Warranty Extension
In sales scenarios, it is common to offer additional services, such as extended warranties, which are offered and sold separately but are linked to the original sale. These warranty extensions are managed either by the reseller, who is responsible for monitoring and initiating the renewal, or by the customer themselves. Warranty extensions represent this use case in DYCE Managed Service Providers.
The Subscription Option field on the Item Card (in the Prices and Sales fast tab) provides, among others, the option Warranty Extension.
Setting Up Subscription Packages
The Subscription Packages used for warranty extension purposes are set up in the same way as normal Subscription Packages. However, the Warranty Extension indicator must be set in the Subscription Package.
You can mark as many Subscription Packages as you want as Warranty Extension.
Use of Warranty Extension items
When selling additional services such as warranty extensions, the system provides a guided wizard to help link these supplementary items to an existing subscription lines, i.e., a sales line in this case. This process ensures correct assignment and creation of related Sales Subscription Lines.
If an item with Warranty Extension indicator set is used in a sales line, the Warranty Extension Wizard opens automatically if it is a sales order. For Sales Quotes, it can be triggered manually (in action group Functions in the Lines menu), though.
When starting the wizard, the system checks whether there are other document lines with items for which the Subscription Option is not set to Warranty Extension. If no such line exists, the wizard will not open automatically. In this case, a manual call leads to an error, as the system cannot use a line for the warranty extension. If at least one applicable sales line is found, the wizard opens up and displays the Subscription Packages marked as Standard in the Subscription tab.
When the wizard is completed, additional Sales Subscription Lines are created for the main item selected in the Assigned section of the wizard. The Quantity on the supplementary line (the item marked as Warranty Extension) is automatically aligned with the target sales line.
When the main item is shipped, a Subscription is created following the process described here. For the supplementary item with Subscription Option set to Warranty Extension, no Subscription or Subscription Lines are created during posting, as they have already been assigned to the main item. The supplementary item is posted following the standard procedure.
The creation of these additional Subscription Lines follows the standard process described here, using the information provided through the Warranty Extension Wizard.
If the supplementary item with Subscription Option=Warranty Extension is deleted, the related Sales Subscription Lines are automatically deleted, as well.
Warranty Extension Wizard
The wizard consists of three tabs: Assignment, Parameters, and Subscriptions.
Assignment
- The Line No. field is filled automatically: the system first looks for a sales line with a Line No. lower than the one containing the Warranty Extension item, selecting the first valid match by searching bottom to top; if no such line is found, it continues searching lines with a higher Line No. using the same criteria.
- In the Assignment section, the fields Item No. and Description are automatically filled based on the selected main line.
- In the Item for Warranty Extension section, the fields Item No. and Description display the values from the sales line marked as Warranty Extension.
The main item must have a valid Subscription Option, such as Sales with Subscription or Subscription Item. Alternatively, a Subscription can be selected instead of an item.
Parameters
- The field Default Subscription Start Date, if filled, sets the Agreed Subscription Line Start Date on the Subscriptions tab. This value is transferred when the Sales Subscription Lines are created.
- The field Default Service Start Formula, if filled, is applied as the Subscription Line Start Formula on the Subscriptions tab and is transferred during the creation of Sales Subscription Lines.
Only one of the two fields can be used: either a date or a formula, not both.
Subscription Lines
The lines of the Subscription Packages of the warranty extension item that are marked as Standard are displayed here. Slight adjustments may apply depending on the values entered in the Parameters tab.
Subscription Line values are calculated using the Warranty Extension line as the source for Price, and the target sales line as the source for Quantity, for which the additional Sales Subscription Lines will be created. Each time the target sales line is changed, the Subscription Line values are automatically recalculated based on the newly selected line.
The Add Subscriptions action is available in the wizard under the Subscriptions tab. When triggered, it displays only Item Subscription Packages where the Warranty Extension indicator is set and Standard is set to NO. Once a package is selected, its lines are shown in the Subscriptions tab, and the process continues as previously described.