New Buy back documents/

instruction for Penta

Partners
 Table of contents:

A. Buy back process description for the Partners (page 3-5)

B. CBB reports (page 6-17)

C. New Partner intructions for Buy back (page 18-22)

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 A. BUY BACK PROCESS DESCRIPTION FOR THE PARTNERS
1. Receiving two documents by e.mail:
* Buy back summary report (report 1A page 6-7)
( see section B in this document where you can see how the reports look like and some explanations – the reports 1A to report
number 5.)

* Not treated Parts (report 1B page 8-9)

2. Go to Parts OnLine
* Option Buy Back

* Select option Current Buy Backs

3. Select the Buy Back with the correct buy back number from the Buy Back List.

4. Use option Request Report to receive the “Picking list report” (report 2A page 10 and report
2B page 11)
(could be printed several times)

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 5.Start to Pick and Pack the parts

* Write the packed quantity on the picking list when the packed quantity is different than the qty to return or
scrap on the report.
* Write the case numbers the parts are packed in on the report.
* Take a copy of the picking lists with the case numbers and packed quantities and put these in the number
one cases.
Important:

* Remember that the Returnable Parts and the Scrapped Parts needs to packed in separate cases.
* Read carefully through “Partner Instructions for Buy back”, pages 18-22.

6. Use options – Accepted returns and Accepted Scrap on the Buy Backs Details screen in
Parts OnLine.
* Adjust the quantities as per noted on the picking lists.
(can only be reduced)

7. When the quantities have been up-dated both for Parts to be Returned and Parts to be
Scrapped – use option Complete Buy Back to close the Buy Back.

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 8. You will now receive the document “Buy back summary report” (report 3 page 12-13). This
report is printed after completion.
9. Start to arrange for the physical transport.
10.Next morning you will receive the report “Buy back Return permissions” (report 4 page 14
* This report has the information about the return and scrap permission numbers. The return permission number
shall be written on the case labels of the cases with return parts and the scrap permission number shall be written
on the case labels of the cases with scrap parts. See the labels on pages 22 and 23 in this document.

11.The transporter will pick up the goods.

12.When the goods have arrived in Volvo Parts central warehouse and been checked – you will
receive “Buy back credit summary report” (report 5 page 15-17).
13.Credit note will be issued.

Some notes from Volvo Parts:

* All the reports will be received by e.mail at the Partners.

* Automatic purchased parts proposed for buy back will be treated as manual purchased in the next buy back if
they are not returned (meaning 50% or 0% compensation instead of 100% compensation)

* Automatic purchased parts proposed for scrap will be treated as manual purchased in the next buy back if they
are not returned ( meaning 0% compensation instead of 100% compensation.

30 January, 2017 Page 5

 B. CBB Reports

1A
Dealer type A = VPIM customer
Dealer type B = ??? VPIM customer
This report prints after the Buy Back
evaluation. It contains information about
all parts that have been accepted for Buy
Back.

The header page contains general

information about the Buy Back and the
parameters that have been used. It does
also include information about the
values of the approved parts, but also
include information about the values of
the parts that were not accepted for buy
back.

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 The line pages contain
information about each part
number that has been accepted for
Buy Back. On each part number
lines there is an indication
whether the part number has been
accepted as a return part or as a
part that will be scrapped. There
is also an indication whether the
Buy Back quantity has been
automatically (A) purchased or
manually (M) purchased.

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 1B

The not treated parts report contains

information about part numbers that
are not accepted for Buy Back.

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 The not treated parts are
listed in warehouse location
sort order.

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 2A

The picking lists are printed

as two separate reports, one
for parts that are accepted for
return and one for parts that
are accepted for scrap.
The part numbers are sorted
in picking location order.
The picking lists are e-mailed
to you when you use option
Request Report in Parts
OnLine.

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 2B

Part numbers that are

indicated with an *
behind the quantity are
listed in the ‘Not treated
parts’ report as well, but
then with the manually
purchased quantity.

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 3

The Buy Back summary report

is printed a second time after
dealers have confirmed the
quantities. The values are
recalculated and now based on
the quantities that were
confirmed.

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 The summary report
that is printed after the
partners confirmation
of the quantities
contains only those
part numbers where
the dealer really has
reduced the quantity.

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 4

30 January, 2017 Page 14

 5

The Buy Back summary

report contains the
condensed information
about a finalised Buy
Back.

The initial values based

on the requested
quantities, confirmed
values based on the
dealer confirmed
quantities and credited
values are included.

30 January, 2017 Page 15

 The Buy Back credit summary,
lines with deviations section of
the report contains information
about part number where
1. Partner has reduced the
quantity while confirming the
quantities in Parts OnLine
2. Parts that were missing when
they were going to be binned or
scrapped in the Volvo Parts
warehouse.
3. Parts that were reported as
having quality deviations.

30 January, 2017 Page 16

 Details about reported quality
deviations when the parts arrived
in Volvo Parts warehouse.

