How do I deal with workshop warranty payments?
Contents
Summary
The following article explains how to deal with Warranty Payments for jobs put through the workshop.
More Information
Once a warranty claim has been filed with the manufacturer or warranty company, approval received and work carried out and completed, you will be reimbursed for the work undertaken.
See How do I create a warranty account? and How do I create a workshop warranty job? for how to process warranty jobs through the Workshop system.
Manufacturer Warranty
Most manufacturers will reimburse you with a credit note to set against your account with them.
You should post this credit note onto the supplier account in your Purchase Ledger.
- You are advised to enter the claim number into the "Comment" field when posting the credit note. This will aid you when reconciling your warranty control nominal account.
- When posting the credit note you should allocate it to a purchase centre which links to the Warranty Control nominal centre. The standard centre issued with the system is '750' and links to Nominal centre '75001' Warranty Control.
 | If you do not have these centres in your system please see this article to create the purchase centre and this article to create the nominal centre. |
- The nett amount of the credit should equal the value of the workshop warranty job, if the claim has been settled in full.
- If the claim is for less than the work carried out you may choose to journal the balance on your warranty control nominal to a Profit & Loss - Warranty Loss/Gain nominal centre.
- If you did not mark the warranty job as paid you should use Sales Ledger receipts to pay off the warranty invoice to the value of the credit note.
- Enter the claim number into the "Comment" field and enter your warranty control nominal account as the payment centre.
- If there is a balance remaining against the warranty invoice you should post an additional payment to clear the balance on the invoice.
- Enter the claim number into the "Comment" field and enter your warranty loss/gain nominal account as the payment centre.
Third Party Warranty Company
If you are carrying out work for a third party warranty company, you will be able to invoice the workshop job as though it was a retail job and take payment in the usual manner, either against the workshop job itself or via the Sales Ledger Receipts.
 | Please ensure the sales account has not been marked as internal else the VAT on the invoice will not be included in your VAT Return. |
See also
- Handling workshop warranty claims
- How do I create a workshop warranty job?
- How do I create a warranty account?
