This chapter provides an overview of warranty claim management in Oracle's PeopleSoft Enterprise Maintenance Management and discusses how to manage warranty claims.
Warranties are set up for assets in PeopleSoft Asset Management. Whenever an asset is repaired in PeopleSoft Maintenance Management, it is important for the technician to know whether any warranties exist for the asset and to determine whether to file a warranty claim for an asset that is being repaired. An outbound cost recovery claim may be filed to:
Recover the cost of a work order task from the vendor or manufacturer who warranties the asset being repaired.
Recover the cost from the vendor of a causal part associated with a work order task.
Recover the cost of non-warranty related maintenance, such as a recall, from the manufacturer.
When you create a work order and select an asset or asset component, PeopleSoft Maintenance Management:
Enables you to review the asset or asset component's warranty information.
Enables the technician in the Technician's Workbench to record the asset's downtime hours and downtime rate, failure date, its warranty name, vendor information, and causal part information to drive the creation of a warranty claim that can be directly related to the work order task.
You can also indicate whether to attempt to recover the costs for the asset's repair.
Note. Warranty claims always apply to a work order task and not the overall work order. You can group multiple work order tasks into one warranty claim as long as they are for the same vendor.
When a work order task is completed and closed and costs are collected, if you marked the task for cost recovery, the system routes the task to the warranty claims clerk. The warranty claims clerk uses the Generate Claim component to select work order tasks for which to generate warranty claims. You can group multiple tasks into one claim as long as the tasks are associated with the same vendor and work order business unit. All information entered at the work order task level is copied over to generate a claim.
After a claim is generated, a claims clerk can access the generated claim to:
Print it and send it to the supplier for reimbursement, which is a manual process.
Maintain the claim by entering information about recovered costs.
Review and modify all cost information on the claim that was loaded from the work order tasks.
Note. If you delete a claim line, the claim line ID field of the corresponding work order task is cleared so that a user can group the task into a different claim.
Review meter readings that reside in the asset repository, which serve as supporting information for a claim.
The clerk can delete an unrelated reading and add a reading that does not currently exist in the asset repository.
Note. Warranty claims are not associated with chargebacks based on a work order, and warranty claim history is not tracked in PeopleSoft Asset Management. Claims are tracked in PeopleSoft Maintenance Management.
This section discusses how to:
Review an asset's warranty.
Search for asset warranty templates.
Recover costs for work order tasks.
Generate warranty claims.
Revise and submit warranty claims.
Page Name |
Definition Name |
Navigation |
Usage |
Asset Warranties |
ASSET_WARRANTY |
|
Review the warranty information for assets that are associated with work order tasks. |
Search for Asset Warranty Templates |
AM_WTMPL_SRH |
Click the Apply Warranties from Template link on the Asset Warranties page. |
Search to find a Standard Warranty Template to apply to an asset. |
Task Cost Recovery |
WM_WO_TSK_CLAIM |
|
Indicate whether to recover costs for an asset, and specify downtime rates, vendor, warranty, and causal parts. |
Generate Claim |
WM_CLAIM_GEN |
Maintenance Management, Warranty Claim, Generate Claim |
Generate a warranty claim. |
Warranty Claim - Claim Summary |
WM_CLAIM_HDR |
|
Review information for a warranty claim, update the status, and create the warranty claim report. |
Warranty Claim - Vendor Contact |
WM_CLAIM_VENDOR |
Maintenance Management, Warranty Claim, Update Warranty Claim, Vendor Contact |
Update vendor information for a warranty claim. |
Warranty Claim - Cost Details |
WM_CLAIM_COST_DTL |
Maintenance Management, Warranty Claim, Update Warranty Claim, Cost Details |
Update tasks and costs for a warranty claim |
Warranty Claim - Related Meter Readings |
WM_CLAIM_METER |
Maintenance Management, Warranty Claim, Update Warranty Claim, Related Meter Readings |
Update meter readings associated with a warranty claim. |
Access the Asset Warranties page.( Select Maintenance Management, Work Order Management, Work Order and click the Active Warranties icon within a work order or a work order task. This page enables you to review any warranties that exist for an asset selected for the work order or a work order task.
|
Active Warranties icon. |
Note. This icon does not appear if the asset is not associated with a warranty.
If users have the appropriate security in PeopleSoft Asset Management, they can add or update warranty information for the asset. The user completes the information on the page or applies a warranty template.
Detailed information about the Asset Warranties page is available in the PeopleSoft Asset Management PeopleBook.
Access the Search for Asset Warranty Templates page. (Click the Apply Warranties from Template link on the Asset Warranties page, which is accessed from the work order or a work order task.)
Use this search page to find a defined standard warranty template and apply the warranty terms to this asset.
Enter search criteria to restrict template selections based on:
Asset type
Asset subtype
Vendor ID
Model
Item ID
The valid warranty templates matching the search criteria appear, and you can select one to associate with this asset. Standard warranties are defined on the Standard Warranty Template.
