Warranty Registration (WR) occurs when a stock equipment is sold to an end customer. While doing a warranty registration all data such as customer details, policies applied and sales details are captured. The equipment is then moved from your Stock folder to your Retailed folder.
To generate the WR for an equipment,
Query for that equipment and click on the button in the listing toolbar of the search result page.
Click on the Warranty Registration link under the Go To column on your Home page.
Go to the Home page, click on the Inventory link under Quick Search. Enter the serial number of the inventory and select Warranty Registration to continue.
Any of the above actions will take you to the Warranty Registration page. If you reached this page through the first two actions, you will find that some data is pre-populated on this page. These data are derived from the serial number of the equipment on which you are registering the warranty. If you go to the Warranty Registration page from the Home page, you will need to provide the serial number of the equipment for which you want to register warranties.
To register a warranty, you will need to provide the details about the equipment, end customer who is buying this equipment, sales person associated with the sale of this equipment and other marketing details on the Warranty Registration page. This page is divided into various sections for ease of navigation. The fields under some sections on this page may be hidden. To view the hidden fields, click on the section header. This will expand the section showing all fields under it. Likewise, clicking on the section header of an expanded section collapses it hiding all fields under it.
This section gathers information about the customer purchasing the item. The customer could be an individual or a company. You can use the customer address in the address book of the service provider who has retailed this inventory. You can either select an existing customer or create a new one in the address book of the service provider, and then go on to select the newly created customer.
After selecting the customer type, click on the option alongside the customer field. A pop-up window will appear. This window will list all existing customers of the selected type, who are already registered in your address book.
If you want to create a new customer, then click on the Create Customer button on this window. You will be taken to the Create Customer page. For further information on creating new customers, click here. The newly created customer will appear in the customer list on the pop-up window.
To select a customer from the list, click on the Select link corresponding to the customer. The selected customer details are shown in the New Customer section.
This section gathers information about the operator of the item, if any. You can either select an existing operator or create a new one in the address book of the service provider, and then go on to select the newly created operator.
After selecting the customer type, click on the option alongside the customer field. A pop-up window will appear. This window will list all existing operator of the selected type, who are already registered in your address book.
If you want to create a new operator, then click on the Create Operator button on this window. You will be taken to the Create Operator page. For further information on creating new operators, click here. The newly created operator will appear in the customer list on the pop-up window.
To select a operator from the list, click on the Select link corresponding to the customer. The selected operator details are shown in the New Operator section.
This section captures marketing information such as details about the previous inventory owned by this customer, the market type of the customer, etc.
Transaction Type: Use the drop-down field to select the type of transaction, ie, Cash Sales, Lease etc.
First Time Owner: Use this drop-down field to specify whether the customer is a first time owner or not of such an inventory item. If the customer has previously owned an inventory, then you will need to capture the following details:
If Previous Owner: Use this drop-down field to specify whether the customer is re-planning/replacing his/her existing inventory or adding to/holding to his/her existing inventory. The options available are: Re-planning and Holding To.
If the customer is re-planning/replacing his/her existing inventory, then the competition type, competitor make and model of the previous inventory need to be captured:
- Competition Type: Use the drop-down field to specify whether this inventory item going to replace a competitor’s model or own model. The options available are: Competition and Own Models. If you select the Competition option here, then the Competition Make and Model fields are enabled.
- Competitor Make: Enter the make of the competitor inventory previously owned by the customer.
- Model: Enter the model number of the competitor inventory previously owned by the customer.
Market Type: Use this drop-down field to specify the market type of the customer.
Under this section, select the servicing dealer from the available list of dealers in the drop-down.
In this section you can attach binary documents, provided by the dealer. To attach a document, click on the Browse button to browse through your system for the document. All selected documents will be attached to the claim. To delete an entry, click on the option.
This section captures details about the equipment on which you are registering warranties. You can view/add the following details here:
Copy Install Date: Enter the date when the equipment was installed.
