Reconcile warranty claims and prepare the fleet invoice pack

What is going on

September month end is on Monday. Manufacturer warranty claims must be reconciled against the repair orders for the month and submitted by the deadline or they will not be paid, and two repair orders are missing authorisation numbers. At the same time the two fleet customers, Warrigal Shire Council and Bayside Community Transport, receive a monthly invoice pack that must include the inspection checklists for each vehicle serviced, because they use them for their own accreditation. The Administration and Finance Manager wants anything that cannot be reconciled flagged rather than guessed, and the Quality of Work and Warranty Policy sets the rules for warranty records and retention.

Your brief

Reconcile every September warranty repair order against the claim export, resolve or escalate the missing authorisation numbers, prepare the fleet invoice packs with checklists attached, and report the results and any exceptions to the manager before the deadline.

Work through it

You do not need to do it all. Doing a few of these will show you what the work is like. Your ticks and notes stay on this device.

• Read the warranty work and records sections of the Quality of Work and Warranty Policy and list the fields a compliant warranty repair order must contain.
• Filter the Repair Orders system for September jobs with the job type Warranty and prepare a reconciliation list showing repair order, customer, vehicle, claim value and authorisation number.
• Identify the repair orders missing an authorisation number, contact the service advisor or technician responsible and record what is needed to complete them.
• Check that each replaced warranty part is tagged and in the warranty cage by confirming with the parts team, and note any that cannot be located.
• Filter the Repair Orders and Customer Feedback systems for Warrigal Shire Council and Bayside Community Transport jobs and assemble each invoice pack with the inspection checklists attached.
• Respond to the Bayside Community Transport request for inspection checklists, recording the response in the Customer Feedback and Complaints system.
• Prepare a short exceptions report for the manager listing unreconciled claims, missing authorisations and missing parts, with a recommended action for each.

What someone in this role would produce

• Warranty reconciliation list
• Two fleet invoice packs with checklists
• Exceptions report with recommended actions
• Updated customer feedback record