All work order tasks (i.e., labor
lines) have a task code associated with them. This is not something a tech or
service manager would normally change, but it will be necessary for them to do
so going forward if the default task codes are not selected for triggering
equipment warranties. Only a labor line whose task code matches one of the
predefined warranty tasks will trigger a warranty.
Warranty tasks can be configured by
opening the Fleet menu → Warranty → then click on Equipment Warranty Tasks under the "Things To Do" list on the left hand side. Select work order tasks by selecting
them and using the arrows to move them from the list of all possible Work Order
Tasks to the Equipment Warranty Tasks list (and vice versa). If a task code is not added to the Equipment
Warranty Tasks list, it will not trigger a warranty. For example, you may have an inspection task
code that should never trigger warranty claims.
Unit and part warranties are tied to
vendor records in EMDECS. After adding
the vendor to EMDECS, it needs to be set as a Manufacturer. This assigned type is required to trigger
Note - the vendor does not actually
need to be a manufacturer of parts or units. For the purposes of EMDECS, whether they are a dealer, parts vendor,
manufacturer, or third party warranty service provider, they need to be added
as a contract vendor with the Manufacturer flag checked.
Open Administration → Vendors and then search for and click on the appropriate vendor name (or add them if
this is going to be a new vendor honouring the parts warranty). Put a check next to Manufacturer and this will add the
manufacturer vendor type. Optionally, you can also enter a warranty labor rate.
A unit warranty takes the task code
on a labor line and compares it to the VMRS system/assembly/VMRS part #. If the
task code is correct for triggering a warranty and the unit has a unit warranty
on it, the warranty is created only if the VMRS of the labor line is listed in
the warranty. For example, a bumper to bumper
warranty might cover all types of repair activities (all VMRS codes), while a power train warranty may only apply for VMRS codes related to engine and
transmission repairs. Users may also need
to ensure that repair task codes for accident damage are not valid for use with
The warranty coverage can be set as
a period of time in years, months, or days. Optionally a reading limit can be entered by clicking Add.
In the example pictured below, the warranty program being created has base warranty of 36 months, up to 200,000 KM, with an extended warranty of 24 months up to an additional 100,000 KM. Click Next to continue.
To determine whether a warranty is triggered for a labor activity, EMDECS looks at the labor task code and
VMRS code. Both must “hit” for a warranty to be created. The VMRS System
stop of the wizard defines the applicable VMRS code(s). Warranty groups must be linked to one or more manufacturers. If the same
warranty program applies to multiple manufacturers, they can be added to the list
by clicking on the green plus or Add link in the Manufacturers pane.
The default period/reading for the highlighted manufacturer's warranty is shown in the lower right. In the middle of the screen is a Systems pane where warranty applicable VMRS codes need to be entered. To add VMRS system codes, click Add.
Repeat steps 6 and 7 until you have added all
necessary VMRS System/VMRS Assembly/VMRS Part # combinations that are covered
by the warranty.
By default, all VMRS systems added will
use the warranty period/reading limit set in the warranty program. You can override the period, the reading, or both, for any system. For example, the engine and transmission may have a longer warranty period. To override the default warranty period/readings, highlight the appropriate system in the middle pane, then edit the limits on the right-hand side:
When you are finished adding manufacturers, system codes, and overrides (steps 6-8), click Next .
warranty is triggered if the task code of the labor activity has been set
eligible, as documented in section 4.1 Set Eligible Equipment Warranty Tasks. and the part is replaced on the same unit within
the effective warranty period, within applicable reading limits.
This section provides a walkthrough on how to process warranty claims after repairs have been completed and invoiced. To review and process triggered warranty
candidates, open the Fleet menu → Warranty.
The tabs at the bottom of the
Warranty Manager screen are used in sequence to step users through the
warranty claim process. Managers can move through each tab from Warranty Inbox → Warranty Submission → Warranty
Reconciliation to process a claim and process payments from the vendor / manufacturer. A brief description of each tab is
Warranty Inbox: When a warranty is triggered, it will be listed in the Warranty Inbox tab, by manufacturer, with a unique claim number. Managers review each claim and take an action to confirm it is a warranty candidate or mark it as not a valid warranty to remove it from the list.Warranty Submission: Valid warranty claims are moved to the Warranty Submission tab. Managers can review the list of valid claims and make changes before submitting them for reconciliation.Warranty Reconciliation: After a claim is submitted, it is moved to the Warranty Reconciliation tab. From here payments can be received and reconciled to finalize the claim.Warranty Audit: Warranty claim history can be reviewed from the Warranty Audit tab. Rejected claims can also be returned to the Warranty Inbox, if they were rejected in error, or processed claims may be re-opened or charged back.Warranty Payments: Warranty payment history can be reviewed from the Warranty Payments tab.
