Process a Warranty Claim Batch
Select warranty lines, attach evidence, submit a batch to the OEM, and monitor review through approval or rejection.
Batching warranty claims keeps freight costs down and gives OEM reviewers one coherent package. This tutorial walks from eligible service-order lines through Completed batch status. Allow about six to eight minutes for your first batch; repeat submissions go faster.
What you'll need
- At least one Service Order with items classified Warranty, each with a Defect Note.
- Receiving checklist photos on Photo required lines (and Release if the repair is done).
- Optional: tracking number and carrier when Requires physical return is set.
The walkthrough
Audit eligible warranty lines
Open Support → Service Orders and select a completed or in-progress order. On Items, confirm each failed item is Warranty, has a Defect Note, and does not show Already in a warranty batch.
Create a new batch
Go to Support → Warranty Claims → New Batch. In New Warranty Claim Batch, enter a Description (period + failure type, e.g., "April 2026 — ESC RMA West") and optional Carrier Name. Click Create Batch. Status is Draft.
Add items from service orders
On Warranty Claim Batch Details → Items, click Add Items. Search by Service Order using ticket code or ERP Quote ID. Select warranty rows from the list ({count} warranty item(s) found). Click Add Selected Items. Repeat until all lines for this submission window are included.
Attach and verify evidence
For each line, open Edit and confirm the Defect Note matches checklist Issue Found notes and photos. On the batch Overview, review Items Summary — only Warranty counts should appear; billable lines must stay off the batch. Download Packing List if your shop prints return paperwork.
Submit the digital claim
Open Actions → Update Status. Set Next status to Submitted (Digital) and click Update Status. The batch is locked for item edits per your dealership policy — verify the drawer summary before confirming.
Ship physical returns
For rows marked Needs Return, pack units per OEM instructions. Update status to Shipped (Physical) and save the Tracking Code in the status drawer. Attach the shipping receipt photo to your internal ERP if required.
Monitor OEM response
Watch the status timeline: Received at OEM → In Inspection → Partially Approved, Approved, or Rejected. When credit is issued, enter OEM Credit Memo and advance to Completed. The linked service orders show batch linkage on the ticket timeline (Warranty batch linked).
Grouping tips
| Strategy | When to use it |
|---|---|
| One batch per week | Default for most Reseller shops |
| Split by failure family | OEM asks separate RMA streams (pumps vs avionics) |
| Single large batch | Distributor consolidating sub-dealer returns |
If the batch is rejected
See Claim rejected. Fix evidence on the service order, remove rejected lines from the old batch if editable, and add corrected lines to a new Draft batch.
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Last updated Oct 20, 2018