Recording or updating claim information

This activity allows you to record the claim information and also update or modify the details. Tell me more.

Select the “Record/Update Claim” link under the “Claims” business component or alternatively select the “Generate Warranty Claim” link in the “Initiate Claims” page.

The “Record/Update Claim Information” page appears.

The system displays the following field:

Date & Time Format

The format in which the date and time field is displayed. This format is displayed from the “User Preferences” business component based on the login user ID. In case the format is not defined, the system displays the date format from the “Enterprise Modeling” business component by default.

The system displays the following in the “Document Details” group box:

Claim #

A unique number identifying the component warranty claim.

Enter the following:

Numbering Type

Use the drop-down list box to specify the numbering type in which the warranty claim number must be generated. On creation of the claim document if this page is launched from the left pane or “Initiate Claims” activity of the current business component, the system lists all the ‘Active’ numbering types created in the “Create Numbering Class” activity of the “Document Numbering Class” business component.

On creation of the claim document when this page is launched form the “Record/Update Claim Information” activity, the system displays the default numbering type (if any) set for the component in the “Document Numbering Class” business component. Else, the system leaves the field blank by default.

If this page is launched from “Edit Claims”, “Process Claims” or “Initiate Claims” activity, then the system lists and defaults the numbering type set corresponding to the claim number generated.

Note: This field may be left blank, if the claim number is already available.

The system displays the following:

Claim Status

The status of the claim that could be “Fresh”, "Draft", “Confirmed”, “Registered”, “Accepted”, “Cancelled” or “Released”.

Enter the following:

Claim Category	Use the drop-down list box to specify the category to which the claim belongs. The system lists all the ‘Active’ quick codes of type “Claim Category” as defined in the “Maintain Quick Codes” activity of the current business component. Data selection in this field is mandatory, if the quick code type “Claim Category” is set as mandatory in the “Maintain Quick Codes” activity of the current business component. The system displays the default claim category (if any) set in the “Maintain Quick Codes” activity, by default. Else, the system leaves the field blank by default.
Claim Description	The textual description of the claim (Alphanumeric, 2000). Mandatory. Zoom facility available.
Claim Date & Time	The date on which the claim must be released to the supplier (Date Format). Mandatory. Enter the time at which the claim must be released in the box provided alongside (Time Format). Ensure that the claim date and time is earlier than or equal to the current server date and time. If the claim document is in “Registered” or “Released” status and if the date and time is not specified, then the system displays the current server date and time as the claim date and time.
Initiated By	The code identifying the employee who initiated or recorded the claim (Alphanumeric, 30). Mandatory. Ensure that the value entered here is a valid employee code in “Current” status as defined in the “Employee Information” business component. The system defaults the employee number and the name of the employee as defined in the “Employee Information” business component, on launch of the page. Help facility available. Zoom Facility Available
Initiated Date & Time	The date on which the claim was initiated (Date Format). Enter the time at which the claim was initiated (Time Format). Mandatory. Ensure that the initiated date and time entered here is earlier than or equal to the current server date & time and the claim date & time. The system displays the current server date and time by default.
Claim Classification	Use the drop-down list box to specify the classification of the claim. The system lists the option “General”, if this page is invoked from the left pane. If this page is invoked from the “Initiate Claims” page, the system lists the option “Maintenance”. General – Select this option to indicate that the claim is generated manually. Maintenance – Select this option to indicate that the claim is generated for a part declared as failed with reference to an execution work order document, Engineering Order or Component Replacement. By default the system displays the previously saved value.
Claim Type	Use the drop-down list box to specify the claim type. The system lists the following options: Failure – Select this option to indicate that the claim is triggered due to the failure of the part. Reliability – Select this option to indicate that the claim is triggered due to reliability factors. Repair – Select this option to indicate that the claim is triggered due to the repair of the part. Others – Select this option to indicate that the claim is raised due to reason other than failure, reliability and repair. By default, the system displays the previously saved value if exists, else displays “Failure”.
Claim Remedy	Use the drop-down list box to select the nature of claim remedy. The system lists the following options: Part Replacement – Select this option to request for part replacement from the supplier, as a claim remedy. Credit Request – Select this option to request for credit for the failed part from the supplier, as a claim remedy. By default, the system displays the previously saved value if exists, else displays “Credit Request”. Ensure that this field is set as “Part Replacement” only if the part number specified in the “Claim Details” tab page is a valid part number as defined in the “Part Administration” business component and no Aircraft or invalid parts exist in the multiline.
Failed Part Disposition	Use the drop-down list box to select the mode of disposition of failed parts. The system lists the following options: Scrap – Select this option to indicate that the failed parts are scrapped off. Return – Select this option to specify that the failed part is returned to the supplier. Hold – Select this option to specify that the failed part is kept on hold by the airline operator for the supplier’s further instructions on claim. By default, the system displays the previously saved value if exists, else displays “Hold”. Ensure that this field is set as “Return” only if the part number specified in the “Claim Details” tab page is a valid part number as defined in the “Part Administration” business component.
Claim User Status	Use the drop-down list box to specify the user status of the claim. The system lists all the ‘Active’ quick codes that are of type “Claim User Status” as defined in the “Maintain Quick Codes” activity of the current business component. Data selection in this field is mandatory, if the quick code type “Claim User Status” is set as mandatory in the “Maintain Quick Codes” activity of the current business component. The system displays the default claim user status (if any) set in the “Maintain Quick Codes” activity, by default. Else, the system leaves the field blank by default.
Claim Implications	Use the drop-down list box to specify the implications of the claim. The system lists all the ‘Active’ quick codes that are of type “Claim Implications” as defined in the “Maintain Quick Codes” activity of the current business component. Data selection in this field is mandatory, if the quick code type “Claim Implication” is set as mandatory in the “Maintain Quick Codes” activity of the current business component. The system displays the default claim implications (if any) set in the “Maintain Quick Codes” activity, by default. Else, the system leaves the field blank by default.
Ordering Location	Use the drop-down list box to specify the location in which PO must be generated on claim acceptance, if the “Claim Remedy” is set as “Part Replacement”. The system lists all the Purchase Order OUs that are mapped to the current business component. By default, the system displays the login OU.
Receiving Location	Use the drop-down list box to specify the location in which the goods are received. The system lists all the Goods Receipts OUs that are mapped to the “Purchase Order” business component. By default, the system displays the login OU.

