John Deere: Warranty Credits Listing

Use the John Deere Warranty Credits listing to review warranty credit records, import approved credit memos from John Deere, and create Accounts Payable vouchers. IntelliDealer creates a warranty credits record when you submit a claim from a work order. A scheduled task downloads approved credits from John Deere approximately every eight hours. You use this listing to match returned credits to submitted claims and generate vouchers.

Prerequisites: License PFW.6241 - John Deere Warranty Credits and complete Configuration > Interfaces > John Deere > Warranty (Warranty Credits tab). See also: John Deere Credentials.

Topics in this section are:

Setup Requirements

PFW.6241 - John Deere Warranty Credits must be licensed to open the listing, import credits, and create vouchers.

Configure default vendors, G/L accounts, and voucher options on the Warranty Credits tab of Configuration > Interfaces > John Deere > Warranty.

To create vouchers from the listing, assign security in system 601 - Accounts Payable: Other - Allow JD Warranty Credits Voucher Creation.

Listing Columns

The main grid on the John Deere Warranty Credits listing includes:

Column Description
Dealer Number The John Deere dealer number for the credit.
Location The IntelliDealer location associated with the credit.
Claim Number The John Deere warranty claim number.
Work Order The work order number tied to the submitted claim.
Segment The work order segment number for the claim.
Submitted The date the claim was submitted to John Deere.
Returned The date the approved credit was returned from John Deere.
Total Requested The total amount requested on the claim.
Total Approved The total amount approved by John Deere.

Using the Warranty Credits Listing

  1. Open Financial Management > Accounts Payable > Vouchers.

    The John Deere Warranty Credits link appears below the Outstanding Batches table:

  2. Click the link to open the warranty credits listing:

    • If the Create Vouchers button does not appear, assign security Other - Allow JD Warranty Credits Voucher Creation (see Setup Requirements).
    • By default, the list shows active warranty credits. To hide credits without removing them from the database, select the rows, then click Disable.

    • Click the expand control on the right side of a row to view part, labor, travel, other, and sales tax requested and approved amounts:

      A section appears only when at least one requested or approved amount in that category is non-zero.

  3. The scheduled task downloads approved warranty credits from John Deere. To import manually, click Import and specify the date range (and dealer where prompted):

    Import retrieves warranty credit information for claims already submitted to John Deere after the dealership started using the John Deere Warranty Credits interface.

  4. Click Import Single to import one claim by dealer, work order number, and segment.

  5. Use the filter icon on the right side of the search bar to refine the list:

    • Use the search bar to find a warranty credit by work order number or claim number.
    • Use the dealer filter to limit rows to selected dealer codes. The filter lists dealer codes that appear on downloaded warranty credits.
    • Use the location filter to limit rows to selected locations.
    • By default, Show Only Approved is selected so only credits approved by John Deere appear. Clear the check box to include claims that are submitted but not yet returned.
    • Use the submitted date range to limit rows by the date the claim was submitted.
    • Use the returned date range to limit rows by the date the credit was returned.

  6. Set the status filter to Disabled to work with deactivated warranty credits. Select rows and click Enable to reactivate them:

  7. Select the warranty credits to include, then click Create Vouchers.

  8. The batch selection screen opens:

    • Choose an existing batch or create a new batch.
    • Batches in the list belong to the current user. Click a batch name to add vouchers to that batch.
    • To create a batch, enter a name and G/L date and click New Batch. If those fields are blank, IntelliDealer generates values. Generated batch names use the format WC + branch + month + day.

  9. After IntelliDealer creates the vouchers, open them from the batch selection screen like any other voucher.

    If a message indicates that a dealer number was not found, verify Warranty Credits configuration on Configuration > Interfaces > John Deere > Warranty so each dealer has the required accounts.

  10. Run Voucher Update to post the voucher to the G/L and update the sub-ledger or A/R, depending on which process the dealership uses for warranty claims and credits.

  11. In Subledger, or in Accounts Receivable Cash Receipts, match and clear the related warranty credit and claim entries.

Feature: PFW.6241 - John Deere Warranty Credits

Security: 601 - Accounts Payable; Other - Allow JD Warranty Credits Voucher Creation (create vouchers)

Revision: 2026.08