Transcript
00:00 · A claim with a clear next step
Let's follow a supplier claim for Panadería Norte, from the supplier's reply to receipt of a credit note. Our fictional case concerns heat pump UNIT-001 and three amounts worth keeping together. By the end, the row will explain what was claimed, what was approved and what has arrived.
00:20 · Download and prepare your copy
On the EquipSpan Resources page, download Supplier warranty claim tracker. Open the CSV in Excel or your usual spreadsheet application. Save a working copy and replace the fictional example with your own case. If the contents appear in one column, choose comma and UTF-8. Keep the seventeen original headers in order. Each column holds a different part of the claim, its evidence or its follow-up.
00:51 · Link the claim to the unit
Enter CLAIM-001 as the claim reference and UNIT-001 as the unit reference. Record Example supplier and the supplier's reference, SUP-001. Keep that external reference handy: it will help when you read the supplier's reply or contact the person handling the claim.
01:14 · Keep the submission and decision
The claim was submitted on the sixteenth of October. Save the evidence link so the report and supporting documents can be found together. The link in this example is fictional. On the twentieth of October, the supplier gives partial approval. Record that reply under Supplier decision and keep the document that explains it.
01:38 · Read the three amounts together
Set Currency to EUR. Enter two hundred and fifty as Claimed amount, two hundred as Approved amount, and zero as Received amount. At this point, the credit note has not arrived. All three amounts belong to the same claim and currency. We update them ourselves when we check the documents.
02:03 · Assign the next action
The next action is Request the approved credit note. Álex will follow it up on the twenty-third of October. Keep the status as Awaiting compensation while we wait for the document. The row now shows what is expected, who will continue and when to review the response.
02:27 · Update after checking the credit
On the twenty-third of October, we confirm a credit of two hundred euros. Update Received amount and save CN-001, with its date, in Compensation reference. Fifty euros remain to be reviewed. Change the next action to Review the EUR 50 difference with the supplier. Álex will continue on the third of November, so the outstanding question stays visible.
02:55 · The same case in EquipSpan
In the local EquipSpan demo, the claim is linked to the request and equipment. Claimed, Approved and Recovered show the same amounts. The supplier's reference and next action remain attached to this case. We keep partial approval while reviewing the difference. The spreadsheet and demo are prepared separately, without import or synchronisation. The cards show observed demo values; the amounts are operational records, not a bank reconciliation.
03:28 · A claim you can continue
The claim now has evidence, a documented credit and a pending review. Start with one case, check its three amounts, then give the next action a person and a date. You will find the free template and practical manual on the EquipSpan website. Continue at your own pace.