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RPM - SETUP AND PROCESS A WARRANTY

Working with RPM Warranties

Warranties in RPM

You can configure warranty coverage at the unit level or subcategory level, automating warranty tracking and claim processing for your service operations.

Understanding Warranty Setup

Warranties in RPM work on two levels:

  • Individual units get specific warranty coverage that tracks start dates, end dates, and coverage details
  • Subcategories can have default warranties that automatically apply to new units you create

This flexibility lets you handle manufacturer warranties, extended coverage, and custom warranty programs without manual tracking.

Setting Up Warranty Codes

Before you can assign warranties to units, create the warranty codes you'll use.

Create Warranty Types

  1. Navigate to RPM Warranty Types.
  2. Fill in the Code and Description for the type of warranty (examples: Extended, Manufacturer, Service Contract).

Create Warranty Codes

  1. Navigate to RPM Warranties.
  2. Complete the warranty code details:
    • Code (your internal identifier)
    • Description (what this warranty covers)
    • Default Warranty Type (select from the types you created)
    • Default Warranty Length (the system uses this to calculate end dates)

Assigning Warranties to Units

Add Warranty Coverage

  1. Go to the Unit Card where you want to add warranty coverage.
  2. Select Related from the top ribbon, then RPM Unit, then Warranties.
  3. Select the warranty code(s) you need for this unit. The Warranty Type column fills in automatically based on your code setup.
  4. Select the warranty start date. The end date calculates automatically based on the default length you configured in the warranty code.
  5. Enter Vendor No. and Bill-to Customer No. if applicable to this warranty.

Configure Warranty Coverage Details

  1. Select Warranty Coverage from the top ribbon.
  2. Choose the correct Planned Maintenance (PM) Work Code (if applicable) for this warranty from the dropdown menu. If a PM is included it must also be included on the Work Line.
  3. Select the component type the warranty covers:
    • Parts
    • Labor
    • Charge
    • Other
  4. Enter the coverage amounts (Use one):
    • Line Discount %
    • Unit Price
    • Maximum Amount

Set Not to Exceed (NTE) Limits

If you want to cap warranty claims at a specific amount, check the Not to Exceed (NTE) box.

When NTE is active:

  • Service orders for this warranty only generate claims up to the NTE Amount
  • Your customer pays any additional amount beyond the flat warranty coverage
  • You maintain cost control while still providing warranty service

Applying Warranties at the Subcategory Level

You can configure default warranties on subcategories, so every new unit in that category inherits the same warranty setup automatically.

Add Warranties to a Subcategory

  1. Go to the subcategory card you want to configure.
  2. Select Related, then RPM Subcategories, then Warranties from the top ribbon.
  3. Add the Warranty Code you need. The Default Warranty Type fills in automatically.
  4. Add Default Vendor No. and Default Bill-to Customer No. if required for this warranty type.

Create Units with Inherited Warranties

When you select New from the RPM Units FastTab on a subcategory card, any units you create will automatically inherit the warranties configured on that subcategory.

This saves significant time when you're adding multiple units of the same equipment type that all carry the same manufacturer warranty.

Applying Warranties to Service Work Orders

When you create a service work order for a unit with active warranty coverage, you can apply that warranty to determine pricing automatically.

Select Warranty Coverage on Work Order Lines

  1. Open the work order for the unit requiring service.
  2. On each work order line (Item, Resource, Charge, or other component), locate the Contract/Warranty Coverage No. field.
  3. Select the appropriate warranty from the dropdown. The system shows only warranties currently active for this unit.
  4. The pricing updates automatically based on your warranty coverage setup:
    • If you configured a Line Discount %, the system applies that discount to the line
    • If you set a specific Unit Price in the warranty coverage, that price overrides the standard pricing
    • The warranty determines coverage for Items, Resources, Charges, and other components based on your component type configuration

What Happens When You Apply Warranty Coverage

When you select a warranty on a work order line:

  • The system checks your warranty coverage configuration for that component type
  • Discounts or special pricing apply automatically
  • If you set an NTE limit, the system tracks total warranty usage against that maximum
  • Your customer sees the warranty benefit reflected in their invoice

Processing Warranty Documents After Posting

When you post a work order with warranty coverage applied, the system creates warranty ledger entries that track the warranty claim details.

View Warranty Ledger Entries

  1. Go to the Unit Card for the serviced equipment.
  2. Select Related from the top ribbon, then RPM Unit, then Warranties.
  3. Select Warranty Ledger Entries (or search for it in Tell Me) to view all warranty transactions for this unit.

Create Warranty Invoices

  1. From the RPM Unit select Warranty Ledger Entries, then select Setup Warranty Documents.
  2. Choose whether to create a Quote or Contract to generate the invoice:
    • Use filters to create documents for specific warranty ledger entries
    • Or create documents for all warranty ledgers at once
  3. The Contract will have invoice option only available for processing (No shipping).

Track Warranty Payment Status

After you create and post the warranty invoice:

  • The Unit Warranty Ledger Entries will show the Posted Invoice number
  • The Paid Status updates to reflect payment processing
  • You can track the complete warranty claim lifecycle from service completion through payment

This workflow ensures warranty claims get properly documented and invoiced without manual tracking or separate billing processes.

Quick Tips

Start with subcategories: If you handle many units of the same equipment type with identical warranty coverage, configure warranties at the subcategory level first. You'll save time on every new unit you create.

Use NTE for cost control: Not to Exceed limits protect you from runaway warranty costs while still providing the coverage you've committed to your customers.

Track multiple warranties: A single unit can have multiple warranty codes—manufacturer coverage, extended warranties, and service contracts can all coexist on the same unit card.

Let dates calculate: The system calculates warranty end dates based on your start date and default length, reducing date entry errors.

Apply warranties line by line: You can mix warranty-covered and non-warranty work on the same service order. Select warranty coverage only on the lines that qualify, leaving other lines at standard pricing.

Batch process warranty invoices: Use the Setup Warranty Documents function to create invoices for multiple warranty claims at once, saving time when processing vendor reimbursements or customer billing.

Next Steps

With warranties configured:

  • Your service team can quickly verify coverage before starting work
  • Warranty claims process automatically within your defined limits
  • You can report on warranty costs by unit, subcategory, or vendor
  • Warranty ledger entries provide complete audit trails for warranty claims

Need help setting up warranty codes for your specific coverage types? Contact Suite Engine supportR.