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Warranty Maintenance

Warranty Maintenance​

Purpose: Processing Warranty Claim forms for your warranty work orders can be time consuming. DockMaster's Warranty Processing System allows you to transfer warranty data from a Work Order to a warranty form by simply entering the Work Order number in the Warranty Form Maintenance program. All relevant data such as; warranty vendor, customer, boat, operation codes, and parts from ONLY warranty operations are transferred to the form and modifications can be made after the transfer.

Once the data is entered into the Warranty Form Maintenance program, the information can be printed using a pre-printed warranty form, or plain paper.

Prerequisite You must enter a Warranty Layout name in the Vendor File of each warranty vendor.

--Warranty Process Activities--​

  1. Enter the Work Order through the Warranty Form Maintenance program.
  2. Print the warranty form through the Warranty Form Maintenance or Print Warranty Forms program.
  3. Enter the Work Order through Warranty Parts Tracking if parts were returned for replacement.
  4. Print a warranty parts list if desired.

From the menu select Service Management, Warranty, Warranty Form Maintenance.

Warranty Form Maintenance​

The Warranty Form Maintenance program is used to transfer data from warranty operations on a work order to a warranty form for printing. The data that is transferred is shown below:

  • Warranty Vendor Name and Number
  • Customer Name and Number
  • Boat Name, Number, and Serial Number
  • Warranty operation codes with descriptions
  • Total parts charges (with detail part information) for each operation
  • Total labor charges for each operation
  • Total sublet charges for each operation
  • Total miscellaneous charges for each operation.
  • Warranty Claim ID - There are several options at the Warranty Claim prompt.
  • Enter a Work Order ID to transfer warranty information to a form.
  • Type in the customer's name, boat name, boat serial number, slip number, claim number, authorization number or work order number preceded by a backslash "" to access a Warranty Claim ID cross-reference list. Only open Work Orders will show in this listing.
  • Work Order data for warranty type operations will be transferred from the Work Order to the screen when the work order id is entered. The information that gets transferred can be edited on the screen.
  • The Warranty Vendor, Work Order number, Customer and Unit ID are taken directly from the Work Order; if the information is wrong, you should stop and correct the Work Order first before continuing.

Warranty Form Maintenance​

  • Click on the New button from the Command Panel to create a new Warranty Claim ID.
  • Enter ‘N’ to create a New Warranty Claim number.
  • Once the Warranty Claim ID has been established, enter in the Warranty Vendor, Work Order number and Customer.
  • Warranty Customer- Enter in the Warranty Customer Id (Hint: The Warranty Vendor should have been added to the Customer file for Warranty purposes). If you do not know the customer id, you can type in the vendor’s name preceded by a backslash "" to access the customer file cross-reference list.
  • Work Order - Type in the 6-digit work order number. If you do not know the work order number, type in the customer's name, boat name, boat serial number, slip number, preceded by a backslash "".
  • Customer- The Customer ID will default automatically once the work order number has been entered.

1 General Tab​

--Unit Info--​

  • Unit Id - The unit will transfer over from the work order. Verify that this is the correct unit before proceeding.
  • Engine Serial Number - The serial number will default from the customer’s boat file. If it is missing, you can enter it here, but the information will stay in the Warranty Claim and doesn’t update the customer’s boat file.
  • Engine Transom ID - The transom information will default from the customer’s boat file. If it is missing, you can enter it here, but the information will stay in the Warranty Claim and doesn’t update the customer’s boat file.
  • Boat Serial Number - If the Warranty job is on a serialized unit from your inventory, the serial number will show here.
  • Engine Drive - The engine drive information will default from the customer’s boat file. If it is missing, you can enter it here, but the information will stay in the Warranty Claim and doesn’t update the customer’s boat file.
  • Trailer Serial Number - The serial number will default from the customer’s boat file. If it is missing, you can enter it here, but the information will stay in the Warranty Claim and doesn’t update the customer’s boat file.

--Pre-Authorization--​

  • Pre-Auth Amount - Enter the amount that the Warranty Vendor has pre-authorized to pay. This is a required field in order to save the Warranty Claim.

  • Approved Amount - Enter in the actual amount the Warranty Vendor approved to pay.

  • Comments - This is a free form field to enter in comments relating to the Warranty Claim. The Warranty Form/Layout can be customized to print these comments on the Warranty Claim.

  • Adjust/Reject Comments - If the amount of the claim was not going to be paid in full, you can make notes here as to the reason why the amount was rejected or adjusted. The Warranty Form/Layout can be customized to print these comments on the Warranty Claim.

