Warranty Repair Orders and Warranty Repairs

Warranty jobs can be added to a repair order (RO) with other types of jobs or be on an RO on their own. Warranty repairs are used to enter and track work performed for a customer that will be submitted to a warranty company for coverage and payment.

New Invoice

Add Warranty Job

Submit and Input Claim Information

New Invoice

1. Open the Parts & Service module.
2. Click the New Repair Estimate or New Repair Order quick link on the left side of the screen. This will open the service invoice window.
3. In the customer section, you can choose the Add button to add an existing customer, or the New button to begin adding a new customer to the repair order. If this is an internal ticket, you can choose the button to apply internal in the customer section.

IMPORTANT: You must add a repair before you can choose a vehicle.

4. Enter the repair information. There are three ways to add repairs:

• • You may choose the repair/job type and type the complaint into the repair table.
  • You may choose a repair code, select the repair type, and optionally type additional information into the complaint field in the repair table.
  • You may add a canned job by selecting the Canned Jobs button.

5. Verify the job type for each repair. Job types are set up by your dealership and may include:

6. Optionally, you may add parts for the job by using the parts table below. There are several ways to add parts:

• • You may type a part number into the Part Number field.
  • You may click the ellipsis button to open a search window to locate the part.
  • You may enter a full or partial description of the part into the Description field to open a search window to locate the part.
  • You may click the Parts Kit button to add a parts kit to the table.

7. Optionally, you may enter the cause or correction into the fields on the Repair Info tab below the parts table. This information is usually completed by the mechanic.

8. Below the cause and correction section is the labor time summary section. To assign a mechanic to a single job, choose the Add Mechanic button in the repair info tab. To assign one or more jobs to a mechanic, select the Apply Mechanic to Jobs button, found under the job list above. You can then add the mechanic and choose which jobs to assign.

9. To the right of the cause and correction, select the vehicle for the jobs in the Vehicle Info section. If the customer selected has a unit entered in their CRM profile's vehicles tab, the unit will show in the Unit Selection dropdown.

10. You can change which vehicle is selected by using the dropdown. If the customer doesn’t have a vehicle entered on their profile, you may open the CRM profile by clicking the Modify Customer button (in the header section) or by selecting the Vehicle Information tab and clicking the view entity button. In CRM, open the customer record and enter the vehicle information into the Vehicles tab. Save and close the entity profile to return to the RO. You can then choose the vehicle from the dropdown.
11. Click the A button next to the unit selection to assign it to all repairs at once.

Add Warranty Job

12. Click the Vehicle Warranty Info tab. This tab shows the warranty or warranties purchased for the selected unit.

13. In the job table, set the job type to the relevant warranty option. This may include Service Warranty (manufacturer warranty), Service Extended Warranty, Body Shop Warranty (manufacturer warranty), or Body Shop Extended Warranty, 
14. On the job line, choose the warranty company for each warranty repair.

15. Scroll down to the Warranty Info section. If entered on the warranty company during setup, the deductible amount will be pre-populated. If necessary, you may type an amount into the deductible field.
16. Set the approval status. Most warranty jobs will start in the Waiting for Approval status until you have been able to confirm with the warranty company that the repair will be covered and the coverage amounts or times.

Submit and Input Claim Information

17. Select the repair line you will be working with.
18. On the repair line, click the Warranty Submit checkbox.

This will open a popup message.

19. Click OK to have the program create a warranty line and enter an automatic claim number for you. MotilityAnywhere will use the default numbering system (which is the repair order number followed by the repair line number).
20. If you have a claim number given to you by the warranty company, you may click the Cancel button. This will add a new, blank claim line under the Warranty tab where you may enter the claim number.
21. Optionally, you may enter the claim amount in the warranty table.

22. The Warranty Submit box will remain unchecked in the repair list. Check the box.
23. If you did not input a price into the warranty claim line, checking the Warranty Submit box again will open a popup explaining that there is not an amount for the warranty claim and asking if you would you like to match the amount on the repair. 

24. Click the OK button to apply the job total as the claim amount. If you click the Cancel button, the repair will not be marked as submitted, the claim amount will not be entered in the warranty table, and the box will remain unchecked in the repair list.

25. Click the Save button in the lower right of the invoice.
26. Close or Cash Out the repair order.

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

Once these steps are completed, you can receive warranty payments in the warranty credits screen.