especially if parts are back ordered.
You cannot make any changes to the order once you have clicked Submit/Commit.
Repair shops can track their order status and the estimated delivery date for each order right from the RepairLink Shop application.

The part pricing that displays within a RepairLink order is adjusted based on the following: (Click the links to learn more about configuring specific price adjustments.)

First, if Matrix Pricing is enabled, the list price is increased based on the established formula. (Acura, Honda, and Nissan only)
Second, RepairLink applies the Trading Partner discount.
1. DMS Connect Subscribers: Pricing shown reflects the DMS Customer Number used at the time the shop placed the order. If the DMS Customer Number was added/changed after the order was placed, the new number will display in the order but pricing will not be updated.
Third, if Gross Profit Protection is enabled, RepairLink will verify the discounted price does not fall below the Gross Profit Protection threshold. If it does, the Trading Partner discount is removed.
Finally, if a part qualifies for an OE parts program (PMA), the program discount is applied to the part. manufacturer program discounts are applied even if the discount causes the part cost to fall below the Gross Profit Protection threshold.

Want to learn more? Watch our video!

Step 1: Locate New Orders on the Overview

New part orders display on the RepairLink Overview.

If applicable, check the Salesperson column to see if you are the primary salesperson or a backup salesperson on the order. If the primary salesperson is not in the office, the backup can complete the order.
If the repair facility has sent a note along with the order, click the Note link to view. The Notes feature can be used to provide additional delivery information to repair shops. Reply back immediately to let the repair shops know you saw their request by typing your note and clicking Add Note. Click the X to return to the Overview.
Click on the Photo link () to view part illustrations sent by the repair facility. Illustrations are a big help in identifying the correct part the first time, decreasing returns and improving customer satisfaction. Click the X to return to the Overview.
Double-click the order to view Order Details.

Step 2: Verify Requested Parts

Review all ordered parts that display in the Buyer Request section.

Notes:

If the order received did not come from an existing Trading Partner, a pop-up window will display. Click Proceed to open the Add Trading Partner Configuration window and assign a pricing formula to the repair facility.
DMS Connect Subscribers: If a DMS Customer Number is missing for this Trading Partner (including a default DMS Customer Number), a prompt will display to add it. The order cannot be processed without it and the prompt will display until it is saved.
- Enter the DMS Customer Number into the provided field.
  
  -or-
  Click Use Default DMS Cust Number to populate the Default DMS Customer Number into the field.
- Click Save to continue.

A program icon () will display if a part qualifies for an manufacturer program (PMA). Click the icon to display the program information. Note: The icon indicates the shop has already received the discount.
When a requested part number has possible alternates, click inside Revised Part # box to view and select an alternate part. (Click Additional Info to access parts information and descriptions of alternate parts.)
-or-
Parts can be corrected by typing the part number in the Revised Part # box.
View your buyer's requested Delivery option.
If a part qualifies for an manufacturer program, the reimbursement amount will display in the Reimb $ column.
The Net Buyer Cost column displays the discounted price that the shop pays for the part. Update this price if needed.
When parts have been verified, click the to add a part to the order or use the to add all parts. Added parts drop to the Response to Buyer section. Note: Revised part numbers will default to a quantity of 0. Be sure to click on the 0 and update the quantity.
Once all the parts that you want to fulfill have been added to the Response to Buyer section, you are ready to finalize your order. Note: If a new part number entered is not found, the Part Not Found window will display. Enter the OE List price, the Dealer Cost, and a Description of the part to proceed. Click OK and the information entered will display in the Response To Buyer section.

Step 3: Finalize the Order

All parts selected for fulfillment display in the Response To Buyer section which allows you to confirm the quantity and price. Parts can be removed from your response at any time by clicking the minus button. Avail Date and Time of Day are required to complete an order.

If you need to include additional parts on the order, click Add Part. Type the part number and click OK. The new part will display in the Response to Buyer section.
If there is a part that cannot be invoiced or quoted, select the applicable Status from the drop-down box, letting the repair facility know why this part can't be invoiced immediately.
Review your Delivery option and change as necessary after confirming with your buyer. (Learn more about reviewing or updating the Order Delivery option.)
If any of the net buyer costs need to be changed because they don't qualify for a typical discount (air bags, etc.), click inside the box and type the new price.

Notes:
- The Buyer Cost column displays how much a part would cost the shop, before any eligible manufacturer rebates, based on how they are set up in your trading partner configuration.
  - DMS Connect Subscribers: Pricing shown reflects the DMS Customer Number used at the time the shop placed the order. If the DMS Customer Number was added/changed after the order was placed, the new number will display in the order but pricing will not be updated.
- The Net Buyer Cost column displays the cost the buyer will see and depends on any potential manufacturer reimbursement programs.
  - The Net Buyer Cost field will display a warning message if this cost is five times the Dealer Cost. To avoid such errors, ensure that a decimal is included for all amounts that are not in whole dollars.
To assign the same invoice number to all parts, click Invoice # at the top of the column and type the invoice number into the box.

-or-
To assign the invoice number to a single part, click the invoice number box for that line item and type the number for that part.
To assign the available date to all invoiced parts, click Avail Date and select the date from the calendar. (The date cannot be earlier than the current date.)

-or-
To assign an available date to a single part, click on the date box for that line item and select the date from the calendar.
To assign the same estimated delivery time to all invoiced parts, click Time of Day and select the time (AM or PM) from the drop-down box.

-or-
To assign an estimated delivery time to a single part, click the Time of Day box for that line item and then select the time (AM or PM) from the drop-down box.
If needed, update the Taxes/Fees for the order.
1. Three decimal accuracy will be supported for Taxes and Fees rates. Example: A value of 6.975% can be used without the system rounding to 6.98%
If you are ready to finalize the order, click Submit/Commit. The order has now been completed and your order-fulfillment information has been sent to the repair facility. (Orders that are sent back to the repair facility will be automatically archived.) Note: You can now collect payment from eligible buyers when you submit/commit your transactions with OEC Payments. Go to your browser settings and clear your cache to start taking advantage of this feature.