Configuring Warranty Policies

Owned by Persia Xenopoulou (Deactivated)
Last updated: Jul 17, 2017 by Former user (Deleted)
4 min read

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Navigating to Warranty Policies

FOUNDATION > WARRANTY POLICIES > SET UP WARRANTY POLICIES

What are Warranty Policies?

A Warranty Policy defines how Physical Goods bought by customers can be replaced, within a specific period after the purchase. 

Multiple Warranty Policies can be set up in the System.  The most appropriate one will be automatically applied at the time of Sale or Swap provided the conditions defined in the Policy are met, and the Policy has an 'Effective' Life Cycle State. The Life Cycle State can be changed between 'Effective' and 'Not Effective' using the dedicated action. 

  • Navigate to Warranty Policies and explore existing entries via the Summary page.  
  • Click on the link (Name or Number) of the entry of your interest to enter the Data Entry page and see more detail. 
  • Use the Actions Menu to create a NEW Warranty Policy, modify (EDIT) or DELETE  an existing one.  
  • Use the BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Warranty Policies.
  • Click on the Audit Trail button to view a log of changes performed on the displayed Warranty Policies. 

Check the Validations & Restrictions Table below for a list of available Actions when working with Warranty Policies, including each Action's related validations and restrictions.  View the Attributes Table for a comprehensive description of the Warranty Policies fields.

SETTING UP WARRANTY POLICIES

Validations & Restrictions

ActionValidationsRestrictions
General
  • Multiple Warranty Policies definitions can exist in the System, but each one should have a unique Name and Alternative Code.
  • Only one 'Active' Warranty Policy definition can exist at any given time.
  • A Warranty cannot be provided if no 'Active' Warranty Policies definition exist.
Create
  • Mandatory Fields must be defined.
  • Name and Alternative Code must be unique.
  • Not Applicable
Edit
  • Mandatory Fields must be defined.
  • Name and Alternative Code must be unique.
  • Warranty Policies can be edited if:
    • The Warranty Policy is 'Not Effective'.
    • The Warranty Policy is 'Effective' but not provided to any Physical Goods.
    • The Warranty Policy was provided to Physical Goods that are all out of Warranty.

  • Warranty Policies which are 'Effective' and are already provided to Physical Goods under coverage have the following restrictions:
    • Cannot be set to 'Not Effective'.
    • Cannot have their duration changed.
    • Products under coverage by the specific Warranty Policy cannot be removed.
    • Warranty Policy Coverage Reasons cannot be removed if they are already used by Jobs or Service Requests which are not 'completed' or 'cancelled'.
  • New products can be added without restrictions.
     
  • The validity period of the Warranty can change without restrictions.
Delete
  • Not Applicable

Warranty Policies can be deleted if:

  • The Warranty Policy is 'Not Effective'.
  • The Warranty Policy is 'Effective' but not provided to any Physical Goods.
  • The Warranty Policy provided to Physical Goods has expired.

 

 Attributes

An * indicates a field is mandatory.

 

Name

Description

NumberThe Warranty Policy number.
Main Information
Name*The Warranty Policy name - It is used to identify the Warranty Policy applied on Physical Goods.

Alternative Code*

The Warranty Policy alternative code. Unless otherwise specified, the Alternative Codes for new entries default to the Name initials in capital letters.
Life Cycle State

The Life Cycle State of the Warranty Policy which can be:

  • 'Effective'
  • 'Not Effective'

Only 'Effective' Warranty Policies can be applied on Physical Goods.

Company Responsibilities

Describes the obligation of the retailer regarding the coverage of the Physical Goods by the Warranty Policy.

Customer ResponsibilitiesDescribes the obligation of the customer regarding the coverage of the Physical Goods by the Warranty Policy.
Duration*

Determines the period during which the Warranty Policy covers the Physical Goods, and can be configured in:

  • Days
  • Weeks
  • Months 
  • Years
DescriptionA description of the Warranty Policy.
Validity
Validity*

The period during which the Warranty Policy covers Physical Goods and is defined by an Effective and an Expiration Date.
Providing an Effective Date is always mandatory, while the Expiration Date can be left empty if the Validity period is open-ended.

The Validity period is used to determine which Warranty Policy should be applied on Physical Goods when more than one Policy is applicable. The Warranty Policy with the most recent Valid From Date is applied and has priority over Always Valid Policies.

Coverage for Physical Goods
Physical Goods Covered*

The Physical Goods that can be covered by the Warranty Policy. Specific Products, Products Types, Product Brands, or Product Families can be defined. Each Warranty Policy must include at least one of the aforementioned Product categories

Only traceable Physical Goods can be specified.

Allowed Coverage Reasons
Coverage Reasoning *

Reasons listed when replacing a Physical Good which is covered by a Warranty Policy.
Each Coverage Reason also indicates whether or not the replaced Physical Good will be covered by the Warranty Policy. (i.e. replaced for free or replaced with charge)

  • If Provides Coverage is checked then the item can be swapped free of charge.
  • If Provides Coverage is not checked then the new swapped item will be charged. i.e. the customer will have to pay for it.)

For each Reason, the Warranty Policy following the replacement must be selected. The available options are:

  • Replacement Under Coverage Policy*
    • Carry Over Remaining Duration: The remaining Warranty Policy of the replaced Physical Good is transferred to the new Physical Good.
    • Apply New Warranty: The replacement Physical Good will be assigned a new Warranty Policy, provided one is available.
    • No Warranty: The new Physical Good cannot be assigned a Warranty Policy.

At least one Coverage Reason must be specified per Warranty Policy. 

Allowed Organisational Units
Allowed Organisational UnitsThe Organisational Units to which the User that sells or swaps the Physical Good should belong to for the Warranty Policy to be applied on the Physical Good.
Attachments

Attachments

The attachments associated with the Warranty Policy.

Log Information

Log Details

The standard set of Log Details information available in all entities.

View Understanding Warranty Policies for business examples related to Coverage Reasons.

Related Areas

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