Warranty

Warranty keeps a record of which items you sold are still covered, and of every claim a customer makes. It never changes your stock or your accounts. Registering a claim, sending an item to a supplier, closing a claim and printing a slip all post nothing.

Where

Sales › Warranty. Cashiers use the Warranty button at the till

Number

Claims start with WC-, for example WC-3F9A2B7C41D8

Posts to

Nothing. No journal entry, no stock movement, no payment

Who

Admins, managers and cashiers. Some actions need a manager

What it’s for

• Check whether a sold item is still under warranty. Each record shows the dates and how many units can still be claimed.
• Register a claim when a customer brings back a faulty item, and print the job card they sign.
• Follow the item as it goes to the supplier, comes back, and is handed to the customer. Each step has its own signed slip.
• Register a warranty for an older sale, or for an item the customer did not buy from you.
• Warranty is a service record. If you replace the item or refund the customer, you still record that in stock and sales. The screen shows you where.

How coverage is made

You do not usually create coverage by hand. When a till sale, an invoice (made without a delivery) or a delivery is posted, the app makes a coverage record for each item that has Warranty settings. It records the customer, the quantity and the dates. The warranty starts on the sale date.

• Warranty settings are on the product’s own page: a Duration in days or months, and optional Terms. Leave the duration blank to switch off automatic coverage.
• A coverage record keeps the terms and dates it was made with. Changing the product’s settings later affects only new sales.
• A 1-month warranty on an item sold on 23 September 2026 ends on 22 October 2026. A 30-day warranty from the same day ends on the same date.
• If the same day does not exist in the later month, the warranty ends on the last day of that month. A 1-month warranty from 31 January 2026 ends on 28 February 2026.
• When a sale is returned, the coverage shows fewer units as Available. The record itself does not change.
• An invoice made from a delivery does not make a second coverage record. The delivery already made it.

Fields

A claim

You see these fields when you press Register claim on a coverage record, or Edit on a claim.

Field	What it means	What it changes
Customer	Starts as the customer on the coverage	Printed on every slip
Contact (optional)	The customer’s mobile number	Printed as Mobile on the slips
Quantity	How many units are being claimed. Starts at 1	A quantity above what is still Available needs a manager’s reason
Date received	The day the shop took the item in. Starts at today	Printed on the job card. An earlier date needs a manager’s reason. It cannot be in the future
Serial number (optional)	The item’s own serial number	Printed on every slip
Problem	What is wrong. At least 2 characters	Printed as Fault
Condition (optional)	The state the item was in when you took it in	Printed
Claim status	Open, With supplier, Ready, Closed or Cancelled	Decides which of the fields below you see
Supplier holding the item	Shown when the status is With supplier	Printed on the slips
Date sent to supplier	Starts at today when you choose With supplier	Needed for the Sent to supplier slip
Supplier reference (RMA, optional)	The number the supplier gave you	Printed on the slips
Handed over by (sent)	Who in your shop gave the item to the supplier	Printed
Date received back	Starts at today when you choose Ready for an item that was sent. Needs a sent date first	Needed for the Received from supplier slip
Received by (back)	Who in your shop took the item back from the supplier	Printed
Supplier’s note (optional)	What the supplier says they did	Printed on the Received from supplier slip
Date delivered to customer	The day the customer got the item	Needed for the Delivered to customer slip
Handed over by (delivered)	Who in your shop gave it to the customer	Printed
Collected by, if not the customer (optional)	The person who collected it	Printed
Recorded outcome	When closing: Repaired, Replaced, Refund recorded elsewhere or Rejected	Decides what the screen tells you to do next
Resolution note	When closing: how the claim was resolved	Kept on the claim. It is not printed on the customer’s slip
Manager reason	Appears when the claim needs a manager’s approval	Kept with the claim
Notes (optional)	Anything else	Printed

The sent, back and delivered boxes appear as the claim reaches each step. A box also appears when it already holds something.

