Dealing with Harley-Davidson warranty

Summary

The following article explains how to deal with Harley-Davidson warranty work.

More Information

With Harley-Davidson warranty, there are three main parts to the process: producing the workshop job and invoicing out internally; invoicing Harley-Davidson for the work; taking payment from Harley-Davidson.

Creating the Warranty Job

• Create the workshop job in the usual manner, and in the "Invoice acc:" field, enter your account for Harley-Davidson Warranty.

This account should be created in the approved manner for warranty accounts, and is being used to account for the parts and labour used on the warranty jobs.

• Once the job is complete, invoice out as normal. As part of the invoice process, pay the workshop invoice off to the Warranty Control Account on the Nominal Ledger. This should be the Default Payment Centre for the Harley-Davidson Warranty account.

Invoicing Harley-Davidson

You now need to create a separate free-type invoice to Harley-Davidson. This is because they need one invoice to cover a number of warranty claims, and not one invoice per job. You will need to use a separate account from your warranty one used for the original workshop invoice as, unlike the workshop invoice, this has to show V.A.T. on it.

• Go to " Sales Ledger Invoice/Credit Notes".
• In the "Account:" field, enter in your account for external Harley-Davidson warranty claims.
• In the "Sales Centre:" field, enter in a sales centre that links into the Warranty Control account in the Nominal Ledger. If this code does not exist, see here for details on how to create the Sales Centre.
• In the "Comment:" field, enter a suitable comment for the invoice.
• Press <F5>.
• In the "Product Description" pane, give a brief description of the warranty jobs being claimed for.
• In the "Nett" column, add the grand nett total of all the jobs being claimed for.
• Press <F5>.
• On the next screen, press <F5>. This produces the invoice for sending to Harley-Davidson.
• Once you have a printed invoice, press <Accept> to save the invoice.

Note: The profit & loss entries for the warranty income are handled by using the warranty job created in the first section, and this invoice is created to charge Harley-Davidson for the work so that you get paid and account for the VAT appropriately.

When you receive payment from Harley-Davidson

• When Harley-Davidson pay you for the invoice produced, go to " Sales Ledger Receipts"
• In the "Account" field, enter in your account for external Harley-Davidson warranty claims.
• Find the invoice to which the payment refers and pay off in the usual manner to your bank account.

See Also

• How do I Create a Warranty Account?
• Posting Payments Received
• How do I Create a Warranty Account?
• Creating Workshop Jobs