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Manage Sales Claim

Sales Claim Management refers to the process of claiming sold products from a company. PrismERP facilitates sequential sales claim management through the application. Claims are generated whenever there is a fault, problem, or issue in the sold product, and if it falls under warranty, it can be processed as a warranty service claim.

1) Add New Sales Claim​

Navigation to New Sales Claim

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

Required Fields:​

i) Servicing Type:

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

ii) Basic Information:

  • Customer: Name of the company of the customer
  • Name: Name of the customer
  • Contact Details: Customer’s contact number
  • Third Party Name & Contact: If third-party service is selected, provide details
  • Product: Name of the product for which the claim is generated
  • Vendor Information Reference Party: Name of the vendor from whom the company purchased the product
  • Ref Name: Vendor’s name
  • Ref Contact: Vendor’s contact details

iii) Add Claim Information:

  • Receiving Date: Date of receiving the claimed product
  • Notification: Date when the claim notification was made
  • Warranty End Date: Warranty expiration date
  • Branch: Assigning branch (optional)
  • Delivery Branch: If delivery is handled by another branch (optional)
  • Claim Received By: Name of the person receiving the claim (Admin, Salesperson, or Employee)

2) Sales Claim List​

Navigation to Claim List (Sales)

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

Features:

  • View all claims with details such as:
    • Claim number
    • Product details
    • Customer name
    • Third-party involvement
    • Product serial number
    • Delivery details
    • Sale order number
    • Claim receiver
    • Status and condition of the claim
  • Change the status of a sales claim based on the service requirement
  • Track claim status and manage the entire claim function
  • Click on a claim number to view detailed claim history

3) View a Specific Sales Claim​

When clicking on a specific claim number, a window appears showing:

  • Overall status and claim history
  • Tabs for:
    • Basic Info
    • Status History
    • Vouchers
    • Deliveries

Actions Available:

  • Update claim status and service details
  • Generate a billing service invoice for the claim
  • View Sales Center Status
  • Check if spare parts are required for the product/service
  • Generate a claim token

4) Generating Billing Service Invoice​

Billing Service Invoice is generated for claims that involve extra costs based on warranty service conditions.

Purpose:

  • To bill customers for service costs
  • To track additional expenses outside of warranty coverage

5) Spare Parts Consumption​

If a claimed product falls under warranty, and spare parts need replacement, the application allows tracking and consumption of required parts.

Navigation:

  • Click on Spare Parts Consumption on the Claim Details Page.

Required Fields:

  • Branch: Assign the branch responsible for spare parts replacement
  • Spare Inventory: Select inventory for spare parts consumption
  • Receive Date: Date of receiving spare parts
  • Voucher Date: Date when the voucher is created
  • Product Details:
    • Item Name
    • Product Serial
    • Stock Status
    • Quantity Required

This structured sales claim management system ensures smooth tracking and resolution of product claims while maintaining service efficiency and customer satisfaction.