On this sheet you create a new warranty letter, or open and edit one you created earlier. The header of the sheet holds the partner and the dates, while on the Items tab you enter the products you give a warranty on, together with the start and the expiration of the warranty.
The possible states of a warranty letter are: Draft, Closed, Cancellation, Cancelled. A newly created document starts as a Draft and can be edited in this state. 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 the language you have set.
Click Main menu / Sales / Warranty letters / New, or the New button on the list page. In the header of the sheet the Document number, the Document date and the Status are filled in by the system and cannot be changed (the document number appears after saving). You need to enter the Performance date and the Partner company name; Partner contact person, Partner address and Employee are optional.
On the Items tab you manage the warranty products. The buttons of the tab are: New (add a new product to the document), Open (edit the selected item) and Delete (remove the selected item). The New button opens a separate window where you can enter:
With the Add button the item is added to the document, with Close you close the window without adding. At least one item must be on the document before you can save it.
Besides the items, you can complete the document on further tabs:
At the top of the sheet, the Actions tab holds the buttons of the document:
On the Additional functions tab you find Sent items, New email, New product, New partner, New task and Partner card; on the View and layout tab you can adjust how the page looks. With the CRM link at the partner name you can jump to the partner CRM sheet.
If you give the same warranty period on several products, after adding the first item record the document with Save before closing, then add the other products with New on the Items tab. Before closing, use PDF preview to check what the printed warranty letter will look like.
The fields of the sheet header and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The unique identifier of the document, assigned by the system when saving. Not editable. | |
| Document date | The date the document was created, filled in by the system. Not editable. | |
| Performance date | The performance date; you can pick it from the calendar. | |
| Status | The current state of the document (Draft, Closed, Cancellation, Cancelled). Not editable. | |
| Partner company name | The partner you give the warranty to; choose it from the partner list, or add a new one with New partner. | |
| Partner contact person | The name of the contact person on the partner side. | |
| Partner address | The address of the partner. | |
| Employee | The name of the colleague who created the document. |
The fields of the item window and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Item number | The item number of the product, by which it can be identified in the master data. | |
| Quantity | The quantity of the warranty product. | |
| Name | The name of the warranty product. | |
| Warranty start | The date from which the warranty is valid. | |
| Warranty expiration | The date until which the warranty is valid. | |
| Comment | A free-text note for the item. |
To save, at least one item must be on the document, and you must fill in the required fields: the Performance date and the Partner company name. For an item, Name, Warranty start and Warranty expiration are required. An error message appears below the missing field.
The sheet is editable only for a document in the Draft state. A Closed, Cancellation or Cancelled document is final. If you need to correct a closed document, create a new draft from it with the Cloning button on the list page.
Close is available only for a document in the Draft state. Delete can be used for a Draft and a Closed document, but a deleted or cancelled document cannot be restored. Invoicing, Delivery note, Worksheets, Send email, and the PDF and CSV downloads can be chosen only for a Closed document; the PDF preview and the XLSX download also work from a draft.
Under Main menu / Sales / Warranty letters / List. You can read about searching and the list actions on the help page Warranty letters list.
The Warranty letters module appears under Main menu / Sales only if it is assigned to your user. If you cannot see it, ask the 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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