Warranty Management Overview

Every serial-tracked piece of gear you own may carry a manufacturer, extended, or third-party warranty. Warranty Management keeps those policies in one place so you always know what is still covered, what is about to lapse, and what has already expired — before a repair bill lands on your desk. For example, when you buy three Hyundai Cretas, you record the manufacturer’s warranty on each car, get a heads-up on the dashboard and by email 15 days before any of them ends, and renew it with the new expiry date and cost.

How to add, track, renew and edit warranties — and set up warranty types

Why Track Warranties?

  • Cost savings — claim free repairs on gear that is still under coverage instead of paying out of pocket.
  • Fewer surprises — get warned before policies end so you can renew in time.
  • Asset lifecycle decisions — know a unit’s remaining coverage when deciding whether to repair or retire it.
  • Clean records — keep provider names, policy numbers, coverage terms and the policy documents together.

How It Works

Warranties attach to individual stock units (SKUs), not to a product in general — so each physical unit keeps its own policy, dates and documents. A unit can hold more than one warranty (for example, a manufacturer policy plus an extended one).

Field What it holds
Warranty Type The category — e.g. Manufacturer’s warranty, Powertrain warranty.
Provider Name Who honours the coverage (e.g. the manufacturer or an insurer).
Policy Number The provider’s reference for the policy.
Start Date / End Date The coverage window.
Coverage Details Free-text terms, inclusions and exclusions.
Attachments The policy document — up to 3 files, 5 MB each.

Warranty types are set up once in Settings → Inventory Setup → Warranty Types, and you can also create one on the fly while adding a warranty. See How to Configure Warranty Types?.

Warranty Status

Status Meaning
Active The policy is in effect and not near its end date.
Expiring Soon Still active, but the end date is within the next 15 days.
Expired The end date has passed.

Expiry Alerts

You don’t have to remember to check:

  • Dashboard — the items need attention bar on the home dashboard shows a Warranties expiring count.
  • Notifications — the bell menu lists Warranties expiring (warranties ending in the next 15 days) under Coming up.
  • Email — a daily Document Expiry email lists stock documents and warranties expiring within 15 days. Each warranty is reminded once; renewing it with a new end date re-arms the reminder. It’s on by default and can be switched off in Settings → Team Alerts.

Two Places to Work with Warranties

1. The Warranties List

Open Assets → Warranties (under Quality & Checks). Warranties are grouped by asset — each row shows how many SKUs and warranties it covers, and expands to list every warranty with its SKU / Serial, Type, Provider, Expiry, Status and attached Docs. From here you can filter by All, Active, Expiring Soon or Expired, Add Warranty for any unit, and Edit or Renew a warranty from its row menu.

See Using the Warranties List.

2. The Unit’s Documents Panel

Open an asset from Assets → Inventory and click the folder icon on a SKU row. The Documents panel shows every document and warranty on that unit, and lets you add, renew, edit, download and delete them.

See Manage Warranties on an Asset.

Permissions & Access

  • Opening the Warranties list needs assets.read or warranties.read.
  • Editing and deleting warranties in a unit’s Documents panel needs assets.write.
  • Managing Warranty Types in Settings needs settings.write.

Getting Started

  1. Set up your Warranty Types.
  2. Add a warranty to your high-value units.
  3. Watch the Warranties expiring alerts and renew policies before they lapse.