Recording Warranty or Goodwill Repairs Done by a Dealer at No Cost

Dealers and repair shops often perform work on your assets at no charge to you - a manufacturer warranty repair, a goodwill repair, or a recall fix. Fleet360 does not have a separate "free repair" posting type; instead you record the visit as an Outside job on a Work Order so the repair appears in the asset's history, and you decide how (or whether) the cost shows. This article explains both ways to do that.

Why record it at all? Work done elsewhere still counts toward the asset's repair history, PM/recall completion and future warranty questions ("has this been fixed before?"). Recording it keeps the history complete even when the cost to you was zero.

Before You Start

  • The dealer or shop must exist as a Vendor. An Outside job asks for the Vendor (and a PO # if your shop issues purchase orders for outside work) instead of a technician.

  • Decide what you want the Work Order to show: just the fact that the work was done (option 1), or the value of the repair offset by a matching warranty credit so your warranty savings are tracked (option 2).

Option 1: Record the Work at $0 (Simplest)

Use this when you only need the repair in the asset history and no cost should be added to the asset.

  1. Create a Work Order for the asset (or open the existing one).

  2. Add a job with the VMRS code and repair type for the work the dealer performed, and select the Outside option on the job.

  3. Select the dealer as the Vendor (and enter the PO # if your shop uses one).

  4. Post the work to the job as Outside Labor, Outside Parts or Outside Tires, entering 0 as the price. Use the Description to note what was done (for example "Turbo replaced under manufacturer warranty - dealer RO 12345").

  5. Close the job and the Work Order as usual.

The Work Order and the asset history show the repair, the vendor and the date, and the Work Order total and the asset's maintenance cost are not increased.

Option 2: Record the Repair Value and Offset It with a Warranty Credit

Use this when you want Fleet360 to show what the repair would have cost and how much warranty saved you (for example on the Warranty Dashboard).

  1. Follow steps 1-3 above to create the Outside job for the dealer.

  2. Post the dealer's invoice amounts to the job as Outside Labor, Outside Parts and/or Outside Tires at their listed value.

  3. Post a matching credit on the same job using the Warranty tab (Parts, Labor or Tires). Warranty postings are credits, so the quantity is entered as a negative number; enter the amount so the credit equals the outside cost you posted.

  4. Close the job and the Work Order as usual.

The outside cost and the warranty credit appear as separate categories in the Work Order totals and net to zero, and the credit is included in your warranty tracking.

Refer to Posting Warranty Credits.

Refer to Work Order Cost Totals: What Each Amount Includes.

If a Warranty Claim Is Created Automatically

If the asset has an active warranty that covers the job's VMRS code, Fleet360 marks the job as OEM Warranty when you save it and creates a warranty claim automatically (this happens whether you answer Yes or No to the certification prompt; No simply makes the job an Outside job). When the dealer has already done the work for free there is nothing to be reimbursed, so you can leave the claim as a record of the covered repair or update its status in the Warranty Claims module.

Refer to Warranty workflow.

Tips

  • Keep the dealer's repair order or invoice number in the posting Description, the job notes, or as a Work Order attachment so the paperwork can be found later.

  • If the dealer work was for a safety recall, you can also close the recall or campaign for the asset in the Recalls module so it no longer shows as open.

Refer to Recalls Master List Overview.

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