John Deere: Warranty

John Deere warranty credits connect claim submission, approved credit memos from John Deere, and Accounts Payable voucher creation. When you submit a claim from a work order, IntelliDealer stores requested warranty amounts in a warranty credits record. A scheduled task (approximately every eight hours) downloads approved credit information for the previous five days. You match imported credits to submitted claims on the John Deere Warranty Credits listing and create A/P vouchers using accounts configured on this screen.

To open the John Deere Warranty screen, navigate to Configuration > Interfaces > John Deere > Warranty screen.

Topics in this section are:

Setup Requirements

  • PFW.6241 - John Deere Warranty Credits must be licensed to use the Warranty Credits configuration tab, the warranty credits listing, imports, and voucher creation.

  • PFW.6200 - John Deere Warranty Web Service must be licensed to use the Warranty Dates configuration tab and John Deere warranty services such as JD Warranty Services.

  • Both PFW.6200 and PFW.6241 must be licensed to see the Main tab, which enables the beta version of the interface.

  • Configure active John Deere credentials before you use the warranty interfaces. See John Deere Credentials.

  • Voucher creation from warranty credits is controlled in system 601 - Accounts Payable: Other - Allow JD Warranty Credits Voucher Creation.

Main Tab

This tab is only visible when both PFW.6200 and PFW.6241 are licensed. Use this tab to configure whether the dealership uses the beta John Deere warranty integration.

Field Description
Use New Warranty

When selected, IntelliDealer uses the beta John Deere warranty APIs for credit memos, claim retrieval, JD Warranty Services, and related functions. When cleared, the legacy John Deere warranty integration is used. Click Save after you change this setting.

Warranty Credits Tab

Visible when PFW.6241 is licensed.

The Warranty Credits tab contains:

Warranty Credits — Main Tab

The fields on the inner Warranty Credits - Main tab are:

Field Description
PDF Report User ID The user ID required for John Deere warranty PDF and related access.
Default Vendor The vendor IntelliDealer uses when creating vouchers from John Deere warranty credits if no location- and dealer-specific voucher vendor is set on the Accounts tab.
Create Zero Dollar Voucher Creates either a zero-dollar or a non-zero-dollar voucher, based on dealer preference.
Use Claim Number as Description Uses the claim number for voucher line descriptions. When cleared, use Include Segment in Description to include the segment in the description.
Include Segment in Description Includes the work order segment in voucher line descriptions when Use Claim Number as Description is cleared.

Warranty Credits — Accounts Tab

The Warranty Credits - Accounts tab lists location- and dealer-specific default G/L accounts and an optional voucher vendor.

  1. Click Create to add a row:

  2. Set the location and dealer number.

  3. Use the optional Voucher Vendor field for a vendor that applies to that dealer code and location. If you leave Voucher Vendor blank, IntelliDealer uses the default vendor from the inner Main tab.

  4. Enter G/L accounts for warranty, accounts payable, parts allowance, labor allowance, travel credit, other allowance, and sales tax.

  5. Click the edit icon to change an existing row:

Warranty Dates Tab

Visible when PFW.6200 is licensed.

Use the Warranty Dates tab to configure how IntelliDealer consumes the John Deere Warranty Date PINs API and synchronizes equipment warranty records with John Deere.

Scheduled Warranty Updates

Use Scheduled Warranty Updates to configure automated retrieval of warranty information from John Deere.

Field Description
Scheduled Warranty Updates When selected, the system automatically checks for and downloads warranty updates at regular intervals.
PDF Error Reports Recipient The user who receives a notification report if the API fails to process specific PINs.
Receive All Notifications When selected, the recipient receives reports for every sync attempt, including successful ones.

Click Save to save the settings in the Scheduled Warranty Updates section.

Manual Warranty Updates

Use Manual Warranty Updates to fetch warranty data immediately outside of the scheduled window.

Field Description
John Deere Account ID The dealer number for which to sync data. Select All Dealer Numbers to sync data for the entire organization.
Month The month and year for which warranty records are requested.

Note:  Only one manual warranty sync request can run at a time. A manual sync may take several hours to complete. Read the on-screen warning before you run a manual sync.

Click Sync Manual Updates to send the request to the John Deere API.

Note:  During scheduled or manual warranty synchronization, IntelliDealer stores any John Deere warranty date before 01/01/1975 as 01/01/1975 on the equipment profile. This prevents billing and work order errors when John Deere sends an invalid date. See Equipment Profile.

Feature: PFW.6200 - John Deere Warranty Web Service

PFW.6241 - John Deere Warranty Credits

Security: 999 - Configuration; 601 - Accounts Payable, Other - Allow JD Warranty Credits Voucher Creation (voucher creation)

Revision: 2026.09