Special Order Parts: $0 Balance and Manual Payment

When a customer orders a special order part, the repair order may show a $0 balance in DealerWorks because of how the DMS handles special order part statuses. This article explains why this happens, how to collect a deposit or prepayment using Manual Payment, and what to expect when the part arrives and the ticket is completed.

Collecting a Deposit Using Manual Payment

Because the repair order shows $0, the standard payment flow will not allow an amount to be entered. To collect a deposit or prepayment, use the Manual Payment option on the Process Transactions screen.

1. 1 In the left navigation, go to General → Process Transactions.
2. 2 Click Manual Payment in the top right corner of the screen.
3. 3 A form will expand on screen. Fill in the customer name, email address, repair order number, and the deposit amount.
4. 4 Click Receive Payment. The standard payment window will open to complete the transaction.

When the Part Arrives

When the special order part is received and a new repair order ticket is created in the DMS, DealerWorks will display a pending dollar amount for that ticket. This reflects the balance owed as reported by the DMS once the part is on the repair order.

At this point, any remaining balance can be collected through the standard payment flow.

How the Ticket Closes Out

The ticket will remain in a pending state in DealerWorks until the repair order is marked as paid in the DMS. Once the DMS updates the repair order status to paid, DealerWorks will automatically close out the ticket.