Define multiple part numbers as acceptable return cores on a single exchange line item. This flexibility reflects the real-world acceptability of PMA, alternate, or superseded parts and eliminates delays or rework caused by rigid part matching.

Sell and manage multiple inventory records in one exchange line item, each with individualized costing, return core expectations, and tracking. This enables you to process bulk sales faster without duplicating line items or performing separate transactions, saving significant time in high-volume scenarios.

Alternate part numbers designated for return cores are stored as part of the transaction history. This ensures compliance, supports audits, and enables accurate reporting for financial or regulatory purposes without requiring manual annotations or separate documentation.

Adjust core return costs at the time of sale to account for high-value repairs, known anomalies, or strategic pricing decisions. This allows for accurate cost forecasting and financial planning without relying on bespoke workarounds or incorrect values being carried through to financials.

Enter or correct the previous repair value manually, which is factored into the return core costing calculation. This is particularly useful when records are incomplete due to data conversions, credits, or inventory movement history that may have lost that information.

Built-in support for the industry’s four most-used core return cost methods, with the ability to select the right one per transaction. This provides global flexibility and allows businesses to align with customer preferences or regulatory norms in different markets.

Even within the same multi-quantity line, each unit can be assigned its own costing model. This granular control lets you tailor cost strategy to each unit’s condition, repair expectation, or customer agreement without the need to separate the items onto different transactions.

When a customer requests an exchange mid-repair, Vista-Suite Enterprise allows you to assign the in-progress work order unit as the core for the new exchange sale. This avoids duplicate data entry or transaction splitting while preserving continuity in operations and documentation.

The work order unit is seamlessly converted to shop-owned status for internal handling once it becomes the exchange core, ensuring accurate ownership tracking and compliance with internal processes.

The core cost from the exchange transaction is applied to the WIP in the work order, ensuring accurate cost accumulation and billing transparency without requiring post-transaction adjustments.

When additional work is needed on the returned core, Vista-Suite Enterprise makes it easy to bill those extra charges back to the customer. These follow-on charges are linked back to the original exchange, maintaining continuity and simplifying reconciliation.

Every movement of inventory, cost, and ownership is logged—from exchange sale to work order assignment to post-sale billing. This provides a full audit trail, critical for financial integrity and operational accountability.

When a core is received and the customer wants to convert to an outright sale, Vista-Suite can automatically convert to outright by replicating the exchange item, converting it to an outright sale, and automatically reserving the core inventory as the new outbound inventory. No need to recreate line items or manually move inventory since the system replicates and adjusts the transaction for you.

The returned core is instantly reserved as outbound stock for the new outright sale, reducing the risk of misallocation or missed shipments.

Conveniently finalize price, shipping, and invoicing from a single screen. This eliminates the need for switching applications and multi-step workflows, which waste time and introduce errors.

Core charges appear on the main transaction line, not buried, giving users visibility for quoting, invoicing, crediting, and approvals. This eliminates confusion and supports better communication with customers.

Totals that exclude and include core charges are displayed separately, giving finance teams and customers a clearer picture of actual parts costs versus refundable or conditional charges.

Crediting a core charge is simplified to a single button that converts it into a credit line item. This ensures financial accuracy and eliminates error-prone manual processing or accounting adjustments.

The invoice exchange tab includes a built-in options screen for applying a replacement charge when the returned core is unsuitable. It provides options for various billing calculation logic (i.e., replacement charge minus the exchange fee, replacement charge on its own, an amount determined by the user at the time of billing) and ensures consistency across billing events.

Vista-Suite Enterprise supports multiple billing methods (i.e. replacement charge only, charge minus exchange fee, or fully custom) based on the customer situation, all handled within the system without need for manual workarounds.

Define multiple acceptable return part numbers to accommodate PMAs or modified parts. Each return part is tracked and stored for accurate cost recognition and to reduce delays during core evaluation.

If a different but valid core is returned, the receiver can adjust the part number at the point of entry. This avoids the need for corrections later and supports real-world part interchangeability.

Inventory movement for each exchange transaction is clearly split between Outbound Stock and Inbound Stock tabs, displayed in logical order based on the transaction type. This improves traceability and makes it easy to audit or reconcile inventory movement tied to exchanges.

Exchange agreements, terms, and other controlled documents are stored centrally and version-controlled so that users don’t need to track down files manually. This promotes consistency and compliance across your organization.

From within the transaction screen, users simply check a box to attach controlled documents to outgoing emails. This avoids delays and ensures the most current version is always used.

Prevent risk exposure by keeping sensitive documents within the Vista-Suite Enterprise ERP environment, rather than requiring users to send them to themselves or search across shared drives, cloud services, or desktops.

Whether issuing or receiving an exchange, the layout and functionality are consistent. This uniformity ensures faster training and fewer mistakes.

Every transaction configuration available on a sales order, such as core charges, exchange quantities, and cost models, is mirrored on the purchase order side, providing complete matchups and reducing gaps in process control.

The same familiar interface structure is used across quotes, orders, exchanges, credits, and returns. This helps users become productive faster and reduces operational friction between departments.