Processes for Vendors to Follow

Overview of Processes

  1. Call Warner Fleet Services at 800-350-1555 for a purchase order which will cover diagnosis, repairs, or maintenance up to the amount quoted on the call.
  2. If at any time work will exceed the amount quoted for the purchase order, stop work immediately and either email (estimate@warnerfs.com or fax an estimate to 801-736-8778 before continuing work.
  3. When work is complete, send your invoice along with the proper paperwork (e.g., PM or DOT Checklists) in for payment.

Detailed Processes

Purchase Orders

  • Call Warner Fleet Services at 800-350-1555 for a PO number. The purchase order will only cover the amount quoted to Warner Fleet Serfvices at the time of the call. If at any time the repair's costs will exceed that amount, you must stop work immediately and fax an estimate to Warner Fleet Services (See Estimates procedures below).
  • You will need the following information to obtain a PO:
    • The unit number (obtainable via the last six digits of the VIN)
    • The odometer or hour meter reading if applicable
    • The estimated cost of the work being completed
    • The approximate date that the work will be completed
    • Your work order number if available
    • A detailed list of the work items being performed

Estimates

  • If the cost of work for a unit is going to be more than $500.00, you will need to email or fax an estimate to Warner Fleet Services at 801-736-8778 and wait for an approval number before continuing repairs. A PO number should still be obtained prior to faxing over an estimate for use as a reference number.
  • Remember to include all costs and reasons the repairs are needed along with the following information:
    • Unit number
    • The odometer or hour meter reading if applicable
    • Your company name as well as a contact name and a phone number
  • Once you have received approval number, additional repairs will require a revised estimate with all repairs including the previously quoted repair items
  • Please note that payment for services performed without proper approval may be delayed or denied

Payment

  • Email (processing@warnerfs.com), Fax (801-886-4872) or Mail your invoice along with all necessary paperwork to:
      Fleet Name
      c/o Warner Fleet Services
      2240 South 5370 West
      Salt Lake City, UT 84120

  • The following items may be needed depending on what kind of repairs or services have been completed:
    • PM/DOT Checklists (Warner Fleet Services approved checklists only, see left to obtain)
    • Visual Internal, Visual External, Pressure and Leakage checklists
  • Your invoice must include the following in order to be paid
    • Invoice Number
    • Purchase order or authorization number
    • The odometer or hour meter reading if applicable
    • Cost breakdown with sales tax included (if applicable) and the invoice total
    • Unit number and/or VIN