Asset Warranty

Create and manage Warranties on your Assets

Introduction

You can create Warranties for your Assets for a specific period of time.

An Asset Warranty may include several Assets, but an Asset can only be related to one active Asset Warranty at a time. An Asset Warranty may provide full or partial coverage, depending on the contents of the agreement.

Prerequisite

You have completed setup of Assets and Work Orders in EAM-BC.

Audience
Sysadmin, Maintenance Manager

Overview

In EAM-BC, you can create an Asset Warranty and add one or more Assets to the Warranty.

An Asset Warranty is valid for a specific period and may include full or partial coverage of Assets. You can add documents to an Asset Warranty, describing the details of the Warranty Agreement.

If an Asset is not fully functional during the Asset Warranty period, you can create a Claim for the purpose of, for example, repair or replacement of an Asset, as described in the Warranty Agreement.

A Claim can only include one Warranty and one of the Assets included in that Warranty. You can create a Work Order from a Claim.

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Asset Management Setup

Some of the setup for Asset Warranty is done in Asset Management Setup.

  1. On your role center, select Assets Setup > Asset Management Setup, or search for and select Asset Management Setup.
  2. In the Assets section, set up Warranty Notification Days.
  3. In the Work Orders and Rounds section, select a Claim Work Order Event Type Code.
  4. In the Numbering section, select number series in these fields:
    1. Warranty Nos.
    2. Claim Nos.

For more information about Asset Managment setup, refer to the article Asset Management Setup.

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Set Up Asset Warranty Statuses

Use Asset Warranty Statuses to see the current status of an Asset Warranty, for example, "In Use", "Expired", or "Not in use".

Refer to the test case below for step-by-step instructions on how to create an Asset Warranty Status.

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Creating an Asset Warranty Status

Data Requirements

  1. The Role Center is open.

Steps 5

  1. On your role center, search for and select Asset Warranty Statuses.

  2. In the Asset Warranty Statuses list, select New in the ribbon.

  3. Enter data in the Code field.

  4. In the Description field, enter a description of the status.

  5. Select the Default check box on the Asset Warranty Status record you want to use as default when you create an Asset Warranty.

Expected

The user can create an Asset Warranty Status.

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Set Up Claim Event Types

Claim Event Types are used on a Claim to define the different types of events/actions taken when processing the Claim. Examples of Claim Event Types are

  • Mail
  • Meeting
  • Phone
  • Repair - Contractor
  • Reimbursement
  • Work Order

Refer to the test case below for step-by-step instructions on how to create a Claim Event Type.

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Creating a Claim Event Type

Data Requirements

  1. The Role Center is open.

Steps 4

  1. On your role center, search for and select Claim Event Types.

  2. Select New in the ribbon.

  3. Enter data in the Code field.

  4. In the Description field, enter a description of the Client Event Type.

Expected

The user can create a Client Event Type.

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Create an Asset Warranty

An Asset Warranty is valid for a specific period and may include full or partial coverage of Assets. You can add documents to an Asset Warranty, outlining the details of the Warranty Agreement.

You can add several Assets to an Asset Warranty, but one Asset can only be related to one, active Asset Warranty at a time.

On your role center, select Assets > Asset Warranties (or search for and select "Asset Warranties") to see the Asset Warranties list. The list gives you an overview of active and expired Warranties as well as information about vendors and manufacturers.

Refer to the test case below for step-by-step instructions on how to create an Asset Warranty.

The screenshot below shows an example of an Asset Warranty covering two Assets.

Warranty information can be found on Asset cards and Work Order cards:

  • On an Asset Card > Warranty FastTab, you can find and edit information about a related Warranty.
  • On a Work Order card > General FastTab > Warranty section, you can find and edit information about a related Warranty and Claim.
  • On a Work Order card > Asset Details FactBox > Warranty section, you see Warranty information related to the Asset that the Work Order is created for.

Asset Warranty covering two Assets
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Creating an Asset Warranty

Data Requirements

  1. Asset Warranty setup is completed.
  2. At least one Asset exists in EAM-BC.
  3. At least one Vendor exists in D365BC.

Steps 12 expand

Expected

The user can create an Asset Warranty and add one or more Assets to the Warranty.

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Inspect Assets on a Warranty

On an Asset Warranty Card, you can inspect Assets and view Asset details in two ways.

  1. From the Asset Warranties list, open an Asset Warranty Card that includes Assets.
    1. On the General FastTab > Assets under Warranty field, select the number link to show the Assets list of the Assets included in the Warranty.
    2. On the Assets FastTab > select a link in the No. field to open the Asset Card for the selected Asset.

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Create a Claim

The contents of an Asset Warranty determines when, and to what extent, you can create a claim for an Asset included in the Asset Warranty.

What you are actually able to claim, is described in the details of the Asset Warranty, for example

  • Full or partial coverage of Assets
  • Replacement or repair of Assets
  • Cancellation of the purchase agreement

On your role center, select Assets > Claims (or search for and select "Claims") to see the Claims list. The list gives you an overview of the current status of your Claims as well as next actions planned on the Claims. The Screenshot below shows an example of the Claims list.

Working with Claims include:

  1. Create the Claim
  2. Update the status of the Claim as you are working on it. Available statuses are: Open - Waiting - Closed
  3. Process the Claim by adding Next Actions and Events
  4. When the Claim is completed, select Actual Completion Date and update the status to "Closed"

Refer to the test cases below for step-by-step instructions on how to

  • create a Claim
  • add events to a Claim
  • create a Claim from an Asset Card
  • create a Claim from an Asset Warranty

The screenshot below shows an example of the Claims list.

