Serial No Service Contract Expiry
Overview
Below is a clear, business‑focused explanation of the Serial No Service Contract Expiry report, written for practical day‑to‑day use in Dafater.
Serial No Service Contract Expiry
Module: Stock
Report Type: Report Builder
Reference Record: Serial No
1. What Business Information This Report Provides
The Serial No Service Contract Expiry report gives a clear view of products tracked by serial number whose service or maintenance contracts are approaching expiry or have already expired.
It links individual serialized items with their service contract end dates, allowing the business to: - Monitor active service coverage - Identify upcoming contract renewals - Detect expired contracts that may expose the business to service risk or lost revenue
This report is especially valuable for businesses offering after‑sales service, warranties, maintenance contracts, or annual service agreements (ASCs).
2. When and Why to Use This Report
When to Use It
- Monthly or weekly service review meetings
- Before reaching out to customers for contract renewals
- While planning service manpower and spare parts
- During audits of service commitments
- When assessing revenue leakage from expired contracts
Why It Matters
- Prevents missed renewals
- Reduces uncovered service obligations
- Improves customer satisfaction through proactive follow‑ups
- Helps convert expiring contracts into recurring revenue
3. Key Columns and Their Business Meaning
Although column names may vary slightly, the report typically includes:
Serial Number
- Identifies the specific physical unit sold or deployed at a customer site
- Important for tracking service history and eligibility
Item
- The product or equipment linked to the serial number
- Helps group expiring contracts by product line
Customer
- The customer who owns or uses the serialized item
- Used for renewal communication and account management
Service Contract / Warranty Reference
- Indicates the service agreement linked to the serial number
- Confirms whether the item is under a formal contract
Service Contract Expiry Date
- The most critical column
- Shows when service coverage ends
Status (Active / Expired / Near Expiry)
- Provides quick visibility into contract health
- Helps prioritize follow‑ups
Company / Location (if applicable)
- Useful for multi‑company or multi‑branch operations
- Supports regional service planning
4. Available Filters and Their Business Purpose
Expiry Date Range
- Focus on contracts expiring in the next 30, 60, or 90 days
- Ideal for renewal campaigns
Customer
- Review contracts for a specific key account
- Useful for account managers and relationship reviews
Item or Item Group
- Analyze service exposure by product category
- Helps identify products with high renewal potential
Status (Active / Expired)
- Separate immediate risks from upcoming opportunities
Company / Branch
- Supports decentralized service teams
- Enables location‑based accountability
5. How to Interpret the Results for Business Decisions
Contracts Near Expiry
- Indicates immediate renewal opportunities
- Trigger customer outreach, quotations, and follow‑ups
Expired Contracts
- Highlights potential service risk
- Decide whether to:
- Stop service
- Offer paid, ad‑hoc service
- Reactivate contract with penalties or revised pricing
High Volume of Expiring Contracts
- Signals upcoming revenue opportunity
- Helps forecast renewal income
- Supports staffing and spare‑part planning
Product‑Specific Patterns
- If certain items show frequent expiries, it may indicate:
- Popular service plans
- Need for bundled or longer‑term contracts
6. Common Use Cases and Scenarios
Service Renewal Management
Service teams use the report to create a renewal pipeline and avoid last‑minute contract lapses.
Sales Follow‑Ups
Sales teams identify customers whose contracts are expiring and propose: - Renewals - Upgrades - Extended coverage plans
Risk and Compliance Review
Operations teams ensure no active service is being delivered on expired contracts, reducing legal and financial exposure.
Revenue Forecasting
Finance teams estimate recurring service income based on upcoming expiries.
Customer Relationship Management
Account managers proactively contact customers before expiry, improving trust and retention.
Summary
The Serial No Service Contract Expiry report in Dafater is a vital tool for managing after‑sales service commitments and renewal revenue. By providing visibility into contract timelines at the serial‑number level, it helps businesses stay proactive, reduce risk, and maximize long‑term customer value.
Report Information
- Module: Stock
- Related DocType: Serial No
- Report Type: Report Builder
- Standard: Yes