Processing Trade-Ins

As a dealer specializing in machines and vehicles, you have the option to take back used machines and issue a credit memo to the customer for the returned machine. This process is referred to as Trade-In in TRASER DMS 365. This chapter contains all important information regarding the processing of trade-ins and is structured as follows:

• Creating a Trade-In
  • Printing a Trade-In Confirmation
  • Shipping a Trade-In
  • Invoicing a Trade-In

Creating a Trade-In

Please proceed as follows to create a trade-in:

• Use the quick search (ALT+Q) to find the page Trade-Ins.
• The page Trade-Ins is displayed.
• Click New in the menu bar.
• A new Trade-In card is displayed.
• In the General information tab, navigate to the Customer name field.
• To display a list of available customers, click on the selection field.
• Select the customer from the list that you want to create a trade-in for.
• To confirm your selection click OK.
• The data of the customer is automatically inserted into the respective fields by the system. In addition, a unique number will be assigned to the trade-in.
• Navigate to the Order Type field and open the drop-down list of the order types by clicking into the selection field.
• Select the respective order type from the drop-down list.
• Enter any supplementary information into the General FastTab as required.
• Then, navigate to the Lines FastTab to add a customer's machine for the trade-in.
• In the Lines tab, click on Functions > Add Service Item.
• The window Select Service Item – 1 opens.
• Click into the Service Item No. selection field to open a list of the customer’s service items.
• Select the service item from the list that you want to add to the trade-in document.
• Click OK.
• The Select Service Item - 1 window is displayed again.
• Check the information listed in the window and click on OK.
• The service item is added in a new line in the Lines tab.
• Use the Location Code column to enter the location of the machine.
• Use the Trade-In Excl. VAT column to enter the amount of the service item that is to be traded in.
• Provide additional information as required.

You have successfully created a new trade-in. The next subsection describes how to print the trade-in confirmation and send it to the customer.

Printing a Trade-In Confirmation

To print the trade-in confirmation, proceed as follows:

• In an open trade-in card, click on Print/Send > Print in the menu bar.
• The window Trade-In Confirmation is displayed.
• To display a preview of the trade-in confirmation, click on Preview at the bottom right of the page.
• The preview of the trade-in confirmation is displayed.
• Check all details before exiting the preview.
• To print the trade-in confirmation, click on Print at the bottom right of the page.
• To send the trade-in confirmation online, click on Send to... at the bottom right of the page.
• Choose the desired format for the trade-in confirmation and confirm your selection by clicking OK.

You have successfully forwarded the trade-in confirmation to the customer. The next subsection describes how to post the shipment of the trade-in document, i. e. the machine entered in the trade-in document.

Shipping a Trade-In

To post the trade-in shipment, proceed as follows:

• In an open trade-in card, click on Posting > Post... in the menu bar.
• A new dialog window opens.
• Select Receive and then click OK.

You have initiated the shipment. The next subsection describes how to invoice the trade-in.

Invoicing a Trade-In

To invoice the trade-in, i.e. to create the credit memo for the customer, proceed as follows:

• In an open trade-in card, click on Posting > Post... in the menu bar.
• A new dialog window opens.
• Select Invoice and then click OK.

You have successfully invoiced the trade-in. The trade-in process is now finished.