Setting Up Warranty and Repairs Management

This section includes the requirements and procedures for installing Warranty and Repairs Management. After installing the SuiteApp, you can follow the procedures for setting up roles and permissions required by users to access and use the features.

Prerequisites

Warranty and Repairs Management requires the Advanced Inventory module. For repair claims, in particular, the Assemblies and Work Order module is required.

To enable prerequisites:

1. Go to Setup > Company > Setup Tasks > Enable Features

2. In the Items & Inventory subtab, check the following appropriate boxes to enable warranty tracking for the following supported types:

   • Serialized Inventory

   • Lot Tracking

   • Inventory

   • Assembly Items

   Note:

   To let users track warranty for serial and lot numbered items, enable the Advanced Bin/Numbered Inventory feature. To use and display the unit of measure for warranty registration, enable the Multiple Units of Measure feature.

3. To create warranty claims:

   • Customer Support and Service

     Important:

     Bundle installation or update errors are encountered when this feature is not enabled.

   • Return Authorization

     You can register a warranty and create claims even if this feature is disabled. However, you cannot create and process return authorization transactions for the claims.

4. To process claims for refund, repair, and replacement:

   • Sales Orders

   • Advanced Bin/Numbered Inventory Management

     When this feature is disabled, you can only process claims for regular inventory and assembly items. You must enable either the Serialized Inventory or the Lot Tracking feature before you can enable this feature.

   • Work Orders

   • Drop Shipments & Special Orders

To learn more, see Enabling Features.

The following preferences are related to the import of registration details:

• Be sure to enable the following CSV Import Preferences: Run Server Side SuiteScript and Trigger Workflows. For more information and instructions, see Setting CSV Import Preferences.

  Note:

  When these preferences are disabled, the validations for imported registration details are not carried out, which may result in corrupted data during claim processing.

• If you want to update existing registrations, you must include the Internal Id of the records in your import file. You can display the Internal Id column on the Warranty Registration: Results page by enabling the Show Internal Ids preference. For more information, see General Personal Preferences.

If you want to enable automatic warranty registration on invoices created or saved using bulk processing or billing schedules, you must enable the Automatically Register Warranty on Invoice preference. To set the warranty preference:

1. Go to Lists > Warranty and Repairs > Warranty Setup.

2. On the Warranty Setup page, click the Set Warranty Preferences link.

3. On the Warranty Preferences page, click Edit.

4. Check the box for Automatically Register Warranty on Invoice.

5. Click Save.

Important:

Warranty and Repairs Management does not currently support the Advanced Bill of Materials (BOM) feature. Some functions of the SuiteApp may not work as designed when the feature is enabled.

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

For more information about installing SuiteApps, see Installing a Bundle.

Warranty and Repairs Management is a managed SuiteApp and is automatically updated whenever there are upgrades. Issue fixes and enhancements are available after the SuiteApp is updated in your account.

Note:

Warranty and Repairs Management supports the Multi-Language feature. If the feature is enabled in your account, you can choose from the list of system-supported languages to use in your NetSuite user interface. For more information, refer to Configuring Multiple Languages and Choosing a Language for Your NetSuite User Interface.

Roles and Permissions in Warranty and Repairs Management

To set the permissions and enable access to custom warranty records:

1. After installing Warranty and Repairs Management:

   • You cannot provide access to roles from the Customer and Vendor Center where Warranty and Repairs Management is not available.

   • To import registration details, use a role with the Import CSV File permission.