30 January, 2017 Page 17

 Packing Instructions for Penta Dealer Buy-Backs via CBB

I Packing and Papers

 Take the list with part numbers approved for Buy-Back. While picking, if necessary, manually change the quantities on the list. While packing, manually
write the corresponding case number next to each part number. When you have finished packing, please put a copy of the list (giving all quantity adaptations
and corresponding case numbers) into case number 1, so it can be used in Gent if an urgently requested part needs to be found. If your country is a member of
the European Community, no further copies need to be sent together with the goods. If it is not a member, the data can be used as a basis for any Customs’
paperwork you may need.

 Take the scrap list and do exactly the same.

 Scrapped AUTO parts should be returned to Gent.

 Scrapped Manual parts should be scrapped locally.

 Case label: use copies of the labels enclosed. On each label, fill in your district number, dealer number, return/scrap permission number, the gross weight, the
case number, the despatch date, and the address of the HUB.

 Case Numbers : if you have only 1 case for a return/scrap permission, the case number is 1/1. If you have e.g. 3 cases, the numbers are 1/3, 2/3, and 3/3. For
the scrap cases, start again from number 1 ! So do NOT add them up with the cases of the parts approved for Buy-Back !!

 Make the label waterproof by using a plastic bag or foil and put it on the correct spot as is mentioned on the label itself.

 DO NOT put parts from the approved list and scrap parts together in the same case !

 Each part must be identifiable. If the part number is not on the packing and not on the part, if it is a scrap part you can write the number on the part BUT for
the approved parts : use a little iron wire to attach a piece of paper with the part number to the part, WITHOUT damaging the part (do not write the part
number on the part). All other papers or stickers (except for 1 picking label to identify the part) must be removed from the part.

 Parts with the same part number must all be put in to the same case. If this is not possible because of the size of the parts, it is VERY IMPORTANT that you
mention all case numbers on the list of parts approved for Buy-Back or on the scrap list.

 Very small parts must first be packed in to a bag or box before they are put in to a case.

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  If the weight of a big cardboard box is over 20 kg, put it on a pallet.

 Put heavy parts at the bottom of the case.

 The maximum case height is 1.20 m (L4)

 DO NOT put one case inside another case.

 Cases belonging to the same Return/Scrap Permission must ALL be sent to Gent on the same shipment ! Today’s existing transport flow for discrepancy
returns will also be used to send this Buy-Back to Gent.

Packing Instructions only for the parts approved for Buy-Back :

 Each part must be in perfect condition so that it can be sold to the next customer. See chapter “Quality Specifications”.

 Rejected parts will NOT be RETURNED to you!

 All parts must be well protected against transport damage (e.g. put plastic or cardboard between unpacked parts).

II Quality Specifications for Parts Approved for Buy-Back

 All parts must be returned in their original packing as much as possible. Unpacked parts must be cleaned (dust-free).

 Relay

Scratches on the junctions are accepted. Very dirty or clearly mounted parts are not accepted.

 Drives

Special attention on packing ! These need to be very well protected against possible transport damage.

 Big-End Bearing

Scratches are not accepted: parts must be packed separately in vacuum packing or grease paper so friction is impossible.

 Intercooler/Radiator

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 Dents in the pipes are not accepted.

 Cylinder Liner Kit

Opened vacuum packing is not accepted.

Mounted ECU’s are clearly recognisable (smell) and not accepted.

 Cylinder Liner Kit

Opened vacuum packing is not accepted.

30 January, 2017 Page 20

VOLVO GROUP LOGISTICS SERVICES – DC GENT – RETURN FLOW CASE LABEL
RETURN REFERENCE NUMBER
(*)PREFIXES

40 / / 897
10 = EXCHANGE CORES
30 = DISCR. RETURNS
40 = BUY-BACK
Click here to enter district number
PREFIX (*) SUFFIX
Discr. returns DISTRICT NUMBER
Your own number Return Penta PARTS to VGLS - DCG
RETURN PERMISSION NUMBER
Customer Number
Click here to dealer number
8xxxxx
GROSS WEIGHT IN Kgs DISPATCH DATE

Click here to enter gross weight YEAR

Choose dispatch date
MONTH DAY

Click here to enter additional info, e.g. SCRAP CASE NUMBER

Click here to enter case number / Click here to enter quantity of cases

This case number Total quantity of cases for this RPno

Label to be put on this spot

30 January, 2017 Page 21
VOLVO GROUP LOGISTICS SERVICES – DC GENT – RETURN FLOW CASE LABEL
RETURN REFERENCE NUMBER
(*)PREFIXES

40 / / 897
10 = EXCHANGE CORES
30 = DISCR. RETURNS
40 = BUY-BACK
Click here to enter district number
PREFIX (*) SUFFIX
Discr. returns DISTRICT NUMBER
Your own number Return Penta PARTS to VGLS - DCG
RETURN PERMISSION NUMBER
Customer Number
Click here to dealer number
8xxxxx
GROSS WEIGHT IN Kgs DISPATCH DATE

Click here to enter gross weight YEAR

Choose dispatch date
MONTH DAY

CASE NUMBER

Scrap Click here to enter case number

This case number

/ Click here to enter quantity of cases

Total quantity of cases for this RPno

Label to be put on this spot

30 January, 2017 Page 22