This guide is formatted for a clean paste into Freshdesk, using a list-based structure to ensure high readability and avoiding tables as requested.

? Where Do Warranty Invoices Post in Navigator?

Overview

A common point of confusion is the destination of warranty income. In Navigator, warranty claims do not land in the Sales Ledger. Instead, they reside in the Warranty Ledger and are eventually settled through a specific self-billing process.

Why This Matters

• Avoiding "Missing" Income: Accounts teams often search the Sales Ledger and assume income is missing because they cannot see a standard invoice.

• Efficient Reconciliation: Understanding the flow prevents "false alarms" and ensures the month-end reconciliation is focused on the correct ledgers.

The Posting Flow

1. Claim Creation: The Service department raises a warranty claim, which records the transaction in the Warranty Ledger.

2. Self-Billing: The Manufacturer issues a Self-Billing Invoice (or credit note) covering the approved claims.

3. Posting: Accounts post this self-billing document to the Purchase Ledger (acting as a payment notification).

4. Settlement: The final settlement entry clears the claim position in the Warranty Ledger.

What Accounts Should Expect to See

To verify warranty income, the Accounts team should look for three specific pieces of evidence:

• Warranty Ledger Entries: A list of all individual claim entries representing work completed.

• Purchase Ledger Postings: The self-billing invoices received from the manufacturer.

• Bank Entries: The actual cash movement for the total settlement.

What NOT to Expect

• Sales Ledger Invoices: You will not see a standard Sales Ledger invoice for each individual warranty claim. The system is designed to bypass the Sales Ledger to prevent doubling up on tax and revenue recognition.

Month-End Control Checklist

Follow these three steps to ensure your warranty position is reconciled:

• [ ] List Open Claims: Run a report of all outstanding items in the Warranty Ledger.

• [ ] Match Self-Billing: Cross-reference received self-billing invoices against the claims raised.

• [ ] Confirm Settlement: Ensure that all processed payments have been correctly allocated to clear the claims.