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Warranty & Serial Lookup

4 min read

Published April 12, 2026

Navigating to Warranty & Serials

The Warranty & Serials page provides a centralized view of all serial numbers across your inventory, complete with warranty status and transaction links.

  1. Open the Inventory section from the sidebar.
  2. Click the 'Warranty & Serials' tab at the top of the inventory page.
  3. The page displays a searchable, filterable table of all serial units in your shop.

Searching by Serial Number or Product Name

The search bar at the top of the page lets you quickly locate a specific serial unit. This is particularly useful when a customer presents a product for warranty service.

  1. Type a serial number or product name into the search bar.
  2. Results filter in real time as you type.
  3. The table shows matching serials with their product name, branch, status, linked transaction, sale date, and warranty status.

Filtering by Status

Status filter buttons let you view serials in specific lifecycle stages. This is helpful for auditing stock or investigating returns and defects.

  • All, shows every serial unit regardless of status.
  • In Stock, units currently available in inventory.
  • Sold, units that have been sold through POS.
  • In Repair, units currently being used as parts in active repairs.
  • Repair Done, units used in repairs that have been completed.
  • Returned, units that have been returned from sales or repairs.
  • Defective, units marked as defective.

Understanding Warranty Status

Each serial unit displays its warranty status based on the item's warranty period setting and the sale date.

  • Active, the warranty is still valid. Displays as a green badge with the expiry date (e.g., 'Active, expires 15 Oct 2026').
  • Expired, the warranty period has passed. Displays as a red badge.
  • No warranty, the item has its warranty period set to 'No Warranty'. No badge is shown.

Note

Warranty status is calculated automatically: Sale Date + Item Warranty Period = Warranty Expiry Date. If the current date is before expiry, the warranty is Active.

Warranty & Serials Table Columns

The table provides all the information you need to identify a serial unit and understand its current state at a glance.

  • Serial Number, the unique identifier for this unit.
  • Product, the inventory item name, linked to its edit page.
  • Branch, which branch holds or sold this unit.
  • Status, current lifecycle status (In Stock, Sold, In Repair, etc.).
  • Linked To, the sale code or repair code this serial is associated with. Click to navigate to that transaction.
  • Sale Date, when the unit was sold, formatted as a date.
  • Warranty, Active (with expiry date), Expired, or No warranty.

Tracing a Serial to Its Transaction

The Linked To column connects serials directly to their associated sales or repairs. This creates a full audit trail from unit to transaction.

  1. Find the serial in the table using search or filters.
  2. Look at the Linked To column for the sale or repair code.
  3. Click the code to navigate directly to the sale or repair record.
  4. From there, you can see the full transaction details including customer, pricing, and date.

Frequently asked questions

Warranty is calculated from the sale date plus the warranty period set on the item (e.g., 1 Year). If the current date is before the warranty expiry date, it shows as Active. Otherwise, it shows as Expired.

Warranty periods are set at the item level and calculated automatically from the sale date. To offer an extended warranty, update the item's warranty period setting. This applies to future sales only.

Items with the warranty period set to 'No Warranty' display 'No warranty' for their serial units. These items are not covered by any warranty period regardless of when they were sold.

On the Warranty & Serials page, use the search bar to search by serial number or product name. Results update as you type. You can also filter by status to narrow down the results.

Yes. The Linked To column on the Warranty & Serials page shows the sale code or repair code associated with each serial. Click the link to navigate directly to that transaction.