Filing supporting docs

[JW]

GM's last 2 P&P's state that all supporting documentation (sublet bills, etc.),for warranty claims must be filed in the history file (1.6.3a). GM says they made the change for easier auditing. (Those auditors had it rough.)

The majority of dealerships attach supporting docs to the warranty copy or elsewhere. Not many dealers are complying with this policy. I don't blame them; the history file is no place for them.

The easiest way to comply would be to just keep your current filing system and just photocopy any applicable docs and add them to the history file (more paperwork-great).

Not too much of a pressing issue, but how is your dealership handling this?

Jay

[RCARR]

All of our supplemental documentation goes with warranty copies, any info that is supposed to go to the history file might as well gone to the garbage. No auditor, or us for that matter can find anything recent in our history files. One question I do have are dealers required to have hard copies, to save as history, or will accounting copies suffice from GM's point of view, for review purposes? It seems with the tecnology the cost of printing a repair order is a huge waste.

[Michael White]

Part of the document stream are the technician notes, time flags,customer signatures, early bird forms, etc. If you are not a paperless dealership, you ahve to keep all of these documents in the service files.. At one time Gm had us attaching all supportive information to "scrapping copies" But in their infinite wisdom they changed this several ears ago.The P&P manual spells out how long you have to keep all of this info.
Mike White

[jrcal]

We attach our supporting documentation to both the scrapping copy and the history copy (hard copy). We do this more for our own benefit then to comply with P and P. If some of our history file is lost or damaged (something that occurs too often) we have a backup in place. Also, our rep likes to look at the scrapping copy so we attach our supporting documents to it for his benefit.

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JC

[MARY SHERICK]

THE LATEST IS THAT YOU HAVE TO BE ABLE TO PRODUCE THE DOCUMENTS IN SPECIFIED TIME PARAMETERS, DEPENDING ON THE NUMBER OF RO'S GM WANTS TO LOOK AT. THE COPY OF THE RO IS NOT SPECIFIED, THE AMOUNT OF TIME YOU HAVE TO PRODUCE ALL RO COPIES AND RELATED TIME,PAYROLL,SUBLET,PARTS INVOICES,ETC. IS. READ THE DEALER RECORDS IN SUPPORT OF WARRANTY CLAIMS CAREFULLY. THAT IS THE REQUIRED, THE QUICKEST,SUREST WAY IS TO MAKE TWO COPIES, LIKE A COUPLE OF YOU SAY. AS FOR THE EXTRA WORK, IF YOU ARE ALREADY MAKING A COPY FOR THE WARRANTY RO FROM THE COPY TO BE SENT TO PAYABLES, WHY NOT USE QUANTITY 2 WHEN YOU COPY THEM. IN AUDITS AND MINI-AUDITS, THIS WILL REDUCE ARGUMENTS, AND TIME SPENT CHASING COPIES. THIS HELPS ESPECIALLY SINCE PAPER TEARS, STAPLES PULL OUT, AND SOMETIMES THE BRAKE FLUID THE TECH SPILLED ON THE HARD COPY LEACHES OUT ALL THE DYE FROM YOUR SUBLET COPIES.