Creating a Return Outside the System in BackTrax

KB Article #7410

Returns can be created in BackTrax using a Repair Order (RO) number, invoice number, or part number. 

Note: Returns can also be created directly from the order in Trax. 

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To create a return in BackTrax:

1. Click New Return from the left side panel within BackTrax.
   
2. Choose the Dealer from the list. 
   
   
   1. Type the Dealer Name in the search bar and click Search to find the dealer quickly. 
      
3. Click Next.
4. There are three ways to access parts to return:  

   • If searching by RO number:

     1. Type the Repair Order Number in the search bar and click Search.
        
     2. Click to highlight the order.
        
     3. Click Next.

   • If searching by invoice number:

     1. Choose Inv # from the drop-down.
        
     2. Type the invoice number in the search bar and click Search
        
     3. Repair orders associated with that invoice number display. Click to highlight the order.
        
     4. Click Next.

   • If searching by part number:

     1. Choose Part # from the drop-down.
        
     2. Type the part number in the search bar and click Search.
        
     3. Repair orders associated with that part number display. Click to highlight the order.
        
     4. Click Next.
5. For each part that needs returned: 
   1. Update the Quantity to return.
      
   2. Choose the Reason for the return. 
      
      
      1. If all parts should be returned for the same reason, choose the reason from the top drop-down.
         
   3. If a note should be included: 
      1. Click Note.
         
      2. Type the details in the new window and click Save.
         
      3. Parts with a note show a darker Note button.
         
6. If a part needs to be returned that is not listed on the original order, it can be added now. 

• To manually add a part to a return:

  1. Once all necessary parts from the original order are prepped for return, click Add Part Manually.
     
  2. Enter the Part Number and a Description of the part.
     
  3. Fill in the part's Price Value and Available Quantity.
     
  4. Choose the Reason for the return from the drop-down.
     
  5. If needed, fill in any applicable Notes.
     
  6. When finished, click Add Part. The part will appear at the bottom of the list, with options to Edit or Remove the part as needed.
     
7. When ready, click Next to continue with the return.
8. A confirmation window displays, showing the Description, Value, Quantity, and Reason for each part being returned. The total return value also displays.
   1. To submit the return, click Submit.
      
   2. To make changes, click Back.
      
9. Once submitted, a final confirmation window displays. 
   
   From here, you can: 
   1. Click Print Details to print the return details.
   2. Click View Status to view the return status information.
   3. Click Close to close the window.