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How to Handle Inventory for Repair Order Item Receipts

In Dynamics 365 Finance & Operations (D365 F&O), handling customer jewelry for repairs involves tracking inventory that is not owned by your company but is in your possession for the purpose of service. Using a consignment model is a suitable approach for managing this situation. Here’s how you can handle it step by step:

1. Set Up Consignment Inventory

a. Create a Consignment Inventory Location:

  • Go to Inventory Management > Setup > Inventory Locations.
  • Create a new location specifically for consignment items, where you will store the jewelry.

b. Set Up Consignment Items:

  • When you create your jewelry item master records, ensure that you set them up as consignment items. You may need to use the Item Model Group to specify consignment settings.
  • Assign the consignment inventory location to these items.

2. Creating a Service/Repair Order

a. Create a Sales Order for Repair:

  • Go to Sales and marketing > Sales orders > All sales orders.
  • Create a new sales order for the service/repair.
  • Add the jewelry items as line items with the appropriate service charges.

b. Record the Receipt of Jewelry:

  • When the customer brings the jewelry in for repair, create a Journal Entry to record the receipt.
  • Navigate to Inventory Management > Journals > Item transactions > Inventory journal.
  • Select the Inventory journal, and add a line for each jewelry item received.
  • Use the consignment inventory location you set up.

3. Adjust Inventory for Consignment Jewelry

  • Upon receiving the jewelry, you will adjust the inventory:
    • Transaction Type: Use the “Inventory receipt” to increase your consignment inventory.
    • Item Number: Enter the jewelry item number.
    • Quantity: Enter the quantity received.
    • Location: Select the consignment inventory location.

4. Completing the Repair

a. Perform the Repair Work:

  • Once the repair work is completed, update the sales order status.
  • You can optionally track labor or material costs if applicable.

b. Create an Invoice for the Service:

  • After the repair, create an invoice for the service performed.
  • Go to Sales and marketing > Sales orders, find the order, and click Invoice to create the customer invoice.

5. Returning the Jewelry to the Customer

a. Inventory Adjustment for Returned Jewelry:

  • When returning the jewelry, you will need to decrease the consignment inventory:
    • Go to Inventory Management > Journals > Item transactions > Inventory journal.
    • Use the same Inventory journal, and create a line for each jewelry item returned.
    • Transaction Type: Use “Inventory issue” to decrease the consignment inventory.
    • Quantity: Enter the quantity of the jewelry being returned to the customer.
    • Location: Again, select the consignment inventory location.

6. Financial Impact

Since the jewelry is on consignment and does not belong to you, it should not affect your financial book value. The service revenue from the repair work is recorded on your financial statements, but the jewelry itself remains a liability (or off-balance sheet item) until returned.

7. Reporting

Utilize inventory reports to track the consignment jewelry separately from owned inventory. Ensure you have the right filters and queries set up in your reporting tools to maintain visibility.

Conclusion

Using the consignment model allows you to manage customer jewelry effectively while keeping your financial books clear. Each step ensures that the jewelry is tracked correctly without affecting your financial position, and service revenue is recognized appropriately. Be sure to train your staff on these processes to ensure smooth operations.

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