Vendor dispatch & recovery claim status reference
Two supplier-facing records in the Repairs & Warranty area carry their own statuses: a vendor dispatch (units sent to an outside repair vendor) and a supplier recovery claim (a claim against a supplier for a defective part or piece). This page is the lookup for both. For the walkthroughs, see Manage a vendor dispatch and Recover warranty costs from a supplier.
Vendor dispatch status
Found on Orders → Repairs → Vendor dispatches, in the list and on a dispatch's own detail page:
| Status | Meaning |
|---|---|
| Draft | Created, not yet shipped. Can still be edited or canceled. |
| Shipped | On its way to, or with, the vendor. |
| Partially received | Some, but not all, units are back. |
| Received | Every unit on the dispatch is back and has a recorded result. |
| Canceled | Stopped before shipping (only possible from Draft). |
A dispatch is only Received once every one of its units has a recorded result — one unanswered unit keeps it Partially received until you receive it or claim it as missing. Claim missing units is offered on a dispatch that's Partially received, or Shipped and past its Expected back date with nothing back yet; before that date, a claim is refused with "Dispatch {number} isn't overdue yet. Units can be claimed as lost once some come back without them, or once it passes its expected-back date." Canceling is only offered while a dispatch is Draft; once it's shipped, the only way back is to receive the units. Trying to cancel a shipped dispatch explains why instead of just failing — "Dispatch {number} has shipped. Receive the units back instead of cancelling it."
The list's All | Active | Closed footer toggle groups them: "Active = draft, shipped or partly back. Closed = fully received or canceled. Dispatches are never archived — they close."
Recovery claim status
Found on Orders → Repairs → Supplier recovery → Claims tab, in the list and on a claim's own detail page:
| Status | Meaning |
|---|---|
| Draft | Editable and deletable; not yet sent. |
| Sent | Emailed to the supplier, with evidence attached. |
| Accepted | The supplier accepted the claim in full. |
| Partially accepted | The supplier accepted part of the claim. |
| Rejected | The supplier declined the claim. |
| Settled | A vendor credit was raised, or free-of-charge replacement lines were added. |
Recording the supplier's answer — Accept, Partially accept, or Reject — can be changed again later with Change answer, right up until the claim is settled. Rejecting a claim frees its costs so they can go on a different claim instead. Settling is safe to click twice: a second attempt on an already-settled claim just returns the same result rather than raising a duplicate vendor credit.
The list's All | Active | Closed footer toggle groups them: "Active = draft, sent or accepted and waiting to settle. Closed = settled or rejected. Claims are never archived — they close."
Related
- Manage a vendor dispatch — sending units out and receiving them back.
- Recover warranty costs from a supplier — building, sending, and settling a claim.
- Repair, unit, quote, registration & SLA status reference — the statuses on the repair itself.
- Settling a recovery claim with a vendor credit — what happens to your books once a claim settles.