Parts and stock
Supplier warranty claims for failed parts
When a part you fitted fails within the supplier's warranty, claim it back from the rework job card. The supplier, the original purchase and the part's value are found from its serial number or purchase date. Send the part back, then record a credit note, a replacement or a rejection.
PlansFrom Scale
The problem it solves
- The shop fixes the comeback for free and never claims the failed part back from the supplier.
- Nobody can find which purchase the failed alternator came from, so the supplier refuses the claim.
- Claims sent to suppliers are forgotten, and nobody knows what was recovered.
How it works
- 01
A car comes back and a rework job card is opened with Came Back.
- 02
On the rework job card, a workshop manager clicks Claim from Supplier and chooses the Part Fitted on the original job card.
- 03
The supplier, the original purchase and the Unit Value are found from the part's serial number or its purchase date. Write What Failed: the failure, the vehicle's reading, how it was found.
- 04
Save and click Claim. Fill in the Supplier's Reference (their RMA or claim number) when you have it.
- 05
Click Send Part Back when the part goes to the supplier. When the supplier answers, click Credit Note, Replacement or Rejected with the reason.
Everything it does
The claim
- Number, branch, rework job card and original job card, vehicle
- Part fitted, product, lot or serial number, quantity (1 to start with)
- Supplier, original purchase line, Unit Value (the original purchase price), Claimed
- What Failed, Claimed On, Supplier's Reference
States
- Draft, Claimed, Settled, Rejected, Cancelled
- Cancel only before Claim; once claimed, record the supplier's answer
Outcomes
- Send Part Back: a delivery to the supplier, not valued
- Credit Note: a credit note from the supplier, to the expense
- Replacement: the new part is received into stock and credited to the expense
- Rejected: with Why Rejected
- Recovered shows the value got back
List
- Garage > Parts > Buying > Supplier Warranty Claims, with the filters Open, Settled and Rejected
- A note on the rework job card names the claim, the supplier and the part
Who uses it
Where you use it
- Web: Claim from Supplier on the rework job card; Garage > Parts > Buying > Supplier Warranty Claims
- The SmartMy Garage app: claims card on the job card, a new claim from the fitted parts, open claims under Parts > Service Vans. A claim and its notes are kept without signal, its steps need signal. Built and in testing, not in the app stores yet.
- Not built: documents attached to a supplier claim
What you control
Approvals
- Not on an approval chain: the supplier decides, and staff record the answer
FAQ
Questions, answered.
How does it find the original purchase?
From the serial number of the part fitted, or else from the date the part was bought. The supplier and the purchase price come with it.
What if the supplier sends a new part instead of money?
Click Replacement. The new part is received into stock and its value is credited to the expense.
Can we cancel a claim after sending it?
No. Once claimed, record the supplier's answer: credit note, replacement or rejected with the reason.
Can we attach the supplier's papers?
Not yet. Supplier claims have no documents; keep the supplier's reference on the claim.
Related
Related features.
Comebacks, workmanship warranty and root causeEvery plan
When a car comes back after delivery, open a linked rework job card in one click. The workmanship warranty is checked by days and km, and the work is free within it. The root cause is asked before the car leaves.
Parts stock per branch and service van, with lots and serialsFrom Scale
Each branch keeps its own parts stock, and each service van carries its own. Issuing a part to a job card takes it out of the store or the van. A return puts it back at the same value. Counter sales leave the branch stock too. Lots and serial numbers are scanned, and vans are refilled to their rules.
Ordering parts for a job, reorder rules and supplier billsFrom Scale
When an approved part is not in stock, Order Parts buys the shortage from the part's vendor for that job card. The job card waits on the supplier until the delivery is received. Reorder rules buy for each branch and van by themselves, and the supplier's bill is made from the purchase order.
Parts and consumables per job card by scan, with shop suppliesFrom Growth
Record what was really fitted on each vehicle: every part and consumable, how many, who took it, for which task and at what cost. Scan a barcode to issue or return, and bill parts through their approved estimate line. Add one shop supplies fee instead of billing rags and cleaner one by one.
Want to see it on your own job cards? Book a demo and we walk you through it with your workshop's work.