Enter the following details in the “Primary Warranty Ref. Details” group box:

Agreement Type	Use the drop-down to select the type of the agreement through which the claim is generated. The system lists the options “Hangar Work Order”, “Component Work Order”, “Technical Log”, “Discrepancy”, “Maintenance Report”, “Maintenance Change Request”, “Engineering Order”, “Component Replacement”, “Repair Order”, “Purchase Order”, “Goods Receipt”, “Warranty Claim”, “Part Warranty Agreement”, “Component Warranty Reference”, “Aircraft Warranty Agreement” and “Others”. By default, the system displays the previously saved value if exists, else leaves the field blank. Ensure that a value is selected in this field, if Agreement # is specified.
Agreement #	The code identifying the agreement through which the claim is generated. (Alphanumeric, 40). Date entry in this field is mandatory, if the Agreement Type is specified. Ensure that the agreement number entered here corresponds to the Agreement Type selected, if the Agreement Type is set to value other than "Others".
Note: If this page is launched from the “Initiate Claims” page, the system defaults the Agreement Type and Agreement # displayed in the “Agreement Details” field in the multiline of the “Initiate Claims”, if only one record is selected in the multiline or if all the selected records have the same Agreement Types and Agreement #. If the Agreement Type and Agreement # are different for different records, the above two fields are left blank by default.
Agreement Date	The agreement date of the Agreement document based on which claim is to be generated. (Date Format). The date entered here must be earlier than or equal to the current system date.
Reference Details	The reference details of the claim (Alphanumeric, 2000). Zoom facility available.
Addl. References	Any additional references pertaining to the claims (Alphanumeric, 40). Zoom facility available.
Contract Ref. #	The reference number of the contract document based on which the claim is raised (Alphanumeric, 40).
Contract Date	The contract date of the claim (Date Format).

Enter the following in the “Supplier Details” group box:

Supplier #

The code identifying the supplier on whom the claim is raised / initiated (Alphanumeric, 45). Mandatory. Ensure that the value entered here is a valid supplier code as defined in the “Supplier” business component.

Help facility available.

The system displays the following:

Supplier Name

The name of the supplier on whom the claim is raised / initiated (Alphanumeric, 150).

