Create a Warranty Invoice

To create a warranty invoice, 4 steps are required:

1. Create the Job Reopening Account in the Chart of Accounts

2. Add the Job Reopening as a Payment Method

3. Create the Client and Supplier Invoices

4. Generate a Transaction to Record the Credit

1. Create the Job Reopening Account in the Chart of Accounts

From the main menu on the left, select Accounting > Chart of Accounts > +Add. 

In the next window, create account 1208 as a short-term asset, non-taxable, used for payments/receipts, and name it Reopen a job. Once this information is entered, click Save.

2. Add the Job Reopening as a Payment Method

Next, from the main menu on the left, select Sales > Configurations > Payment Methods > +Add.

Then, enter the name of the method, select account 1208, and click Save.

3. Create the Client and Supplier Invoices

When one of your clients comes in with an issue and mentions that the repair was done recently, you can first check their history in Point of Sale once their file is selected:

In our example, the client has an issue with its idler. Upon verification, the idler was indeed recently replaced.

So, if by contacting the supplier, the parts and/or labor are under warranty, here is the copy of the invoice you will give to your client:

However, to your supplier, you will provide an invoice that clearly explains the replacement was done under warranty. Then, click on Payment to proceed with the payment.

In the payment window, enter the amount using the Job Reopening method:

4. Generate a Transaction to Record the Credit

Once you receive the credit from your supplier, enter it directly in a transaction. To do this, from the left-hand menu, click Accounting > New Transaction.

In the corresponding window, enter the invoice number in Reference, the supplier in the supplier field, then click Invoice C+. Delete the tax lines and change the parts purchase account to the account 1208. Enter the amount as a credit on the 1208 line and a debit to the supplier. Once everything is accurate, click on Save.

If you want to verify that the transaction was recorded correctly, you can go to Suppliers > Suppliers and select the supplier in question.

In the supplier profile, click the Statement button at the bottom right of the page.

A related window will open and show the invoice entered as a negative amount in the statement: