How to. Add & Use Service Warranties

Transcription

1 How to. Add & Use Service Warranties Service Warranty Guarantee on work performed by a service provider. A facilities management group, for example, might have a warranty stating that any work they do is guaranteed for thirty days. If the item worked on breaks down within thirty days of the provider doing work on it, the provider will make repairs free of charge. Process Overview The process for creating and implementing warranties is as follows: 1. Activate the Warranty module and assign warranty permissions. The first is handled by your account representative; the second by your system administrator. 2. Create your organizations. 3. Add users to your organizations. 4. Create warranties for your organizations. 5. Add warranties to assets or work orders, and set a covering warranty for a work order. Create an Organization Organizations are the entities connected with warranties. If you are using warranties, you must first create organizations, then create the warranties for each organization and add users. To create an organization, do the following: 1. Click the User tab. 2. Select Organizations from the drop-down list that appears. The Organization Search screen opens.

2 3. Click the Add New button. The Organization screen opens. 4. Enter a name for the organization in the Name field. This is the only required field. 5. You have the option of adding appropriate contact information related to the organization. After you have added users, the drop-down lists for Primary and Secondary contact are populated with the names of those users. You can select the appropriate contacts from those lists. 6. When you have finished, click Save. You can now create warranties for this organization. Add a User to an Organization A user must belong to an organization in order to work with warranties. Each user can belong to only one organization and is able to access only the warranties associated with that organization To add a user to an organization, do the following: 1. Click the User tab. 2. Select the Manage Users option from the drop-down list that appears. The Users screen opens.

3 3. Use the filter drop-down list in the top-right of the screen to filter the search based on the site, team, or portfolio to which the user belongs. 4. Click the "Show All Users" link or use the search fields to search for the user. 5. In the results field, double-click the name of the user you want to add to an organization. The User details screen opens. 6. In the Status Information region, click the down arrow on the right side of the Organization field. 7. In the drop-down list that appears, select the organization you want to associate the user with. 8. Click Save. Create a Warranty 1. Click the User tab. 2. Click the Organizations option from the drop-down list that appears. The Organization Search page opens. 3. Click the "Show All Organizations" link or use the search features to focus your search. 4. Double-click the organization you want to create the warranty for.

4 The Organization details page opens. 5. Choose Warranties from the tools drop-down list near the bottom of the page. 6. Click the Add Warranty button that appears in the Warranties row. The Warranty Template Settings screen opens. 7. Enter a name for this warranty template in the Name field. 8. Add at least one coverage type by choosing from the Coverage drop-down list. The following options are available: o Labor

5 o Materials o Miscellaneous o Services o Spot Purchases o Other 9. As you select each coverage type, a line item appears in the field below. For each coverage type, specify the duration of coverage in the first field and then choose a coverage term from the drop-down list. For example, for Labor enter 30 in the first field, and choose Day from the list if labor is to be covered for 30 days under this warranty. 10. Type any pertinent information about the warranty in the text-entry field below the Coverage section. 11. If you want the warranty to automatically apply to all of the organization's assets of a given type, select the asset type or types by selecting any or all of the check boxes at the bottom of the screen: o Equipment o Regular Asset o Service/Utility 12. Click OK when you are done. The warranty is then added to the organization's record in the system. Add a Warranty to an Asset You can attach warranties to assets so that the warranty coverage is always apparent when the asset is included in a work order. You can either add an existing warranty template or create a warranty specifically for an asset. This second kind of warranty is known as an ad hoc warranty. Add an Existing Warranty to an Asset To add an existing warranty template to an asset, do the following: 1. Click the Assets tab. 2. Select the Asset Builder option from the drop-down list that appears. The Asset Details page opens. 3. In the Items column, double-click an item to drill down to the specific asset you want to add a warranty to. 4. When you reach the asset name, click once to select it.

6 5. In the right column, select Warranty from the Attributes drop-down list. 6. Click the Add Warranty button that appears in the Attributes row. 7. Choose the "From Template" option from the drop-down list that appears. The Warranty Template Search screen pops up. 8. Click the "Show All Warranty Templates" or use the search fields to narrow your search. 9. Select the warranty template you want to add. 10. Click OK. The Warranty Details popup screen appears. 11. Edit the Start Date, Contact, and Contact At fields, and then click Apply to save your changes. 12. Click OK to return to the Asset Details page where the warranty is added to the asset.

7 Add an Ad Hoc Warranty to an Asset To create an ad-hoc warranty specifically for an asset, do the following: 1. Click the Assets tab and select the Asset Builder option from the drop-down list that appears. The Asset Details page opens. In the Items column, double-click an item to drill down to the specific asset you want to add a warranty to. 2. When you reach the asset name, click once to select it. In the right column, select Warranty from the Attributes drop-down list. 3. Click the Add Warranty button that appears in the Attributes row. Choose the "Ad Hoc" option from the drop-down list that appears. The New Blank Warranty popup screen appears.

8 4. Enter a name in the Description field. 5. Select a warrantor from the drop-down list. Enter a contact and contact address or phone number. 6. (Optional) Enter any additional information about the warranty. 7. Enter a start date. 8. Add at least one coverage type by choosing from the Coverage drop-down list. The following options are available: o Labor o Materials o Miscellaneous o Services o Spot Purchases o Other 14. As you select each coverage type, a line item appears in the field below. For each coverage type, specify the duration of coverage in the first field and then choose a coverage term from the drop-down list. For example, for Labor enter 30 in the first field, and choose Day from the list if labor is to be covered for 30 days under this warranty. 15. When you are done defining the terms of the warranty, click Apply to make it active. Click OK to return to the Asset Details page where the warranty is now added to the asset.

9 Add a Warranty to an Asset in a Work Order To add a warranty to an asset in a work order, do the following: 1. Open the work order to which you want to add an asset warranty. 2. Access the Item Asset screen by clicking the A link to the left of the Asset field on the work order. The Item Assets screen pops up. 3. In the Item Assets column, select the asset you want to add a warranty to. 4. If the Warranties field is not already displayed on the right side of the screen, click the Warranties icon to bring it up. 5. Click the Add Warranty button. 6. From the drop-down list that appears, select either "From Template" or "Ad Hoc." From this step onward, the procedure is the same as that outlined in the topic, Add a Warranty to an Asset. Refer to that topic for detailed instructions on how to add a warranty using both of these methods.