Warranty Check
Instant device warranty lookup engine — technicians verify coverage before starting any repair job.
Overview
Warranty Check is a field technician tool that provides instant lookup of device warranty status by serial number. Before beginning a repair, technicians confirm whether the device is under manufacturer warranty, extended warranty, or out of warranty. This prevents billable work from being performed on in-warranty devices and ensures customers are directed to the correct service path.
By centralising warranty records in one searchable registry, Warranty Check eliminates the need to phone manufacturers or dig through paperwork. The result is a faster intake process, fewer billing disputes, and a better experience for both technicians and customers.
Key Features
Serial Number Lookup
Search the warranty registry instantly by device serial number. Results appear immediately with full coverage details.
Warranty Status Badges
Clear colour-coded badges — In Warranty (green), Expiring Soon (amber), and Out of Warranty (red) — visible at a glance.
Coverage Type
Track the type of coverage for each device: manufacturer warranty, extended warranty, or a customer-purchased service contract.
Expiry Date Display
Shows the exact warranty end date and the number of days remaining, so technicians can make informed decisions instantly.
Warranty Record Fields
Each warranty record stores the following information to support a complete lookup.
| Field | Description |
|---|---|
| Customer | The customer who owns the device — picked from a searchable combobox sourced from contacts flagged as customers in your Contacts directory |
| Product | Picked from a dropdown of your Warehouse Inventory product catalog |
| Device Model | Free-text model/variant name (e.g. "M404n" for an HP LaserJet Pro) |
| Serial Number | Unique device identifier used for warranty lookup |
| Warranty Start | Date warranty coverage began |
| Warranty End | Date warranty coverage expires |
| Coverage Type | Manufacturer, Extended, or Service Contract |
| Status | In Warranty / Expiring Soon / Out of Warranty |
Warranty Lookup Workflow
Follow this workflow at the start of every repair intake to ensure devices are routed to the correct service path.
At the final step, the outcome branches based on the status badge:
- In Warranty — Route to the manufacturer or authorised service centre. Do not open a billable job.
- Expiring Soon — Advise the customer of the upcoming expiry. Proceed under warranty or discuss extension options.
- Out of Warranty — Proceed with a billable repair job and create a Service Billing record.
Coverage Types
Warranty Check supports three distinct coverage types, each with its own handling procedure.
| Type | Description | Action |
|---|---|---|
| Manufacturer Warranty | Original factory warranty included with the device at time of purchase | Contact manufacturer or authorised service centre |
| Extended Warranty | Customer-purchased extended coverage beyond the manufacturer period | Follow extended warranty terms and conditions |
| Service Contract | Device is covered under an active service contract with your business | Bill against the contract; no direct charge to the customer |
Adding Warranty Records
Warranty records should be created at the time a device is sold, registered, or first serviced. Keeping the registry up to date ensures every lookup returns accurate results.
- Click Add Warranty in the top-right toolbar.
- Pick the Product from a dropdown — sourced from your Warehouse Inventory product catalog — then enter the Model as free text (e.g. a specific variant or configuration).
- Search and select the Customer in the combobox — it looks up contacts flagged as customers in your Contacts directory. If the customer does not exist yet, type their name and click + Create "name" to add them inline (only available when Settings → Workflow → Allow Quick-Create Master Data is enabled).
- Enter the device serial number — this is the primary lookup key.
- Set the warranty start and end dates.
- Select the coverage type: Manufacturer, Extended, or Service Contract.
- Click Save. The record is immediately searchable.
Register at point of sale
The best time to create a warranty record is when the device is sold or handed to the customer. This prevents gaps in the registry and avoids the need to look up paperwork later when a repair comes in.
Out-of-Warranty Devices
Always confirm with the customer before proceeding
When a device is out of warranty, a red Out of Warranty badge is displayed on the record. Before starting a repair, inform the customer that the work is billable and obtain their approval. Once confirmed, proceed with the job and create a Service Billing record to track labour, parts, and charges.
If the customer has an active service contract, the Out of Warranty status does not necessarily mean they will be charged directly — check the Coverage Type field. A device showing "Out of Warranty" under Manufacturer coverage may still be covered under a separate service contract.
Selecting and Deleting Multiple Warranty Records
Every row in the warranty table has a checkbox, and a header checkbox lets you select or clear every visible record at once. As soon as one or more rows are selected, a bulk action toolbar appears with a Delete action that removes all selected warranty records in a single confirmation step — useful for clearing out duplicate or test records in bulk.
Table and Card Views
Warranty Check respects the Settings → Appearance → List Style preference used across TotalApp, so you can switch between a dense Table view for scanning many records at once and a Card view that presents each warranty record individually — useful on smaller screens or when reviewing devices one at a time. Checkbox shape, corner rounding, and selection styling stay consistent with the rest of the app in both views.
AI Assistant
Warranty Check includes a chat-based AI Assistant, opened from the vertical AI Assistant tab on the right edge of the screen. The assistant has context on the warranty records currently loaded (or your selection) and can help identify devices with warranties expiring soon, review coverage-type distribution across manufacturer, extended, and service-contract records, and flag out-of-warranty devices that may need a Service Billing record.
Like every AI Assistant panel in TotalApp, it respects your Settings → Agentic → Writer Engine selection — Ollama, Local LLM, and In-Browser models run in your browser or on your own machine, while API and Local CLI route through the server. Any assistant reply can be saved as a report with one click for later reference.
Tips for Accurate Warranty Management
Best practices
- Always check warranty status before opening a repair job — even for returning customers. Warranty periods expire without notice.
- Register new devices immediately on purchase or delivery to keep records accurate and searchable from day one.
- Use the expiry date to proactively contact customers whose warranty is expiring within 30 days — it is an opportunity to offer an extended warranty or service contract.
- If a serial number returns no results, the device may not have been registered. Add it as a new warranty record before proceeding.