2. Go to Setup > Users/Roles > Manage Roles.

3. Click the Edit or Customize link for the role you want to set up.

4. On the Role page, Forms subtab, click the Custom Record subtab.

5. Enable the following forms:

   Form Type	Form Name	Enabled
   WRM Preference	Standard WRM Preference Form	Yes
   Warranty Registration	Warranty Registration Form	Yes
   WRM Warranty Claim	Standard WRM Warranty Claim Form	Yes

6. On the Permissions subtab, set the minimum required access level for the following custom records, transactions, and lists:

   1. To associate warranty information with an item record:

      Permission	Subtab	Permission Level
      Custom Lists	Setup	View
      Warranty Terms	Custom Record	View

   2. To register a warranty from an invoice:

      Permission	Subtab	Permission Level
      Custom Lists	Setup	View
      Warranty Terms	Custom Record	View
      Warranty Registration	Custom Record	Full
      WRM Preference	Custom Record	View
      WRM Registration Queue	Custom Record	Full

   3. To manually register a warranty:

      Permission	Subtab	Permission Level
      WRM Preference	Custom Record	Full
      Warranty Terms	Custom Record	View

   4. To process a warranty claim:

      Permission	Subtab	Permission Level
      Invoice	Transactions	View
      Cases	Lists	Full
      Items	Lists	View
      Custom Lists	Setup	View
      Warranty Failure Reason	Custom Record	View
      Warranty Registration	Custom Record	View
      WRM Warranty Claim	Custom Record	Full

   5. To process refunds, replacements, and repairs:

      Permission	Subtab	Permission Level
      Credit Memo	Transactions	Full
      Sales Order	Transactions	Full
      Work Order	Transactions	Full
      Custom Lists	Setup	View
      Warranty Registration	Custom Record	View
      WRM Warranty Claim	Custom Record	View
      Return Authorization	Transactions	Full

   6. To delete a warranty registration:

      Permission	Subtab	Permission Level
      Warranty Registration	Custom Record	Full

NetSuite Center views can vary depending on your role. You can view specific pages using the following path:

• Warehouse – Inventory > Warranty and Repairs

• Administrator – Lists > Warranty and Repairs

• Executive or Accounting – Financials > Warranty and Repairs

• Sales – Customers > Warranty and Repairs

• Support – Cases > Warranty and Repairs

Adding Warranty and Repairs Management Fields to Custom Forms

You can use your own custom forms to register warranties and process claims. You have to add or enable the custom warranty fields on your existing forms. The following instructions describe how you can manually set up these fields on your custom form.

To add the fields to custom forms:

1. Go to Customization > Lists, Records, and Fields and then click the field type from the menu. The following table shows the list of custom fields that are created for the forms used in warranty transactions.

   Form	Field Type	Field Label
   Invoice	Transaction Column Fields	Register Warranty View Registration Warranty Terms Original Warranty Expiration
   Case (Warranty Claim)	CRM Fields	Warranty Type Warranty Registration No.
   Inventory Item or Assembly Item	Item Fields	Track Warranty Warranty Terms Warranty Expiration Repaired Item (for Assembly Item only)
   Return Authorization	Transaction Body Fields	Claim Number Replacement SO No.
   	Transaction Column Fields	Claim Item
   Item Receipt or Credit Memo	Transaction Body Fields	Claim Number
   	Transaction Column Fields	Claim Item
   Sales Order	Transaction Body Fields	Claim Number Return Authorization
   	Transaction Column Fields	Claim Item
   Item Fulfillment or Work Order	Transaction Body Fields	Claim Number
   Warranty Registration	Other Custom Fields	Reference Invoice No.
   Warranty Registration	Other Custom Fields	Reference Serial/Lot No.

2. In the list of fields for your selected field type, click the link for the field label or description.

   Important:

   On your custom form, you can add the standard Quantity and Units fields that are used on the Warranty Registration form. If you have the Multiple Units of Measure feature enabled in your account, however, the Units field is not optional on custom forms. The SuiteApp uses the Units column to determine the quantity in the Warranty Registration record so you must add the field.

3. On the specific Field page, click Apply to Forms.

4. On the Apply Custom Field to Forms page, in the Show column, check the box for the forms where you want to enable the field.

5. Click Save.

View your custom forms to verify that warranty fields are displayed and enabled.

Related Topics

Warranty and Repairs Management

Setting Warranty Preferences and Items

Warranty Registration

Warranty Claims

Return Authorization for Warranty Claims

Processing Refund, Repair, and Replacement Claims

General Notices