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Figure 69. Claims & Returns Overview

On selecting 'Claims & Returns' from the task bar you will be presented with the screen as shown in Figure 69. This is the overview screen for all claims that have been entered and shows also the status of all these returns.

1. You can create a new claim or return by clicking on the 'Claim entry' button at the top left of the screen.
2. The different statuses will be "Ready to be sent", "In progress", "Accepted" and "Rejected".
3. The returns that have been entered can be sent to the distributor. You can select to transmit or delete the returns shown in blue with status 'Ready to be sent". Or you can select to view a return that has been sent to Yamaha already. You will not be able to change any details on these returns (green text).
4. You can choose to transmit only the selected returns, or all un-transmitted returns.
5. If the return you want to review or transmit isn't shown in this list, then click on the 'Get More Records' button to get more parts returns in the list of the screen.

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An additional button “Return Parts Letter” could be displayed next to claim numbers that meet the following conditions:

NOTE: Please contact your distributor for confirmation of this function in your region.

1. 1. The status of the claim is "In progress"
   2. Quantity to return for the claim line is greater than the quantity returned.
   3. Quantity returned is equal to 0.
      

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1. 1. Image Added
      
      After pressing this button the letter will be generated in pdf format

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1. 1. .

Spare Parts Return Review

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Figure 70. Spare Parts Return Review

Clicking the claim number will show you the details of the transmitted claim. For the red ones that have been rejected you will see a rejection code and date for the rejection. The accepted returns will give you no rejection code, but the date decided will be filled. This is the date the return has been accepted.

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New Claim or Return Entry

A new claim entry can be made return after clicking the "Claim entry" button in the top left.

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Following claim types can be selected from dropdown menu:

• C2 – Under delivery (missing qty)
• C5 – Part not according to specification
• C7 – Damaged in transit
• C9 – Part no longer required
• WA – Warranty P&A

Below you can find a detailed description per claim code on what information needs to be provided

C2 – Under delivery (missing qty)

Please enter the following information for C2 claim code:

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1. Claim code

   Select claim code from dropdown menu

2. Parcel Number

   Enter the first three numbers of the parcel number and a list of parcel numbers is shown where you can select the parcel from which you want to return a part.

3. Part number + Yamaha Order No. + Line

   When you select a parcel number by clicking it, the item numbers are shown for that specific parcel. The screen will show

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1. between brackets the order number and order line

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1. from which the part or accessory was ordered.

2. Quantity

   You can add the quantity of the item you want to return from this parcel.

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2. Add

   When all information is provided, select ‘add’ button to submit the claim to the overview list.Click on ‘back to overview’ or proceed with the next claims.

C5 – Part not according to specification

Please enter the following information for C5 claim code:

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1. Claim code

   Select claim code from dropdown menu

2. Parcel Number

   Enter the first three numbers of the parcel number and a list of parcel numbers is shown where you can select the parcel from which you want to return a part.

3. Part number+ Yamaha Order No. + Line

   When you select a parcel number by clicking it, the item numbers are shown for that specific parcel. The screen will show between brackets the order number and order line from which the part or accessory was ordered.

4. Quantity

   You can add the quantity of the item you want to return from this parcel.

5. VIN

   VIN of the unit is mandatory (exception for items like for example apparel)

6. Batch label

   Can be found on part number label.

7. Problem description

   Short description of the problem

8. Upload Files

   Upload files clarifying the problem description / providing evidence for the claim.

9. Add

   When all information is provided, select ‘add’ button to submit the claim to the overview list.Click on ‘back to overview’ or proceed with the next claims.

C7 – Damaged in transit

Please enter the following information for C7 claim code:

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1. Claim code

   Select claim code from dropdown menu

2. Parcel Number

   Enter the first three numbers of the parcel number and a list of parcel numbers is shown where you can select the parcel from which you want to return a part.

3. Part number + Yamaha Order No. + Line

   When you select a parcel number by clicking it, the item numbers are shown for that specific parcel. The screen will show between brackets the order number and order line from which the part or accessory was ordered.

4. Quantity

   You can add the quantity of the item you want to return from this parcel.

5. Batch label

   Batch label can be found on part number label.

6. Problem description

   Short description of the problem.

7. Upload Files

   Upload files clarifying the problem description / providing evidence for the claim.

8. Add

   When all information is provided, select ‘add’ button to submit the claim to the overview list. Click on ‘back to overview’ or proceed with the next claims.

C9 – Part no longer required

Please enter the following information for C9 claim code:

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1. Claim code

   Select claim code from dropdown menu

2. Parcel Number

   Enter the first three numbers of the parcel number and a list of parcel numbers is shown where you can select the parcel from which you want to return a part.

3. Part number + Yamaha Order No. + Line

   When you select a parcel number by clicking it, the item numbers are shown for that specific parcel. The screen will show between brackets the order number and order line from which the part or accessory was ordered.

4. Quantity

   You can add the quantity of the item you want to return from this parcel.

5. Add

   When all information is provided, select ‘add’ button to submit the claim to the overview list. click on ‘back to overview’ or proceed with the next claims.

WA – Warranty P&A

Please enter the following information for WA claim code:

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1. Claim code

   Select claim code from dropdown menu

2. Retail sales date

   Enter retail sales date as printer on retail invoice

3. Retails sales invoice Number

4. Part Number

5. Quantity

6. VIN

   VIN of the unit is mandatory (exception for items like for example apparel).

7. Problem description

   Short description of the problem.

8. Upload Files

   Upload files clarifying the problem description / providing evidence for the claim.

9. Add

   When all information is provided, select ‘add’ button to submit the claim to the overview list. click on ‘back to overview’ or proceed with the next claims.

Upload files for claim type C5, C7 and WA

Upload files, claim type C5, C7 and WA

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a document upload will be mandatory. Then the button to upload documents for that claim will be available. 
The

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screen

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will look similar to below (fig 72), please upload photo’s / video via the ‘Choose file’ button, and add a description to the file.

When All files are uploaded click on “done”

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Submitting claims to YAMAHA.

After adding a claim the user needs to select all applicable claims in the Overview List and press the transmit button (1) in order for the claim/return to be sent to YAMAHA.
Selecting more than one claims/returns to transmit is also possible

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by selecting multiple claims via the tick boxes on the left (2)

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The new added claim(s) / claims which have not been submitted to YAMAHA, can be recognized by the status ‘Not yet transmitted’.

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Dealer Security User

Security user home page

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