Serial No./Warranty Tracking Design
- Scott Zhuo
- Patricia Zhuo
Serial No. Management
Serial No. Fields
Field Name |
| Comments |
|---|---|---|
Serial No. (Name field) must be unique | Text |
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Product (lookup) |
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Item (lookup) |
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Engine Serial No. | Text |
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Hydrogear Left Serial No. | Text |
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Hydrogear Right Serial No. | Text |
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No. of Ledger Entries |
| Serial No. cannot be deleted if No. of Ledger Entries > 0 |
Status | If (Sold_Date__c != null, 'Sold', |
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Quantity | Rollup Summary |
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Dealer Account (lookup) |
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End User Account (lookup) |
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Sold to Opportunity (lookup) |
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Sold to Opportunity Product (lookup) |
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Manufacture Date |
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Sold Date | formula |
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Warranty Expiration Date | formula | plus 5 years???? or 2000 hours??? |
Serial No. Ledger Entry Fields
Field Name |
| Comments |
|---|---|---|
Entry No. (auto number) |
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Serial No. | Master Detailed |
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Document Type | Shipment |
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Posting Date |
| Reserve a SN against an opportunity |
Opportunity | lookup |
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Item Ledger Entry (lookup) |
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Description |
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Processes
When inserting Item Ledger Entries if Serial No. is not blank:
Insert Serial No. Ledger Entry.
Copy Document Type to Entry Type
Insert a Serial No. header if it does not exist. We should never allow duplication.
When unposting WS, delete the Serial No. only if:
It is not assigned
If the Serial No. is not sold or an error occurs
Serial No. Assignment table is blank for this serial number
3 fields below are blank:
Sold to Opportunity
Sold to Opportunity Product
Sold to End User Account
If ILE’s Document Type = Shipment, insert another SN ILE with:
Entry Type = Dealer Stock
Quantity = 1.
A Serial No. header cannot be deleted if:
Any of the fields below are populated:
Sold to Opportunity
Sold to Opportunity Product
Dealer Account
Sold to User Account
The Serial No. assignment table is not blank
These four fields should be READ only for regular users.
Sold to Opportunity
Sold to Opportunity Product
Dealer Account
Sold to End User Account
Field Tracking
Enable field tracking for all fields on:
Serial No. table
Serial No. Entry table
When posting returns:
Error if the following 3 fields are not blank or Serial No. Assignment is not blank.
Sold to Opportunity
Sold to Opportunity Product
Sold to End User Account
When posting returns:
Blank out Dealer Account
Add one more Serial No. Ledger Entry for the return
Case Management
Case Fields (used for Warranty Ticket)/(one case per serial number)
Field Name |
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|---|---|---|
Warranty Status | In Review, Approved, Paid | Paid = can be A/P check or credit memo against AP |
Serial No. (lookup) |
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Product (lookup) |
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Item (lookup) |
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Under Warranty | Need a formula field??? |
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Under Warranty Amount | Roll-up summary with Under Warranty = true |
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Under Warranty Product Amount | Roll-up summary with Under Warranty = true, and Product Family = Parts |
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Under Warranty Labor Amount | Roll-up summary with Under Warranty = true, and Product Family = Labor |
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Out of Warranty Amount | Roll-up summary with Under Warranty = false |
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Vendor Payment (lookup) |
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Purchase Credit Memo (Lookup) |
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Warranty Lines Fields
Field Name |
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|---|---|---|
Case No. (master-detail) |
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Product | Parts when Product Family = Parts Labor when Product Family = Labor |
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Quantity |
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Unit Price |
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Line Amount (formula) | what formula? |
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Processes
Dealers must fill out Case and Warranty Ticket Lines to receive payment for under-warranty work.
For not under-warranty work, Warranty Ticket Lines are optional
Vendor Payment lookup, Purchase Credit Memo lookup on Case
For Cases, turn on the approval process to approve, if the Under Warranty Amount > 0
Once approved, create two workflows to call the apex code:
Under Warranty Labor Amount > 0, to create a Vendor Payment to pay via ACH
Under Warranty Product Amount > 0, to create a Purchase Credit Memo to credit against the Purchase Invoice