Entering Refrigerant Details
If Refrigerant is needed for the covered repair, enter the details in the Part Line under the Parts Section.
Some contracts will have a Refrigerant Cap Limit. If a contract has a Refrigerant Cap, it will display in the Entitlement Section. ServiceBench will be able to detect this information and will automatically update this information in the Claim.
Part Line Entry
- Product Row: Select the Model Number from the list of values.
- Part Ordered: Enter the type of Refrigerant.
- Example: R-22 or R410A
- Quantity: Enter the number of pounds needed on one part line. DO NOT separate the part lines.
- ServiceBench does not allow for decimal quantities.
- For example, if the SP requests 2.5lbs @ $15/lb, follow the below steps:
- Calculate the total of refrigerant (2.5 x $15 = $30)
- Round up to the nearest pound and divide total by that number ($30/3 = $10)
- Change refrigerant needed to 3lbs @ $10/lb
- Description: Enter Freon.
- Part Source: Leave on Select.
- Status: Select Installed. (SP will always provide refrigerant)
- Status Date: Select current date.
- Service Failure Code: Select same code as the equipment failure.
- Part Diagnostic Code: Select same code as the failed equipment.
- Comment: Leave blank.
- Part Item Code: Enter Freon.
- Unit Price: Enter the per pound cost.
Claim
When the claim is being submitted, ServiceBench will process the quantity for all part lines. If the contract has a Refrigerant Cap Limit, ServiceBench will automatically perform the calculations to check the Total Amount Requested for the Refrigerant Part Line against the Refrigerant Cap Limit.
- If the amount is over the Refrigerant Cap Limit, ServiceBench will display the amount over the cap in the Over Refrigerant Limit field.
- This amount will be added to the Customer Liability field.
- The Total Service Provider Parts field will include the amount approved at the cap limit along with other approved amounts.
- ServiceBench will update the Refrigerant/Freon Part Line with the approved amount in both the Claim and the Service Job.
Properly Approved Claim
- Note how the Over Refrigerant Limit matches the Requested.
Waiving the Over Refrigerant CAP
When granting a customer concession (waiving the CAP), create and approve the claim as normal, approve override, and update the Freon Part Amount Approved field to match Part Amount Requested.
This is required to be reviewed by a Supervisor or Manager and the Supervisor/Manager MUST document the Service Job.
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