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Tracking warranty part transactions through SOP

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You can create warranty transactions that allow you to track warranty replacement items by customer. The standard sales transaction can be modified automatically to use different posting accounts for warranty item reimbursements and replacements than are used for new sales.

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About warranty accounts

You may choose to use separate accounts for tracking replacement parts and reimbursements. When you have an invoice type defined for warranty transactions, creating a SOP document with that invoice ID automatically modifies the transaction window; if you choose, this can include replacing the default posting accounts with designated "warranty" accounts.

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When you set up account masks, define only the main segment; this is the segment of the posting accounts that will be overwritten.

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Setting up warranty parts processing through SOP

Complete the following steps to define when a SOP document will be used as a warranty transaction and how the standard SOP transaction will be modified.

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > Invoice Setup > Warranty Parts Setup.
2. Complete the following fields, as necessary:
   • Invoice ID
     A SOP invoice of this type will function as a warranty transaction. You can zoom on this field if you want to create a new Invoice ID for this purpose. You can set up as many warranty invoice types as you like.
   • Tax Schedule ID
     Choose a tax schedule to fill onto the warranty transaction. If you leave this field blank, the tax schedule fills based on the customer.
   • Sales Mask, Receivables Mask, COGS Mask
     If you want to use separate accounts to track replacement parts and reimbursements, define the main segments of the accounts that you want to use. These masks overwrite the main segments of the default posting accounts on the transaction. See About warranty accounts. If you choose to leave these fields blank, the default accounts for either the item or the customer fill on the transaction, as defined in SOP setup.
   • Customer ID, Address
     Choose the customer that is assigned to the warranty and who will reimburse for the cost of the replacement part.

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Creating a warranty transaction

When creating an invoice in the Sales Transaction Entry window, entering the Invoice ID that is defined as a warranty transaction type allows you to track a warranty transaction instead of a sale.

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• The tax schedule fills from the Warranty Parts setup window; if no Tax Schedule ID was assigned to the Invoice ID, the tax schedule defaults based on the customer.
• The Salesperson and Territory that would normally default for a sale are removed when you create a warranty transaction. These fields will be empty if you view the sales Commission Entry window using the Commissions button.
• The transaction cannot be linked to a service call or job, and the option to do so no longer appears in the Sales User-Defined Fields Entry window (User-Defined button).
• When you enter the Item Number of the replacement part, you may need to change the Unit Price if the amount that will be refunded for the item under warranty is different than its sale price. The main segments from each of the account masks that you defined in warranty parts setup overwrite the default posting accounts for the line item. If the account that is created by the mask does not exist, you receive an error message.

Use the Distributions button if you need to manually enter any accounts that do not default or view the posting accounts for the line item.

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