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Run: Returned and Incorrect Parts Log

Track returned, incorrect, and core parts in one log so collision repair teams can reconcile credits, shipping, and ledger postings without losing the paper ...

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Log Entry Details

Entry Date (required)

Date this log entry is being created.

Repair Order (RO) Number (required)

The repair order number associated with the parts being returned or disputed.

Parts Coordinator Name (required)

Return Type (required)

Select the category that best describes why this part is being returned.

Describe Return Reason (required)

Vendor and Purchase Information

Vendor / Supplier Name (required)

Vendor Account Number

Original Invoice Number (required)

Original Purchase Date (required)

Date the part was originally ordered or received.

Part Source (required)

Part Details

Part Number (required)

Part Description (required)

Quantity Being Returned (required)

Unit Cost (USD) (required)

Cost per unit as shown on the original invoice.

Core Charge per Unit (USD)

Core charge amount per unit, if applicable.

Part Condition at Return (required)

Part Photo(s)

Attach photos of the part and packaging, especially for damaged-on-arrival or incorrect part claims.

Return Authorization and Shipping

Return Authorization (RA) Number

Obtain an RA number from the vendor before shipping. Leave blank if pending.

RA Requested Date

Date the return authorization was requested from the vendor.

Return Ship Date

Date the part was physically shipped or picked up by the vendor.

Return Shipping Method

Tracking Number

Return Shipping Cost (USD)

Cost paid by the shop to return the part. Enter 0 if vendor-paid or free pickup.

Credit Status and Ledger Reconciliation

Expected Credit Amount (USD) (required)

Total credit expected from the vendor (unit cost × quantity, plus any core charges).

Credit Status (required)

Credit Memo Number

Enter once the vendor issues a credit memo.

Actual Credit Amount Received (USD)

Enter the actual credit amount once confirmed. Compare to expected credit to identify discrepancies.

Denial Reason

Posted to Parts Ledger? (required)

Confirm whether this credit or adjustment has been posted to the parts ledger.

Ledger Post Date

Date the credit was posted to the parts ledger.

Follow-Up and Notes

Follow-Up Required? (required)

Follow-Up Due Date

Target date to follow up with the vendor if credit has not been received.

Follow-Up Action Required

Supporting Documents

Attach original invoice, packing slip, credit memo, or return shipping receipt.

Coordinator Notes

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