Warranty Clerk Procedures

This page will walk you through the process of verifying the warranty clerk screen in Service and processing Warranty payments through the Warranty Credits tool that the Infinity software has.  These steps are followed once a ticket is marked as warranty and is cashed out.

This page explains how to:

  1. Get to the Warranty Clerk screen
  2. Find an invoice not on the Warranty Clerk Screen
  3. Submitting and Inputting Claim Information
  4. Processing Warranty Credits
  5. Check Payment
  6. Credit Memo
  7. Pay multiple claims on the same check
  8. How to Handle a Shortage/ Overage
  9. Over Paid

Get to the Warranty Clerk screen

In Parts and Service, select the Warranty Clerk icon on the bottom of the screen.

This will give a list of all the invoices that have at least one warranty repair line on them and that have been cashed out by the service department.  The only way a cashed out invoice shows up on the warranty clerk screen is once it is cashed out and the warranty line has not been submitted on the repair.

 

Find an Invoice Not on the Warranty Clerk screen

If the invoice has been cashed out and submitted, check Closed-Cashed Out screen.

NOTE: Once the repair line has been submitted, the system will prevent you from making any changes to the invoice.

 

Submitting and Inputting Claim Information

Once you have the repair open, select the repair line you will be working with. On the repair info section to the bottom left there is a “Warr.” Tab that you want to select. This will allow you to input the claim number given to you by the warranty company and the net amount of the repair. If you do not input any data in these boxes the system will give you a prompt that there is not amount for the warranty claim and would you like to match the amount on the repair. If you select yes, the system will input the amount on the repair line. If you also do not input a claim number the system will use the default numbering system which is the repair order number followed by the repair line number.

NOTE: This process must be done for all warranty repair lines on the invoice. If you have done this correctly, the invoice will leave the warranty clerk screen. If you still see it on the warranty clerk screen, there is at least one repair line that is not submitted.

 

Processing Warranty Credits

Once the repair order has been completed and submitted, the system will send the amount due from the warranty company as an Account Receivable balance. In order to process the payment once it comes in you will select the “Warranty Credits” found in the menu in both Parts and Service and Accounting (Your Permissions may not allow you to access Accounting)

 

 

 

 

Once open, select the add icon to start a new warranty credit.

Warranty companies can send you 2 forms of payments: a check or a credit memo.

 

Check Payment

  1. Enter your Reference Number. (i.e. check number)
  2. In “Payment/Credit received from” enter the warrant company.
  3. Select the clearing account the check is going to be posted to and the check amount.

Select the claim that the payment is being applied to.
From the drop-down, select your claim from the list of A/R claims that have been posted to that warranty company.

* if the claim is not there, verify all repair lines have been submitted, the invoice has been cashed out and run the Transfer Transactions tool to make sure the invoice posted to accounting.

*Once the Difference of the A/P Credit Amount A/P Debit Amount is $0.00, click the Mark Completed button and Save.
Note: You can do both a check and a credit at the same time.

 

Credit Memo

  1. Enter your Reference Number.
  2. Select the Accounts Payable account you want the credit to post.
  3. Enter the amount of the credit.
    * This will apply a credit towards that company if you purchase parts from them as well.
  4. Select the claim that the payment is being applied to.
    From the drop-down, select your claim from the list of A/R claims that have been posted to that warranty company.* if the claim is not there, verify all repair lines have been submitted, the invoice has been cashed out and run the Transfer Transactions tool to make sure the invoice posted to accounting.

*Once the Difference of the A/P Credit Amount A/P Debit Amount is $0.00, click the Mark Completed button and Save.
Note: You can do both a check and a credit at the same time.

 

Pay multiple claims on the same check

Select the claims that apply to that payment. You will be in balance if the amounts match what was sent over and what was paid out.

*Once the Difference of the A/P Credit Amount A/P Debit Amount is $0.00, click the Mark Completed button and Save.
Note: If you need to stop working on this credit before you are finished, select the Save button WITHOUT clicking Mark Completed.  Then you can come back to it later by using the Search feature in the bottom left of the Warranty Clerk window.

 

How to Handle a Shortage/ Overage

After you have input the information on the claim, you will select the claim you are applying the credit to.

On the first line you will select your claim but you will override the amount to the amount being paid. Then on the next line you will select the same claim and the system will fill in the difference on that claim. Where the change comes in is on the Debit line. The amount that it is short by will be a debit to an expense account instead of a clearing account. You will have to input this expense account manually.

Over Paid

When overpaid, you will select the claim for the full amount, where the change comes is on the credit line on the 2nd line. You will select the same claim and override the amount to what was overpaid. You may want to use the same expense account you have for shortages, as this will reduce that expense. You may also use a revenue account in place of the expense account.