Third-party claims are commonly known as warranty or insurance claims. Blackpurl refers to these as third-party claims where a third-party is paying for the job instead of the customer.
Step 1: Build the Third-Party Service Job
The first step in processing third-party claims is to create a third-party service job and populate it to the point where you can submit the claim to the third-party vendor.
This includes:
Selecting the appropriate third-party job type
Selecting the third-party provider
Entering any deductible amount that the customer needs to pay
Populate the Concern, Cause and Correction as necessary
Add your Parts, Labor, etc line items
Step 2: Submit the Claim
The next step is to submit the claim to the third-party vendor. Blackpurl doesn't actually transmit submissions, it simply allows you to record the fact that you have submitted the claim.
Claim submission can be executed in one of two ways.
By using the "Submit Claim" action on the right side of the service job header:
Or using the "Process Claim" action in the service job left sidebar:
Both will present you with the Claim processing screen, seen here for an unsubmitted claim:
The screen has two tabs: One which has the summary information for the claim and the other which contains the line item details of the claim (service job).
First you should review the Summary tab to verify all of the summary information. If anything needs to be updated, simply close the claim processing screen and update the service job.
Next, in the Details tab you should review the line item details from the service as this is what is being claimed. If anything needs to be updated, simply close the claim processing screen and update the service job.
When you are ready to proceed with submitting the claim just click on the "Submit" button in the bottom of the claim processing screen. Doing this will set the Claim Status for the service job to be "Submitted".
Step 3: Process the Response/Approval from the Third-Party Vendor
The next step is to process the response/approval you receive from the third-party vendor. Blackpurl doesn't actually transmit submissions, it simply allows you to record the fact that you have received approval for the claim.
Claim response/approval can be executed in one of two ways.
By using the "Claim Response" action on the right side of the service job header:
Or using the "Process Claim" action in the service job left sidebar:
Both will present you with the Claim processing screen which contains the same information as previously described, containing the summary information for the claim in the Summary tab and the claim line items in the Details tab.
In the Summary tab you will be required to populate three additional fields:
The claim number
The claim date
The claim disposition (Accepted or Denied)
In the Details tab, you can adjust the line items in order to match the values that the third-party is approving.
Adjusting the "Claimed" values will directly modify the related service job line items without recording any claim variances.
Adjusting the "Approved" values will allow you to record claim variances and indicate how those variances will be processed:
for Price variances you will be prompted to select an expense category to account for the difference between what you claimed and what the third-party approved
for Qty variances, these will be billed to the customer and will result in a new service job being added to the customer order so that you can invoice the customer for the quantity differences
Step 4: Accept Deductible payment from customer
If the third-party claim has Deductible amount, this amount must be collected from the customer. This amount can be collected at any time during the third-party claim process.
To accept payment from the customer for the deductible, simply go to Checkout and invoice the customer for the deductible.
Step 5: Finalize the Service Job
Once the third-party claim has been Approved, the final step in the process is to finalize the service job.
Finalizing a third-party service job requires that the status of the service job be first set to either Job Complete or Ready to Invoice. Once this is true, the Finalize Job action will become available.
This action will finalize the service job and generated a third-party claim invoice.
Making Changes After a Claim Is Submitted
After the Claim Status is set to Submitted, you can still add, delete, or modify service job line items. Any changes are automatically reflected in the claim Details tab. For example, if you add a labor or parts line after submitting the claim, that line appears in the Details tab alongside the original submitted lines.
Deductible Tax Settings
In some countries, deductibles (insurance excesses) are taxable. Configure the tax setting in System Settings so that deductibles are charged to the customer with the correct tax applied.
Go to System Settings.
Select Settings & Controls.
Open Tax Settings.
Find Default tax on claim deductibles and select the relevant tax.