An older warranty

Press Register older warranty when you have the original receipt but no coverage record. Managers and admins only.

Field	What it means	What it changes
Product	The item’s name	Printed
SKU (optional)	The item’s code	Printed
Customer (optional)	The customer’s name	Printed
Original receipt or evidence reference	The old receipt or invoice number	Printed on the warranty card
Quantity	How many units	The most that can be claimed without a manager’s reason
Date evidence	Dates verified from evidence or Dates unknown	With unknown dates every claim needs a manager’s reason
Warranty starts, Warranty expires	The dates on the evidence	Decide whether a claim is inside the warranty
Evidence note	What you checked, for example the paper receipt	Kept with the record
Terms (optional)	The warranty terms	Printed

A walk-in item

Press Walk-in item for an item the customer brings in that you did not sell. Managers and admins only. One save makes the record and the claim together, dated today.

Field	What it means	What it changes
Product	What the customer brought	Printed
Quantity	How many	Printed
Customer name, Customer mobile	Who brought it	Printed
Serial number	The item’s serial number	Printed
Fault	What is wrong	Printed
Condition	The state of the item	Printed

The record is marked Dates unknown with the note that the item was not bought from this shop. After saving, use Edit to move it through the steps.

Warranty settings on a product

Field	What it means	What it changes
Duration	A whole number. Leave it blank for no automatic coverage	The end date of new coverage records
Unit	Days or Months	Same
Terms (optional)	The warranty terms. Up to 4,000 characters	Printed on new warranty cards

Buttons

Nothing on this screen posts to your accounts.

Button	When you see it	What happens	Accounts
Register older warranty	Top of the screen, managers and admins	Opens the older warranty form	No change
Walk-in item	Top of the screen, managers and admins	Opens the walk-in form	No change
Open	On a coverage record or a claim in the lists	Shows its details	No change
Show all warranties	After you came from a sale or invoice	Removes the filter and lists everything	No change
Register claim	On a coverage record	Opens the claim form	No change
Open WC-…	On a coverage record that has claims	Shows that claim and its history	No change
Print…	On a coverage record	Shows the warranty card to print	No change
Edit	On a claim	Opens the claim form with the saved details	No change
Close claim	On a claim that is not closed	Opens the form with the status set to Closed	No change
Cancel claim	On a claim that is not cancelled	Opens the form with the status set to Cancelled	No change
Save claim or Register claim	In the claim form	Saves the claim and adds a line to its history	No change
Print slip	On a claim	Lists the four slips. Choose one to print	No change
Take the replacement out of stock	After closing a claim as Replaced	Opens a stock adjustment with the item, quantity and reason filled in. You review and save it there	No change here
Start a credit note for this invoice, Open the delivery to record the return, Open the sale to record the return	After closing a claim as Refund recorded elsewhere	Opens the screen where you record the return or refund	No change here

A cashier who has only the till sees this screen on its own, with Back to point of sale at the top.

Statuses you will see on a claim: Open (the item is in the shop), With supplier, Ready (the item is ready for the customer), Closed (finished, with an outcome) and Cancelled. A coverage record shows Dates recorded or Dates unknown. Dates appear as year-month-day, for example 2026-02-04.

What gets posted

Nothing. A warranty record, a claim and its hand-over steps are a service record. They never write a journal entry, move stock or take a payment. The history on each claim lists who did what and when.

What closing a claim does not do

When you close a claim as Replaced or Refund recorded elsewhere, the screen shows a box that tells you what is still to do. Closing the claim changes no stock and no money.

Outcome	What the screen tells you	What to do
Replaced	You gave the customer a replacement, but closing the claim does not take it out of your stock. Record a stock adjustment so the quantity in stock is right.	Use Take the replacement out of stock
Refund recorded elsewhere	Closing the claim does not give the customer their money back or take the item back into stock. Record the return or refund on the original sale so both are put right.	Use the button for the kind of sale the warranty came from
Repaired, Rejected	Nothing	Nothing

If you may not adjust stock or record returns, the box tells you to ask someone who can. For an older warranty or a walk-in item there is no sale to open or item to adjust, so no button appears.

