In this module you can review and manage your Warranty letters. A warranty letter records the period for which you guarantee the products you have sold to a partner. The list page gives you one place to reach every warranty letter you have created, search among them, and start the most important actions (create new, close, delete, copy, download, invoicing).
The possible states of a Warranty letter are: Draft, Closed, Cancellation, Cancelled. A Draft can still be edited, a Closed document is final; a Cancellation or Cancelled document is deleted or cancelled and cannot be restored. The restrictions of each state are described in the Frequently asked questions section.
The screenshots were taken from the Hungarian demo interface; the names of buttons and fields appear in your own language setting.
Click Main menu / Sales / Warranty letters / List to see all the warranty letters created so far. Above the table, the buttons on the Actions tab work on the selected warranty letter:
Click the Search tab above the table to see the filter options. Partner company name, Document number and Status (several can be selected at once) are visible immediately. The "Expand" button opens more filters: Document date and Performance date (for a period), Employee, Project, Job number, Department number, Customer comment and Internal comment. Click the Search button to apply the conditions.
When you select a warranty letter in the table, the panel below the list shows its details so you do not have to open it. The tabs of the panel:
With the icon in the top right corner of the panel you can pin or unpin it.
On the Additional functions tab you find extra options related to the selected warranty letter:
If you right-click a warranty letter row, the most common actions (New, Open, Close, Delete, Cloning) are also available from a context menu.
You can quickly check when a product warranty expires: find the partner warranty letter on the Search tab by Partner company name, select the row, and the Items tab of the preview panel immediately shows the Warranty end date — without opening the document.
The columns of the default table and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The unique identifier of the warranty letter (e.g. GAR000015/2026), assigned by the system. | |
| Document date | The date the warranty letter was created. | |
| Performance date | The performance date you entered when creating the warranty letter. | |
| Partner company name | The partner to whom you give the warranty. | |
| Partner contact person | The name of the contact person on the partner side. | |
| Employee | The name of the colleague who recorded the warranty letter. | |
| Status | The current state of the document (Draft, Closed, Cancellation, Cancelled). |
The columns of the Items tab of the preview panel and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Name | The name of the product under warranty. | |
| Item number | The item number of the product, which identifies it in the master data. | |
| Quantity | The quantity of the product under warranty. | |
| Warranty start | The date from which the warranty is valid. | |
| Warranty end | The date until which the warranty is valid (called Warranty expiration on the warranty letter sheet). |
Close is available only for Draft warranty letters. When closed, the document is finalized and its items can no longer be modified. A Draft or Closed document can be deleted, but a deleted or cancelled warranty letter cannot be restored. If you need to correct a closed document, use Cloning to create a new warranty letter in Draft state.
These actions are available only for Closed warranty letters. If the selected document is a Draft, close it first with the Close button. The PDF preview can be opened even before closing.
The preview panel always shows the data of the warranty letter selected in the table. Until you select a row, the panel stays empty — click a warranty letter row and its items appear.
Click the New button, or choose Main menu / Sales / Warranty letters / New. You can read how to fill in the sheet on the Warranty letters sheet help page.
The Warranty letters module appears under Main menu / Sales only if it is assigned to your user. If you cannot see it, ask your system administrator to check the module assignment in your user settings.
Don't want to spend hours searching for a solution? Choose the most efficient way: book a personalized, 45-minute online training session dedicated entirely to you. Whether it's a walkthrough of the basics or a detailed setup of a specific module, our expert colleague will guide you through the whole process, step by step.
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