GDMS Warranty Approval Cycle

User Manual GDMS Warranty Approval Cycle

GDMS/User Manual/ > 08-Mar-2010

GDMS Warranty Approval Cycle

CONTENTS
1. Introduction

2. Warranty claim search ...

3. Warranty claim list..

4. Warranty claim approval.

15

5. Rejected claim reactivation.

23

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Introduction:
This is a detailed user manual outlining the flow of warranty claim approval cycle on
warranty claims on portal.

1.

2. Search for warranty claims to approve

Users can get list of all claims pending for approval by using the Warranty Approval
module link.

On clicking on Warranty Approval link below search criteria will be displayed to the user
according to the hierarchy level.
Below page displayed to Distributor group (Distributor Adjudicator/ Distributor
Approver/ Distributor Head) for Claim Date Search.
The Search Criteria consists of
Dealer (User needs to select Dealer) the dealer drop down contains assigned
dealers list
Search By drop down consists of
1 Claim Date
2 Claim Type
3 Claim Status
4 Amount Claimed
5 VIN

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GDMS Warranty Approval Cycle

Search Type as Claim

Date
Select from date

Select to date

For above Claim Date Search type user needs to select Dealer code, From Date and To
Date and click on Search button to get the List.

Below page displayed to Distributor group (Distributor Adjudicator/ Distributor

Approver/ Distributor Head) for Claim Type Search.
The Search Criteria consists of
Dealer (User needs to select Dealer) the dealer drop down contains assigned
dealers list
Search By drop down consists of
1 Claim Date
2 Claim Type
3 Claim Status
4 Amount Claimed
5 VIN

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GDMS Warranty Approval Cycle

Select search type as

Claim Type
Select Claim Type

For above Claim Type Search page user needs to select Dealer code, Claim Type from
the Drop Down and click on Search button to get the List.

Below page displayed to Distributor group (Distributor Adjudicator/ Distributor

Approver/ Distributor Head) for Claim Status Search.
The Search Criteria consists of
Dealer (User needs to select Dealer) the dealer drop down contains assigned
dealers list
Search By drop down consists of
1 Claim Date
2 Claim Type
3 Claim Status
4 Amount Claimed
5 VIN

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GDMS Warranty Approval Cycle

Search Type as Claim

Status
Select Claim Status

For above Claim Status Search page user needs to select Dealer Code, Claim Status from
the Drop Down and then click on Search button to get the List.

Below page displayed to Distributor group (Distributor Adjudicator/ Distributor

Approver/ Distributor Head) for Amount Claimed Search.
The Search Criteria consists of
Dealer (User needs to select Dealer) the dealer drop down contains assigned
dealers list
Search By drop down consists of
1 Claim Date
2 Claim Type
3 Claim Status
4 Amount Claimed
5 VIN

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GDMS Warranty Approval Cycle

Select Search type as

Amount Claimed
Select Amount Claimed

For above Amount Claimed Search page user needs to select Dealer Code, Amount
Claimed from the Drop Down and then click on Search button to get the List.

Below page displayed to Distributor group (Distributor Adjudicator/ Distributor

Approver/ Distributor Head) for VIN No. Search.
The Search Criteria consists of
Dealer (User needs to select Dealer) the dealer drop down contains assigned
dealers list
Search By drop down consists of
1 Claim Date
2 Claim Type
3 Claim Status
4 Amount Claimed
5 VIN

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GDMS Warranty Approval Cycle

Select Search Type

as VIN
Enter VIN No. to
Search
Click on Search
button to get List

For above Amount Claimed Search page user needs to select Dealer Code, Amount
Claimed from the Drop Down and then click on Search button to get the List.

After clicking on Search Button the below list page will be displayed according to the
Search type and Hierarchy Level. For all search types the list fields remain same.

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GDMS Warranty Approval Cycle

3. Warranty claim list

A. Below List page is for Distributor Adjudicator.

Click on this Claim Id

hyperlink the get claim
details in popup

Click on Approve hyperlink

to Approve/reject the claim.

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GDMS Warranty Approval Cycle

B. Below List page is for Distributor Approver.

Distributor Approver has privileged to approve/reject more than one claim from this list
page. For that he needs to open the claim at least once, then the check will be enabled to
check and approve/reject from this List page.
Distributor Approver has one more privilege called activation of rejected claims. For that
simply he needs to click on Activate Claim button against the Rejected Claim no.

Click on Reject button

to Reject Claims

Click on approve button to

Approve Claims

Click on Activate Claim

button to activate
Rejected claim

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C. Below List page is for Distributor Head.

Distributor Head has privileged to approve/reject more than one claim from this list page.
For that he needs to open the claim at least once, then the check will be enabled to check
and approve/reject from this List page.

