HOW TO FILE FOR WARRANTY

THE FOLLOWING PROCEDURES ARE USED FOR ORDERING PARTS FOR WARRANTY AND INSTRUCTIONS ON HOW TO FILE A CLAIM AND RECEIVE CREDIT FOR PART(S) AND CREDIT FOR LABOR.

I. ORDERING PART

  1. Call 1-800-322-4853 - x112 or x118 or x111 (Parts Department)
  2. It is important that a MODEL and SERIAL number be given.
  3. State that you are ordering the part(s) for warranty.
NOTE: These parts must be billed to the responsible parties doing the repair. If you have an account, parts will be billed to that account, otherwise, another form of payment is required. Upon return of used parts, you will be credited in full, minus any freight charges (freight not covered under warranty).

II. WARRANTY REPAIR

  1. Upon receiving the part(s) and claim form.
    • Complete repair
    • Fill out claim form and service ticket per instructions
  2. Return all warranty part(s) with claim form and original service ticket.
    • Please, send copy of sales order (pick ticket) or identify the invoice, so that this invoice can be credited upon return of part.
    • The warranty part(s), claim form, and service ticket must be sent back within 30 days to receive warranty credit (some flexibility) per warranty policies and procedures (Compressors MUST be sealed (welded).

III. WARRANTY CREDIT

  1. Upon receiving warranty part and paperwork, the part(s) will be credited against the invoice the part was purchased on. Warranty does not cover freight charges (See Page 7).
  2. When we receive credit from factory (between 30 to 45 days, sometimes sooner), all labor will be credited or paid by check, per claim. Overcharging for labor may cause delays in payment, for which Gulf Ice Systems has no control.

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QUICK OVERVIEW OF ICE-O-MATIC CLAIM FORM GUIDELINES

TO ALL COMPANIES SUBMITTING WARRANTY CLAIMS TO GULF ICE SYSTEMS FOR PART(S) CREDIT AND/OR LABOR CREDIT/PAYMENTS.

  1. All service tickets (if applicable) and/or warranty part(s) must be sent back within 30 days from date problem occurred to receive warranty credit. All claim forms and attached paperwork must accompany the part(s) and must be returned to Gulf Ice Systems for credit (NO PART = NO CREDIT).
  2. All service tickets (if applicable) must be the ORIGINAL copy containing the detailed description of problem and labor amounts must be entered. (Reference back of claim form or warranty procedures book for warranty labor allowances).
  3. All service tickets and/or the claim form must have a customer signature and the technician's signature (required by the factory). You can use the claim form as a service ticket (yellow copy to service agent and pink copy to customer), but it must contain signatures at the bottom of form.
  4. The refrigeration system diagram (attached) must be filled out when warranty work to repair a refrigeration leak is required. The area of the leak must be circled on the form and the form must accompany the claim. Failure to provide this information will void the claim. A LEAK DIAGRAM IS PROVIDED ON THE BACK OF THIS SHEET.
  5. Ice-O-Matic has released service bulletin #34-97 stating that all warranty claims for any repairs on a sealed refrigeration system must replace the old drier and that drier must be returned with claim and parts. Failure to return the drier will result in the claim being denied by the factory. Credit will be issued for the drier on any repairs, this includes 5 year compressor / evaporator, 90 day and DOA warranties also.
  6. The following information is required and must be provided on the warranty claim form correctly and legible (This information is required for processing!)
    • MODEL NUMBER
    • SERIAL NUMBER
    • CUSTOMER NAME & ADDRESS
    • DATE PROBLEM OCCURRED
    • SERVICE AGENT
    • COMPLAINT & CONDITION FOUND (DETAILED PROBLEM, BE SPECIFIC)
    • PART NUMBER(S) AND DESCRIPTION (IF APPLICABLE)

If you can provide the above information on the claim form, I will have sufficient information to process your claim with the factory. The above outline details the critical areas needed to process your claim.

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