Claim Data |
The Claim Data tab enables you to define basic information about the claim.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on claim ID, claim type, work order location/ID/year, part ID/suffix, vendor ID, and task ID, among other values.
The fields in the top section of the Claim Data tab enable you to define the claim ID. This field is required.
Claim ID
Identifier of the claim selected in the grid or that you are defining. This field has a list box. Maximum field length is 20 characters. If you want claim IDs to be assigned automatically, use the Data -> Warranty -> Setup -> Options screen. Claim IDs assigned automatically use the following format: the current year, a dash (-), and a sequential 7-digit number, including leading zeroes.
Tip: If you try to manually assign a claim ID that already exists in the database, an error message appears.
The fields in the bottom section of this tab enable you to define basic claim information. Unless otherwise indicated, these fields are required. If the claim has a CLOSED status, the Claim designation and Warranty claim type fields are locked and may not be changed.
Claim designation
Designation of the claim. This field has a list box with the following options.
RECALL: Default designation for generated warranties (including equipment, parts, or core claims) when the work order is attached to a multi-unit project and YES displays in the Reimbursed field on the Basic Info tab of the Data -> Equipment Activity -> Multi-Unit Projects -> Primary Information screen.
WARRANTY: Default designation for generated warranties (including equipment, parts, or core claims) when the work order is attached to a multi-unit project and NO displays in the Reimbursed field on the Basic Info tab of the Data -> Equipment Activity -> Multi-Unit Projects -> Primary Information screen or the work order is not attached to a multi-unit project.
INSURANCE: Warranties that are driven by insurance claims. This can only be used when manually updating a warranty, or inserting a warranty and setting this field to INSURANCE as needed.
Warranty claim type
Type of claim. This field has a list box. The claim type chosen for the warranty controls where those costs are sent to, on the Equipment - Historical Costs screen, Repair and PM tab. The claim types are as follows:
EQUIPMENT: The
claim is under an equipment unit or component warranty. Before a claim
for an equipment unit may be settled, the Data
-> Equipment Management -> Work Order Summary
screen must have entries for the work order and task ID associated
with the claim. This is the default. When this option is set to EQUIPMENT,
the settlement of the warranty pushes the costs to the Warranty
recovery field on the Equipment - Historical Costs screen.
If the Claim status field has a value that indicates settlement, AMT_WARR_RECOVERED
on the TSK_MAIN
table is updated. This information can be included on reports
generated from the Queries/Reports -> Query/Report
Generator screen. You can also use Web
Modules Reporting or any other reporting tool that can attach
to the database (such as Microsoft Access). Refer to the related documentation
for these products.
Note: Original issue parts that fail are covered under the equipment warranty, not the part warranty.
PART: The claim is under a part warranty. Before a claim for a part can be settled, the Parts tab of the Data -> Shop Activity -> Work Order Center screen must have entries for the work order, task ID, and part ID associated with the claim. When this option is set to PART, the settlement of the warranty pushes the costs to the Warranty recovery field on the Equipment - Historical Costs screen.
CORE: The claim is for a core part. When this option is set to CORE, the settlement of the warranty pushes the costs to the Core recovery field on the Equipment - Historical Costs screen.
Note: Posting labor, parts, or commercial charges to a work order generates entries on the Work Order Summary screen.
COMMERCIAL PART: The claim is under a commercial part warranty. When this option is set to COMMERCIAL PART, the settlement of the warranty pushes the costs to the Warranty recovery field on the Equipment - Historical Costs screen.
Work order ID
Three-part field that identifies the work order under which the warranty work was performed. The first part identifies the location of the shop to which the work order is assigned. The second part is the year in which the work order was opened. The third part is the work order number, a sequential number ranging from 1 to 9999999. The first and third parts of the field have list boxes.
Equipment ID
Identifier of the equipment unit. Optional on CORE claims generated from internal rebuild work orders for parts.
Tip: You can set a zoom button for this field to detect the type of equipment and display the appropriate screen. If you used Administrator Mode to add a zoom button, you will need to use it again to remove your user-defined zoom button for this functionality to work.
Part ID
Identifier of the part. Auto-populates with the part ID from the work order. This field is required if the Claim type field specifies PART. This field has a list box. The part ID description displays to the right. The ID is associated with the part suffix.
Note: If you enter a valid cross-reference entry for the part ID/suffix, it is automatically converted it to the appropriate part ID/suffix. If more than one valid ID and suffix are associated with the cross-reference part ID, a list box of valid IDs and suffixes displays from which to choose.
Part suffix
Number associated with the part in the Part ID field, which distinguishes it from other parts with the same part ID.
