Firstly, let’s take a look at how warranty claims with parts are processed. The Parts Purchase Verification process (“PPV”) originally developed by KeyPrestige (“KPI”) for Frigidaire in the mid-1990’s separates the labor from the parts in each warranty claim. Prior to implementing PPV the parts and labor were paid together by the warranty provider. The PPV process requires your company to include the OEM authorized parts distributor number, part number, purchase price and the purchase invoice number on each part line in the claim. This allows your parts distributor(s) to verify that any given part was purchased by your company for service jobs or stock. The parts distributor then either credits your parts account or reimburses you for the part(s) separate from the labor.

Our experience gained from providing claims adjudication services shows that all too often technicians provide written explanations on service orders when using truck stock parts rather than actual part numbers. For example, “used actuator from truck stock“. In situations such as this, your claims administrator must access your parts account or inventory management system to search for the actuator by part number and apply the part number along with the purchase price and invoice number and apply this information to the claim.

How can this be simplified you may ask? When ordering parts for truck stock add the words “truck stock” to the comments area of the order. For all special order parts include the customer’s last name. You may also wish to write the part distributor invoice number directly on the part box so the technician can add it to the service order when used in a repair.