PARTSCHECK ORDER INVOICING TRAINING GUIDE
SET UP
1. Partscheck order page
2. Pinnacle quote screen
3. Pinnacle search screen for doing work order from the start
PINNACLE NAME SETUP
UNDERSTAND ORDER STATUS OPTIONS
INTERNAL STATUS OPTIONS FOR WHEN 2 OR MORE PEOPLE DOING PARTSCHECK ORDERS
ALLOCATED - Trainer assigned to trainee to action
IN PROGRESS - Trainee is currently doing
API ASSIGNED - Trainee assigned to Trainer to action
FAQ -guides to update
Are prices on parts check excluding GST?
Price is excluding on parts
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When pasting this in the public comment do you change any names?
Answer - no need to change. Just copy and paste as is.
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Follow the due date on the main screen
( do not press open quote like below and follow that)
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Do we sell customers oldest stock first or same colour?
Oldest first unless requested for colour
Ideally we match color if we can easily but we wouldnt select item off car that is same color over item that is on shelf
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To update guide,
https://support.zoho.com/portal/jjautoparts/kb/articles/managing-parts-check
Only has video doing process to confirm eta. Need to go in more detail with picking delivery date and typing message to customer
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What to do with the order if we have to wait for customer to confirm something?
If you will have to contact customer in future time (ie. in the afternoon, tomorrow, etc) or your are simply waiting for customer to get back to you to confirm something in their order, make sure to convert the quote in Pinnacle to work order so the part won’t get sold to someone else while waiting and then move order to ready to invoice
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How to process invoice for COD customers?
See this process for HOW TO PROCESS INVOICE FOR COD CUSTOMERS
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What does CAP means in customer’s name?
Just consider this the same as ACC to make it easy. CAP means Capricorn which is a 3rd party that manage the payment of parts ordered by customer.
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What to do if we don’t have the part in stock anymore?
We have to call customer to advise them before cancelling the order on Partscheck. Most panel beaters don’t check messages on Partscheck and they will expect the part to arrive if they don’t see our message.
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What to do if customer is only after a piece from an assembly parts (ie. bulb of light, cover of mirror)?
Support will quote it with assembly so if customer order we will send them as assembly as well.
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Should I select AM or PM for dispatch?
Always select AM if possible even for future orders. So in case there’s an issue in AM we can still send them in PM.
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What if customer wants the door and lock?
We always select the door with sub assy lock
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Is the part number on Partscheck order correct?
The part number on Partscheck is only insted by Partschek itself and NOT by customer.
So if there are multiple types for the model that can’t be identified through photos or VIN. We should call customer to confirm.
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What date should I select in ETA on Partscheck?
If its TNT or Axiom are next day delivered. If you schedule them to pickup today, the ETA or estimated time of arrival that you should select on Partscheck should be the next business day.
But if customer wants to have it delivered in 3 days or more, select the ETA 1 day before their requested date. Then in Pinnacle work order select 2 days before their requested date for TNT and Axiom while 1 day before for Sam Pedro.
What does customer mean if they say "advise if unable for next run"?
Just send the the part the in the next run. We would only advise customer if we can’t do in next run like part is still on car or have to broker it.
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What if i need to contact customer to confirm type?
Ring customer to sort, if customer can confirm type on the phone then continue on and put on work order
If customer cant confirm type on the phone right away (ie. they have to call you back) or you cant contact customer to get it sorted, tell whoever you spoke to you will message them on parts check the different type and to reply there, TELL THEM NOT TO CALL BACK BUT TO MESSAGE ON PARTS CHECK this way it keeps a record of use asking the customer to confirm type and their message confirming which type.
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What if customer account is on hold?
Send them a message on parts check like below
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What to put in OEM # in work order if we don’t have EPC for the car make?
Just put “CUSTOMER’S VIN XXXXXXXXX - NO EPC”
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What to do with the message saying to Use Order No. XXXX?
Copy that number and put that in Cust PO# in Pinnacle work order
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