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.

You have the options to create:

• A warranty quote that can be transferred to an order warranty transaction or transferred directly to an invoice warranty transaction.
• A warranty order that can be transferred to a warranty invoice. If you have transferred the warranty quote to a warranty order, you can then transfer the warranty order to a warranty invoice.
• A warranty invoice (without needing to create a warranty quote or warranty order).

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.

Before completing warranty parts setup, think about what accounts you want to overwrite the default sales, receivables, COGS accounts for each line item. You can choose between account masking, where the main segment of a posting account is overwritten; or account substitution, where an entire account is substituted for the default account.

Account masking

The main segment of each posting account is overwritten, and the resulting accounts are used on the transaction.

Example: Sales Account:
000-2110-00
Sales Mask: 300-????-??
Resulting Account: 300-2110-00

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

Account substitution

You can also substitute an entire account instead of a segment only. Use the Accounts button on the Warranty Parts Setup window to choose the default account and then choose an existing account to use as a substitute.

Defining 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.

Step 1: Creating a warranty invoice type

You must create a warranty invoice type in the Sales Fulfillment Order/Invoice Setup window.

1. Choose Microsoft Dynamics GP > Tools > Setup > Sales > Sales Order Processing > Sales Document Setup > Fulfillment Order/Invoice.
2. Enter an invoice type to be used for warranty transactions. You can set up as many warranty invoice types as you like.
3. Complete the remaining fields as necessary. For more information, see the Microsoft Dynamics GP Sales Order Processing documentation.
4. Choose Save.

Step 2: Completing the Warranty Parts Setup window 

The Warranty Parts Setup window is used to define the SOP warranty transfer invoice.

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: Select a tax schedule to fill onto the warranty transaction. If you leave this field blank, the customer tax schedule is used.
   • Customer ID/Address: Select the customer that is assigned to the warranty and who will reimburse for the cost of the replacement part. For example, a corporate ID would be used if that is who would be reimbursing your company for a warrantied part replacement.
   • Sales Mask, Receivables Mask, COGS Mask: 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.
3. If you want to substitute account numbers for Sales, Receivables, or COGS, choose the Accounts button. The substitution accounts set up in the Accounts window are used for all warranty invoices.
4. In the Accounts window, enter or choose the original account number for Sales, Receivables, and/or Cost of Goods sold.
5. Enter or choose the corresponding account number that will be substituted.Complete the steps for the remaining accounts.
6. Choose OK to return to the Warranty Parts Setup window. If you enter both an account mask and a substitute account for a default account, only the substitute account will be used for the warranty invoice transfer.
7. Choose Save.

Step 3: Setting up a warranty order type 

If you want to transfer a warranty order to a warranty invoice, you must set up a warranty order type that specifies the warranty invoice the transfer will process to. To set up a warranty order type, you will need enter a warranty invoice type in the Use Fulfillment Invoice ID in the Sales Order Processing Setup window.

1. To open the Sales Order Setup window, choose Microsoft Dynamics GP > Tools > Setup > Sales > Sales Order Processing > Sales Document Setup > Order.
2. Enter an Order ID to be used for warranty transfers.
3. In the Use Fulfillment Order/Invoice ID, choose the warranty invoice type.
4. Choose Save.

Step 4: Setting up a warranty quote type 

If you want to transfer a warranty quote to either a warranty order and/or a warranty invoice, you must set up a warranty quote type to specify the warranty order and/or warranty invoice the transfer will process to. To set up a warranty quote type, you will need enter a warranty order type in the Use Fulfillment Order ID and/or warranty invoice type in the Use Fulfillment Invoice ID field in the Sales Quote Setup window.

1. To open the Sales Quote Setup window, choose Microsoft Dynamics GP > Tools > Setup > Sales > Sales Order Processing > Sales Document Setup > Quote.
2. Enter a Quote ID to be used for warranty transfers.
3. Mark the Transfer Quote to Fulfillment Order/Invoice check box.
4. In the Use Fulfillment Order/Invoice ID, choose the warranty order or warranty invoice type.
5. Choose Save.

For information on how to track warranty transactions through SOP, see Tracking warranty transactions through SOP.