Skip to main content

New Warranty Credit

  • Updated

Once a repair order with an associated warranty 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 Check Payment

Process a Credit Amount Received

Pay Multiple Claims on the Same Check

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.

  1. Open the Parts and Service module.
  2. From the menu tree to the left, select the New Service Warranty Credit quick link.
  1. Open the Accounting module.
  2. From the menu tree to the left, select the New Warranty Credit quick link option.
ps_menu_ql_newwarranty.png acct_menu_ql_newwarranty.png

This will open a blank warranty credits screen.

warrantycredits_blank.png

Process a Check Payment

  1. Enter your Reference Number. (i.e. check number)

warrantycredits_top.png

  1. In  the Payment/Credits Received section, enter the warranty company.
  2. Select the clearing account the check will be posted to and the check amount.

warrantycredits_paymentsreceived.png

  1. Click the Add New Item button in the lower left, below the table.
  2. Click into the Claim number field within the new row.
  3. Select the claim that the payment is being applied to from the list of A/R claims that have been posted to that warranty company.

warrantycredits_claimselect.png

If the claim is not there, verify all repair lines have been submitted, the invoice has been cashed out and the transaction has been transferred to make sure the invoice posted to accounting.

  1. Once the difference of the A/P Credit Amount and the A/P Debit Amount is $0, click the Mark Completed button.
  2. Click the save button.

Note: You can do both a check and a credit at the same time.

Process a Credit Amount Received

  1. Enter your Reference Number. (i.e. check number)

warrantycredits_top.png

  1. Select the Accounts Payable account you want the credit to post.
  2. Enter the amount of the credit. This will apply a credit towards this company if you purchase parts from them as well.

warrantycredits_creditsreceived.png

  1. Click the Add New Item button in the lower left, below the table.
  2. Click into the Claim number field within the new row.
  3. Select the claim that the payment is being applied to 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 the transaction has been transferred to make sure the invoice posted to accounting.

  1. Once the difference of the A/P Credit Amount and the A/P Debit Amount is $0, click the Mark Completed button.
  2. Click the save button.

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 by your business and what was paid out by the warranty company.

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.

Related articles