Note: This help system contains standard information, some of which might not apply to your franchise. Click the Help button on the relevant forms or menus to see any existing help file specific to your Autoline configuration for that form or menu. Alternatively, a help file may exist in the Warranty Table of Contents specific to your manufacturer.
To display the Warranty Claim Payments Form:
From the Operations menu, select the Warranty v2 option and click OK.
The Warranty Claims Menu is displayed.
Select the Claim payments menu option and click OK.
The Service and Repair Payments Menu is displayed.
Select the Service and repair payments option and the Point-of-Sale company if you are prompted for one, and click OK.
The Warranty Claim Payments form is displayed.
This form is displayed when you select the Service and repair payments option from the Service and Repair Payments menu and click OK. It enables you to display and amend credit header values and payment details.
Menu bar and toolbar:
Menu Icon Description File > Exit Returns you to the Service and Repair Payments menu The File menu also contains a list of recently displayed credit notes. Tools > Parameters Enables you to view or edit general, financial, accounts or mark-up parameters. Tools > Search Enables you to find a credit note record in order to display its details. Tools > View Import log Display the date, start time, user ID, and outcome of an attempted payment file import. Tools > View file transfer settings Enables you to view and edit file transfer settings. Tools > Manual creation Enables you to create a manual credit record. Credit notes > Post credit note Posts a credit note to a selected account. Credit notes > Posting preview Displays the transactions that follow posting a selected credit note to the account ledger. Reports > Aged debt analysis Displays the number of aged debt claims and their total value by month. Utilities > View payment lines For use by software support only. Utilities > View SBI headers For use by software support only. Utilities > View Feedback file For use by software support only. Help > Help overview Displays this help topic in a browser. Help > help on credit note header details Displays a help page about the Payment details tab on the Warranty Claim Payments form. Help > About Displays version and copyright information. Deletes the selected credit note. Prints the selected item
Credit note number: All or part of the credit note number and the VAT date, selectable by clicking an Ellipsis button.
VAT date: Transaction date for VAT records.
No. of claims in credit: Number of claims comprising the payment record (the number of lines in the Payment details tab).
Credit note status: U indicates that the credit note has not yet been posted to an account, P indicates that the credit note has been posted.
Date posted: When the claim was posted (if applicable).
Tip: Un-posted credit notes have Credit note status of U (unprocessed) and a blank Date posted.
Display mode: A tick indicates that the credit note record is locked and cannot be edited or posted.
Note: If a second user accesses the same credit note at the same time as you, Display mode is ticked, preventing the credit note from being posted twice.
Tip: Even if you are the only user accessing the credit note, you can tick Display mode to prevent inadvertently posting the record.
This tab is part of the Warranty Claim Payments form. It displays credit header details listed by element (labour, expenses, parts, non-franchise) including claimed amount, paid amount, and variance.
Element: Identifies a component of a claim, for example labour, expenses, parts, and non-franchise parts.
Claimed: Amount claimed for the element line.
Paid: Amount paid for the element line.
Variance: Difference between Claimed and Paid.
This tab is part of the Warranty Claim Payments form. It contains payment details.
Grid:
Tip: Selecting a column header sorts the grid in ascending order on the values in that column. Selecting it again sorts in descending order.
The colour of the row identifies the warranty claims as, for example, underpaid or overpaid.Claim: Identifies the claim record.
Invoice: Identifies the invoice number.
Total claimed: Sum of amounts claimed for all elements (labour, expenses, parts, non-franchise parts).
Total paid: Sum of amounts paid for all elements (labour, expenses, parts, non-franchise parts).
Variance: Difference between Total claimed and Total paid.
Tip: Selecting the Variance column header groups grid lines according to Variance.
Account: Identifies a warranty account.
Action: Action performed upon posting to the account, Payment on account, Auto write-off, or Fully-pay, for example.
Tip: Selecting the Action column header sorts the grid in ascending order on the values in the Action column. Selecting it again sorts in descending order.
Labour variance: Difference between amount claimed for the labour element of the claim and the amount paid for that element.
Parts variance: Difference between amount claimed for the parts element of the claim and the amount paid for that element.
Mileage variance: Difference between amount claimed for the mileage element of the claim and the amount paid for that element.
Sublet variance: Difference between amount claimed for the sublet element of the claim and the amount paid for that element.
Handling variance: Difference between amount claimed for the handling element of the claim and the amount paid for that element.
Grid shortcut menu:
View payment details: Displays the total value of the claim and element sub-totals.
Variance breakdown: Displays the variance between the values originally claimed and those actually being paid by the manufacturer.
Set payment action: Displays a menu of actions including Write-off, which closes the claim, Write-off, leave claim open, which leaves the claim record status unchanged, and so on.
Note: The Set payment action shortcut menu option is enabled only when the line concerned represents an unacceptable underpayment.
View claim details: Displays the Claim Details form, giving the claim record main details (account number, dates, vehicle identity, and record status), parts and labour, financial, and audit information.
View invoice: Displays the Point-of-Sale Invoice originally submitted to the manufacturer via the warranty submission subsystem.
View SL transaction detail: Displays sales ledger transaction detail.
Graphic button:
Displays a guide to the additional information represented by row colours, as follows:
Red: An unacceptable underpayment.
Magenta: An acceptable underpayment.
Yellow: Overpayment.
Green: Payment on account.
Black: Debit.
White: Fully paid.
Blue: Rejection.
Check box:
Exceptions only: A tick indicates that only claims which are not fully-paid are displayed.
Note: Exceptions can have their action changed, whereas fully-paid claims cannot.
Tip: If the grid contains an unmanageably large number of lines and you want to view only claims which are not fully-paid, tick Exceptions only.
Text box:
Text attached to selected payment line: Notes supplied by the manufacturer explaining the claim status of the selected payment details line. You can add or edit notes by right-clicking the payment details line and selecting Add notes to claim.