This field applies only if the part ID is a valid system part ID.
Serial Number
Shows the serial number belonging to the reimbursement claim.
Vendor ID
Identifier of the manufacturer or vendor to whom the claim is made. This field has a list box. The vendor must be set up as an equipment (or part, whichever applies) warranty vendor.
Vendors are designated as equipment and/or part warranty vendors on the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Tip: If part warranty claims are being generated automatically, the vendor ID is pulled from the part being replaced, not from the latest part posting.
Vendor claim ID
Manufacturer or vendor’s warranty claim number. The vendor ID and vendor claim ID combination must be unique. Optional if the claim status is IN PREPARATION; otherwise, required. Maximum field length is 20 characters.
Claim date
Date the claim was made. The date cannot be later than today's date.
Claim amount
The combined total of claim labor, parts, and other costs. The claim cost tracking options (i.e., track details either by task or overall totals; track details either by cost type or overall totals) specified on the Data -> Warranty -> Setup -> Options screen determine whether this field is display only or available for input.
If you track claims by overall totals, this field is available for input.
If tracking claims by task, this field auto-populates from information on the Tasks tab. It is display only.
If tracking claims by cost type, this field displays the total of the Labor, Parts, and Other fields. It is display only.
Tip: If you reopen a work order with tasks covered under warranty, update the costs or post additional information or reversals, and close the work order again, the claim amounts on the warranty claim that was previously generated are updated automatically. Warranty claim charges are not updated if the claim is settled or closed.
Note: Automatic update of claim amounts upon the re-closing of a work order applies only to automatically generated warranty claims. Warranty claims automatically generated prior to Release 5.6.x are treated as though they were manually entered. If a work order with claims generated prior to 5.6.x is changed and re-closed, a new warranty claim is generated. This occurs only on warranty work orders that were closed prior to 5.6.x and were reopened and re-closed in 5.6.x.
Tip: If part warranty claims are being generated automatically, the claim amount is pulled from the part being replaced, not from the latest part posting.
Labor
The labor cost of the claim. The claim cost tracking options (i.e., track details either by task or overall totals; track details either by cost type or overall totals) specified on the Data -> Warranty -> Setup -> Options screen determine whether this field is display only or available for input.
If you track claims by cost type, this field is available for input.
If you track claims by task, this field is display only. It auto-populates from information on the Tasks tab.
If a work order with tasks covered under warranty is reopened, the costs updated, and the work order closed again, the labor hours on the warranty claim that was previously generated are updated. Warranty claim labor hours are not affected if the labor hours on a closed work order are updated.
Parts
The parts cost of the claim. The claim cost tracking options (i.e., track details either by task or overall totals; track details either by cost type or overall totals) specified on the Data -> Warranty -> Setup -> Options screen determine whether this field is display only or available for input.
If you track claims by cost type, this field is available for input.
If you track claims by task, this field is display only. It auto-populates from information on the Tasks tab.
Other
Other costs associated with the claim. The claim cost tracking options (i.e., track details either by task or overall totals; track details either by cost type or overall totals) specified on the Data -> Warranty -> Setup -> Options screen determine whether this field is display only or available for input.
If you track claims by cost type, this field is available for input.
If you track claims by task, this field is display only. It auto-populates from information on the Tasks tab.
Submitted to vendor
Date (in MM/DD/YYYY format) that the claim was submitted to the vendor. This field is optional.
Claim status
Current status of the claim. The default claim statuses are as follows:
APPROVED: Manufacturer or vendor approved the claim.
CLOSED: Claim is closed.
DENIED: Manufacturer or vendor denied the claim.
DISPUTED: Manufacturer or vendor is currently disputing the claim.
IN PREPARATION: Claim has not yet been filed.
PARTIALLY APPROVED: Manufacturer or vendor partially approved the claim.
PENDING: Claim was filed but no action has been taken.
SENT TO VENDOR: Claim was sent to vendor.
If the claim status indicates Settlement or Closed, the status description includes that information. If a claim status has a value that indicates Closed, you may not enter data in several fields on several tabs.
Tip: Warranty claim statuses are defined on the Data -> Warranty -> Setup -> Statuses screen. The default status for newly created warranty claims is specified by the Default warranty claim status field on the Data -> Warranty -> Setup -> Options screen.
User ID
Identifier of user to whom warranty claim is assigned. Enables you to track the flow of the claim through various processing stages. This field has a list box. This field is optional.
Priority ID
Identifier of the priority of the warranty claim. This field has a list box. This field is optional, but input IDs must be enabled for Warranty. Priority codes are defined on the Data -> Shop Activity -> Setup -> Priority Codes screen.