--Dates--​

  • Date Information – Enter date information for this Work Order if desired. The Date Submitted and Date of Repair will default, but can be modified if necessary.
  • Warranty Date - The Warranty Date will default if it was entered in the Customer’s Boat File. If the date was left blank, enter in the date the warranty expires.
  • Date of Failure - The date of failure is the work order completion date.
  • Date Submitted - The date will default to the day the warranty claim was created.
  • Date of Repair - The Work Order initiation date is used.
  • Transmit Sent - Only relates to SeaRay Exporting at this time.
  • Transmit Error - Only relates to SeaRay Exporting at this time.
  • Transmit Accept - Only relates to SeaRay Exporting at this time.
  • PreAuth Sent - Only relates to SeaRay Exporting at this time.
  • PreAuth Accept - Only relates to SeaRay Exporting at this time.
  • PreAuth Approve - Only relates to SeaRay Exporting at this time.

--Authorization--​

  • Claim Number - Enter the claim number received for this Work Order from the warranty vendor if applicable. To create the next claim number press F7 or Assign Next Claim Number F7 from the Command Panel.
  • Authorization Number - Enter the authorization number received for this Work Order from the warranty vendor if applicable.
  • Invoice Number – Enter the invoice number assigned to the Work Order.

--Comments--​

  • Enter any comments you might have pertaining to the Warranty Claim. The Warranty Form/Layout can be customized to include these comments if necessary.

--Opcode Information--​

  • Opcode - The warranty opcode.
  • Description - A description of the type of operation.
  • Failed Part - You may enter additional parts that might have failed due to the warrantee part. The total amount of the failed parts will default in when information is filled out in the Failed Part section of the Detail Tab. Note: You are allowed one failed part per operation.
  • Related Parts - The total amount of related parts entered from the Related Parts section of the Detail Tab will default.

2 Details​

  • The Details Tab allows you to view the detail that was entered on the warranty operations. Select the operation you would like to view detail on by clicking on the Opcode with your mouse. Once selected, click on the Detail Tab and the information from the Warranty Operation will transfer to the form. The information that comes over from the operation can be modified, however, you cannot add new information.

--Failed Part Info--​

  • Failed Part - Enter in the name of the failed part on the operation. The part does not have to be in the Inventory file. To locate a part from your inventory file, you can cross-reference on the part description.
  • Failure Date - The failure date would be the date of the work order.
  • Reason for Failure - Enter in a reason why the part failed. This is a free form text field.

--Related Part Information--​

  • The part numbers that appear under the Related Part column are your part numbers. If you would like to convert the part numbers to the Vendor’s Part numbers on the Warranty Claim, select the part number and press the F8 key.
  • Related Part Number - Enter in the part number from your inventory file.
  • Description - The description will default from the part number entered.
  • Accessory Order # - Enter the order number from the vendor for the accessory/part. This is an optional field.
  • Quantity - Enter the number of parts used on the work order
  • Price - The price will default from the Inventory File. This amount can be modified for the warranty claim if necessary.
  • Extension - The extension will be calculated based off the quantity and price.
  • Cost - The cost will default from the Inventory File. This amount can be modified for the warranty claim if necessary.

--Miscellaneous Information--​

  • The total dollar amount of all other charges (Freight, Equipment, Miscellaneous Supply, and Mileage) added to this operation will appear in the Miscellaneous field on the General Tab.
  • Freight - Freight and Handling charges
  • Equipment - Additional equipment charges
  • Misc. Supplies - Miscellaneous supplies such as grease, rags etc.
  • Mileage - Tracking mileage on a service call.

--Sublet Information--​

  • If Sublet Charges added to the Warranty Work order, then the detail of the charges will show in this section. You cannot add new sublet charges on this form. To add charges, you will need to update the Warranty Work Order.

--Labor Information--​

  • All the Labor added in the Warranty Work order will be broken down in the Labor section. The rate and hours information on the labor entry can be modified for this Warranty Claim. The warranty work order, however, will not reflect the changes made. Fail Codes can be added to the Labor Detail.

--Additional Information--​

  • You can add any Additional / Miscellaneous charges in this area. The amounts will be added to the Miscellaneous column on the General Tab.

3 Miscellaneous​

  • This is a custom prompt area that is maintained from the Vendor file in File Maintenance. You can create your own prompts to store additional information for reporting purposes.

Completing the Warranty Process​

  • When you are finished entering in your Warranty Claim information, you will want to press the Save button on the Command Panel.

--Printing and Exporting--​

  • Warranty Claims can be printed to a specified warranty claim layout. The Warranty layout can be added to the Warranty Vendor’s file.
  • Currently there are no supported export interfaces for submitting claims electronically to vendors.