Issuing to supplier – claim made to supplier

If a product received is covered by the supplier's warranty, the product is issued to the supplier for repair or replacement. The product from the claim may also be issued to subcontractors for repair.

Using the form Claim made to supplier, you can issue the product from stock, describe the details of the product from the claim and create an issuing document to be attached to the product from the claim.

The example below shows the process of how to create an issuing document to a supplier in PANTHEON.

CASE SUMMARY Sandy Service will send the tent LARA 3 from the customer claim complained to the business partner Emendo Sewing Repair for repair. Using the procedure described below, she will select the relevant item and the associated receiving claim document, issue the product from the stock and create an issuing document to be attached to the product sent. This is done as follows: Creating a claim made to supplier document Entering data into the header of the claim made to supplier Entering data into the item lines of claim made to supplier Checking the value of the claim made to supplier and entering notes Creating a claim made to supplier report

1. Creating a claim made to supplier document

To create a claim made to supplier document, the person responsible opens the menu Service | Issue | To supplier and selects the document type: 3400 - Claim made to supplier. The form 3400 - Claim made to supplier opens, where the person responsible clicks the toolbar button (Insert record).

2. Entering data into the header of the claim made to supplier

In the document header, the person responsible selects the supplier Emendo s.p. from the Subjects register and fills in the details of the claim to be issued.

In the field Dept., the person responsible selects Service, which is the department of the company issuing the document, and Sandy Service is selected in the field Per. res. as the person responsible for the service.

In the field Record, the person responsible enters the number of the claim slip RK-22/0003 filled in by the customer and the date on which the claim slip was signed. In the field Deliver via, the method of delivery to the supplier 4 - Mail - prepaid is selected.

3. Entering data into the item lines of claim made to supplier

Then, the person responsible enters the item lines on the claim made to supplier document. The item lines include the information about the items that are issued from the service to the supplier.

In this case, an item is issued to the supplier, which was received to service as a customer claim. Thus, the person responsible can fill in the item lines by linking the documents in PANTHEON

By clicking the button Find Doc., the person responsible opens the window to find the linked document.

In the form, the person responsible uses the filters to find the relevant document. In the field Item, the person responsible enters LARA3 and the date 01.01.2022 in the field Date from. Then, the person responsible checks the checkbox All document types and clicks the button Refresh to display a list of documents.

The list shows all issuing documents from 01.01.2022 that contain the item LARA3. Based on the data from column Document 1, the person responsible finds the record RK-22/0003 that relates to the pending claim. By clicking the document and selecting the button Select document, the item lines are transferred to the claim made to supplier.

All data from the linked document Received customer claim are automatically transferred to the claim made to supplier document. The person responsible verifies that the data is correct. In the column Cost ctr., the person responsible selects Services from the drop-down list.

HINT By adding item lines using the functionality for finding linked documents, links between documents are automatically created in PANTHEON. As a result, the link is shown in each linked document.

4. Checking the value of the claim made to supplier and entering notes

In the footer of the window Claim made to supplier, the person responsible keeps track of the value of the claim made to supplier. The value entered in the field Total shows the purchase value of all item lines.

In the field Document note, the person responsible enters a meaningful note, in this case detailed information on the defect of the product from the claim is specified for the supplier.

5. Creating a claim made to supplier report

Once all the necessary data is entered, the person responsible can create the claim made to supplier report, which is sent to the supplier together with the product from the claim.

This is done by clicking the button Report at the bottom of the window Claim made to supplier or by selecting the toolbar icon (Reports).

This opens a report window, where the report can be exported to the desired format (such as PDF, as shown in the image below) or printed using a connected printer.

IMPORTANT Localized images for this page have not been generated yet and will be inserted at a later stage.