Warranty Claim
Overview
Warranty Claim – Business Overview
The Warranty Claim document is used in Dafater to formally record, track, and manage customer claims related to products that are still under warranty. It ensures that warranty-related issues are handled in a structured, transparent, and auditable way, protecting both the business and the customer.
What the Warranty Claim Is Used For
In daily business operations, the Warranty Claim document helps teams:
- Register customer complaints for products covered under warranty
- Validate whether the issue is eligible for warranty support
- Track replacement, repair, or credit actions promised to the customer
- Maintain clear records for internal review, supplier coordination, and customer communication
It acts as the official reference point for all warranty-related decisions and actions.
Prerequisites and Setup Requirements
Before using the Warranty Claim, businesses should ensure:
- Products are properly defined with warranty terms and duration
- Sales records (such as invoices or delivery records) are accurately maintained
- Customers are correctly registered in Dafater
- Internal policies for warranty handling (repair, replacement, rejection) are clearly defined
This preparation ensures warranty claims can be verified quickly and handled consistently.
Typical Workflow and Business Process Fit
A common business flow using the Warranty Claim looks like this:
Customer Reports an Issue
The customer contacts support with a problem related to a purchased product.Warranty Claim Creation
A Warranty Claim is created, capturing customer details, product information, purchase reference, and issue description.Warranty Verification
The team checks whether the product is still under warranty and whether the issue qualifies.Assessment and Decision
The claim is reviewed and approved, partially approved, or rejected based on warranty terms.Resolution
The business processes a repair, replacement, or other agreed resolution.Closure and Record Keeping
The claim is closed once resolved, keeping a complete history for future reference.
This workflow ensures accountability and consistent customer service.
Key Business Scenarios Where Warranty Claim Is Essential
The Warranty Claim document is especially important when:
- Customers request free repairs or replacements under warranty
- Businesses need to justify warranty costs to suppliers or manufacturers
- Support teams need a clear record of past warranty issues
- Management wants visibility into product quality or recurring defects
- Audits or customer disputes require documented proof of warranty handling
Important Considerations for Users
When working with Warranty Claim, users should keep in mind:
- Always verify warranty eligibility before committing to a resolution
- Ensure accurate product and sales references to avoid disputes
- Record clear descriptions of issues and actions taken
- Treat warranty claims as both a support function and a quality feedback tool
- Timely handling improves customer trust and brand reputation
Business Value Summary
The Warranty Claim document helps Dafater users deliver reliable after-sales support, control warranty costs, and maintain strong customer relationships. It brings structure and clarity to warranty handling while providing valuable insights into product performance and service quality.
Basic Information
- Module: Support
- Document Type: Setup
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| naming_series | Series | Select | ✓ | SER-WRN-.YYYY.- | Auto-generated Dafater series for unique warranty claim identification |
| status | Status | Select | ✓ | , Open, Closed, Work In Progress, Cancelled | Current processing stage of the warranty claim in Dafater |
| complaint_date | Issue Date | Date | ✓ | - | Date when the customer issue was officially reported |
| customer | Customer | Link | ✓ | Customer | Customer who raised the warranty claim |
| serial_no | Serial No | Link | Serial No | Serial number of the product under warranty claim | |
| complaint | Issue | Text Editor | ✓ | - | Detailed customer-reported issue or problem description |
| item_code | Item Code | Link | Item | Product item code associated with the warranty claim | |
| item_name | Item Name | Data | - | Product name linked to the reported issue | |
| description | Description | Small Text | - | Short description of the product or reported problem | |
| warrantyamcstatus | Warranty / AMC Status | Select | , Under Warranty, Out of Warranty, Under AMC, O... | Indicates whether item is under warranty or AMC | |
| warrantyexpirydate | Warranty Expiry Date | Date | - | Date when the product warranty expires | |
| amcexpirydate | AMC Expiry Date | Date | - | Date when the annual maintenance contract expires | |
| resolution_date | Resolution Date | Datetime | - | Date and time when the issue was resolved | |
| resolved_by | Resolved By | Link | User | Dafater user who resolved the warranty claim | |
| resolution_details | Resolution Details | Text | - | Explanation of actions taken to resolve the issue | |
| customer_name | Customer Name | Data | - | Customer name for quick reference and reporting | |
| contact_person | Contact Person | Link | Contact | Primary contact person for warranty communication | |
| contact_display | Contact | Small Text | - | Formatted display of contact details | |
| contact_mobile | Mobile No | Data | Phone | Mobile number of the contact person | |
| contact_email | Contact Email | Data | Email address of the contact person | ||
| territory | Territory | Link | Territory | Sales or service territory of the customer | |
| customer_group | Customer Group | Link | Customer Group | Customer classification group for analysis and reporting | |
| customer_address | Customer Address | Link | Address | Linked address record of the customer | |
| address_display | Address | Small Text | - | Formatted customer address for display purposes | |
| service_address | Service Address | Small Text | - | Address where service or repair is required | |
| company | Company | Link | ✓ | Company | Company responsible for handling the warranty claim |
| complaintraisedby | Raised By | Data | - | Name of person who raised the complaint | |
| from_company | From Company | Data | - | Customer’s company name, if applicable | |
| amended_from | Amended From | Link | Warranty Claim | Reference to the original warranty claim amended |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Maintenance User | ✓ | ✓ | ✓ | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Address | Links to | Contacts |
| Company | Links to | Setup |
| Contact | Links to | Contacts |
| Customer | Links to | Selling |
| Customer Group | Links to | Setup |
| Item | Links to | Stock |
| Serial No | Links to | Stock |
| Territory | Links to | Setup |
| User | Links to | Core |
| Warranty Claim | Links to | Support |