Warranty

Menu 15.3 Create Warranty Claim

Menu 15.3 -Create Warranty Claim Program allows you to create a warranty claim with a vendor by assembling outstanding warranty items*.  This program also allows maintenance (addition or deletion) on existing claims.

*An outstanding warranty item would be any item in the warranty file not yet on a claim (Entered through M-1.2 with warranty return reason code 006 or via M-15.9 Create/Maintain Warranty Items)

Follow these steps to create a warranty claim:

1. Proceed to M-15.3
2. Enter operator code
3. Enter company number or <CR> (enter) to combine unclaimed items for all companies into a single claim for specified vendor.
4. Enter an existing claim number or if using pre-numbered warranty forms enter that number _OR_ enter 'NEW' for a system assigned claim number.  If the system doesn't recognize the claim number as one already on file, you will be prompted "Is this a new claim (Y/<CR>).  If a new claim answer with 'Y'.
5.  If the claim number entered is an existing claim, the information will display.  If the claim entered is new the next prompt will be 'C'OMBINE CLAIMS FROM ALL STORES OR <CR> FOR JUST COMPANY 01 (C,<CR>)   Enter for the company input in step 3 or 'C' to combine warranty items into this claim for all companies.
6. If the claim is new, the next prompt is the vendor number field.  Input vendor number for the selected warranty items.
7. Once the vendor number is entered the system searches throughout the warranty file for any unclaimed items for the input vendor and displays them each on a line, returning the following prompt line.  This prompt provides a multitude of options for addressing the line detail of the current claim 
   
   LN#;'P'RIOR;'DELETE';'BO'BACKOUT;'ADD';'H'OLD;'HP'RINT;'F'INALIZE;'UNF'INALIZE;'CD'CONTACT DATE: - ENTER OPTION
   
• LN# -After entering line number, enter 'CHANGE' to make changes to that line or 'Y***' to delete the line (only from this claim and NOT the warranty file).
• ENTER -displays the next page of warranty items on this claim (if any).
• Prior -displays the previous screen of warranty items on this claim (if any).
• DELETE -deletes the current claim if it has NOT been finalized.  It does not delete the line items from the warranty (just the current claim only).
• BO -BACKOUT -Backs out the current claim session without any changes.
• ADD -Adds items to the claim for this SAME vendor.  If the vendor number needs to be changed on a warranty item, change it through M-15.9.
• Hold -Files the claim without finalizing it.  Also, there will be NO printed copy of the claim.
• HP -Hold & Print -Files the claim without finalizing it AND prints a copy for review.  Check the claim to verify accuracy prior to finalizing.
• Finalize -Finalizes the claim and prints a claim form for the vendor.  This process updates each warranty item and includes the claim number and date for tracking and aging reports.
• UNFinalize -After a claim has been finalized this option Unfinalizes the claim if no item on the claim has been updated through either of the two warranty receiving programs (M-15.10 and 15.11).  Will have to confirm with 'Y***' or to keep the claim on file answer 'N'o.
• CD Contact Date -Records a contact date for this claim for follow-up with vendor.
  
8. Finalize the New Claim

What to do:  Prepares and Prints the warranty document for the vendor.  Involves making a few decisions about the claim/products and providing select information necessary for the transaction.

• Product Disposition -After selecting 'F' to finalize a claim will need to determine the product disposition.  The options are listed below (options 1 - 5)
  • 1. Keep at Store
  • 2. Return to Vendor
  • 3. Return to Portland Distribution Center (PDC)
  • 4. Return to Memphis Distribution Center (MDC)
  • 5. Field Scrap
• Return Goods Authorization# -If returning product to vendor will need to enter an RGA# (will recieve the RGA# from vendor), Who provided the RGA# (EX:  RGA# Given by).
  • 1. Exchange
  • 2. Replacement
  • 3. Repair
  • 4. Credit
  • 5. Vendor Option (Credit/Repair/Replacement)
• Purchase Method  -Product information where product originated.
  • 1. Distribution Center
  • 2. Drop Shipment
  • 3. Vendor
  • 4. Not Specified
• Ship Method/Ship Via -Ship method for claim.
  • 1. UPS
  • 2. Truck
  • 3. Other
• Freight Payment Method -Payment method arranged for return.
  • 1. Prepaid
  • 2. Collect
  • 3. Deduct
  • 4. 3rd Party Billing
• Misc Freight Fields -The following fields may contain info provided by you.
  • Weight in Pounds
  • Number of Cartons
  • Number of Pallets
  • Enter Freight Charges
• Finish the Claim:  After reviewing the final claim screen for accurate information enter '0' to continue and print out your claim.  Right after the printer select screen, there will be an option for number of copies-print up to 125 copies of the warranty claim.

(Updated 3/9/06 -JLD)

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