DCR (Dealer Claim Requests)

DCR (Dealer Claim Requests)

Info
Purpose:

The Dealer Claim Requests (DCR) functionality allows the user to create a claim request document when a defective part is received from the OEM. Once the DCR has been created, it will be redirected to the DCR approval utility where the Warehouse Manager will approve or reject the request. Post-approval, the user needs to create a Purchase Claim document against the approved DCR, which will then interface with SAP.

Notes
Note: Purchase claim document should be generated within 90 days of Supplier Invoice Date.

Step 1: Initiating the DCR

  1. Log in to POMS Application.

  2. Navigate to Sale Order Creation:

    • Go to Parts > Procurement > DCR.
    • The system will open the DCR Document form.



Step 2: Entering DCR Details.

A. Adjustment Details

  1. Select Purchase Invoice - From the dropdown menu, select the relevant Purchase Invoice associated with the claim.

  2. Select Branch - Choose the branch where the damage was identified and the claim is being processed.

  3. Adjusted By - Select the name of the employee responsible for initiating the adjustment or claim.




B. Other Details

  1. LR (Logistics Receipt) Details:- Enter any relevant LR details, including shipment tracking information or related logistics data that pertains to the damaged goods.

  2. LR Attachment:- Attach a copy of the LR document to the DCR form to support the shipment details. This could include proof of delivery or other relevant logistics documentation. ( Kindly find the attachment from the DCR LR Approval Utility.)

  3. Approval Status:- Indicate the current status of the claim’s approval process (e.g., Pending, Approved, Rejected). This helps keep track of the claim’s progress.

  4. APS Remarks:- Include any comments or notes provided by the APS (Approval/Procurement System) regarding the claim.

  5. Reject Reason (if applicable):- If the DCR is being rejected, clearly state the Reject Reason for record-keeping purposes. This helps identify and address the cause of rejection


NOTE: NotesIn DCR above details will be non-editable but can be viewed in the document and can be only uploaded through the DCR Approval Utility and DCR LR Approval Utility.




C. Parts Details

  1. Supplier Invoice Number:-  Enter the Supplier Invoice Number associated with the damaged parts. This number helps to link the claim with the supplier’s transaction.

  2. Select Part:- From the dropdown, choose the part that has been damaged and is being claimed. Ensure the part description and code match the items in the claim.

  3. Damage Quantity:- Specify the quantity of the damaged part(s). This should reflect the actual amount of product being claimed for damage.

  4. Damage Part Image(s):

    • Attach images of the damaged part(s). The system allows for two images:
      • Damage Part Image-1
      • Damage Part Image-2
        Ensure that the images clearly show the extent of the damage.

  5. Original POD (Proof of Delivery) Image:-  Attach a copy of the original POD (Proof of Delivery) for the shipment. This is important for verifying the delivery and condition of the parts upon arrival.




Step 3: Initiating the DCR Approval Utility.



A. Navigate to DCR Approval Utility:
  • Go to Parts > Planning > Procurement > DCR Approval Utility.

B. Apply Filter:

To filter the data and generate the required records, input the following details in the respective fields:
  • Dealer: Select the dealer name.
  • Branch: Select the branch name.
  • Date Range: Enter the date range for which the DCR records are required. Specify the From and To dates.



B. Get Approval form Warehouse Manager :

  • Once the data is displayed, the system will automatically trigger an email to two Warehouse Managers for approval.
  • The Warehouse Manager(s) will review the DCR details and approve or reject the request.
  • In case of rejection, the system will prompt the Warehouse Manager to provide comments or reasons for the rejection.




    • Step 4 : Initiating the DCR LR Approval Utility.

    A. Navigate to DCR LR Approval Utility:
    • Go to Parts > Planning > Procurement > DCR LR Approval Utility.


    B. Apply Filter:

    In this utility, apply the following filters to retrieve the necessary records:

    • Dealer: Select the dealer name.
    • Branch: Select the branch name.
    • Approval Status: Choose the approval status (e.g., Pending, Approved, Rejected).
    • Date Range: Enter the date range by specifying the From and To dates.
    Click on Get Data to generate the list of DCR LR records based on the applied filters.


    C. Approved & Save the document

  • Review all the details of the DCR LR documents.
  • Once verified, get the necessary approvals from the relevant authorities (Warehouse Manager ).
  • If approved, click on Approve & Save to confirm and save the document in the system.
  • In case of a rejection, ensure that specific remarks are entered to explain the reason for the rejection.



    • Warning
    Validation Check

  • The system will automatically perform a validation check on the supplier invoice date.
  • A warning message will be triggered if the invoice date exceeds the defined number of claim days. This is to ensure that all claims are within the allowable claim period.
  • If the invoice date falls outside the valid range, the claim may be rejected.
  • Ensure the invoice date is within the acceptable period to avoid issues during approval.


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