How to Handle “Core Charges” on a Service Invoice

EPASS Support

19-Mar-2026

A core charge is an additional fee applied to a replacement part (e.g., motors, compressors, pumps) to ensure the old part is returned for refurbishment, recycling, or warranty purposes. This is standard practice in appliance repair and service.

Core charges can be handled in two different ways in EPASS, depending on whether the core is treated as inventory or non-inventory.
 

Scenario 1: Handling Core Charges as non-inventory

In this scenario, the core charge is handled using Miscellaneous Codes rather than creating inventory items.

Step 1: Create Miscellaneous Codes

1. Navigate to:
   Tools → System Maintenance → Tables → Miscellaneous → Add
2. Create miscellaneous codes for the different core charge amounts.
   Examples:
   • CORE25 → $25
   • CORE50 → $50
   • CORE100 → $100
3. Enable “Do Not Allow Finish.”

This setting prevents the Work Order from being completed until the technician confirms whether the old core has been returned.

NOTE: If the customer is responsible for the core charge, create a generic core code (CORE) for the amount being charged. For this code, please uncheck “Do Not Allow Finish,” as the customer will be billed and the technician will not be removing the miscellaneous line.

Step 2: Attach Miscellaneous Codes to Items

Once the miscellaneous codes are created, attach them to the items that require a core charge.

1. Search for the item using the Item Code or Description
2. Select Edit Item
3. Attach the appropriate Core Misc Code to the item
4. Click OK to save

Step 3: Create an Invoice to Track the Core Charge – When the item is added to an invoice, the system will automatically apply the core charge to the order.

The intention is that the technician will return the old core and remove the miscellaneous line from the Work Order detail screen; otherwise, the customer will be charged the additional amount.

If the customer is responsible for covering the core charge, you can instead use a generic core code (CORE) for the amount being charged.

If a technician deletes the miscellaneous line but does not return the core, the audit trail will show that the misc line was removed, clearly indicating that the core was not returned.

Step 4: How to Process a Vendor Credit for Core Charge

When the supplier issues a credit for a returned core, follow the process outlined here https://epass.supportbench.net/agent/article/ar-18250

Important:
Skip Step 2 (Serial – Add notes & update the cost on Serial) under the Processing Vendor Charge Backs (VCB) section.

Scenario 2: Handling Core Charges Using Items

In this scenario, core charges are tracked as items rather than miscellaneous charges. This approach is useful when you want better tracking of cores, supplier returns, and expected credits.

Step 1: Create a Core Item

Create an item in the system to represent the core charge.

• If the supplier provides a specific part number for the core, use that number when creating the item.
• If the supplier does not provide a part number, create a generic core item number (for example: CORE100).

This item will represent the core deposit associated with the part.

Step 2: Attach Comment Codes to Items

EPASS does not allow one item to be directly linked to another item. Because of this limitation, it is recommended to use item comment codes as reminders.

Recommended Setup

Controller (Main Part)

1. Go to Tools → System Maintenance → Tables → Comment → Add.
2. Create a comment code:
   • Code: CORE
   • Description: This item requires a Core Item to be added to the invoice.
3. Click OK to save.
4. Add this comment code to the Controller (Main Part) item.

Core Item

1. Go to Tools → System Maintenance → Tables → Comment → Add.
2. Create a comment code:
   • Code: CORE
   • Description: This core must be returned to the supplier for credit or the customer will be charged.
3. Click OK to save.
4. Add this comment code to the Core Item.

Step 3: Create Invoice to Track the Core Charge

When the item is added to a Work Order, the system will automatically attach the comment code to the invoice. This serves as a reminder for the technician to:

• Add the negative core item to the invoice if the old core is returned.
• Ensure the old core is brought back for credit.

Additionally, you can attach a comment directly to the Core Item noting that the item must be returned to the supplier for credit or the customer will be charged.

Step 4: Return the Core to the Vendor and Process Credit

To return the core and process the vendor credit:

1. Create a negative Purchase Order (PO) for the supplier.
2. Add the core item to the PO.
3. Receive the part using the standard PO receiving process.
4. When the supplier issues a credit memo, apply it to the PO.
5. Create a negative Accounts Payable (AP) invoice to record the credit.

This ensures proper tracking of cores, supplier returns, and customer billing.