How to Record and Track Warranty Repair Delivery Challans?

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Hello,

We regularly receive products from customers under warranty, send them out for repairs to a third-party service center, and then return the repaired items to customers. We’re issuing a “Warranty Repair Delivery Challan” to document this delivery.

Could anyone advise on the best practice for properly recording, tracking, and managing these warranty repair deliveries within Manager.io? Specifically, how can we document the movement of these items, the related repair expenses, and delivery back to customers?

Thanks in advance for your insights!

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Hi @hasanshibly3990,

As far as billing goes, it’s best handled using Billable Expenses, you can charge all the expense and discount what is covered by the warranty.

As far as tracking of the items under warranty, you can create 0 value inventory items and create:

  1. Credit Note with Qty received and zero Unit Price to acknowledge the receipt from your Customers and increase your stock

  2. Debit Note with Qty received and zero Unit Price to acknowledge the delivery from your Supplier and decrease your stock

You can change the titles to “Goods Receipt” and “Delivery Note” if you like.

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Create a negative Delivery Note when you receive product from you customer. And when you deliver this product to your supplier (Third-party repair centre) for repair then create a negative Goods Receipt. Both Delivery Notes and Goods Receipts support custom title so you can change the title according to your requirement.
When the product is repaired you can create a normal goods receipt again when it is received from your repair centre and then create a delivery note when it is handed over to your customer.

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4

I’m looking for professional guidance on the proper workflow to handle warranty repairs clearly in Manager.io. Currently, we face challenges with inventory management as follows:

  • When we receive a product from a customer for warranty repairs, it incorrectly increases our inventory quantity.
  • Sending the product to a third-party service center (e.g., Supreme Engineering) decreases our inventory quantity again.
  • Once the repaired product returns to our warehouse, it again increases the inventory quantity.
  • Finally, delivering the repaired product back to the customer brings the quantity back into balance.

Following this approach negatively affects our inventory valuation, causing fluctuations and inaccurate reporting.

Is there a recommended best practice or a clear solution to accurately manage these warranty-repair scenarios within Manager.io—without affecting our inventory quantities and inventory values?

Any advice or suggestions would be greatly appreciated.

Thank you!

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You also need to explain your workflow. Because the workflow i suggested doesnt affect valuation as there are no credit notes or debit notes involved.
Only thing Manager is missing is selection of both Supplier/Customer on Delivery Notes and Goods Receipts. So, you have to use negative quantities when you return product or receive returned product.

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Thanks a lot, @shahabb, for your helpful solution! I’ve tested your method, and it works perfectly for me. Even though it required a few extra steps initially, it now smoothly handles the repair tracking process without affecting my inventory valuation. Appreciate your clear and effective guidance!

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Manager assumes all inventory items are identical. A new item shipped to a customer, failing and being returned for repair/replacement is no longer a new item so is NOT identical to all other items in inventory.

In addition manager does not track individual items.

Imo you should track costs as a billable expense but track individual items using an external program as that’s not a Manger functionality

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