The journey of a damaged item

A faulty item changes hands up to four times. Each time, Print slip gives you a signed slip with what you recorded. A slip is available only when its step has been recorded.

Slip	You must have recorded	Copies printed	Signature lines
Received from customer (title SERVICE JOB CARD)	Nothing more than the claim	Customer copy, Workshop copy	Customer, Received by
Sent to supplier (ITEM SENT TO SUPPLIER)	Date sent to supplier, and who handed it over	Supplier copy, Shop copy	Handed over by, Received by
Received from supplier (ITEM RECEIVED FROM SUPPLIER)	Date received back, and who received it	Shop copy	Handed over by, Received by
Delivered to customer (ITEM DELIVERED TO CUSTOMER)	Date delivered to customer, and who handed it over	Customer copy, Shop copy	Handed over by, Received by

Every slip shows the shop’s details, the claim number, the customer and mobile, the product, SKU, serial number and quantity, the fault, the condition and the notes. Each slip adds the facts of its own step:

• The job card adds the date received and the claim status.
• The sent slip adds the supplier, date sent, supplier reference and who handed it over.
• The received slip adds the supplier, the dates sent and received back, who received it, and the supplier’s note.
• The delivered slip adds the date delivered, who handed it over, and who collected it. It does not show the outcome or the resolution note.

A slip you cannot print yet shows what to record first, for example Record the date sent first (Edit the claim).

The warranty card (Print… on a coverage record) shows the shop’s details, the document number, the receipt or evidence, the coverage dates, the product, the quantity recorded, returned and available, the terms, and Please keep this with your purchase receipt. with a signature line for you and the customer.

Where it shows up

Place	What changes
Sales › Warranty	New coverage appears in the list of coverage at the top. Claims appear in the Claims register, which you can filter by Claim status
An invoice or till bill › More › Warranty	Opens this screen showing only the records for that sale. Show all warranties removes the filter
A returned sale	The coverage shows fewer units as Available
Stock, accounts, VAT, customer balances and reports	Nothing. Warranty never appears in them

The search box finds records by product, customer, receipt or claim.

What the app blocks

Most checks happen before anything is saved, so a refused action leaves no half-finished records.

The claim

Situation	What you see
No problem described	Describe the problem.
Quantity of 0	Enter a quantity greater than zero.
Closing without an outcome	Select the outcome before closing the claim.
Closing without a note	Add a short note describing how the claim was resolved.
Status With supplier but no supplier	Enter the supplier holding the item.
Date received in the future	The claim date cannot be after today in the company time zone.
Someone else changed the claim	This warranty record changed. Reload it before saving.
Any field wrong	Correct the highlighted claim details.

The steps of the journey

Situation	What you see
Sent to supplier, no date	Enter the date the item was sent to the supplier.
Sent, no name	Enter who handed the item to the supplier.
Status With supplier without the sent facts	Enter the date sent and who handed the item over before the claim goes to the supplier.
Received back, no date	Enter the date the item came back from the supplier.
Received back, no name	Enter who received the item from the supplier.
Received back, but never sent	Record when the item was sent to the supplier before recording that it came back.
Status Ready while the item is at the supplier	The item was sent to the supplier. Record when it came back before marking the claim ready.
Delivered, no date	Enter the date the item was delivered to the customer.
Delivered, no name	Enter who handed the item to the customer.
Delivered while the item is at the supplier	The item is still with the supplier. Record when it came back before delivering it.
A step dated in the future	The date sent cannot be after today.
Sent before the shop took the item in	The date sent cannot be before the day the shop took the item in.
Received back before it was sent	The date received back cannot be before the date sent.
Delivered before the shop took the item in or got it back	The date delivered cannot be before the day the shop took the item in or got it back.
Taking away a date already recorded	The date sent is already recorded. Correct it; it cannot be removed.

