Mark Christie

To introduce functionality in the Field Service Product Table that enables tracking warranty information when assets are created as part of a work order process. The goal is to ensure that a warranty record is automatically created for assets installed on customer sites, with start and end dates derived from the work order date and the defined warranty period.

Detailed Requirements:

1. Add Fields to the Product Table:

• Warranty Period Field (Duration Field):
• A new field, Warranty Period, will be added to the Product table. This field will represent the duration of the warranty (in months or years) and will be displayed when certain conditions are met (detailed below).
• Create Warranty Flag (Checkbox):
• A Create Warranty flag (checkbox) will also be added to the Product table. This will allow users to specify whether a warranty should be created when an asset is created.

1. Conditional Display of Fields:

• The Create Warranty flag will only be visible if the Create Asset field (existing field) is set to Yes.
• If the Create Warranty flag is checked (i.e., the user selects that a warranty should be created), the Warranty Period field will become visible. This allows users to input the warranty duration at the product level.

1. Work Order Integration:

• When a product is used on a Work Order and the Create Asset field is set to Yes, the system will automatically generate a new Asset record for that product.
• If the Create Warranty flag is checked for the product:
• A Warranty record will be created for the associated asset.
• The Customer associated with the work order will be linked to the warranty record.
• The Warranty Start Date will be set to the Work Order Date.
• The Warranty End Date will be calculated based on the Warranty Period (from the Product table) and the Work Order Date (i.e., Warranty Start Date + Warranty Duration).

Workflow Overview:

1. Product Table Setup:

• A product is configured in the system with the following fields:
• Create Asset: Yes/No
• Create Warranty: Checkbox (Visible only if Create Asset is Yes)
• Warranty Period: Duration (Visible only if Create Warranty is checked)

1. Work Order Processing:

• A technician uses a product on a work order where Create Asset is set to Yes.
• Upon completing the work order, an asset record is automatically created for the product.
• If the Create Warranty flag was checked, a warranty record is generated for the created asset, with the following details:
• Customer: Linked to the customer on the work order.
• Warranty Start Date: Set to the work order date.
• Warranty End Date: Calculated by adding the Warranty Period to the warranty start date.

Example Scenario:

• A company installs a new HVAC unit (product) for a customer as part of a work order.
• The product is configured to create an asset, and the Create Warranty flag is checked, with a Warranty Period of 2 years.
• After the work order is completed:
• An asset record is created for the HVAC unit.
• A warranty record is generated, with the warranty start date being the work order completion date (e.g., January 1, 2024) and the end date set to 2 years later (e.g., January 1, 2026).

enhance inventory management by ensuring that products returned through the RMA (Return Merchandise Authorization) process are automatically flagged as Not Available in the warehouse inventory if they are broken or defective. This ensures that returned products are not mistakenly restocked for sale or dispatch until they are inspected and repaired. The product can be manually updated to Available once it has been repaired and is ready for use.

Detailed Requirements:

• Automatic Status Change on RMA Completion:
• When a product is returned by a customer through the RMA process and is booked back into the warehouse inventory, the system will automatically flag the product as Not Available. This reflects that the product, having been returned, may require inspection or repair.
• The product will still be booked into the warehouse for tracking purposes, but it will be flagged as Not Available and therefore excluded from inventory that can be sold or dispatched.
• Warehouse Integration:
• Once a product is returned and booked into the warehouse as part of the RMA process, it will:
• Automatically be marked as Not Available, ensuring it is held in inventory but not immediately available for use, sale, or dispatch.
• The warehouse or repair team will inspect and, if necessary, repair the returned product.
• Manual Update to Available Status:
• After inspection and any necessary repairs are completed, warehouse staff can manually update the product’s status from Not Available to Available, making it ready for sale or dispatch.
• The product will then be included in the active inventory for customer orders and dispatch.
• Inventory Management:
• Products flagged as Not Available will still be visible in the warehouse’s inventory for tracking and reporting purposes, but they will be excluded from inventory that is ready for sale or dispatch.
• The system should support reporting capabilities that allow warehouse staff and management to easily track all products marked as Not Available, so they can manage repair workflows and return these products to active inventory.
• Repair Workflow:
• Products marked as Not Available will trigger a workflow for inspection and potential repair.
• Once repaired, staff can manually update the product’s status to Available, signaling that the product is ready to be restocked for sale or dispatch.

Workflow Overview:

• RMA Process and Return:
• A customer returns a product through the RMA process.
• Upon booking the product back into the warehouse inventory, the system automatically flags the product as Not Available, assuming that the product may require repair or inspection.
• Inventory Management:
• The product is now part of the warehouse’s inventory but marked as Not Available, meaning it cannot be sold or dispatched.
• A report or dashboard will be available for warehouse staff to track all Not Available products, ensuring they are properly handled and processed for repair or inspection.
• Repair and Status Update:
• If the product is found to be in working condition or has been repaired, warehouse staff can manually update the product’s status to Available, making it ready for use, sale, or dispatch.
• The system will now include this product in the available inventory for customer orders and distribution.

Example Scenario:

• A customer returns a defective television through the RMA process.
• When the television is booked back into the warehouse inventory, the system automatically marks it as Not Available, indicating that it cannot be sold or dispatched.
• The warehouse team inspects the television and performs necessary repairs.
• After confirming that the television is now working, the team manually updates its status to Available, and the television is once again part of the active inventory, ready for sale or dispatch.