Warranty Approval User Manual

GDMS Warranty Approval Cycle

GDMS/User Manual/ > 08-Mar-2010

User Manual GDMS Warranty Approval Cycle



CONTENTS 1. Introduction 3 2. Warranty claim search ... 3 3. Warranty claim list.. 9 4. Warranty claim approval. 15 5. Rejected claim reactivation. 23



1. Introduction: This is a detailed user manual outlining the flow of warranty claim approval cycle on warranty claims on portal.

2. Search for warranty claims to approve

Users can get list of all claims pending for approval by using the Warranty Approval module link.

On clicking on Warranty Approval link below search criteria will be displayed to the user

according to the hierarchy level.

Below page displayed to Distributor group (Distributor Adjudicator/ Distributor

Approver/ Distributor Head) for Claim Date Search.

The Search Criteria consists of

Dealer (User needs to select Dealer) the dealer drop down contains assigned dealers list

Search By drop down consists of 1 Claim Date 2 Claim Type 3 Claim Status 4 Amount Claimed 5 VIN



For above Claim Date Search type user needs to select Dealer code, From Date and To

Date and click on Search button to get the List.


Approver/ Distributor Head) for Claim Type Search.




Search Type as Claim

Date

Select from date Select to date



For above Claim Type Search page user needs to select Dealer code, Claim Type from

the Drop Down and click on Search button to get the List.


Approver/ Distributor Head) for Claim Status Search.




Select search type as

Claim Type

Select Claim Type



For above Claim Status Search page user needs to select Dealer Code, Claim Status from

the Drop Down and then click on Search button to get the List.


Approver/ Distributor Head) for Amount Claimed Search.




Search Type as Claim

Status

Select Claim Status



For above Amount Claimed Search page user needs to select Dealer Code, Amount

Claimed from the Drop Down and then click on Search button to get the List.


Approver/ Distributor Head) for VIN No. Search.




Select Search type as

Amount Claimed

Select Amount Claimed



For above Amount Claimed Search page user needs to select Dealer Code, Amount

Claimed from the Drop Down and then click on Search button to get the List.

After clicking on Search Button the below list page will be displayed according to the

Search type and Hierarchy Level. For all search types the list fields remain same.

Select Search Type

as VIN

Enter VIN No. to

Search

Click on Search

button to get List



3. Warranty claim list

A. Below List page is for Distributor Adjudicator.

Click on this Claim Id

hyperlink the get claim

details in popup

Click on Approve hyperlink

to Approve/reject the claim.



B. Below List page is for Distributor Approver.

Distributor Approver has privileged to approve/reject more than one claim from this list

page. For that he needs to open the claim at least once, then the check will be enabled to

check and approve/reject from this List page.

Distributor Approver has one more privilege called activation of rejected claims. For that

simply he needs to click on Activate Claim button against the Rejected Claim no.

Click on Activate Claim

button to activate

Rejected claim

Click on Reject button

to Reject Claims Click on approve button to

Approve Claims



C. Below List page is for Distributor Head.

Distributor Head has privileged to approve/reject more than one claim from this list page.

For that he needs to open the claim at least once, then the check will be enabled to check

and approve/reject from this List page.

Click on Reject button

to Reject Claims

Click on approve button to

Approve Claims



D. Below is the search and list page for M&M and Parent Distributor user group

Below page displayed to M&M and Parent Distributor group (Warranty

Adjudicator/Service Manager/Service Head, Parent Distributor Adjudicator/Parent

Distributor Approver/Parent Distributor Head) Users to select search criteria.


Country (user needs to select Country) Distributor (User needs to select Distributor against the Country) Search By drop down consists of

1 Claim Date 2 Claim Type 3 Claim Status 4 Amount Claimed 5 VIN

Claim Date (If Claim Type is Claim Date user needs to select From-Date and To-Date)

Claim Type (If Search by is Claim Type) The list consists of 1 All 2 Extended Warranty 3 Failed Part Recall Claim 4 Labor Only 5 Normal Warranty 6 PDI 7 Pre-Sale 8 Retrofitment 9 Spare Part Warranty 10 Special Approval

Claim Status (If Search by is Claim Status) The list consists of 1 All 2 Approved 3 Awaiting Remittance 4 Rejected 5 Returned 6 Transaction Completed 7 Waiting for Approval 8 Waiting for Service Manage Approver/Parent Distributor Approver

/Distributor Approver Approval (according to the login the option will be

displayed)



9 Waiting for Service Manager/Parent Distributor Head/Distributor Head Approval

Amount Claimer (If Search by is Amount Claimed) The list consists of 1 All 2 Less than 500 3 501 1000 4 1001 10000 5 Above 10000

VIN (If Search by is VIN) User needs to enter the VIN to Approve claim.

