Get core charges back from suppliers

How do you get core charges back from suppliers?

To get core charges back from suppliers, send parts invoices to the shared inbox. Maito logs each core charge with its return deadline, creates a return task a week before it, checks earlier cores for returns and credits, marks a credit received only when it appears in accounting, and drafts a request to the supplier when it does not.

How it's done today

The old part and its refund deadline are tracked on paper.

What Maito does

1. 1.Read the invoice for the core charge and terms
2. 2.Log the core against the repair order
3. 3.Create a return task before the deadline
4. 4.Check the credit arrives

Example

Loop run: New invoice in ap@northstar.example

SlackEmail

#parts

Maito APP 9:15 AM

Invoice GP-77120 from Globex Parts, Oct 17: alternator for RO 10402, $212.00 plus a $45 core charge. Return deadline: Nov 16 (30 days, per the invoice terms). Core C-212 logged, and a return task for Luis is due Nov 9. The terms need the old part in the original box with this invoice. Catch: invoice GP-76802 from Sept 12 has another $45 core for the same alternator part number, return due Oct 12, and I find no return or credit. That's $45 now at risk. From the invoice emails and the accounting records.

L

Luis 9:24 AM

@Maito That one went back Oct 9. The receipt is in the drawer.

Maito APP 9:25 AM

Marked GP-76802 core as returned Oct 9. The credit isn't in accounting yet, so I drafted a note to Globex asking for the credit memo. Send me a photo of the receipt and I'll attach it.

Example complete

How to set it up

What it won't do

It follows the invoice terms and your records. It cannot see a part on the shelf, so a core nobody logged is invisible to it.

Questions