Creating warranty claims

Create warranty claims to recoup faulty parts or material and labor costs incurred when warranty-related repair work has to be performed in-house.

Note: The system does not display the work order costs on the warranty claim unless you specified that the piece of equipment listed on the work order activity is under warranty. See Defining regular work order headers and Associating warranties with equipment.

Associate your warranty claim with a piece of equipment, a work order, or an activity on a work order to track warranty claim costs.

The system automatically assigns the Status of Unfinished to new claims. After creating and entering all of the information for the claim, update the claim status to indicate its progress throughout the claim process.

To create warranty claims:

Open the Claims form.
Click New Record.
Organization—Enter the organization to which the warranty claim belongs if you use multi-organization security.
Claim—Enter a description of the claim in the adjacent field. The system assigns a claim number after you save the record.

Note: If you do not enter a description, the system automatically populates the description defined on the work order with which you associate this warranty claim.
Work Order—Enter the work order with which to associate the warranty claim. The system automatically populates Equipment based on the information provided on the Work Orders form and Serial Number, Commission Date, Part Details, and VMRS Code Details based on the equipment record. The system automatically populates WO Labor, WO Hired Labor, WO Services, WO Stock Items, WO Direct Purchases, WO Tools, WO Claim Amount, and Total Claim Amount based on the warrantable costs for the selected work order.

Note: If the selected Work Order is a multiple equipment or MEC work order, then the system automatically populates Equipment with the equipment on the work order, and it is protected. The system enables you to create warranty claims for the parent multiple equipment work order or any related work order(s). See Adding Equipment To Work Orders To Split Work Order Costs.
If no Equipment is selected, the system displays all work orders, including MEC work orders.

If an Equipment is selected, then the system displays only the work orders for which the work order equipment is the same as the equipment on the claim.
Activity—Enter the work order activity with which to associate the warranty claim. The system automatically updates WO Labor, WO Hired Labor, WO Services, WO Stock Items, WO Direct Purchases, WO Tools, WO Claim Amount, and Total Claim Amount based on the warrantable costs for the selected work order activity.
Equipment—Enter the piece of equipment with which to associate the warranty claim. The system automatically populates Serial Number, Commission Date, Part Details, and VMRS Code Details.
Commission Date—Enter the equipment’s commission date.
Commissioning WO—Enter the work order that commissioned the installation of the equipment associated with this warranty claim.
Warranty—Enter the warranty with which the claim is associated. The system automatically populates Supplier.
Usage—Enter a value to indicate the usage of the equipment when it failed under warranty.
UOM—Enter the unit of measure for the usage.
Top Parent—Enter the highest-level parent of the equipment associated with this warranty claim.
Top Parent Usage—Enter the usage value of the highest-level parent piece of equipment.
Status—Select the status of the claim if you are authorized to do so. Changing the status of a warranty claim may affect additional system checks and field changes as follows:
- Approved—The system verifies that an attached work order has a system status of Completed. If the work order does not have a system status of Completed, the system verifies whether you want to continue. Click Yes to change the status to Approved. Any future costs added to or subtracted from the work order will not reflect on the warranty claim.
- Canceled—The system protects all fields on the Claims form except Status.
- Completed—The system protects all fields on the Claims form except Status.
- Response received—The system allows you to enter Settlement Details. See Entering Settlement Details for Warranty Claims.
- Unfinished—The system refreshes WO Labor, WO Hired Labor, WO Services, WO Stock Items, and WO Direct Purchases based on an attached work order each time the unfinished claim record is selected for display on the Record View page.
Class—Enter the class of the claim. The system automatically populates Class Org.
Supplier—Enter the supplier of the warranty claim.
Date Filed—Enter the date the warranty claim is filed.
Date Reported—Enter the date the warranty claim is reported.
Other Claim Amount—Enter the work order costs not included in WO Claim Amount. The system automatically updates Total Claim Amount with the total of WO Claim Amount and Other Claim Amount.
Click Save Record.