Claims list
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Creating a Claim

Data Requirements

  1. Asset Warranty setup is completed.
  2. At least one Asset Warranty with at least one Asset exists.

Steps 7

  1. On your role center, select Assets > Claims, or search for and select Claims.

  2. Select New in the ribbon.

  3. Select the Description field and enter a description for the Claim.

    The No. and Status fields are automatically filled out.

  4. In the Warranty No. field, select the Asset Warranty you are creating a Claim for.

    On the Company FastTab, fields are automatically filled out with data from the selected Warranty.

  5. In the Asset No. field, select the Asset that you are creating a Claim for.

    You can only select an Asset that has been added to the selected Warranty.

  6. Optional: On the General FastTab, you can enter a description for Next Action to be taken on the Claim, and you can select Next Action Date and Expected Completion Date as you require.

  7. Optional: If you want to add documents or pictures to the Claim, this can be done from the Process and Documents buttons in the ribbon.

Expected

The user can create a Claim for an Asset included in an Asset Warranty agreement.

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Adding Events to a Claim

Data Requirements

  1. At least one active Claim exists.
  2. At least one Claim Event Type exists.
  3. The Claim card is open.

Steps 5

  1. On the Claim card > Events FastTab, select an event type in Type field.

  2. Enter a description or note about the event in the Notes field.

    The Creation Date and Created By fields are automatically filled out.

  3. Select Next Event Type for the record.

  4. Select Next Event Date for the record.

  5. Repeat steps 1-4 if you want to add more events on the Claim.

Expected

The user can add events to a Claim.

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Creating a Claim from an Asset

Data Requirements

  1. Setup for Asset Warranty is completed.
  2. At least one Asset Warranty exists.
  3. The selected Asset is included in the Asset Warranty.
  4. There is no active Claims for the selected Asset.
  5. The Asset Card is open.

Steps 2

  1. On the Asset Card, select Process > Create Claim in the ribbon.

    A new Claim is created for the Asset. On the General FastTab, the fields No. - Warranty No. - Asset No. - Status are automatically filled out.

    On the Vendor FastTab, fields are automatically filled out with data from the Asset Warranty.

  2. Refer to the test case "Creating a Claim" above for more details on how to fill out other fields on a Claim.

Expected

The user can create a Claim from the Asset Card.

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Creating a Claim from an Asset Warranty

Data Requirements

  1. Setup for Asset Warranty is completed.
  2. At least one Asset Warranty exists.
  3. At least one Asset is added to the Asset Warranty.
  4. The Asset Warranty Card is open.

Steps 3

  1. On the Asset Warranty Card > Assets FastTab, select the line with the Asset you want to create a Claim for.

  2. On the Assets FastTab, select Manage > Create Claim.

    A new Claim is created for the Asset Warranty. On the General FastTab, the fields No. - Warranty No. - Asset No. - Status are automatically filled out.

    On the Vendor FastTab, fields are automatically filled out with data from the Asset Warranty.

  3. Refer to the test case "Creating a Claim" above for more details on how to fill out other fields on a Claim.

Expected

The user can create a Claim for an Asset from the Asset Warranty Card.

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Create a Work Order from a Claim

You can create a Work Order from a Claim if, for example, repair og replacement work is required to complete the Claim.

Refer to the test case below for step-by-step instructions on how to create a Work Order from a Claim.

Refer to the following articles for information on how to process a Work Order:

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Creating a Work Order from a Claim

Data Requirements

  1. The selected Claim has a Warranty and an Asset.
  2. Setup for Asset Warranty is completed.
  3. Work Orders (with Plans) are set up in Asset Management Setup.
  4. At least one Work Order Priority exists.
  5. At least one Work Order Category exists.

Steps 8

  1. On your role center, select Assets > Claims, or search for and select Claims.

  2. In the Claims list, select the link in the No. column of the Claim you want to create a Work Order for.

  3. On the Claim card, select Process > Create Work Order in the ribbon.

    The Create one-off work order window opens.

  4. Enter a Description for the Work Order.

  5. If required, change the Work Order Date.

  6. Select a Category Code.

  7. Select a Priority Code.

  8. Select Yes to create the Work Order.

    The Work Order card opens. On the Work Order, the Warranty No. and Claim No. fields are automatically filled out with data from the Claim.

Expected

The user can create a Work Order from a Claim.

On the Claim, a record is automatically added as an event of type "Work Order", with a link to the Work Order.

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Inspect Claims on a Warranty

From an Asset Warranty Card, you can get an overview of the Claims related to the Warranty and inspect active Claim records.

  1. From the Asset Warranties list, open an Asset Warranty Card that includes Assets.
  2. On the General FastTab > Active Claims field, select the number link to show the list of active Claims included in the Warranty.
    1. In the Claims list, select a link in the No. field to open a Claim card.

From the Work Orders list, you can open an Asset Warranty and the active Claim related to a Work Order.

  1. In the Work Orders list, select a Work Order that was created from a Claim.
  2. On the Work Order card > FactBox pane in the right side of the screen > Asset Details section,
    1. select the link in the Warranty No. field > Open to open the Asset Warranty that the Claim is created from.
    2. select the link in the Active Claims field to open a list, from which you can open the Claim that the Work Order is created from.

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Claims in the Maintenance Log

In EAM-BC, you can set up the Maintenance Log to log changes regarding Claims.

Refer to the Maintenance log section for information on how to set up the log and use it to get an overview of changes made to Claims.

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