Warranty - New Dealer Communication Claim Memorandum
Number 86-WA-7 Section Date 9/86Attention: Service Manager
Subject: NEW DEALER COMMUNICATION SYSTEM WARRANTY CLAIM MEMORANDUM
We are pleased to announce that a completely new Warranty Claim Credit Memorandum has been developed that will be transmitted via the Dealer Communications System (DCS). The transmitted memo will reach DCS dealers the same week as the claims were processed, i.e., the claim memo which is dated each Friday should be received on Friday of that week or the Monday of the following week. This will allow for much faster claim reconciliation as well as correction and resubmittal of rejected claims. Non-DCS dealers will receive this new claim memorandum through the mail as in the past.
The new claim memorandum will include credits for Warranty, Campaign and Transportation claims in the first section and New Vehicle Inspection claims in the second section. Debit activity will follow the credit sections. All entries will appear in repair order number sequence and will contain the following data:
^ Dealer Code Number, Claim Memorandum Number, Date and Page Number
^ R.O. Number, R.O. Date
^ VIN (Complete), Miles
^ Document Number - for non-DCS dealers the number will be the pre-printed number from the paper document. For DCS dealers, the six character number will be automatically generated. The first three characters represent the Julian date when the claim was transmitted. The last three characters represent the sequence in which the claims were transmitted that day.
^ R.O. Total
^ Line Number
^ Labor Operation Number
^ Parts Credit
^ Labor Credit
^ Net Credit
^ Credit Requested
^ Error (credit issued vs. credit requested)
^ Deductible Amount (where applicable)
^ Total Net Credit (Credit Paid)
^ Claim Type
^ Authorization Code
^ Reject message and code number when applicable (reference R.O. and C.M. number for duplication, comeback and mileage roll-back denials will also be indicated).
At the end of each claim memorandum, a recap will be provided and include the following data:
^ Total Warranty and Campaign Claim Credit
^ Total Transportation Claim Credit
^ Total NVI Credit (NVI claims detail are grouped together on CM)
^ Total of the Above Credits
^ Total Warranty/Campaign/NVI Claim Debits
^ Total Transportation Claim Debits
^ Total of All Debits
^ Net Credit (or Debit) Issued on the C.M.
^ Average age of Warranty/Campaign/NVI claims paid on C.M. (R.O. date vs. date received).
^ Total number of all claims submitted on C.M., total paid and percent paid of those submitted.
^ Number of all rejected claims and percent rejected of those submitted.
^ Number of claims denied and percent of total.
^ Number of claims being reviewed at Pontiac and the percent to total.
^ A listing of all reject codes for C.M. including:
- Reject Code
- Error Description
- Reject (R) or Denial (D) Indicator
- Count (Number and Rejected Claims)
- Percent of Total Rejects
^ Dealers Current Warranty Labor Rate and Effective Date
This condensed, yet comprehensive claim memo provides ample detail for reconciliation with the added benefit of electronic data transmission. DCS dealers should receive this memo three to six working days sooner than the present Claim Memo, which is dependent on mail service that varies greatly throughout the country. The single recap page will also allow for easier reconciliation against the monthly Open Account Statements.
Access for printing out the detail will be through the Mailbox Inquiry Application. The Claim Memorandum will be identified by the name, "PWARCREDIT". The Claim Memo should be printed at a time when the printer is not required for other applications in order to avoid conflicts. This is extremely important for larger volume dealers as printing time can be lengthy.
It is anticipated that elimination of the mailed C.M. will be effective with Claim Memo number 638, date September 19, 1986.