Warranty workflow
Fleet360 has three separate ways warranty can enter a job on a Work Order, and it's easy to run into two of them without realizing they're different things. This article explains what each one actually does, when a customer encounters it, and how — if at all — they connect to each other. It's written for anyone posting work to a job or reviewing a Work Order's costs who has seen the word "warranty" show up in more than one place and wants to know whether it's the same warranty each time.
None of the three paths described here require you to do anything special to trigger them except the ordinary things you already do on a job: add or edit a job, post a part, or choose a posting type. The goal of this article is to help you recognize which one you're looking at.
The job-level OEM Warranty check
When you add a job or edit one, Fleet360 checks whether the asset has active warranty coverage that matches the job's VMRS code — a bumper-to-bumper warranty, a major-component warranty, or coverage on that exact VMRS entry. This check runs automatically when you select or change the job's VMRS code; you don't request it.
If coverage is found, a dialog interrupts you before you can continue: it tells you the asset has an active warranty, warns that the warranty may be voided if the work is done by a non-certified technician or location, and asks whether you (or the technician performing the work) are certified for that make. Answering Yes marks the job as OEM-covered, in-house work. Answering No marks the job as Outside Work instead — the reasoning being that if you can't certify the work, it needs to go to an authorized outside vendor to keep the warranty intact. Either way, the job's OEM Warranty field is turned on, and — per the dialog's own on-screen notice — a warranty claim is created automatically for the work, whichever answer you give. The OEM Warranty field itself can also be set directly by a customer without triggering this dialog, independent of the automatic check.
This is the mechanism behind the OEM Warranty field described in Job fields: it isn't a plain on/off setting you flip and forget — turning it on (or having it turned on for you by the automatic check) is tied to a real confirmation step and, per the product's own messaging, a claim.
The warranty-claim prompt during a Parts posting
Separately, posting a Part to a job can trigger its own warranty check — this time about the part, not the job or the asset as a whole. When the part being posted carries warranty coverage (its status comes back as Covered, Expired, Unknown, or OEM), Fleet360 asks you to confirm whether a warranty claim should be created for that specific part. Confirming sends that instruction along with the rest of the Parts posting.
This prompt is part of an ordinary Parts posting — it doesn't add a new tab or panel to Add Posting, and it has nothing to do with the job's OEM Warranty field or the dialog described above. It's covered in more detail, alongside the rest of Parts posting, in Posting types.
The standalone Warranty posting type
The third mechanism is the Warranty posting type itself — its own tab in Add Posting, with a Parts, Labor, or Tires sub-type choice. Choosing it posts a transaction directly as warranty work instead of billable work. This is the most straightforward of the three: there's no dialog, no automatic trigger, and no claim involved. A Warranty posting behaves like any other posting type for cost purposes — it rolls up into the job's and Work Order's cost totals the same way Labor, Parts, or Tires postings do, just under a Warranty category instead of a billable one.
Based on the evidence available, this posting type is not connected to either of the two paths above. Posting something as Warranty type does not create a warranty claim, and having an active OEM Warranty claim on a job does not require — or automatically produce — a Warranty posting. A customer could use one, both, or neither on the same job.
How these relate — and where they don't
Put together, the three mechanisms split along one real line: does it produce a warranty claim, or does it just classify a cost?
The job-level OEM Warranty check and the Parts-posting warranty prompt both lead to a warranty claim — a record that (per its own data shape) can reference the work order, the job, and the specific transaction it came from, but that exists as its own record type with its own search, detail, and settlement screens outside the Work Order module. If a warrantied part later needs to be returned to a vendor as part of settling a claim, that's handled through a Manage Warranty Parts action on the job itself — one of the few places a claim is visibly surfaced back inside Work Orders.
The standalone Warranty posting type does neither of those things. It only changes which cost category a transaction lands in.
That means a customer can hit any of these independently: turning on OEM Warranty on a job (or having it turned on automatically) doesn't require ever visiting the Warranty posting tab, and using the Warranty posting tab to record labor or parts as non-billable warranty work doesn't create or touch a claim. The two claim-producing paths (job-level and part-level) are evidenced as distinct triggers, but converge on the same underlying claim record type — they are not, as far as the evidence shows, two names for the same event.
The full lifecycle of a warranty claim once it's created — its statuses, settlement, and vendor reimbursement — is a related but separate concept that lives outside Work Orders' scope, in its own module. No published article on that lifecycle exists yet in this docs set.