Warranty Add-On Detailed Documentation

Introduction

The Warranty Add-On helps businesses track and manage product warranties. Users can set warranty details during product creation, and sales or returns automatically update warranty records. The Manage Warranties section displays warranty status and allows for easy searching and filtering. Warranty claims can be created, processed, and updated through the Manage Warranty Claims section, where claims can be approved, rejected, or edited. This tool simplifies warranty management, ensuring accurate tracking and efficient customer service.

How to Install the Add-On?

To Set Up the Warranty Add-On, you can follow this link: Setup Add-On.

How to Use the Warranty Add-On?

Product & Service

• In the manage item section, when you click the “Create” button to add a new item at that time you need to select the item type from the dropdown (product, part). According to your selection, you’ll get to see the warranty information section.
• In the warranty information section, first switch to enable the “Warranty Active” toggle button. Then select the Warranty Type from the dropdown menu (Days, Months, Years). Next, enter the Warranty Duration and Warranty Terms.

Sales invoice

• When you create a sales invoice and select a product that has warranty enabled, and then post the invoice, a warranty entry will automatically be created in the Manage Warranties section. However, if you select a product that does not have a warranty enabled and post the invoice, no warranty entry will be created.
• When you create a sales return from an invoice and change the quantity being returned, you will see the updated quantity and status on the list page. To confirm the return, click the “Approve” button in the Action column.
• After clicking the “Approve” button, the “Complete Return” button will become visible. When you click the “Complete Return” button, the quantity changes you made in the sales return will automatically appear in the Warranty section, and the warranty claim quantity will be updated accordingly.

Manage Warranties

• To add a new warranty, click the “Create” button at the top of the manage warranties page. Select the product from the drop-down (comes from the item in the product base). Note: Only products that have an active warranty will show up in this list.
• Select the warehouse from the dropdown (which comes from the base), enter the Quantity numbers, and select the Customer name from the dropdown (comes from the user in the base). Note: Only users with a client role will appear in this list. Set the Purchase Date, and the expiry date will show automatically based on the warranty duration you set in the item section.
• The list page shows all warranty records in a table with these columns including Warranty ID (a clickable link to each ID number), Product, Customer, Duration, Purchase Date, Expiry Date, and Status.
• “The status column displays different statuses based on the warranty condition: by default, it shows ‘Active’ when the warranty is valid, changes to ‘Partial Void’ when half the quantity is returned via sales return, updates to ‘Voided’ when all quantities are returned via sales return, and shows ‘Expired’ when the warranty expiry date has passed.
• Use the search bar to find the specific warranties in the list. And apply the filter, select product from the dropdown (comes from the product in base), choose customer from the dropdown (comes from the customer in base), select status from the dropdown (all status, Active, Partial Void, Expired, Voided). Click apply to activate the filter or clear to remove it.
• In the Actions column, you will see the “claim” button to create a warranty claim. Fill in the required details like set claim date, select bank account details from the drop-down (which comes from the base), add claim quantities, add repair cost, customer charge amount, or write product issue, and Charge Reason.
• When you click the “Create Claim” button in the Action column, you can create claims based on the available quantity. Once you have created claims for all available quantities, the claim button will be removed from that warranty record. The created claim data will automatically appear in the Manage Warranty Claim section.
• You will also see the View action to see the full warranty details, the Edit button to modify the warranty record, and the Delete button to remove that information permanently.

Manage Warranty Claims

• The Manage Warranty Claims page displays all warranty claim requests.
• The list page displays all warranty claims in a table with columns, including Claim (claim number), Product, Customer, Quantity, Status, Repair Cost, Customer Charge, and Actions.
• Use the search bar to find specific claims. Click the Filters button to open the filter section. Select Product from the dropdown (comes from the item in the product base), choose Customer from the dropdown (comes from the customer in base), and select Status from the dropdown to filter by claim status (pending, completed, approved, rejected). Click Apply to filter results or Clear to reset all filters.
• In the Actions column, you will find several actions, including Approve, Reject, Complete, Edit, View, and Delete.
• When you click the “Approve” button, a form will open where you need to set the Solution Date and write the Product Solution explaining how the issue was fixed. After clicking approve, the status will change from “Pending” to “Approved” on the list page, and the Approve action will be replaced with a “Completed” button in the Action column.
• Click the Completed button to change the status to “Completed”. When you click the “Reject” button, the status will change to “Rejected”. Using the “Edit”, you can update your claim data. Click the “View” button to see complete claim details. Use the “Delete” button to remove the claim data permanently.