Warranty - Daily Transaction Summary

Bulletin: W97-006

Section: Warranty

Date: 4/21/97

Model:

Applicable to: ASA/Cda

Subject: Warranty Daily Transaction Summary

For those involved in posting, tracking and reconciliation of warranty claims, we are pleased to announce that, beginning Wednesday, April 16, 1997, we will begin supplying you with a comprehensive warranty transaction report over your DCS computer each day. This report will provide you with a complete snapshot of warranty activity from the prior day. Each report will be broken d6wn into the following 7 sections,complete with a summary of total claims and claim values:

Warranty Claims Received
Warranty Claims Approved for Payment
Warranty Debits and Adjustments
Warranty Claims Refused
Warranty Claims Pending LRNA Review
Warranty Claims Returned and Not Resubmitted
Warranty Parts Disposition Report

The data on each daily transaction report will relate to warranty claims submissions and processing activity on the date located in the upper right hand corner of page 1.

A sample report is attached to this bulletin for reference. How to Read and Interpret Each Report Section

Warranty Claims Received: This is a listing of repair order and claim number for all claims received on the relevant report date. A summary of total claims and total value is printed after the claim detail.

Warranty Claims Approved for Payment: This section lists all warranty claims approved for payment on the relevant report date. Along with the repair order number, claim number and total amount approved, in order to facilitate reconciliation, we have provided separate fields containing amounts paid for parts, handling, labor, sublet and materials. In addition, if a claim has been adjusted and an explanation of the adjustment has been written by a member of the LRNA Warranty Staff, the text will appear beneath the line containing the amounts approved.

The submitted and approved values can be obtained by following the instructions under the heading Warranty Status Inquiry.

Warranty Debits and Adjustments: This section contains any debits or adjustments posted on the relevant report date to warranty claims previously credited. Debits are shown with a minus (-) sign in front of the amount. Along with the claim detail and amount, an explanation of the debit or adjustment is provided.

Warranty Claims Refused: This section lists all repair orders claim numbers and submitted amounts for all warranty claims on which payment has been refused on the relevant report date. The reason for the refusal is also printed to the right of the claim value.

Warranty Claims Returned and Not Resubmitted: This section lists all warranty claims returned to you for correction within the last 180 days that have not been resubmitted. Shown in this section is the repair order number, claim number, submitted value of the claim, the date of initial claim submission and the number of days since the first submission date.

Note:
This section should be reviewed regularly and compared to the information in your DCS warranty register. If you cannot access a claim listed in this section on your DCS, please contact the DCS help line at 1-800-7454486 for assistance.

Suppressing Display of Claims Listed as Returned: If you have written-off a claim returned for correction and you do not intend to correct and resubmit the claim, you may stop the claim from being displayed in this section by following the procedure below:

1. Choose on-line communications from your LRNA DCS Program Group.

2. After you have established a connection with LRNA's AS/400, type your user-ID and password.

3. From the Dealer Interactive Functions Menu choose option 2, Warranty Menu, then choose option 5, Daily Summary Returned Claim Suppression.

4. Press F8 to suppress a record from the list of returned claims. After pressing F8, enter the repair order number and claim number in the next window displayed and confirm your entry by pressing the "Enter" key to the right of the number key pad.

5. If you wish to have the report display a record which was previously suppressed from the list of returned claims, press the F10 key, enter the repair order number and claim number then confirm your entry by pressing the "Enter" key to the right of the number key pad. The claim will then be displayed on the next report generated.

Warranty Parts Disposition Report: This is the final section of the report. Listed in this section are all parts by repair order number and claim number that appeared on claims approved for payment on the relevant report date. Parts on this list with spaces to enter scrap date and initials should be scrapped. The parts annotated with a **HOLD** indicator should be held until parts return tags are supplied by LRNA.

Note:
After the parts on this report have been scrapped and the report has been properly annotated by the individual responsible for scrapping, the Parts Disposition Report, document containing the same information, is to be retained for a period no less than 1 year.

Viewing and Reprinting Warranty Daily Transaction Summary Reports

Warranty Daily Transaction Summaries will be saved on LRNA's AS/4OO for a period of time after the original reports have been generated. If you would like to view or generate a copy of an individual daily report to be E-Mailed to your DCS computer, follow the instructions below:

1. Choose on-line communications from your LRNA DCS Program Group.

2. After you have established a connection with LRNA's AS/400 computer, type your user-ID and password.

3. From the Dealer Interactive Functions Menu choose option 2, Warranty Menu, then choose option 6, Daily Summary Reprint.

4. Find the daily report that you wish to reprint from the list and mark the left side column with an "X". The report will then appear on your screen. Press the page up or page down keys to scan the report.

5. If you wish to print a copy of the report, press the F8 key while viewing the report. At the "Action" prompt, type "P", press enter and the report will be printed the next day during your first batch communication session with LRNA.

Note:
Due to storage constraints, we are not able to hold Daily Warranty Ira transaction Summaries on our AS/400 computer indefinitely. If the "Purged" field contains a date, the report for that date is not available for reprinting.

Warranty Status Inquiry

In order to research the submitted and approved values of warranty claims that have been approved for payment or refused, follow the steps listed below:

1. Choose on-line communications from your LRNA DCS Program Group.

2. After you have established a connection with LRNA's AS/4OO computer, type your user-ID and password.

3. From the Dealer Interactive Functions Menu choose option 2, Warranty Menu, then choose option 2, Claim Status Inquiry.

4. After typing the appropriate repair order number and claim number, press enter.

5. The top section of the next screen displays claim and vehicle reference information. The middle section displays individual parts, labor, sublet and material lines. The lower section displays the claim totals.

The detail section of the screen contains both submitted and approved values. Along with the part number or labor code, the first line for each detail item contains the submitted price. Along with the description, the second line contains the approved amount.

If there is insufficient space on the screen to show all parts, labor, sublet and material lines, a "More..." indicator will be displayed in the lower right hand corner of the screen, just above the claim totals. The additional detail items can be viewed by using the page down key. If all detail lines have been displayed on the same screen a "Bottom" indicator will be displayed instead of the "More..." indicator.

The top line of claim totals shown at the bottom of the screen contains the submitted values and the lower line contains the approved claim totals.

Sample Warranty Status Inquiry Screen:

SEE SAMPLE WARRANTY STATUS INQUIRY SCREEN

DISCONTINUATION OF OTHER WARRANTY REPORTS

Since this daily warranty summary contains all of the information currently supplied on the monthly Warranty Status Report and the weekly Warranty Claim Summary, both of these reports will be discontinued after the June 1997 month end close. The monthly Warranty Status Report and the weekly Warranty Claim Summary will continue to be generated as usual through the end of June.

Warranty Daily Transaction Summary:

The monthly Warranty Credit/Debit Advice will continue to be supplied on a monthly basis without interruption.