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

Please proceed as follows to create a trade-in:

Note

Before you can create trade-ins, you must set up an order type for trade-ins. Click here for more information on order types. You must also set up a number series. Click here for more information on number series.

  • Use the quick search (ALT+Q) in TRASER DMS 365 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 button with the three dots in 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 information tab as required.
  • Then, navigate to the Lines tab 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.
  • The Service Items window is displayed.
  • 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.

Tip

You can also add text lines with additional information. To add text lines, select Functions > Add Text Lines from the menu bar of the Lines tab. The additional text lines will be shown in the Lines tab.

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.

Note

If you want to trade in a used machine at the same time as selling a machine, you can also process the trade-in directly via the Forecast. Click here for more information on creating trade-ins via a forecast.

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.