Core Procedure

This page will take you through the necessary steps to track your parts and the applicable cores in the Motility Software. Please read the ENTIRE page first before doing anything in the system.

  1. To properly track all cores in the system once the part has been added into your inventory there must be another part added with the same part number but ending in “-CR”. See examples below.
    The “-CR” part (only the -CR part) must be marked as prompt for cost. The main part number must have an Invoice Reminder to add the “-CR” part
  2. In order to track both parts properly, the class must be filled in and labeled as CORE in the master inventory (Reporting will be ran with this class so it is very import to fill in)
  3. The CORE category must be filled in correctly in order for the accounting dept to track the GL balances correctly. The accounting dept must create these GL Accts below and have the category filled in correctly. Core Sales (RV)     Core Cost (CT)    Core Asset (INV)It is very important to remember that in this process the parts are “married” and must be together in the whole process.
  4. The PO will begin the process of when the part(s) are ordered.
  5. Once the parts arrive you will begin the receiving process. This will increase the TOH qty for both parts.Accounting entry should be like below.
  6. Selling of the part and core part is next. You will add both parts to the invoice. If the customer does not have the core then you will bill the core charge in the core field on the invoice. If the customer does have the core with them you will still add the core part to the invoice, but for 0 qty sold and no charges apply (see examples below). If the customer does not have the core, this will reduce both on hand qty for both parts. If the customer does have the core,  the core part will have 0 Sold and relieved. This will decrease your TOH and leave your core part on hand the same, creating a difference (This will be explained in the report portion of the page).
  7. If the customer brings back the core you will create a new invoice and put the “-CR” part on the invoice, but qty sold will be in the negative (-1) and fill in the core amount on the part line. The system will pop a box to verify what to do with the returned core. You will select “restock item”. This will increase your “-CR” part creating a difference.

    It is very important to follow these steps in order to know the number of dirty cores you will have to return. Once you begin using this process the core part should be higher then you part. The difference would be your dirty cores to be retuned to supplier for credit. The only time they will be the same is when the part is first brought in or you have done a receiving ticket to return the dirty cores.  See the example belowOrder and Receive 5

    Battery2             5

    Battery2-CR         5

    Sell 1 and charge out the core

    Battery2             4

    Battery2-CR         4

    Customer returns Core

    Battery2             4

    Battery2-CR         5

    The difference of 1 represents a dirty core that needs to be returned to the supplier.

    Your part should never be higher than your core “part-CR”

    Report to track Cores

  8. Run the Master Inventory report with the filter for Class “Core” and set the sort field by part number. This will match up the part and part-CR in order.

    This will allow to see the difference between the 2 for your dirty/return core

  9. Returning your dirty cores. You will use a receiving ticket in the negative to return your cores to the supplier and get credit for them. At this point this will reduce your core part and depending on the amount returned, it would make the total on hand match the part as well.
  10. At this point, once the return has been done. If the report is run again both the part and part-CR will be at the same total on hand.