The below mentioned page will be displayed to the user (here we are taken an example of

Claim Date as Search Type.)



When the user clicking on Search button after selecting/entering proper data. Below page

will be displayed the list of Warranty Claims.

But for the second hierarchy level (Parent Distributor Approver/Service Manager,) the

list page will displays as below.



The marked check box is disabled until user will open (click on Approve hyperlink) the

claim.

4. Warranty claim approval

Once the user click on Approve hyperlink in the list page, the below Approval page will

be displayed to the user.

If user clicks on cancel button, it will be redirect to Approval list page with enabled check box against the opened claim Id as below.



Now the Approver can Approve/Reject the Claims with the selection of enabled check

boxes and clicks on Approve/Reject button.

Following the above procedure Approver can approve/Reject more than one claim from

the list page. (Only second and third level hierarchies (Distributor Approver/Parent

Distributor Approver/Service Manager) can do this.)

But for the Third hierarchy levels like (Distributor Head/Parent Distributor Head/Service

Head) the list page will displays as below.

The marked check box is disabled until user will open (click on Approve hyperlink) the

claim.



Once the user click on Approve hyperlink in the list page, the below Approval page will

be displayed to the user.

If user clicks on cancel button, it will be redirect to Approval list page with enabled check box against the opened claim Id as below.



Now the Approver can Approve/Reject the Claims with the selection of enabled check

boxes and clicks on Approve/Reject button.

Following the above procedure Approver can approve/Reject more than one claim from

the list page. (Only second and third level hierarchies (Distributor Approver/Parent

Distributor Approver/Service Manager, Distributor Head/Parent Distributor Head/Service

Head) can do this.)

If user want to see the particular Claim Type list, for the user needs to select the Claim

Type from the Claim Type drop down.



If user want to see the particular Claim Status list, for the user needs to select the Claim

Status from the Claim Status drop down

After clicking on Clamed hyper link the below view page will be displayed to the user.

Click on Approve hyperlink against the

claim id to Approve Claim Details Click on this hyperlink to

view the Claim details.



To Print the Claim Detail To close the Window

Click on VIN Number

link to View VIN

Details on new popup

Click on

Claim Id

link to

View

Claim

Details on

new popup

Click on this

to collapse

and Elapses

the table

Click on this

file to view the

uploaded file

of this Claim.



If user wants to approve particular claim, in that case user need to click on Approve

hyperlink against the claim id. After clicking on this Approve hyperlink the below page

will be displayed to the user which contain Warranty Claim Details to Approve.



To Approve Warranty Claim

In the above claim approval page Check boxes are provided against the part nos/Labour code to check or uncheck, and editable text fields are provided against the Sublet part and

Sublet labor to enter Sublet Part/Labour Amounts.

1. Checked : Approve

2. Unchecked : Reject

3. Sublet Part/Labour Amount is 0 (Zero) : Reject.

User should select at least one Causal Part to Approve.

User cant select/enter any details until he selects the Causal Part in the set.

User cant enter more than sublet Part/Labour Amount.

If dont want to approve the Sublet Part/Labour Amount leave it to 0 (zero).

An editable text field is provided against the Approved % to edit the Approval percentage/amount (By default is 100%).

An editable text area is provided against the Remarks Colum to enter remarks. (Not a Mandatory field)

Finally if the user clicks on Approve button, confirmation box will be displayed which is

saying that Do you want to Approve this Claim.

If user clicks on Ok the claim will be approved with selected/Entered details. And then Approval List page will be displayed with message contains successfully Approved/not.



If user clicks on Cancel the Approval page still displayed to the user to edit approval details.

To Reject/Return the Claim

If user wants to reject/return the claim, he should not select/enter any details other than

Remarks and Rejection code.

Incase of rejection, Remarks and Rejection code fields are mandatory.

Incase of Return user has to enter only remarks.

After entering remarks and Rejection code selection, if the user clicks on Reject/Return

button, confirmation box will be displayed which is saying that Do you want to approve this Claim.

5. Rejected Claims Re-activation

If Distributor Approver/Parent Distributor Approver/Service Manager wants activate the

rejected claims, for that user needs to click on Activate Claim button against the Rejected Claim Id to activate.

Note: only second level hierarchy levels like Distributor Approver/Parent Distributor

Approver/Service Manager can activate the claims

Documents

Warranty Approval User Manual