The inbox screen has two main
panes - Manufacturer on the left and Eligible Warranty Candidates on the right. Select a manufacturer on the left-hand side
to display the list of warranty candidates for the highlighted
manufacturer, then click on a warranty claim number to
view the claim in detail.
Clicking on a claim number drills down
and provides more information to investigate the warranty claim. The warranty claim screen will pop-up with
the claim number displayed at the top left. Much of the information about the
candidate will be pre-populated from the repair order, but where appropriate
you can edit the preexisting information or fill in a field where information
Fields marked with an asterisk (*) are required fields and must be
If there are unclaimed parts on a
repair or miscellaneous pay items (such as shipping costs) that are covered by
the manufacturer, they can be added to the claim using the Add Part and Add Misc. Pay
To process the claim, select an
action from the drop-down list at the bottom of the screen and then click on
the Process button.
The following actions can be
If the selected action is a warranty
submission, the candidate will move to the Warranty
Submission tab. If the action was a Request for Information, it will stay
on the Warranty Inbox screen but be marked with the status RFI. If the action
was Not a Warranty, the candidate will be removed from the Warranty Inbox.
To review unit repair history, click
on the Repair History sub-tab. The Import buttons can be used to import a copy of labor and part items
linked to other repair orders that should be included in the claim.
The Unit Specifications sub-tab displays basic unit details from
EMDECS. This can include the make and model, the model year, etc.
Warranty candidates can be removed
in bulk on the main Warranty Inbox screen by checking the select boxes and
clicking on the Not a Warranty button.
The pop-up window displays the claim information submitted from the Warranty Inbox, in the same layout. May any corrections or changes, as required, then click on either the Submit or Submit & Next button at the bottom. Submit & Next will reload the screen and display the next submitted warranty claim from the list.
Enter the reference number from the
manufacturer's claim system (normally obtained by submitting a claim through
the manufacturer's website) in the OE
Reference # field in the pop-up window. Click OK.
To add a new payment, click the Add Payment button.
Select a payment type (Check,
Credit, or EFT), a payment date, then enter the payment amount and payment
reference number. After payment information in
entered, click Add Claim.
Enter the manufacturer reference
number (OE reference number) for the claim being paid and click OK.
On the next pop-up window, enter the
claim payment amount and then distribute it among the labor / parts included in
the claim payment. Check Partial Payment if a full payment is
not being received (i.e. if the manufacturer will only pay $50 of $85 claimed
and the warranty claim needs to be reconciled and finalized without receiving
full payment). Click Reconcile to proceed.
Payments must be fully applied /
reconciled before you can click Finalize. When the difference between the payment
amount received and the reconciled amount is $0.00, then click Finalize at the bottom of the screen.
Below is an example of a partial
payment being reconciled. A payment of
$8 was received on the $15 claim. Since
the vendor is only providing a partial payment, the transaction can be
finalized without receiving the full claim.
From the Warranty Audit tab, managers can review all warranty claim history
and make changes to or undo processed claims. Search results can be filtered by transaction date range, status,
manufacturer, or using the search text field. There is also an Export button that will download the currently
displayed list of claims in an XLS file format that can be opened using
Claims that have been processed and rejected can be returned to the inbox, and processed claims can be charged back to reverse them, or re-opened. To do this, click on a claim number to drill-down and then look at the bottom of the screen for the appropriate command buttons (the buttons available vary based on the status of the claim).
The Warranty Payments tab displays a history of warranty payments
received. Search results can be filtered
by date range, type, manufacturer, or using the search text field.
Click on any blue hyperlinks, such
as the check reference number, to drill-down and view more detail about a
There is also an Export button to download the currently displayed list of
payments in an XLS file format that can be opened using Microsoft Excel.
The Email Notification List tab allows
users to create a list of contacts who will be notified via email whenever an eligible
warranty claim has been triggered. Click Add Email to add contacts to your
Optional codes for reject reasons, RFI
reasons, claim categories, and miscellaneous item types can be set in the Things
To Do list on the left-hand side of the Warranty Manager Screen:
Clicking on any of these links will open a
similar pop-up window with an add button at the top right-hand corner.
Each time you click the green plus to add a
new reason/campaign/type code, a new link will be inserted for adding the code
and its description.