Enter the following:

Contact Person Details

The details of the contact person (Alphanumeric, 2000).

Zoom facility available.

Claim Currency

Use the drop-down list box to specify the currency in which the claim for the loss or damage is raised. Mandatory. The system lists and defaults the Base Currency.

The system leaves the field blank by default.

Expense Currency

Use the drop-down list box to specify the currency in which the loss or damage is expensed. Mandatory. The system lists all the ‘Active’ expense currencies as defined in the “Organization Setup” business component.

The system displays the following details in the “Claim Summary Details” group box:

Total Claim Amount	The total amount claimed for the loss or damage.
Total Expenses	The total expenses incurred on the component that has to be claimed from the supplier.
Total Accepted Amount	The claimed amount that is accepted by the supplier.

Enter the following:

Comments

Any additional comments pertaining to the claims (Alphanumeric, 2000).

Enter the following in the “Document Attachment Details” group box:

File Name

The name of the file that contains the reference document details (Alphanumeric, 50).

Click the “View File” link provided alongside to view the document attachment details.

To proceed:

Select the “Claim Details” tab to enter the claim details.
Select the “Processing Details” tab to process the claim details.
Select the “Correspondence Details” tab to enter the correspondence details.
Select the “Reference Details” tab to enter the reference details for the claim.
Click the “Record /Update Claim” pushbutton, to record the claim details.

Note: This action is workflow-enabled. Notification messages can be sent and you can configure further processing of this document in the "Workflow Management" business component.

Note: On clicking the pushbutton, the claim documents that are in “Draft” status, are changed to “Fresh” status. If claim document is in “Fresh” or “Confirmed” status, then the status remains the same.

Note: You cannot update the registration comments, if the claim is being created for the first time or while updating the document in "Draft", “Fresh”, “Released” or “Accepted” status.

Note: The system allows you to modify only the “Claim User Status”, “Claim Remedy”, “Claim Type”, “Failed Part Disposition” and the “Document Attachment” details, along with “Registration Comments” or “Release Comments” while updating the released claim respectively. The system ignores any further modifications done to other fields apart from the fields mentioned above. Also, the system ignores the modification (if any) done to fields while updating the “Accepted” claim.

Note: The system generates a unique claim # in “Fresh” status on recording the claim information for the first time.

Note: The details in the “Claim Details” tab page can be modified only for those claim documents that are in "Draft", "Fresh" or "Confirmed" status.

Click the “Confirm Claim” pushbutton to confirm the claim details.

On confirmation of the claim, the system updates the status of the claim as “Confirmed”.

Note: This action is workflow-enabled. Notification messages can be sent and you can configure further processing of this document in the "Workflow Management" business component.

Note: Only those claims whose status is “Fresh” can be confirmed. In case of any modification done to the claim in “Fresh” status, the confirmation can be done only after recording the claim.

Click the “Cancel Claim” pushbutton to cancel the claim.

Note: This action is workflow-enabled. Notification messages can be sent and you can configure further processing of this document in the "Workflow Management" business component.

The system updates the status of the claims as “Cancelled”.

Note: The claims that are in "Draft" or “Fresh” status can only be cancelled.

Select the “Update Failure and Expense Details” link to update the failure and expense details for the parts.
Select the “View Supplier Details” link to view the supplier details.
Select the “Process Claims” link at the bottom of the page to process the claims.
Select the “Upload Documents” link to upload to upload the required documents for the claim.
Select the “View Associated Doc. Attachments” link to view the associated documents of the claim.

The system displays the following details in the “Record Statistics” group box:

Last Modified By	The login user who last modified the claim details.
Last Modified Date	The date on which user last modified the claim details.
Registered By	The name of the person who registered the claim.
Registered Date	The date on which the registration of claim was done.
Released By	The name of the person who released the claim.
Released Date	The date on which the claim was released.

Recording or updating claim information - An Overview

This activity allows you to record the claim information and also update or modify the details. The recording or updating of the claim is done based on the claim processing details, supplier correspondence details and the reference document details provided. The system generates a unique claim # in “Fresh” status on initiation.

This activity also allows you to confirm or cancel the claim. If it is unwarranted, then it could be canceled. On cancellation, the claim document attains "Canceled" status. Otherwise, the document could be modified and confirmed for registration with the supplier. On confirmation, the document attains "Confirmed" status.