ClaimWorks Setup

Introduction

The ClaimWorks integration will allow you to submit your warranty claims electronically to ClaimWorks.  

This guide provides a step-by-step walkthrough for configuring SmartWare for ClaimWorks.

Prerequisites

Before proceeding with setup, ensure you have:   

• Access to a SmartWare account with Owner or Manager privileges.
• Your ClaimWorks account is already set up.
• You have access to your ClaimWorks Access Token.
• Your account # for the Manufacturers you want to submit claims for.

ClaimWorks

You need to get your API Key from the ClaimWorks website.

• Go to https://portal.claimworks.ai/
• Login using your credentials
• On the left menu, select Company Profile

  • 

• Depending on what you need to do, you can either:
  1. Generate a new API Key
  2. View your existing key
• 'View Key' screen
  • This screen allows you to:
    • View your current API Key
    • Copy your current API Key to the clipboard so it can be easily pasted into SmartWare
    • Generate a new API Key

      • 

Setup Franchise

Setup between ClaimWorks and SmartWare for warranty claims has two items that must be completed, both are required.

Manufacturers

For each manufacturer, you will be required to enter your account code for each one of your territories.  

• This is mandatory and the claim can't be submitted without this.  
• If you only have one account code the manufacturer then you must enter that account code for each one of your territories.

The manufacturer grid was changed to show your territories and their account code.

• If an account code is not entered then that will be red

When adding or editing a manufacturer, you can enter or change the account code.

Territories

A Warranty tab was added that is used to enter, verify and save your ClaimWorks token.

• Enter your ClaimWorks supplied token.
• After entering it, click on the Verify Token button to ensure your token was correctly entered.
  • If the token is correct, you will see this message on the bottom right on your screen
  • If the token is not correct, you will see this message on the bottom right on your screen
• After your enter and verify your token, click Save.

Work Order

The work order has a few changes that flag the work order to be submitted to ClaimWorks and the claims current status.

Work Order

Any warranty type can be sent to ClaimWorks.  After selecting a warranty type, there is a check box that must be checked if you want this work order to be send to ClaimWorks.  

The Claim Status and Claim Status Date will be updated

• Ready To Send
  • This is set when the work order is 'Finalized'.
• Submitted
  • This is set when the work order is successfully sent to ClaimWorks.
• Accepted
  • This is set when the claim is accepted.
• Rejected
  • This is set when the claim is rejected.
• Removed
  • This is set when the work order is removed.  
  • This is done by editing the work order and unchecking the Send to ClaimWorks check box.

Summary

The worder order summary will show the history of the warranty claims

Accounting

Invoicing

A new option was added to the Choose button called Warranty.  This will show you all the warranty claims, regardless of when they were created of their status.  You can use the date range and filter to get your desired results.