The same wording applies to received back and delivered in place of sent.

A manager’s approval

Situation	What you see
A cashier tries a claim outside the coverage, a backdated claim, a reopening, or a correction on a closed claim	Ask a manager to review this claim and record the reason.
A cashier picks an earlier Date received	You don’t have permission to record a backdated claim.
A manager leaves the reason empty	Add the manager reason for this exception.
A claim outside the coverage saved without a reason	Explain why this claim is allowed outside available coverage.
A backdated claim saved without a reason	Explain why this backdated claim should be accepted.
A closed claim given another status, without a reason	Explain why this closed claim needs another status change.
A recorded step of a closed claim corrected without a reason	Explain why a hand-over detail of this closed claim is being corrected.

Older warranty, walk-in item and product settings

Situation	What you see
No product name	Enter the product name.
No receipt or evidence reference	Enter the original receipt or evidence reference.
Dates verified but no start date	Enter the verified warranty start date.
Dates verified but no expiry date	Enter the verified expiry date.
Expiry before the start	Expiry cannot be before the warranty start date.
No evidence note	Explain the evidence used to register this warranty.
Walk-in: the item could not be registered	The item could not be registered. ‹reason› Your entries are still here; try again.
Walk-in: the item saved but the claim did not	The item is registered but its claim was not saved. ‹reason› Your entries are still here; press Save again to finish. Pressing Save again finishes the claim and does not register the item twice
Product duration is not a whole number above 0	Enter a whole number greater than zero, or leave it blank.
More than 1,200 months	Enter 1,200 months or fewer.
Terms longer than 4,000 characters	Keep warranty terms within 4,000 characters.

Warnings that do not stop you

• Coverage that needs a manager. If the coverage has expired, has unknown dates, or has no units left, the record says: This coverage needs a manager reason before an exception claim can be recorded. You can still review or print this record.
• What was saved. After saving, the screen says Claim record saved. This did not change stock or money. for a claim, Warranty record saved. for an older warranty, and Walk-in item saved. This did not change stock or money. for a walk-in item.

Who can do it

Action	Admin	Manager	Cashier
Look up coverage, register and edit a claim, close or cancel an ordinary claim	Yes	Yes	Yes
Print the warranty card and the slips	Yes	Yes	Yes
A claim outside the coverage, or dated before today	Yes, with a reason	Yes, with a reason	No
Reopen a closed or cancelled claim, or correct a recorded step on a closed claim	Yes, with a reason	Yes, with a reason	No
Register an older warranty, or a walk-in item	Yes	Yes	No
Change a product’s warranty settings	Yes	Yes	No

A cashier reaches this screen from the Warranty button at the till. A person who has a back office but cannot see invoices sees only Warranty under Sales. These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access.

Fixing a mistake

1. A detail on the claim is wrong. Press Edit, correct it and save. The history keeps the change. A date received before today needs a manager and a reason.
2. The status is wrong. Press Edit and change the status. Moving a closed or cancelled claim to another status needs a manager and a reason.
3. A hand-over date or name is wrong. Press Edit and correct it. A recorded date can be corrected but not removed, because the slip is proof. On a closed claim, correcting a recorded step needs a manager and a reason. Recording a step for the first time on a closed claim, for example when the customer collects the item later, needs no manager.
4. The claim is on the wrong coverage. A claim cannot move to another coverage. Press Cancel claim, then register a new claim on the right coverage.
5. The sale was wrong. Correct the sale itself. The coverage and its claims stay as they were, so check them, then register a replacement warranty if you need one.
6. You replaced the item or refunded the customer. Follow the box that appears when you close the claim. See What closing a claim does not do.
7. The product’s warranty settings were wrong. Change them on the product. They apply only to sales made afterwards.