HOW TO CREATE A WARRANTY PROVIDER FOR A SERVICE CALL

Warranty Provider feature is used to manage and track warranty information for products. It helps businesses maintain warranty records and provide timely service or support to customers during the warranty period.

Types of warranty

1. Manufacturer Warranty

A warranty provided by the product manufacturer for a fixed period, such as a specified number of months or years. This warranty is typically included automatically when a new product is purchased.

2. Extended Warranty

An additional warranty plan purchased by the customer either at the time of purchase or after the manufacturer warranty. It extends the warranty coverage period and may provide additional protection beyond the original warranty terms.

Part 1 : Create a Warranty Provider
Part 2 : Create a Service call for a Warranty item
Part 3 : Validation of Service call invoice 

PART 1 

STEP 1 : Create a warranty provider 

• Navigate to sales screen
• Go to sales menu 
• Select finance agency option 

STEP 2 : Configure the warranty provider

• Create a new finance agency 
• click new to create and to provide warranty provider.

• Provide all necessary information of new agency 
• click the checkbox of warranty provider 
• Select the supplier 
• save 

• A new finance agency is created 

        Note: The Finance Agency will be available in the list 

STEP 3 : Create a new sales order 

• create a new order for the customer
•  Go to Order screen
• click new 
• Add the details

• Create a new order by entering all required details, including customer information, shipping address, delivery mode, tax details, and the item to be sold. Save the order and receive a deposit payment against it. The order is created with a designated shipping address for delivery. 

STEP 4 : Deliver the order

Note: Deliver an order to the customer address from the pending delivery module. 

• Select an order and click Deliver Now to process the delivery immediately. 
• Alternatively, click Schedule on Calendar to schedule the order for a specific date
• Or click Schedule on Map to plan the delivery route based on location and trip distance

• Deliver the new item with warranty
• Click on ‘Mark as Delivered’

STEP 5 : Create the sales invoice

• The product is successfully delivered to the customer 
• Navigate to check Delivery History 
• Create a new invoice for this order. 

• Click on context menu of particular order
• Select the create invoice
• Note: Pay any pending amount for the order 
•  Save the invoice 
• Invoice is created and will be seen in ‘Invoice Screen’

Note: Select the required order, click the three dots (More Options) menu, and choose Print. Select the desired print format from the available options and click OK. The sales invoice will then be generated and printed in the selected format.

PART 2

STEP 6 : Create a service call 

• Navigate to Service Call Document Manager.
• Click New to create a new service call document.
• Select the customer and the item for which service is required.
• Enter the necessary details regarding the issue reported by the customer.
• Verify the warranty information for the item.
• Save the service call document to register the service requuets

• Enter or select the Customer Name.
• Select the item sold to the customer from the list of existing sold items.
• Verify that the selected item matches the correct Order Number.
• Check whether the product is covered under warranty.
• If the item is under warranty, the system will display a message in green, such as “Covered by Manufacturer Warranty”.
• Confirm the warranty status before proceeding with the service request.
• Enter the reason for the service call or describe the issue reported by the customer.
• Review the details and ensure all information is accurate before saving the service call document.

NOTE : Check the Service Call Status

• Review the Status of the service call document.
• If the status is Open, it indicates that the service request has been created and the issue is still being worked on.
• If the status is Closed, it indicates that the service process has been completed and the issue has been resolved.
• If the status is Cancelled, it indicates that the service request has been cancelled and no further action will be taken.
• Use the status to track the current progress of the service call.

• If we need to schedule the visit for the service then click on schedule visit

• Open the service calendar.
• Right-click on the required date.
• Select Create Service Call Document.

• A service visit will be created for the selected appointment date.
• The assigned employee will visit the customer and resolve the reported issue

• The service call is scheduled for the customer, on that particular date

• If we move our mouse across the scheduled date, all information of service will be available or shown here.

• Add the parts of the item to be added from the add part section and in warranty provider column, select the provider agency or company, here i am selected the IFB company provider, if i select paid by customers means the amount will be paid by customers. After providing all details click save. The service call document will be created. 

• The service call document is created and the colour will be red here because the document is in open status it means  the service needs to be done.

Note : To edit a service call document, select the required document, click the Context Menu, choose Modify, make the necessary changes, and then save the document . 

STEP 7 : Generate the service invoice

• In order to, create an invoice for a service document, click the Context Menu, select Create Invoice, verify the document details, click Pay, receive the payment using the preferred payment method (cash or others), and save the transaction; the invoice will then be created and available in the Sales Invoice module 

• In service manager screen the information will be visible 

STEP 8 : Complete the service call

• Once the service is completed, locate the relevant Service Call Document.
• Click the Context Menu and select Modify to open the document.
• Scroll down to the bottom of the document.
• Select the Complete option.
• Click Update to close the service call document.

• Click on update and select confirm yes.

• It asks the information of customer received by and signature and select ok, the service call document is completed.

• The service is completed and status is closed, and all parts are available column showing purple that means tthe service is completed

PART 3

STEP 9 : Verify and print the sales invoice

• After the service is completed, open the related Sales Invoice.
• Click the Context Menu and select View Sales.
• Review and verify the invoice details

• All sales invoice will be shown here.

• Select the required sales invoice and click the three dots (More Options).
• Choose Print to print the sales invoice document.

• Select the print format, if you wish to change the print format change it and click ‘Ok’ 

• The invoice print will be generated will be seen.

STEP 10 : Check warranty details

• Go to Sales → Warranty Manager and search for the order using the Invoice Number.
• View the warranty details, including the Warranty Start Date, Warranty End Date, and warranty coverage information