---
title: Navigating DMS Outages
description: "Navigating DMS Outages: Ensuring Smooth Operations and Recovery"
---

[Blog - PartsEdge ](https://www.partsedge.com/blog)

# [Navigating DMS Outages](https://www.partsedge.com/blog/navigating-dms-outages)

 Written by [Kaylee Felio](https://www.partsedge.com/blog/author/kaylee-felio) | Jun 28, 2024 6:30:00 AM

**Navigating DMS Outages: Ensuring Smooth Operations and Recovery**

In the ever-evolving automotive industry, dealing with unexpected system outages can be challenging. At PartsEdge, we understand the critical need for preparedness and efficient recovery processes. Here’s a comprehensive guide to managing your parts department during and after a DMS outage, ensuring minimal disruption and swift recovery.

### **During a DMS Outage**

1. ** Assign Roles and Responsibilities**

- Clearly define specific roles and responsibilities for manual operations among staff to maintain order and efficiency.

1. ** Customer Orders and Inquiries**

- Maintain a manual log for all incoming customer orders and inquiries.
- Use Repair Orders (ROs) to record customer sales, parts requested, and promised delivery dates.

1. ** Parts Sales and Orders**

- Keep a manual record of parts sales and orders.
- Use a spreadsheet to track sales and facilitate stock orders once the system is restored.

1. ** Receiving Shipments**

- Manually check and record all incoming shipments.
- Create an Excel sheet for all receipts and note items that have not been received and are deferred.

1. ** Temporary Filing System**

- Set up a temporary filing system for all manual records.
- Organize files by date, customer, and type of transaction for easy retrieval once the system is back online.

1. ** Communication**

- Maintain open lines of communication with suppliers and customers regarding potential delays and keep them informed about the situation.

### **Once the System is Back Online**

1. ** Data Entry and Reconciliation**

- Enter all manual sales records into the system.
- Input all manually recorded receipts.
- Reconcile any financial transactions, including cash sales, credits, and payments received during the outage.
- Work with service to create ROs, ensuring parts are added to the correct labor lines and recreating all counter tickets.

1. ** Parts Orders**

- Be prepared to order parts that were not entered into the system during the outage.
- Update the system with parts that were sold but not recorded.

1. ** Customer Orders**

- Review the status of all outstanding customer orders in the system and ensure all are up to date.

### **After the Dust Settles**

1. ** Inventory Management**

- Conduct a quick inventory count to understand current stock levels.
- Perform a thorough inventory count to reconcile any discrepancies between manual records and system data.
- Cross-check manual records with system entries to ensure accuracy and completeness.

1. ** Review and Improvement**

- Review the manual processes used during the outage.
- Identify any areas for improvement in your emergency procedures and update your contingency plan accordingly.

1. ** Staff Debriefing and Training**

- Conduct a debriefing session with staff to discuss what worked well and what didn’t during the outage.
- Create a process for backup files of the inventory pad, matrix, and customer information.
- Provide additional training if necessary to ensure everyone is prepared for future system outages.

**Conclusion**

At Parts Edge, we are dedicated to supporting your parts department through any challenges. By implementing these strategies, you can ensure smooth operations during a DMS outage and a swift recovery once the system is back online. Together, we can navigate these challenges and continue driving success in the automotive industry.

[View full post](https://www.partsedge.com/blog/navigating-dms-outages)

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