See Setting Up Asset Warranties.
Asset Type and Asset Subtype |
Override these fields, if necessary. The field values that display here depend on the asset selected for the work order or work order task. |
Access the Task Cost Recovery page. (Click the Warranty Claim link on the Work Order - Requirement or Schedule pages in the work order.)
Attempt to Recover Cost |
Select this check box if the asset was repaired within your organization to indicate that you want to recover the cost of the repairs for this task's asset from the vendor by generating a warranty claim. The system routes the task to a claim clerk when this option is selected. Deselect this option if either the asset is sent to the vendor for repair or replacement or the repair is not one for which the vendor will reimburse. |
Claim Number |
The claim number appears only if the work order task is complete and a warranty claim has been generated. Click the claim number to access the Warranty Claim component pages for this task. The system automatically generates claim numbers. |
Asset downtime hours |
Enter the hours the asset was unable to be used for work purposes. The value for this field is derived from the work order task information, but you can override it if necessary. |
Downtime rate |
Enter the hourly rate to charge for the time the asset was down and unable to be used. |
Failure date |
Enter or select the date the asset went down. The value for this field is derived from the work order task information, but you can override it if necessary. |
Warranty Name |
Select the name of the warranty covering this asset. |
Vendor ID and Vendor Contact |
Enter or select the ID of the vendor that issued this warranty and select the vendor's contact person for this warranty. The system automatically populates these fields with the vendor information associated with the specified warranty. |
Causal Parts |
Identify parts that are either from PeopleSoft Inventory or PeopleSoft Asset Management that caused this asset to be down. Enter or select the:
|
Access the Generate Claim page. (Select Maintenance Management, Warranty Claim, Generate Claim.)
Search
Business Unit, Vendor ID, Contact, Cause Code, and Warranty Name |
Specify the criteria by which to retrieve work order tasks that are pending warranty claims by selecting values for the business unit and vendor ID, and clicking the Search button. You can optionally select a contact, cause code, and warranty name to further limit the work orders tasks that you retrieve. |
Work Order Tasks
The work order tasks that meet the search criteria specified appear in this grid. Select the tasks for which to generate a warranty claim, then click Generate Claim to create a warranty claim. The page updates and the claim ID appears.
Generate Claim |
Select the tasks for which to generate a warranty claim, then click this button to create a warranty claim. |
Claim ID |
This appears if the associated task has a generated warranty claim. Click the claim ID to access the Warranty Claim component pages for the task. |
Access the Warranty Claim component. (Select Maintenance Management, Warranty Claim, Update Warranty Claim.)
Warranty Claim - Claim Summary Page
Access the Claim Summary page. (Click the Claim Summary tab in the Update Warranty Claim component.)
The Cost Summary group box displays totals of the various cost amounts for the warranty claim, and the total claim amount. These values are display-only because they are summarized amounts from the Warranty Claim - Cost Details page.
The claim status controls which of the other fields you can modify on this page. If the claim status is New, you can modify all the remaining fields. If the status is Submitted or Resubmitted, you can edit only the Claim Status field. If the claim status is Recovered, you can edit only the fields in the Cost Recovered group box.
Claim Status |
Select a value to update the status of the warranty claim. Options are: New: The initial status value once a claim is generated. Submitted: Indicates that you have printed and mailed the claim in order to recover the costs. Resubmitted: Indicates that the initial claim was rejected by the supplier, and you are submitting the claim again. Recovered: Indicates that you have received payment for the costs. Canceled: Indicates you are cancelling the claim and no longer intend to recover the costs. |
Recovered Amount and Cost Recovered Date |
Enter the amount recovered from the vendor, and the date you received the payment. |
GL Business Unit and Journal ID |
Optionally, enter a general ledger business unit and journal ID to cross reference the associated accounting information related to the recovered costs. Note. You must manually enter a general ledger journal entry and accounts receivable invoice to record the transaction; the fields on this page are informational only. |
AR Business Unit and Deposit ID |
Optionally, enter the accounts receivable business unit and deposit ID to record invoice information related to the transaction. Note. You must manually enter a general ledger journal entry and accounts receivable invoice to record the transaction; the fields on this page are informational only. |
|
Click to launch the warranty claim report process, and generate a report for the claim that you can send to the vendor. |
Note. Accounting entries that are associated with cost recovery must be done manually. The system does not automatically generate them.
Warranty Claim - Vendor Contact Page
Access the Vendor Contact page. (Select the Vendor Contact tab in the Update Warranty Claim component.)
This page contains information on how to contact the vendor associated with a warranty claim.
Warranty Claim - Cost Details Page
Access the Cost Details page. (Select the Cost Details tab in the Update Warranty Claim component.)
If a claim line is deleted, the claim ID field of the corresponding work order task is set to blank so that it can be grouped into a different claim.
Warranty Claim - Related Meter Readings Page
Access the Related Meter Readings page. (Select the Related Meter Readings tab in the Update Warranty Claim component.)