Damages and warranties

A damage or an accident is written down on the vehicle the day it happens: what, when and where, who was at fault, the other party, the policy and the police note. The insurer's claim number and the repair follow when they come. Warranties work the other way round: a part, a tyre or a repair you paid for remembers its warranty, and a later repair inside it reminds you that the supplier may have to pay.

Before you start

• Your organization has the TMS add-on. Damages are on the vehicle card, tab Service and costs, section Damages and accidents.
• Everyone can see the damages. Reporting and changing a damage needs a role that may change TMS data with the Dispatch module (damages share their record with cargo claims); Order the repair and Read the statement need the Fleet module.
• Read the statement uses the AI: it needs AI reads documents and writes drafts in TMS settings, Automatic actions (on by default).
• Cargo claims of an order (a damaged load, a late delivery) are not here: they are on the order card, numbered REK (see The order card).

Damages and accidents on the vehicle

"Damage to this vehicle and its accidents, with the insurer and the repair." The header sums up what is still open, for example "1 open, 4 500.00 PLN", next to Report a damage. Each damage shows its number, kind and status, when it happened, who was at fault ("Our driver: Marek Zieliński"), the amount, "insurer claim PZU/2026/5531" and "repair S/0007/11/2026" once there is one. With none: "No damages reported for this vehicle."

Reporting a damage

1. On the vehicle card, Service and costs, click Report a damage. "Write down what happened; the insurer and the repair can follow later."
2. Optionally click Read the statement: "A photo or scan of the accident statement fills the empty fields; you check them before saving."
3. Fill in or check the fields.
4. Click Save. "Damage SZK/0003/2026 reported".

Damages are numbered SZK/0001/2026, counted per year. A damage can carry up to 50 files.

Reading the statement

Read the statement reads a photo or a PDF of the accident statement and fills the empty fields: the time, the place, who was at fault, the other party (plate, insurer, policy), what happened, the police and the driver. "Filled 7 fields from the statement: check them before saving." A value the AI is not sure about is marked "Check this value: the AI is not sure", and "The AI is not sure about these fields: the place, the driver. Check them before saving."

It also warns you: "The statement names another of your vehicles: PO 7XR48. Check that you are reporting the damage on the right vehicle." A date in the future is left out. When it cannot read: "There is no text to read in this file (a scan or a photo that is too large). Send a clear photo of one page, or fill the form by hand." Nothing is saved until you click Save. Each reading uses AI credits.

When our driver was at fault

Choosing Our driver shows: "Our driver at fault: this damage may count in the driver's bonuses and deductions later, within the limits of the labour code. Nothing is deducted now." The saved damage then names the basis, for example "Our driver Marek Zieliński was at fault: 1 000.00 PLN is the basis for bonuses and deductions later. Nothing is deducted now." The basis is the deductible when a policy covers the damage, otherwise the estimated amount.

Propose bonuses and deductions turns such a damage into a proposal that a person approves or rejects (see Driver pay). Quanty never deducts anything by itself.

Following a damage up

Open a damage to change it. The form adds the Status and How it ended.

The Status list offers only the statuses the damage can move to next; anything else is refused: "The damage cannot go to that status from here."

Order the repair opens one service order for the damage in the workshop: "Workshop order S/0007/11/2026 created" (see The workshop). A damage has one repair: "This damage already has its workshop order." History shows every change with who made it.

Other routes to a damage: a damage written down in a Handover protocol goes to the workshop as a report (see Equipment and handover), and Report a defect on the Health tab does the same for a fault (see The vehicle card).

Warranties

A warranty sits on what you paid for, until a date, for a number of kilometres, or both:

The date must be within 15 years; the kilometres a whole number above zero, up to 3 000 000.

Costs under warranty, on the vehicle card under Service and costs: "Parts, tyres and repairs of this vehicle that are still under warranty." Each line shows "Warranty until 30.04.2027" or "Warranty 100 000 km" with "62 400 km left", and its source: Vehicle cost or Workshop repair.

A kilometre warranty needs the odometer where it starts. On an invoice split to vehicles it starts at the vehicle's odometer on the day of the split, when the invoice is at most 31 days old. When the start or the current odometer is not known, the card says so instead of counting: "100 000 km warranty, the odometer at purchase is not known" or "the vehicle's current odometer is not known".

Warranty claim possible

A new repair or cost on the same vehicle inside a warranty of the last 180 days raises the note Warranty claim possible: "A repair inside the warranty may be paid by the supplier." Repairs and parts are checked together; tyres are checked against tyres. A kilometre warranty is checked only where both odometer readings are known. The note is information: deciding whether to claim is yours.

Good to know

• A damage needs a vehicle; the policy and the repair order must belong to that vehicle ("This policy belongs to another vehicle.").
• The driver defaults to the one in the set at the time of the damage, so keep the set history right (see Sets and switching).
• The estimated amount is yours to keep up to date; the bonus and deduction proposal reads the amount on record.
• Reading the statement takes a photo under 3.5 MB, or a scanned PDF of up to 20 pages (4.5 MB); a PDF with a text layer is read from its text.

Related pages

• The vehicle card: Service and costs.
• The workshop: the repair order.
• Driver pay: bonuses and deductions.
• The cost card: warranties on split invoices.