How do I create a workshop warranty job?
Contents
Summary
This article shows how to create a Workshop Job for warranty.
More Information
Go to " Workshop Workshop Diary".
On the Job Properties Screen
Create the workshop job as normal.
- Enter the Keeper's Account code, or search for it using <Ctrl+F1>.
- Enter the Unit stock code, or again search using <Ctrl+F1>.
- Click on the "Invoice Acc" and enter the account code for the relevant warranty company or search using <Ctrl+F1>.
 | This should be either the manufacturer of the unit, or a third party warranty company, or potentially an internal account if you provide your own warranty. There is no difference in how the job is created for any of these options. |
| Add as much information to the workshop job as you can. See 'See also' section for articles on how to post job information. |
- On the "Notes" enter any relevant notes for the warranty.
- Enter the warranty claim number into the "Reference" field.
Job Details
Once the previous step has been completed, you will need to add parts and labour to the warranty workshop job. Do this in the same fashion as you would when creating a normal workshop job, but check that the pricing of the items is correct.
Invoicing the Warranty Workshop Job
The invoice is done in the usual way. Bear in mind you will be unable to amend the items once the invoice has been raised.
 | Check with your accounts team as they may prefer you to leave the job uninvoiced until the claim is settled. At which point you may choose to amend the price of the parts and labour prior to invoicing to ensure the invoice matches the settled claim. |
 | Alternatively you may choose to add two non-moving stock items for Parts and Labour to post the difference between the claim and the credit received. This way you can report on losses and gains on warranty work. To do this you should create a Sales and Nominal centre for Parts Losses/Gains and Labour Losses/Gains to allow the values to post to your P&L. Enter the nett difference between the total of parts and labour on the job and the settled claim, as a positive or negative amount depending on the difference, until the job equals the settled claim. |
| You may also choose to change the status of warranty work track their progress e.g. 'WCS - Warranty Claim Submitted' and 'WCP - Warranty Claim Processed'. This would be a manual change but can be helpful for tracking these jobs aside from your usual retail work. |
Payments
If prompted to take payment, the warranty account should have a default payment method of 'Warranty Control' so the payment should appear alongside this method on your payment screen.
- In the "Comment" field to the right of the payment enter the Warranty Claim reference as this will aid your accounts team when matching up claims and credits received.
- Click [Post] and save the transaction.
If not prompted to take payment, you or your accounts team should follow this article when you receive the credit note.
Crediting a Warranty Job
If you need to credit a warranty job please be aware that you will not automatically be prompted to post a payment against the credit.
- When printing the credit note select the "Payment?" box on the [Print Summary] screen. The payment will then default to the 'Warranty Control' field.
- In the "Comment" field to the right of the payment enter the Warranty Claim reference as this will aid your accounts team when matching up claims and cancelled claims.
- If you do not mark it as paid your accounts team should use Sales Ledger receipts to mark it as paid.
See also
- Creating workshop jobs
- How do I add more description to a workshop job?
- How do I add parts to a workshop job?
- How do I add labour to a workshop job?
- Handling workshop warranty claims
- How do I deal with workshop warranty payments?
- How do I create a warranty account?