Serial Number: This field may be pre-populated with the serial number of the equipment for which you are registering warranties. If this field is blank, then enter the serial number of the equipment here. You will notice that this field supports auto-complete. The serial numbers of all equipment in your stock will be listed in the auto-complete option. You can select the appropriate serial number from the list.
Product: This is a read-only field and will display the product name of the selected equipment. This data is derived from the serial number that you provide.
Model: This is a read-only field and will display the model of the selected equipment. This data is also derived from the serial number that you provide.
Delivery Date: Enter the date when this equipment was delivered to the end customer. You can also manually enter the date in this field.
Date of Installation: Enter the date when the equipment was installed.
Hours on Machine: Specify the hours in service for this equipment at the time of warranty registration.
VIN/Equipment Number: Enter the equipment number of the item.
OEM: Select the OEM from the available list of OEMs in the drop-down.
You can view a list of policies that will be registered for this equipment, in this section. All other standard warranty policies applicable for this equipment will be listed after the 1 year standard policy.
This section displays all the major components associated with the equipment along with their details.
Serial Number: Serial Number of the major component.
Part Number: Part number of the component.
Description: A short description of the component
Install Date: Date on which the component was installed.
You can enter a major component detail by clicking on the and entering all the above information in the respective fields. To delete an entry, click on the option.
This section captures all the marketing information, if any, associated with the equipment.
In the Comments field, you can enter any additional comments you want to, with regard to this warranty registration.
After entering relevant details in all mandatory fields, you can perform one of the following actions:
Save as Draft: If you want to save the data entered by you, then click this button. The entry will be listed in the Drafts under the Warranty Registration folder present under the Registration/Transfer tab on the left hand pane.
Submit: If you want to register warranties on this equipment, then click this button. The equipment is now moved from your Stock folder to your Retailed folder.
A success message will be shown confirming your action.
Once the WR is submitted for approval, the approver may either accept, reject, delete or request for more information. Thus, depending on the action, equipment may move to either of the inboxes present under the Warranty Registration folder located under the Registration/Transfer tab.
Rejected: If the WR is rejected by the approver, the equipment is moved to the Rejected inbox of the dealer.
Forwarded to Dealer: If the approver finds the information insufficient and want to obtain more details, then the equipment is moved to the Forwarded to Dealer inbox.
Deleted: If the approver deletes the WR, then the equipment is moved to the Deleted inbox of the dealer.
Once a warranty registration is filed and the same is approved, the system checks and verifies that unit has a reduced coverage. If found so, it lets the dealer ask for extension as "Request for Extension."
The reduced coverage is calculated on the basis of the Delivery date and the Shipment date. If the shipment date is before the delivery date, there is a time lag during which the warranty was unused. Thus, the warranty coverage time gets reduced for the dealer and the below message is received:
Warranty Registration filed for item(s) [XXX].
Policies applicable have lesser coverage period than the stipulated period
Please go to Request for extension screen to get complete coverage.
You can view the Request For Extension page in the following ways:
Click on the Registration/Transfer tab on the left-hand pane. This reveals the folders under this tab, Warranty Registration and Equipment Transfer. Click on the Equipment Transfer folder. This folder will reveal the sub folder Request For Extension.
Click on Request for Extension link appearing in the message box received after submitting the Warranty Registration for inventory.
The Request for Extension page displays the list of inventories pending for approval. The status of your inventory is displayed as “Waiting For Your Response”. Double-click on your entry to view the following warranty coverage details.
Warranty Type: A warranty can be standard, goodwill or extended.
Standard Coverage: It is the standard warranty coverage provided for the equipment.
Reduction in Coverage: The number of months by which the warranty is reduced. It is calculated as the difference between shipment date and the delivery date.
Plan Name: Name of the plan associated with the equipment warranty.
Perform one of the following actions to either accept the reduced coverage or request for its extension:
Accept Reduced Coverage: If you do not want extension for the warranty, click this button. The inventory will no longer appear under the Request for Extension list.
Request for Extension: If you want extension for the warranty, click this button. Your request for extension will be forwarded for approval. The status of the inventory under the Request for Extension list will now change to “Submitted”.