Manage Warranties on an Asset (Inventory Side Panel)
Every warranty you track lives against a specific serial-tracked stock item — the exact unit that manufacturer, extended, or third-party coverage protects. The fastest way to work on one item’s coverage is straight from its row in Inventory, using the Documents & Warranty side panel. Open it, and you can record a new warranty, review the ones already on file, and remove entries you no longer need — all without navigating away from the asset.
Looking for a bird’s-eye view of coverage across your whole fleet? Use the Warranties Dashboard instead. This page covers the per-item side panel.
Where This Lives
The side panel is part of an asset’s Inventory view, so it sits alongside the individual units (SKUs) of a regular asset.
- Go to Assets and open the asset whose unit you want to work on.
- Switch to its Inventory list — each row is one physical, serial-tracked unit.
- On the unit’s row, click the Documents & Warranty icon (the folder icon in the row’s actions).
The Documents & Warranty side panel slides in from the right. At the top it shows the unit’s SKU and a Total count of everything on file (documents plus warranties).
Warranties and documents share one panel. Warranty records are stored as a special kind of attachment, so they live in the same side panel as an asset’s uploaded files. The filter tabs let you focus on just what you need.
Focus on Warranties
Just under the header are three filter tabs, each with a live count:
| Tab | Shows |
|---|---|
| All | Every document and warranty on the unit |
| Documents | Uploaded files only (invoices, manuals, etc.) |
| Warranties | Warranty records only |
Click Warranties to hide unrelated files and see only the coverage on this unit.
Read an Existing Warranty
Each warranty in the list is shown as a card with a shield icon and the provider name as its title. Around the title you may see:
- A type badge — the warranty type (for example, Manufacturer or Extended).
- A status badge — Active or Expired.
- An Expiring soon pill — appears when the end date is within the next 15 days.
Below the title, a summary line shows the provider, the policy number (if one was entered), and the coverage window as a start-to-end date range.
“Expiring soon” is a visual cue, not an alert. The pill and status badges update on screen, but Rentablez does not send push or email reminders. Check the Warranties Dashboard periodically to catch coverage that is about to lapse.
If a file was attached to the warranty (for example, a scanned policy PDF), the card also shows View and Download icons so you can open or save the document.
Add a Warranty to This Unit
Adding a warranty requires the
assets.writepermission. Without it, the Add button does not appear and the panel is read-only.
Step 1 — Open the warranty form
On the Warranties tab, click Add Warranty. The form opens as New Warranty with the Document Type already set to Warranty, so the warranty fields are ready to fill in.
You can also start from the All or Documents tab: click Add, then set Document Type to Warranty. The warranty fields appear as soon as that type is selected. If your organization does not have a Warranty type yet, type its name in the picker and choose the
+ Add "…"option to create it on the spot.
Step 2 — Attach a file (optional)
Under File (optional), click Choose files if you have a copy of the policy to keep with the record. Warranties do not require a file, so you can skip this.
- Up to 3 files, 5 MB each.
- Accepted types include PDF, DOC/DOCX, XLSX, CSV, TXT, images, and ZIP/RAR.
Step 3 — Fill in the warranty details
In the Warranty details block, complete the fields:
| Field | Required | Notes |
|---|---|---|
| Warranty Type | Yes | Pick from your saved types, or type a new name and choose + Add "…" to create it inline. |
| Provider | Yes | The company backing the coverage (for example, Dell, Apple). |
| Start Date | Yes | When coverage begins. |
| End Date | Yes | When coverage lapses. Must not be earlier than the start date. |
| Coverage Details | No | Free text describing what the policy covers. |
Need the policy or serial number? Click More details to reveal the optional Policy # field.
Step 4 — Save
Click Save. Rentablez confirms with Warranty added successfully, and the new record appears under the Warranties tab.
Creating a new warranty type here reuses it everywhere. A type you add inline via
+ Add "…"is saved to your organization’s warranty-type list, so it is available on every other unit and in Settings. To rename, recolor, or retire a type, see How to Configure Warranty Types?.
Remove a Warranty
Deleting a warranty also requires the
assets.writepermission.
To remove a warranty from this unit, click the trash icon on its card. A confirmation appears — Delete this entry?
Deleting is permanent. If the entry is the only file linked to that warranty, the warranty record itself is removed along with it. Only delete coverage that was entered by mistake or truly no longer applies.
Renewing or Correcting Coverage
The side panel is built for adding, reviewing, and removing warranties on a single unit. Two related tasks are handled elsewhere:
- Renew a warranty (extend its end date and log the renewal cost): the renew action in this side panel is not yet available, so use the Actions menu on the Warranties Dashboard, which offers Renew on any policy that is Expiring Soon or Expired. Full steps are in How to Renew a Warranty?.
- Review past renewals: the running history of a warranty’s renewals — dates, costs, notes, and each old-to-new expiry change — is available from the Warranty Timeline & Renewal History view.