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. This document will show you how to process the payment from the Warranty Company.
Access the Warranty Credits Window
Process a Credit Amount Received
Pay Multiple Claims on the Same Check
| BEFORE BEGINNING: Verify all repair lines have been submitted and the invoice has been cashed out. Run the Transfer Transactions tool to make sure the invoice posted to accounting. |
Access the Warranty Credits Window
The “Warranty Credits” window is accessed in both Parts and Service and Accounting. Access to these menus may depend on your security permissions.
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- Once open, select the add button in the lower left to start a new warranty credit.
Process a Check Payment
- Enter your Reference Number. (i.e. check number)
- In “Payment/Credit received from” enter the warranty company.
- 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 by selecting 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 and the A/P Debit Amount is $0, click the Mark Completed button and save.
Note: You can do both a check and a credit at the same time.
Process a Credit Amount Received
- Enter your Reference Number.
- Select the Accounts Payable account you want the credit to post.
- Enter the amount of the credit. This will apply a credit towards that company if you purchase parts from them as well.
- Select the claim that the payment is being applied to by selecting 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 and the A/P Debit Amount is $0, 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
Follow the steps above to 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 and the A/P Debit Amount is $0, 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 button in the bottom left of the Warranty Clerk window.