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Manage Purchase Claim

Purchase Claim Management refers to the process of claiming purchased products from a company. PrismERP provides an organized approach to managing purchase claims within the application. Claims are initiated whenever there is a fault or issue with a purchased product, and if it falls under warranty, it can be claimed as a warranty service.

1) Add Purchase Claim​

(Note: The interface and required fields are the same for both Sales and Purchase claims.)

Navigation to New Purchase Claim

Required Fields:​

i) Servicing Type:

  • Choose the type of service (Third-party servicing or Non-serial servicing)

ii) Basic Information:

  • Vendor: Name of the vendor from whom the product was purchased
  • Name: Name of the vendor’s representative
  • Contact Details: Vendor’s contact number
  • Third Party Name & Contact: If third-party service is chosen, provide details
  • Product: Name of the product for which the claim is being generated
  • Customer Vendor Information Reference Party: Name of the vendor from whom the company originally purchased the product
  • Ref Name: Name of the customer (if applicable)
  • Ref Contact: Customer’s contact details

iii) Add Claim Information:

  • Receiving Date: Date when the claimed product was received
  • Notification: Date when the claim notification was made
  • Warranty End Date: Warranty expiration date
  • Branch: Assigning branch (optional)
  • Delivery Branch: Assigned delivery branch (optional)
  • Claim Received By: Name of the person receiving the claim (Admin, Purchase Manager, or Employee)

2) Purchase Claim List​

Navigation to Claim List (Purchase)

(Note: The interface and required fields for both Sales and Purchase claim lists are the same, with one displaying Sales claims and the other displaying Purchase claims.)

Features:

  • Track all claims from the list page view, which includes:
    • Claim number
    • Product details
    • Customer/vendor name
    • Third-party involvement
    • Product serial number
    • Delivery details
    • Purchase order number
    • Claim receiver’s name
    • Status and condition of the claim
  • Modify the status or condition of a purchase claim based on service requirements
  • Ensure seamless tracking and management of all product claims

3) Viewing a Specific Purchase Claim​

Clicking on a claim number opens a detailed view that displays:

  • Overall claim status and history
  • Tabs for detailed insights:
    • Basic Information
    • Claims Details
    • Vouchers
    • Deliveries

This structured purchase claim management system ensures a streamlined workflow, helping organizations efficiently manage product claims while maintaining accurate records.