How to Manage Warranty Claims in Navigator Using the Warranty Ledger

The Warranty Ledger in Navigator is a dedicated tool for managing manufacturer warranty claims. It tracks the lifecycle of each claim, from workshop invoicing through to payment posting, and allows users to maintain accurate records for auditing and reporting.

This article explains how to:

• View and update warranty claims

• Post self-billing invoices or credit notes

• Reconcile claims using manufacturer payment data

Note: The Warranty Ledger is intended only for manufacturer warranties, not internal or goodwill claims.

Accessing the Warranty Ledger

1. Log into Navigator using your staff number and password.

2. From the Workshop dropdown, select Warranty Ledger.

3. You’ll see four key icons:

   • Warranty Claims

   • Post Payment

   • Payment Reports

   • CloseScript - 23 Warranty Le…

1. Viewing and Managing Warranty Claims

Running the Warranty Payment Report

1. Go to Warranty Ledger → Payment Reports.

2. Enter a date range and click Report.

3. The system lists all payments posted in that period with:

   • Claim number

   • Reg number

   • Job number

   • Invoice/payment referencesScript - 24 View Warran…

Filtering Claims

• Use the Search button to view outstanding claims.

• Filter by:

  • Make

  • Reg number

  • Claim or job number

  • Any column header

• Right-click to export results to CSV/Excel or print.

Reviewing Claim Details

Double-click a claim line to open four tabs:

1. Vehicle Details – reg, chassis, make/model

2. Claim Details – parts, labour, and totals

3. Submission Details – date submitted and manufacturer reference

4. Payment Tab – postings, write-offs, and batch numbers

To update a submission:

• Enter the date and reference in the Submission Details tab.

• Click Update.

2. Posting Payments or Credit Notes

Before Posting

• Match the manufacturer’s self-billing invoice or credit note to Navigator claim/job numbers using the warranty claim report.

• Tally claim lines and calculate:

  • Net

  • VAT

  • Total payableScript - 25 Warranty Le…

Posting Steps

1. Go to Warranty Ledger → Post Payment.

2. In the payment posting screen:

   • Enter:

     • Invoice/payment reference

     • Invoice/payment date

     • Net value and VAT

   • Use Sales Ledger Account number "1" to access the Purchase Ledger input.

   • Enter the Purchase Ledger Account where the payment is to be postedScript - 25c Warranty L…

Note: If the Sales Ledger field is blank, you’ll get an error (“No Sales Ledger Account Entered”).

3. Allocating Payments to Claims

1. Use Claim Number, Franchise Reference, or Search to find each claim.

2. Enter the amount to allocate.

3. If applicable, enter any Parts Credit Rebate (e.g. for VAG brands).

4. Tick "Claim Complete" if fully paid—this closes the claim and writes off discrepancies.

5. Click Allocate.

6. Repeat for each claim line.

7. Click Finish to finalise the postingScript - 25c Warranty L…

You can compare self-billing invoices side by side with filtered claims to spot over- or under-payments, then mark adjustments directly on your paperworkScript - 25a Warranty L…Script - 25b Warranty L….

Summary

The warranty ledger ensures accurate handling of third-party warranty claims and improves reconciliation across workshop, finance, and manufacturer systems.