Warranty and Repairs Management

Warranty and Repairs Management enables you to register item warranties and process warranty-
related claims. Claims that you receive are automatically validated against warranty terms, which
helps reduce claims processing turnaround time.

Warranty and Repairs Management provides the following features:

 Multiple ways to register a warranty

o Registration generated from an invoice (autogenerated registration) - Register a

warranty for supported item types after invoice creation.

o Manual registration - Create a standalone warranty registration.

o Import of warranty registration details - Import registration details from a CSV file,
through scheduled script or web service.

 Warranty tracking on the item record - Set up default warranty information on item records.

 Warranty claims validation and processing

o Create a claim from a warranty registration.

o Validate claims against existing warranty registration information to ensure that only
valid claims are processed for the refund, repair, or replacement of the warranty
item.

o Create a return authorization for warranty items from the claim record.

o Create a credit memo or sales order for claims from the return authorization record.

Availability
Warranty and Repairs Management is available as a SuiteApp that is installed in your NetSuite
account. The SuiteApp is shared when you have the Advanced Inventory module.

Bundle Installation:
Before install bundle there are some Prerequisites that needed to be done. As Warranty and Repairs
Management requires the Advanced Inventory module. For repair claims, in particular, the
Assemblies and Work Order module is required. Find the details in SuiteAnswer: 37377.

Installing Warranty and Repairs Management

To install the Warranty and Repairs Management SuiteApp, go to Customization > SuiteBundler >
Search & Install Bundles. Install the SuiteApp with the following details:

 Bundle Name: Warranty and Repairs Management

 Bundle ID: 51007

Setting Warranty Preferences and Items
you can find the following procedures for setting up your preferences and warranty information to
be used on registration and claim processing forms:

1. Setting Warranty Preferences

2. Defining Warranty Terms

3. Defining Failure Reasons

4. Setting Up Warranty Information on the Item Record

5. Creating Repaired Items

1. To set warranty preferences:

a. In the Calculate Warranty Start Date From field, select the default date to be used as the
basis for calculating the warranty start date.

Sales Order Date - transaction or posting date of the sales order. This option is the default
selection in the field.

Invoice Date - transaction or posting date of the invoice.

On the warranty registration record, the calculated date is displayed in the Original

Warranty Start Date field. In case there is no sales order yet when the registration is
generated, the invoice date is used to calculate the start date, even if the sales order date is
selected as the preference.

b. Check the box for the following preferences that you want to enable:

o Auto Generate Registration No. - preference to automatically generate a

registration number for new warranty registration records.

o Automatically Register Warranty on Invoice – preference to automatically check

the Register Warranty box on the invoice, for items where warranty tracking is
enabled. Regardless of how the invoice is created or generated, the preference is
automatically enabled for the warranty item. It applies to invoices generated from a
sales order and estimate.

o Close RMA Upon SO Creation – preference to automatically close a return

authorization after creating a sales order. This preference is not applicable to refund
claims.

o Ship Replacement in Advance – preference to enable creation of a sales order from

a return authorization prior to creation of an item receipt. This preference applies
 only to replacement claims, to let you ship warranty items in advance, before
receiving them.

Note: The Close RMA Upon SO Creation and Ship Replacement in Advance preferences must not be

enabled at the same time. When an RMA is closed after creating the sales order, you cannot create
an item receipt for the items that have been replaced in advance.

2. To define a warranty term:

The period and coverage of the terms that can be applied to your warranty items. For example, you
want to set up a 3-year service warranty that covers only labor costs to repair an item. You can
indicate the coverage in the term name and set the calculated term to 3 years.

Navigation: Lists > Warranty and Repairs > Warranty Setup.

a. On the Warranty Setup page, click the Define Warranty Terms link.

b. On the Warranty Terms page, enter or select the values for the following fields:

1. In the Name field, enter a name for the warranty term. For example, 3 Year
Labor for a three-year warranty term on labor costs only.

2. Select the type of term in the Term Type field.

 Calculated - term that automatically calculates the warranty expiration date

based on your defined terms.

Selecting this type enables the Warranty Terms fields. In these fields, select the
period (in Days, Months, or Years) and then enter the value.

 Fixed - term where you set the warranty expiration date during registration.
On the item record, you can set a default expiration date for a Fixed term.

 Lifetime - term that does not have a warranty expiration.

b. Be sure to clear the Inactive box to keep the term record active.

c. Click Save.

3. To define a failure reason:

Failure reasons that are used to specify defects in the warranty item. When creating a claim, you can
select the name of the failure reason from a list.

Navigation: Lists > Warranty and Repairs > Warranty Setup.

a. On the Warranty Setup page, click the Setup Failure Reason link.

b. In the Name field, enter a name for the failure reason.

c. In the Description field, enter a short description for the failure reason.

d. Click Save.
4. To set up warranty information on Item Record
a. Go to Lists > Accounting > Items.

b. On the Items page, click the Edit link for the item record.

c. For assembly items, select the Warranty Assembly Item Form in the Custom Form field. You
can skip this step for other items.

d. On the item record, click the Warranty Information subtab and then check the Track
Warranty box.

e. In the Warranty Terms field, select a term from the list, or select New to create a new term.

f. Set up the following fields for specific items:

o For Fixed terms – In the Warranty Expiration field, enter the expiration date, or click
the Calendar icon to pick the date.

o For assembly items – in the Repaired Item field, select a repaired item from the list.

g. Click Save.

5. To create repaired items:

Assembly items, you must create a corresponding repaired item to be used for claim processing. You
must also set the assembly item as a component on the repaired item record.

a. Go to Lists > Accounting > Items > New.

b. On the New Item list, click the appropriate item type:

o Assembly/Bill of Materials
o Lot
o Numbered
o Serialized
c. On the item record, in the Custom Form field, select Warranty Assembly Item Form from
the list.

d. On the Purchasing/Inventory subtab:

o Check the Special Work Order Item box.

o On the Components subtab, add the assembly item to be associated with this

repaired item.

b. Click Save.

The repaired items you create are added to the list in the Repaired Item field on the assembly item
record.
Demo: Replacement of an item
Create Sales Order:

Invoice:
Warranty Registration List:

Search for Warranty Registration:

Click to Create Claim

Fill the fields like: Type, Subject, Failure reason etc..

Click to save warranty registration.

View Warranty Claim
Create Return Authorization

Create Item Receipt

Create SO from Return Authorization

Create Sales Order

Return Authorization will close auto

Create Item Fulfillment

Create Invoice

Save Invoice