How to Give a Service Manager Access to the Warranty Ledger

The Warranty Ledger provides a detailed breakdown of warranty claims, showing which claims have been paid and which are still outstanding. This information is vital for service managers who need to track claim statuses, chase unpaid items, and ensure accurate reconciliation of warranty revenue.

By default, access to this ledger is restricted. To enable visibility, specific user privileges must be assigned. This guide outlines how to grant access via the staff record configuration.

Why This Matters

Service managers are responsible for overseeing warranty processes, identifying claim delays, and following up with manufacturers. Without access to the Warranty Ledger, they are often reliant on administrators or accounts staff to provide updates - which can slow down internal workflows and introduce communication gaps.

Giving your service manager direct access improves transparency, speeds up claim resolution, and reduces unnecessary dependency on other departments.

Step-by-Step: Assign Warranty Ledger Access

To grant access, you’ll need administrative privileges to modify staff records.

1. Navigate to the Staff Record Setup

• Go to: Setup > Staff Record

2. Load the Staff Member’s Record

• Enter or search for the Staff ID of the service manager you wish to update.

• Load their profile to access configuration options.

3. Adjust User Privileges

• Select the Privileges tab within the staff record.

• Go to the Service section.

• Tick the checkbox labelled Warranty.

  • This enables access to the Warranty Ledger module.

4. Save the Changes

• Click Save to apply the new privileges.

5. Ask the User to Log Out and Log Back In

• For the change to take effect, the service manager must log off and then log back on to DMS Navigator.

Once this is done, they should be able to access the Warranty Ledger directly, view outstanding and paid claims, and perform their own follow-ups as needed.