Swap Tickets

For sales reps

Why We Do This

Swaps are where inventory records go to die. A unit goes out, a unit comes back, and if nothing is written down the system thinks we still have one and lost the other. The swap ticket keeps both units on the record, tells the driver exactly where the replacement goes, and protects you: a documented swap can never be questioned later, and the returning unit gets credited back instead of vanishing.

When to Use It

Every time a customer's appliance is being exchanged for another unit, for any reason: warranty swap-out, DOA replacement, or an approved exchange. No swap moves without a ticket.

Step by Step

Go to Staff → Sales Portal → Admin → Customer Actions → Swap Ticket.
Pick the swap type: Warehouse, Store-Shopped, or Walk-In.
Pick the salesperson whose customer this is, your store, and who is entering the ticket.
Enter the customer's name and phone. Email is optional and is used for the swap confirmation.
Enter the delivery address for the replacement. Walk-ins hauling the unit themselves may leave it blank.
Enter the original invoice number if you have it.
Enter the replacement unit's serial ID and where it is coming from, then the returning unit's serial ID. Both, always. That is the whole point of the ticket. If the returning sticker is missing or unreadable, check the box and photograph the unit.
Pick the reason. Walk-ins require notes explaining the circumstances.
Enter the original sale price, the replacement's sticker price, and any difference collected.
Submit, then print. The printable ticket goes on the outbound appliance and shows the delivery address so the driver knows where it goes. The return tag goes on the unit coming back.

What Happens After

The office is notified and the swap is logged against the original sale.
The returning unit re-enters inventory through the swap-return log, so it gets inspected, recorded, and credited instead of disappearing.

Do and Do Not

Do fill in both unit IDs. A ticket with one ID is half a record.
Do confirm the customer's address before printing.
Do not send a swap out on a verbal promise or a text to the warehouse.
Do not promise a customer a swap before it is approved.