This topic assumes that you are familiar with standard Point-of-Sale (POS) operation.
Renault require invoices and credits for all work on vehicles of their franchise, as well as invoices that constitute a warranty claim to be sent to them for analysis and payment where appropriate. To this end, every time you print an invoice, the system checks if a Renault vehicle is loaded onto the WIP and automatically creates a record if it is. Invoices that constitute a claim require you to enter additional details and invoice the lines to a warranty account. In both cases you must link parts and labour lines using the correct W codes.
Always refer to the ICM website (Renault world vehicle and repair database) for information on Renault PGCS contributions, additional details codes or OTS (recall) campaigns before creating claims. You are reminded of possible Renault contributions in the casefile while creating a WIP.
The PGCS interface allows you to input customer details at any stage prior to invoicing and the facility required to create a claim for a repair or service is available at various stages of the Point-of-Sale process. When information is entered, it is, where appropriate, copied into the claim-specific details at the point of invoicing. The first step to creating a claim on a WIP is to create a task header for each work item to be carried out.
In order for the system to create structured invoices, the PGCS interface requires you to create task headers as well as enter parts and labour items on the WIP. Task headers are simply zero value labour lines that generally describe the nature of the repair and can be created during the initial service booking. Each header that you create is automatically entered on the WIP with a W code of X (unallocated) and suffixed with a letter to form individual tasks to which all parts and labour lines are subsequently assigned.
To create task headers:
Access the Point-of-Sale interface in the usual way
Click the PGCS button on the Point-of-Sale WIP.
The Claim Summary form is displayed.
Click the Create task button.
The system automatically assigns a W code suffix (A, B, C) and you are prompted to enter a task description.
Enter the task description in the text field.
Double click the task description to enter any available additional customer details.
Tip: To edit a task, double left-click the line or right-click the mouse and select the Edit option from the pop-up menu.
When you have entered all necessary task headers, click OK.
Note: You can create as many task headers as necessary but you must enter a description in the text box for each header before the Create task button is re-enabled, or simply click OK after each entry.
After creating task headers you can link associated work items on the WIP.
For all work, you must link parts and labour within the same job (task) using the correct Point-of-Sale W codes. Each task is formed by suffixing the W code with a different letter. Suffixes range between A-Z (excluding I and O). For example, allocate a W code of AA to all items pertaining to the first task (task XA) and AB to all items pertaining to the second task (task XB), and so on.
To create a claim with individual tasks, you must use the W code for warranty suffixed (as described in the previous paragraph) with the letter that was assigned when the task was created. For example, a W code of WA is allocated to all items in the first task, WB to all items in the second task, and so on. If you invoice several tasks against a single invoice, the system will create a separate claim for each task, and assign the same claim number to each claim followed by an incremental sequence number. For example, if you invoice two tasks against the same invoice, and the claim number assigned is 12345, the claim number for the first task is 12345/1, and the claim number for the second task is 12345/2.
Adding parts and labour to the tasks (example):
Enter a labour line on the WIP.
Complete the labour details in the usual way and remember to do the following:
Enter the W code for warranty in the Warranty/W code field.
Enter a code of A (to correspond with task A) in the Warranty suffix field.
Enter a labour type code of G.
Tip: To edit a Warranty/W code after you have loaded a labour or parts line onto the WIP, position the cursor over the appropriate line and double click the left mouse button.
Enter the corresponding parts on the WIP.
Complete the part details in the usual way remembering:
Enter the W code for warranty in the Warranty/W code field.
Enter a code of A (to correspond with task A) in the Warranty suffix field.
Repeat steps 1 and 2 for the second line and corresponding parts, this time using a suffix of B (to correspond with task B).
Note: If you keep the WIP open in order to create a task at a later time, use a unique W code when you create new labour or parts lines. Do not reuse any W codes on the WIP.
It is mandatory that you enter your W codes when creating a claim. The Complete your W codes form is displayed when you save a WIP in Point of Sale before supplying the W codes against a labour or parts line. This form allows you to enter W codes for both parts and labour.
Note: Some priorities may have the option to cancel out of this form.
The PGCS system contains functionality to determine the Renault liability percentage using the Percentage Contributions form, and to use these percentages in order to perform contribution splits on all lines that appertain to the particular task. Always obtain the latest percentages from the Renault ICM site before creating a WIP. It is mandatory that this information is entered prior to invoicing because the WIP lines must be split before you can produce invoices.
Note: You are reminded of possible Renault contributions in the casefile when creating a WIP.
The Casefile form appears when you enter the vehicle description when creating a WIP in Point of Sale. It is a facility that displays important information derived from the Autoline system pertaining to a particular account. By entering a description for a Renault vehicle on the WIP in Point of Sale, a casefile is automatically generated. For Renault, the casefile displays records relating specifically to the requested vehicle or a general reminder to use the ICM website alongside the PGCS interface for the latest vehicle information.
While creating a Renault claim you are reminded to:
(In most cases) Check ICM website for possible OTS campaigns.
(If the vehicle is less than three years old) Check ICM for 3 year warranty qualification or Renault contribution.
(In all other cases) Work on this vehicle may be subject to a contribution from Renault PGCS: Please check ICM.
In order to create claims, you must invoice warranty work to a warranty account type of W, for instance W9999. When you invoice warranty work, the system carries out validation. Claims are created when all tasks that you are invoicing pass validation.
To invoice a warranty job:
Invoice the lines to a warranty account.
The system automatically compiles and validates any details you enter and the Claim Summary form is displayed.
If any tasks are not valid, refer to step 2.
If all tasks are valid, refer to step 5.
Select the task against which you want to edit the claim specific details.
Tip: To edit a task, double left-click the line or right-click the mouse and select the Edit option from the pop-up menu.
The PGCS Additional Details form is displayed.
Enter the claim specific details and click the OK button.
The system validates the claim details:
If the task passes validation, you are returned to the Claim Summary form, where a tick symbol is displayed against the task.
If the task fails validation, the system displays an invalidity report. You must supply or correct these details before you can create a claim.
Note: If you have a high enough priority, an Override button is displayed on the Claim Record Invalid form. Click this button to override invalid reasons, if required.
Repeat steps 2 and 3 for each task.
When all tasks are valid, the OK button is enabled on the Claim Summary form.
Click OK.
The system generates the claim(s), closes the WIP and displays a dialog box with the claim number.
Click OK.
Note: You must submit claims to Renault via the claim register, where you can display claims, and amend claim specific details if required.
The system validates the claim details against a specific set of rules, according to the latest Renault policies, both when you select the Validate option from the pop-up menu on the Claim Summary form and when you click the OK button on the PGCS Additional Details form.
