Warranties (Beta)

The Warranty Feature is currently in beta and has limited availability.

Designed to simplify the process of managing warranties within the Repair Order (RO), this feature allows you to easily create, track, and manage warranty jobs for parts and labor directly within the job history. It ensures that warranty-related tasks are handled efficiently, with clear labels and icons to help users navigate through the process.

Starting a Warranty Job

To start a warranty job, you’ll begin from the Job History section, which is accessible via the Estimate or Summary tabs. Here's how it works:

• Locate the specific job in the Job History table that needs to be covered under warranty.
• Click on the three-dot menu next to the job.
• From the drop-down menu, select Add as Warranty. This action will open the Warranty Job Modal, where you can choose the specific parts and labor that have failed.

This process ensures that you can easily identify and manage warranty claims right from the job history, making the workflow more intuitive and streamlined.

Selecting the Point of Failure 

Once you've initiated a warranty job from the Job History, the next step is to select the specific parts and labor that have failed and need to be covered under the warranty. This is done in the  Add Warranty Job Modal:

• All Parts and Labor: In the modal, you’ll see a list of all the parts and labor associated with the selected job.
• Checkboxes for Selection: Each part and labor item will have a checkbox next to it. Simply check the boxes for the items that have failed.
• Multiple Points of Failure: You can select more than one part or labor item if multiple issues need to be addressed under the warranty.

This selection process is crucial because it directly influences the visualization of the affected parts and labor on the original Repair Order (RO), the new warranty job, and subsequent warranty reporting. It ensures that only the relevant items are covered under the warranty, making the management of warranty claims precise and effective.

Warranty Part Returns 

After selecting the parts and labor that have failed, you may need to handle the return of these parts, depending on whether they are covered by a purchase order (PO) and have sufficient quantity available.

1. Part Return Modal: If any parts selected for the warranty job have a PO and the quantity available is greater than 0, the system will automatically open the Part Return Modal.
2. Details Displayed: In this modal, you will see detailed information about each part, including:
   • Cost per Unit: Based on the PO.
   • Quantity Available: This is calculated as the quantity on the PO minus any previous returns.
   • Quantity to Return: Set to 0 by default; you need to specify the number of units to return.
   • Add Note: You can also add a note that will be recorded in the return order.

Actions:

• Confirm: If you confirm the return, a warranty part return order is created, and the parts are moved into the 'parts to return' section.

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• Skip: If you choose to skip this step, the system will proceed with copying the job details from the source RO without initiating a part return.

This part return process ensures that parts under warranty are efficiently managed, especially when they need to be returned to a vendor. The system’s automatic handling of PO availability and quantity ensures that the process is smooth, reducing the likelihood of errors and simplifying the workflow for users.

Current Job

When a warranty job is created, the system automatically replicates the entire job from the Source Repair Order (RO) onto the current estimate. This process ensures that all relevant details from the original job are transferred to the current Repair Order (RO), with specific adjustments to reflect the warranty status. The job title will be formatted as [Warranty] + [Job Title] .

The following elements from the Source RO will not be copied to the current RO:

• Technician Assignment
• Job Category
• Part Markups
• Part Matrices
• Discounts

All financial fields for parts and labor, including those not selected in the "Add Warranty Job Modal," will be set to $0.00 by default (note: These values are editable if necessary). These fields include:

• Labor Rate
• Labor Total
• Part Retail
• Part Total

Original Job

When creating warranty jobs, specific labels are applied to parts on the Original job to indicate their status:

1. Return Label
   • Description: This label is shown when a part has been selected in the warranty modal and the user has initiated a warranty part return.
   • Behavior: If a part return is moved back to the Repair Order (RO) and the quantity in returns equals the quantity moved back to the RO, the label will update from "Return" to "No Return."
2. No Return Label
   • Description: This label is displayed when a part has been selected in the warranty modal but the user has chosen to skip the warranty part return. It is also used for parts where a purchase order was not detected, such as for inventory parts.

Part Usage Report 

In the Part Usage report, each part that has been associated with a warranty will have specific labels to indicate its current status. These labels help you quickly identify how warranty parts are managed and whether they were returned or if they are replacement parts.

Part Status Filter: When you apply the Part Status filter to show "Warranty," the report will display parts associated with three specific types of warranty parts:

• "Return": Applied to parts marked for return.
• "No Return": Applied to parts where a return was skipped or not detected.
• "Replacement": Applied to parts that have been copied to the current job as a replacement.

Part Purchased Report 

Warranty returns will be visually distinct from normal parts, return orders, and cores within the Part Purchased report. This helps you quickly identify these items and understand their impact on the overall financials.

The following visual cues will be used:

• The Source column plays a crucial role in identifying the origin of each part. When dealing with warranty parts, the Source column will include a "Warranty" label. This label distinguishes parts that have been returned under warranty. Once a refund process is finalized and marked as "Refund Complete," the corresponding part line will reflect the "Warranty" status.
• When you apply the Source filter to show "Return Orders," the report will display parts associated with three specific types of return transactions
  • • Warranty
    • Return Order
    • Core Return
• Parts labeled with "Warranty" in the Source column are associated with negative values for quantities, costs, and totals. This reflects the credit received from the return, reducing the overall cost in the report. For example, a part that was returned under warranty will have its cost and quantity displayed as negative, indicating the financial credit.