Warranty Claim Manager

The Warranty Claim Manager frame allows you to create a warranty claim to send to a vendor for work that was performed under the terms of a covered product or service warranty.

How to:

Create a Warranty Claim

  1. Select Warranty Claim, Core Claim, Subrogation, or Third Party.
  2. Enter a Vendor No or select from the List of Values.
  3. Select New Claim No.  Note: Enter a manual claim number if System Flag 5093 is Y.
  4. Enter a Wo No or select from the Work Order Search list.  Note:The Action Required window displays when other claims for the same work order have been submitted.
  5. Enter Process Employee when System Flag 5098 is Y.
  6. Select SAVE. The Claim Status is Built.

Claim Information

Category - The claim category codes are created and maintained on the Claim Category Definition frame.

System Flag 5114 - Determines if the warranty processing level is Summary or Detail. The summary screen is read-only when System Flag 5114 is D.

System Flag 5257 - If System Flag 5257 is Y, a valid warranty Claim Type is required.

 

Claim Detail window

The Claim Detail window displays when you select:

 

 

You can view the claim details for a single job and update claimed amounts when you select the Job link.

The claim amount is entered from the Claim Detail frame. You can enter the claim amount and agreed amount or select FULL CLAIM or FULL AGREE.

 

Status and Dates

Negotiate - You can select the Negotiate checkbox after you communicate with the vendor or manufacturer about the warranty claim. The Claim Status changes to Negotiate. The default date is the current date. Select the Job link to enter the claim details for each warranty transaction you are claiming. You can select Full Claim to populate the Claim Amount column value.

Authorize - After negotiations with the vendor, you can enter the Summary Agreed Amount and select the Authorize checkbox. The Claim Status changes to Authorize. The default date is the current date.

Cancel - Select the Cancel checkbox to cancel a claim. The Action Required window opens, select Proceed to confirm the cancellation, and then select SAVE.

Denied - The vendor can deny a claim. If the vendor denies a warranty claim, select the Denied checkbox. The Claim Status changes to Denied. The default date is the current date.

You must enter a reason in the Denied Rsn field. You can enter a reason code or select from the Claim Denied Code List.
Invoice - When your organization receives the agreed dollar amount from the vendor or manufacturer, select the Invoice checkbox to credit the work order. The credit appears on the Commercial tab of Work Order Main after you select the Invoice checkbox, and then SAVE. The Claim Status changes to Invoice. The default date is the current date.

 

Jobs i-frame

Charge Type

During the build process, six charge types can be claimed.

  1. ILAB - Work order labor charge.
  2. IPR - Work order part charge.
  3. CPAR - Commercial part charge.
  4. CMIS - Commercial miscellaneous charge.
  5. CTAX - Commercial tax charge.
  6. CLAB - Commercial labor charge.

Claim Type

The Claim Type indicates the type of claim:

Notes icon

You can select the Notes icon to enter, lock, and change notes. The Warranty Notes window opens for you to enter notes:

 

Job and Warranty Notes

You can enter all job notes and 3C notes in the free-form field. Job notes on the Warranty Notes window are accessed from the Warranty Claim Manager Notes icon.

 

System Flag 5522 - The Job notes display when System Flag 5522 is set to N. The Job notes function the same as job notes on the Work Order Main job line based on related system flags and role privileges.

 

Generate Invoice Documents

You can generate the Generate Warranty Claim Invoice Documents report to email directly to the vendor. You can print the report, as applicable.

 

  1. To generate the report, from the MORE option (dropdown or icon) select Claim Report. The Generate Warranty Claim Invoice Documents window opens.
  2. Select: Save as Default, Print Only, Email Only, or Print and Email.
  3. Select the Schedule Print/Email Request button. The system generates a message indicating the report is scheduled to print.

 

Note: A valid email address must be entered when you select Email Only or Print and Email.

 

System Flags

See the System Flags Table for a complete listing of system flags.

 

Role Privileges

See the Role Privileges Table for a complete listing of role privileges.

 

See also:

Claim Category Definition

Claim Denied Codes

Vendor Main

Work Order Main

Warranty Management User Guide

 

 

Last Updated: 02/24/2017 , 07/2023, 01/2025

 

 

 

 

NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.

 

Additional training and technical documents on this subject may be available in the Resource Files area.