This article explains how to use asset records in RMS to track warranty information for property equipment and assets, so that warranty status can be considered when maintenance jobs are raised.

Overview

Knowing whether an asset is under warranty before raising a maintenance job can save significant cost - warranty repairs are typically covered by the manufacturer or supplier rather than the property. While RMS does not have dedicated warranty fields on the Asset record, several existing fields can be used to record warranty-relevant information so that maintenance staff have this context when creating a job.

Record warranty information on an asset

To make warranty information available when jobs are raised, record it on the relevant Asset record.

1. Go to Asset Maintenance > Assets.
2. Open the asset record for the item whose warranty you want to record.
3. Record the warranty details in the appropriate fields.

The following Asset record fields are useful for recording warranty-relevant information:

4. Select Save.

Use warranty information when creating a job

When maintenance staff create a job against a warranted asset, they can check warranty status by opening the asset record before arranging a repair. Warranty-relevant fields are not displayed on the job form itself - they are held on the Asset record and must be viewed separately.

To check warranty information for an asset linked to a job:

1. Note the asset name shown in the Job For field on the job.
2. Go to Asset Maintenance > Assets.
3. Search for and open the asset record.
4. Review the relevant warranty fields: Serial No, Supplier, Purchase Date, and Purchase Order.

Best practices for warranty tracking

• Record warranty details at the time the asset is created in RMS - ideally at the point of purchase or installation
• Use the Serial No field to store the asset's serial number, which is typically required when making a warranty claim
• Use the Supplier field to link the company that supplied or installed the asset - this contact is often also the warranty provider
• When a warranty claim is raised, record the outcome in the progress notes of the related job so there is a complete history of the asset's repair record

Related articles

• Assets in Job Management
• Set up an asset type
• Create and manage a job in Job Management
• Set up assets for recurring maintenance