Click on Reject button

to Reject Claims

Click on approve button to

Approve Claims

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D. Below is the search and list page for M&M and Parent Distributor user
group
Below page displayed to M&M and Parent Distributor group (Warranty
Adjudicator/Service Manager/Service Head, Parent Distributor Adjudicator/Parent
Distributor Approver/Parent Distributor Head) Users to select search criteria.
The Search Criteria consists of
Country (user needs to select Country)
Distributor (User needs to select Distributor against the Country)
Search By drop down consists of
1 Claim Date
2 Claim Type
3 Claim Status
4 Amount Claimed
5 VIN
Claim Date (If Claim Type is Claim Date user needs to select From-Date and ToDate)
Claim Type (If Search by is Claim Type) The list consists of
1 All
2 Extended Warranty
3 Failed Part Recall Claim
4 Labor Only
5 Normal Warranty
6 PDI
7 Pre-Sale
8 Retrofitment
9 Spare Part Warranty
10 Special Approval
Claim Status (If Search by is Claim Status) The list consists of
1 All
2 Approved
3 Awaiting Remittance
4 Rejected
5 Returned
6 Transaction Completed
7 Waiting for Approval
8 Waiting for Service Manage Approver/Parent Distributor Approver
/Distributor Approver Approval (according to the login the option will be
displayed)

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9

Waiting for Service Manager/Parent Distributor Head/Distributor Head

Approval

Amount Claimer
(If Search by is Amount Claimed) The list consists of
1 All
2 Less than 500
3 501 1000
4 1001 10000
5 Above 10000
VIN

(If Search by is VIN) User needs to enter the VIN to Approve claim.

The below mentioned page will be displayed to the user (here we are taken an example of
Claim Date as Search Type.)

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GDMS Warranty Approval Cycle

When the user clicking on Search button after selecting/entering proper data. Below page
will be displayed the list of Warranty Claims.

But for the second hierarchy level (Parent Distributor Approver/Service Manager,) the
list page will displays as below.

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The marked check box is disabled until user will open (click on Approve hyperlink) the
claim.

4. Warranty claim approval

Once the user click on Approve hyperlink in the list page, the below Approval page will
be displayed to the user.

If user clicks on cancel button, it will be redirect to Approval list page with enabled
check box against the opened claim Id as below.

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Now the Approver can Approve/Reject the Claims with the selection of enabled check
boxes and clicks on Approve/Reject button.
Following the above procedure Approver can approve/Reject more than one claim from
the list page. (Only second and third level hierarchies (Distributor Approver/Parent
Distributor Approver/Service Manager) can do this.)

But for the Third hierarchy levels like (Distributor Head/Parent Distributor Head/Service
Head) the list page will displays as below.

The marked check box is disabled until user will open (click on Approve hyperlink) the
claim.

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Once the user click on Approve hyperlink in the list page, the below Approval page will
be displayed to the user.

If user clicks on cancel button, it will be redirect to Approval list page with enabled
check box against the opened claim Id as below.

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GDMS Warranty Approval Cycle

Now the Approver can Approve/Reject the Claims with the selection of enabled check
boxes and clicks on Approve/Reject button.
Following the above procedure Approver can approve/Reject more than one claim from
the list page. (Only second and third level hierarchies (Distributor Approver/Parent
Distributor Approver/Service Manager, Distributor Head/Parent Distributor Head/Service
Head) can do this.)

If user want to see the particular Claim Type list, for the user needs to select the Claim
Type from the Claim Type drop down.

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If user want to see the particular Claim Status list, for the user needs to select the Claim
Status from the Claim Status drop down

onview
Approve
against the
After clicking on Clamed hyper link theClick
below
pagehyperlink
will be displayed
to the user.
claim
id
to
Approve
Claim
Details
Click on this hyperlink to
view the Claim details.

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Click on VIN Number

link to View VIN
Details on new popup

Click on this
to collapse
and Elapses
the table

Click on
Claim Id
link to
View
Claim
Details on
new popup

Click on this
file to view the
uploaded file
of this Claim.

To Print the Claim Detail

To close the Window

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GDMS Warranty Approval Cycle

If user wants to approve particular claim, in that case user need to click on Approve
hyperlink against the claim id. After clicking on this Approve hyperlink the below page
will be displayed to the user which contain Warranty Claim Details to Approve.

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GDMS Warranty Approval Cycle

To Approve Warranty Claim

In the above claim approval page Check boxes are provided against the part nos/Labour
code to check or uncheck, and editable text fields are provided against the Sublet part and
Sublet labor to enter Sublet Part/Labour Amounts.
1. Checked
:
Approve
2. Unchecked :
Reject
3. Sublet Part/Labour Amount is 0 (Zero)

: Reject.

User should select at least one Causal Part to Approve.

User cant select/enter any details until he selects the Causal Part in the set.
User cant enter more than sublet Part/Labour Amount.
If dont want to approve the Sublet Part/Labour Amount leave it to 0 (zero).
An editable text field is provided against the Approved % to edit the Approval
percentage/amount (By default is 100%).
An editable text area is provided against the Remarks Colum to enter remarks.
(Not a Mandatory field)
Finally if the user clicks on Approve button, confirmation box will be displayed which is
saying that Do you want to Approve this Claim.
If user clicks on Ok the claim will be approved with selected/Entered details. And then
Approval List page will be displayed with message contains successfully Approved/not.

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If user clicks on Cancel the Approval page still displayed to the user to edit approval
details.
To Reject/Return the Claim
If user wants to reject/return the claim, he should not select/enter any details other than
Remarks and Rejection code.
Incase of rejection, Remarks and Rejection code fields are mandatory.
Incase of Return user has to enter only remarks.
After entering remarks and Rejection code selection, if the user clicks on Reject/Return
button, confirmation box will be displayed which is saying that Do you want to approve
this Claim.
5. Rejected Claims Re-activation

If Distributor Approver/Parent Distributor Approver/Service Manager wants activate the

rejected claims, for that user needs to click on Activate Claim button against the
Rejected Claim Id to activate.
Note: only second level hierarchy levels like Distributor Approver/Parent Distributor
Approver/Service Manager can activate the claims

GDMS/User Manual/ > 08-Mar-2010

GDMS Warranty Approval Cycle

GDMS/User Manual/ > 08-Mar-2010