Best Practices for Updating Invoices With Warranty Records
This section covers best practices for updating invoices linked to warranty registrations.
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Always check that all line item details are correct before generating a warranty from the invoice. Don't remove or change warranty items on line items that are linked to registration records, unless you first delete all the associated registration records. If you delete all related registrations for a line item, the Register Warranty box will clear automatically.
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Don't update warranty information on line items. If you need to change the serial or lot number for serial or lot numbered items, you can update it in the Inventory Details and also update the registration record. However, you can't change these fields if the registration is linked to a claim. For a list of fields you can edit, see Editing a Warranty Registration.
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Review the unit of measure setup on your item records. For serial and lot numbered items, the autogenerated registration will always use the base unit. Serialized items always have a quantity of 1. For more information, see Serial and Lot Inventory with Multiple Units of Measure.
Sample Scenario
You have a serial or lot numbered item with base unit Piece, and another unit called Box (conversion rate of 5). In the invoice line item, you selected Box as the unit of measure and set the quantity to 1. In the inventory detail, you selected a serial number and set the quantity to 1 to match the line item.
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If the item is serialized, five registration records are generated, each with Piece as the unit and 1 as the quantity.
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If the item is lot numbered, one registration record is generated, with Piece as the unit and 5 as the quantity.
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To register items with different serial or lot numbers in a single line item, select the base unit and total quantity. For the inventory detail, you can select the numbers and set their quantity.
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After you create a registration from an invoice, changes to the following fields on the invoice don't update the warranty registration automatically.
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Quantity
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Units
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Ship To
You'll need to update these fields manually on the registration. For serialized items, you can't change the quantity or unit of measure on the autogenerated registration record.
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Don't change the value in the Quantity field in line items that already have warranties. For serialized and lot numbered items, you can do any of the following actions:
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To increase quantity, add a new line item with the additional quantity and new serial or lot numbers. Check the Register Warranty box to create new registrations.
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To reduce quantity, delete the serial or lot number from the Inventory Details and enter the new quantity in the line item. After updating the invoice, void the registration by checking the Inactive box.
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