WARRANTY PRIOR PROCESS IN DMS

Step-by-Step User Guide

Purpose

This document explains the complete process of:

• Creating a Warranty Prior
• Adding Warranty Spare Parts
• Adding Warranty Labor
• Submitting warranty request to OEM
• Handling OEM approvals/rejections
• Issuing approved warranty items
• Billing warranty job cards

This process helps dealerships maintain proper warranty authorization and OEM compliance.

Business Scenario

Warranty Prior is used when:

• A vehicle repair falls under OEM warranty
• Warranty parts need OEM approval
• Warranty labor needs OEM approval
• Technical failure details must be shared with OEM

Without Warranty Prior approval:

• Warranty labor cannot be issued
• Warranty spare parts cannot be issued
• Job card billing may get blocked

Pre-Requisites

Before starting Warranty Prior process, ensure:

Navigation Path

Workshop → Service Job Cards

Step 1: Open Service Job Card Screen

Go to:

Workshop → Service Job Cards

The system will display all open job cards.

Step 2: Select the Required Job Card

Identify the job card for which warranty repair needs to be processed.

Example:

• Job Card No: 72
• Customer Name: Pawan
• Service Type: Running Repair 
  

Step 3: Understand Warranty Restriction

If you try to directly add warranty labor or warranty spare parts from normal issue screens, the system will restrict the action.

Example system message:

Cannot issue warranty labor. Please add in warranty prior.

or

Cannot issue warranty parts. Please add in warranty prior.

This ensures OEM approval before warranty consumption.

Step 4: Open Warranty Prior Screen

Against the selected Job Card:

Action → Warranty Prior

The Warranty Prior screen will open.

Step 5: Add Causal Part

A causal part is the actual defective component.

Procedure

1. Click Add Item
2. Select Part Code
3. Select:
   • Causal Part
4. Enter Quantity
5. Select Warranty Type:
   • River Warranty
   • Part Warranty
6. Select Failure Code
7. Enter:
   • Electrical Values
   • Root Cause Observation
8. Click Add

The causal part will now appear in the list.

Step 6: Add Consequential Part

A consequential part is a part affected because of the causal part failure.

Procedure

1. Select another part
2. Choose:
   • Consequential Part
3. Enter Quantity
4. Link it to the respective causal part
5. Select Warranty Type
6. Click Add
   

Important Note

Consequential parts cannot be added independently.

They must always be linked to a causal part.

Step 7: Add Additional Parts (If Required)

You can add:

• Multiple causal parts
• Multiple consequential parts

Example:

Step 8: Update TFR (Technical Failure Report)

For every causal part, TFR details are mandatory.

Click:

TFR

Step 9: Fill TFR Details

Update all mandatory information:

After updating details:

Click Save TFR

Repeat the same process for all causal parts.

Step 10: Add Warranty Labor

Warranty labor must be linked to the causal part.

Procedure

1. Open Add Labor
2. Select Labor Code
3. Link labor to the causal part
4. Click Add
   

Important Validation

Each causal part must contain at least one linked labor operation.

Step 11: Add Standalone Warranty Labor (If No Parts Involved)

If warranty claim contains only labor:

1. Open Add Labor tab
2. Add labor directly
   
3. Add the defect code
4. Update TFR details for labor
5. Save

No spare linkage is required in this case.

Step 12: Submit Warranty Prior to OEM

After adding all required parts and labor:

1. Enter Submit Remark
2. Click Submit

System message:

Successfully Submitted

The request is now sent to OEM for approval.

Step 13: OEM Review Process

OEM can take the following actions:

Step 14: Understand DAR Status

DAR means:

Dealer Action Required

OEM may request:

• Additional photos
• More technical evidence
• Better diagnosis details
• Clarification

Dealer must provide the required information and re-submit.

Step 15: Refresh Warranty Prior Status

Reload the Warranty Prior screen to view updated OEM decisions.

You will now see:

• Approved parts
• Rejected parts
• DAR items

Only approved items can proceed further.

Step 16: Issue Approved Warranty Parts & Labor

After approval:

1. Enter Technician Name
2. Click:

Finalize and Issue

System message:

Successfully Saved

Approved parts and labor will now be issued into the job card.

Step 17: Verify Issued Items

Open:

• Labor Issue Screen
• Spare Issue Screen

You will notice:

• Approved items are available
• Rejected items are not available
  

Important System Behaviour

Warranty-issued items:

• Cannot be edited
• Cannot be deleted
• Are locked after OEM approval

This maintains audit integrity.

Step 18: Modify Warranty Prior (If Required)

If additional warranty items are required:

1. Re-open Warranty Prior
2. Add/Edit/Delete items
3. Submit again to OEM

Fresh approval is mandatory for every modification.

Important Billing Restriction

If modified Warranty Prior is not re-approved:

• Job card billing will be blocked

Step 19: Close the Job Card

After all repairs are completed:

1. Close the Job Card
2. Complete Final Inspection
3. Save
   

Step 20: Bill the Job Card

Proceed with billing:

Action → Bill

Warranty statement will be generated for:

• Warranty labor
• Warranty spare parts
  

Industry Standard Best Practices

Warranty Diagnosis Standards

• Perform proper root cause analysis
• Use accurate failure codes
• Avoid random part replacement
• Validate complaint before claim submission

TFR Documentation Standards

Always upload:

• Clear defect images
• Failure observations
• Electrical readings
• Technician findings

Poor TFR quality is one of the biggest reasons for warranty rejection.

OEM Compliance Standards

Ensure:

• Correct causal/consequential mapping
• Proper labor linkage
• Genuine defect reporting
• Supporting evidence availability

Workshop Operational Standards

• Submit warranty requests quickly
• Track DAR cases daily
• Avoid duplicate warranty claims
• Train technicians on warranty diagnosis
• Maintain removed defective parts safely

Audit & Traceability Standards

Dealership should maintain:

• Failed parts history
• Repair evidence
• Technician notes
• OEM communication records
• Customer complaint history

Common Errors & Solutions

Process Flow Summary

Create Job Card
      ↓
Add Complaint
      ↓
Open Warranty Prior
      ↓
Add Causal Parts
      ↓
Add Consequential Parts
      ↓
Update TFR
      ↓
Add Warranty Labor
      ↓
Submit to OEM
      ↓
OEM Approval / Rejection / DAR
      ↓
Issue Approved Items
      ↓
Close Job Card
      ↓
Bill Job Card

Conclusion

The Warranty Prior process ensures:

• Proper OEM authorization
• Controlled warranty approvals
• Accurate failure documentation
• Better warranty claim settlement
• Complete repair traceability

Following the correct process helps dealerships:

• Reduce warranty rejection
• Improve claim recovery
• Maintain OEM compliance
• Improve workshop accountability
• Enhance customer trust