New Claim
The New Claim feature allows users to create a claim for a specific order directly from the order detail view. This helps manage quality issues, delivery disputes, or commercial adjustments quickly and traceably.
Claims allow staff to track disputes related to style deliveries, product defects, or contractual variances at the order level. Capturing claim data at the source improves supplier accountability and provides historical records for future negotiations. Starting a claim from the order links the case to the correct style lines, agent, and factory already on the record, which reduces re‑keying and strengthens traceability for quality or commercial follow‑up.
Quick Check - Before You Start
- Ensure you have permission to create claims on orders
- Verify the order is in a status that allows claim creation
- Confirm the Claim module is enabled in Site Settings
How to Create a Claim
| Step | Action |
|---|---|
| 1 | Navigate to the order where the claim is required. |
| 2 | Click the Create Claim button in the order side widget. |
| 3 | A pop-up window will appear, then fill in the necessary claim details. |
| 4 | Click Add to save this newly created claim. |
Admin Configuration
Fields such as Staff and Claim Type are managed in Site Settings.
- Staff: Site Settings > Company > Staff
- Claim Type: Site Settings > Claim > Type
Ensure these dropdowns are configured properly before using this feature.
Available Fields
Logging a claim ensures accountability, timely follow-up, and improved communication between teams and partners. Fill in these fields to create a clear record of the issue being submitted:
| Field | Description |
|---|---|
| Claim Number | A unique identifier for the claim. This is automatically generated, but can be manually edited. |
| Description | A short explanation outlining the nature of the claim, providing quick context for all. |
| Staff | Assign the staff member responsible for managing or resolving the claim. |
| Due Date | The target date for resolving the claim, helping teams prioritise and follow up within the expected timeframe. |
| Style Number | The specific style associated with the claim, enabling accurate tracking of product-related issues. If the order is in bulk styles, you can select from the dropdown the specific style for such claim. |
| Claim Type | The category of the claim (e.g., Quality, Delay). Categorisation supports better reporting and analysis. |
| Agent | This is automatically copied from the order, to ensure the correct representative is involved in the process. |
| Factory | This is automatically copied from the order, to provide visibility and enable timely communication with the manufacturing partner. |
Tip
- Always link the correct style when multiple styles are involved in an order.
- Clearly describe the nature of the claim for faster resolution.
- Regularly review open claims to monitor supplier performance trends.
Related Actions
- Create an Order
- Order Details
- View Order Files
- Manage Order Status
- View Order History Log
- Manage Order Comments
Troubleshooting
Why are Staff or Claim Type dropdowns empty?
Those lists are maintained in Site Settings—Staff under Company and Claim Type under Claim.
Steps to resolve:
Why did Agent or Factory not match what I expected?
Agent and Factory copy from the order automatically to keep the claim aligned with production context. Update the order first if those values are wrong.
Can I change the generated claim number?
Claim Number is generated automatically but, as noted on this page, can be edited before you save if your process requires a specific reference.