Pre Order Parts SOP

Pre Order Parts SOP

It is understood that there are times when it is in the best interest of the Consumer, Insurance Carrier and the Collision Repair shop to Pre- Order Parts.

In order to determine when these Pre Orders should be placed a SOP has been developed to quantify the Criteria for Pre Ordering of Parts. When this Criteria is met, Parts should be Pre – Ordered. The Criteria is as follows:

DO NOT PRE ORDER PARTS IF:

·  The vehicle is a borderline or questionable total loss.

·  The part being ordered is a borderline repair or Replace.

·  Parts would only be Pre Ordered IF the Front End Estimator is confident of the parts being ordered.

·  Parts would only be Pre Ordered IF the Front End Estimator has seen the vehicle in person.

·  If the part being replaced is questionable as to if it needs an individual part or an assembly.

**Examples are as follows but NOT limited to: **

Ø Ordering a bumper cover when it may require an entire assembly to include the reinforcement after the vehicle has been dismantled.

Ø Ordering a door skin that may require a complete door shell or the door intrusion Beam is possibly damaged

Ø Ordering an individual headlight component when it may require a complete assembly.

·  If it is felt that there are additional Critical parts that may be required.

Mandatory Items for Pre Ordering Parts:

·  Parts would only be Pre Ordered if a customer deposit has been received. An appropriate parts deposit would be 75 % of the Total Parts sales price.

·  When Pre Ordering parts for a DRP claim, it is not required to collect a deposit for these Pre Orders.

·  When Pre Ordering LKQ (Used) Parts it is important that the Estimator be reasonably confident that the LKQ part is required and the vehicle will be repaired as LKQ parts are more difficult to return.

·  When Pre Ordering any parts, it is mandatory for a signed authorization form to be on file.

Front End Estimator Responsibilities:

·  The Front End Estimator is responsible for determining the above Criteria is met.

·  The Front End Estimator is required to take accurate and detailed photos of the parts being pre Ordered in the event that the Parts Vendor has a question.

·  The Front End Estimator will dispatch the Pre Ordered Parts Request to the appropriate Parts Coordinator by Odd or Even RO number.

Ø Odd Number – Mike Vallese

Ø Even Number – Joe Russell

·  The Front End Estimator is responsible for notifying the Parts Coordinator if a scheduled vehicle cancels so that the Pre- Ordered Part(s) can be returned.

·  If a vehicle does Not show up within 3 days of their designated appointment, The Front End Estimator will notify the Parts Coordinator that the parts must be returned.

·  The Front End Estimator will ensure a Scheduled Arrival Date is documented in ProfitNet.

Parts Coordinator Responsibility:

·  When Pre Ordering parts, it is important that the parts coordinator instructs the parts vendor to deliver the parts 48 hours or 2 days prior to the scheduled drop off appointment.

·  The Parts Coordinator should utilize to the best of their ability the Vehicle Information i.e. VIN, Color Code etc. as well as photos to get the Right Part the First Time. In addition the photos should be utilized in an attempt to mirror the parts to the photos.

·  All Pre Ordered parts will be mirror matched during the Disassembly process.

·  The Parts Coordinator will notify the Front End Estimator and\or Claims Rep if the Pre Ordered parts can NOT arrive by the scheduled appointment date.

·  The parts Coordinator will mirror match the parts via the photos when possible so as to determine if the parts are incorrect thus allowing the vehicle to be re scheduled.

·  The Pre Ordered parts will be stored in the Pre Ordered Parts staging area and will be mirror matched once the vehicle has been 100 % disassembled. However, there may be times when the parts coordinator will mirror match with the technician during the 100 % disassembly.