How do I deal with Yamaha warranty?
From Catalyst
Contents
Summary
Yamaha dealers may find they need to follow a different process to the method referred to in this article - Handling workshop warranty claims.
More Information
Currently Yamaha will issue the parts for a warranty claim without invoicing the dealer for these items.
At month end they will issue a pro forma and request a single invoice from the dealer for their claim for labour on all warranty work processed in that month.
The suggested process is detailed below.
Create Warranty Job
- Raise the warranty job as usual for the customer and bike with the Invoice account being Yamaha Warranty. This account should be set up in the same way as any normal retail account although you are advised to set the "Cash Sale?" flag to 'No'.
- Submit the claim to Yamaha for the work and await the parts.
- Set the Job status to "Warranty Claim Submitted" (you may need to create a new status) and record the claim number in the "Reference" field.
- When the parts arrive print out the jobcard and stick it to the box to keep track of the items.
- Change the job status to "Warranty Parts Arrived" (you may need to create a new status).
- Carry out the work and record the labour used on the job.
- Change the status to "Warranty Work Completed" (you may need to create a new status). and await the pro forma.
Invoice Warranty Job
- When the pro forma arrives check the jobs and make sure the labour agrees to the values Yamaha have agreed to pay. You may search for all jobs with the "Warranty Work Completed" status.
- Invoice each job.
Invoice Yamaha
At this stage you will need to keep the individual job invoices together and raise a single invoice for the claims in the period. To do this you can choose one of these two methods:
- Using Sales Ledger - Invoice/Credit Notes - Raise a single credit note for the total of the jobs in the period. Use Sales Ledger - Receipts to allocate the single credit note to the warranty workshop invoices. Raise a single invoice for the total of the jobs. Within the invoice record the Pro Forma number, VIN, Warranty Claim and Labour Value (Nett & VAT) for each job within the claim.
- Raise a single invoice using an external package e.g. MS Word, and list the details Yamaha require e.g. the Pro Forma number, VIN, Warranty Claim and Labour Value (Nett & VAT).
- Whichever method you choose, make sure the total Nett & Vat agree to the Pro Forma and print and send the document to Yamaha.
Posting Payment
When Yamaha pay for the claims use Sales Ledger - Receipts to mark their invoice as paid.
See also
- Handling workshop warranty claims
- Creating a new customer or supplier
- How do I produce a text invoice in Platinum?
- Posting payments received
- How do I Allocate a Credit Note to an Invoice?
