Generating a Warranty Registration
You can generate a warranty registration during invoice creation or by updating an existing invoice. Each item on the invoice can be registered for a warranty when the following conditions have been met:
You can create a warranty registration when you create or update an invoice. Each item on the invoice can be registered for a warranty if these conditions are met:
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Warranty tracking is turned on for the item record. For more information, see Setting Up Warranty Information on the Item Record.
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The item is a supported item type and there’s quantity available. For more info, see Warranty and Repairs Management Limitations.
See the following topics for information about managing invoices and autogenerated registration records:
To generate a warranty registration:
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To access a new or existing invoice record, do one of the following:
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For a new invoice, go to Transactions > Sales > Create Invoices.
To learn how to enter general invoice details, see Creating an Invoice.
Important:If Class, Department, or Location features are enabled, make sure their fields are set up correctly. You can’t edit these fields on the autogenerated registration record.
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To update an existing invoice, go to Transactions > Sales > Create Invoices > List, then click Edit next to the invoice.
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On the Invoice page, under the Items subtab, select the warranty item from the Item column list.
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For each warranty item, select values for the following columns:
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Quantity – Enter the total number of items on this invoice.
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Units – Select the sales unit for the quantity if Multiple Units of Measure feature is enabled.
For serial and lot numbered items, the registration record uses the base item unit.
To register items with different serial or lot numbers, select the base unit. Then, set the quantity for each number in the Inventory Detail, or add a separate line item for each serial or lot number.
To learn more, see Best Practices for Updating Invoices with Warranty Records.
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Inventory Detail – Click the Inventory Details icon to register serial or lot numbered items.
In the Inventory Details window, select the serial or lot numbers, then set the quantity for each. For more information, see Basic Inventory Management.
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Ship To – Review and edit the shipping address.
This column shows up only if the Multiple Shipping Routes feature is enabled and the Enable Item Line Shipping box is checked on the transaction.
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Register Warranty – Check this box.
If you turned on the Automatically Register Warranty on Invoice preference, the box is checked even for invoices generated from other transactions. You can update the Register Warranty setting before creating the registration.
The Automatically Register Warranty on Invoice preference doesn’t support invoices created from an opportunity. If this happens, open the invoice and manually check the Register Warranty box. For more information about the preference, see Setting Warranty Preferences.
Note:When you create an invoice, you can show or hide the Warranty Registration List subtab using this column. If you leave this box clear for all line items, the Warranty Registration List subtab won’t appear after saving.
If at least one item has the Register Warranty column checked, the subtab will show up on the invoice when you save it.
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Warranty Terms – (Optional) To replace the default term, select a term from the column.
If you’re an Administrator and want to create a new term, select New from the list.
Note:If you change a Fixed or Calculated term, the Original Warranty Expiration date is removed. You can reset the date by switching back to the default term on the item record.
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Original Warranty Expiration – (Optional) To change the default warranty expiration for fixed terms, enter the new date or use the Calendar icon.
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Click Add to save the new or updated line items.
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On the Shipping subtab, you can review or edit the shipping address based on your account setup:
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If you the Enable Item Line Shipping is checked, you can only review the address for each line item in this subtab. For more information about this feature, see Multiple Shipping Routes.
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On the autogenerated registration, the Ship To Address value comes from the Ship To field here or from the line item in the Items subtab.
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Click Save.
When you save the invoice, warranty records are generated automatically. A scheduled script handles this, so may not see the records right away.
On the invoice, click the Warranty Registration List subtab to see all generated registration records. Only active registration records show up in the list. To open a record, click the View Registration link. If you need to enter registration numbers manually, edit the record to add your own registration number.
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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