Inventory & Warranty
Warranty Parts Tracking
Track warranty parts throughout the acquisition process — from when technicians identify a part as warranty until the credit is received from the vendor.
The Warranty Parts Tracking page in the Inventory section lets you track warranty parts from field identification through vendor credit receipt.
Administrators, office employees, and technicians. Account configuration is required — contact your success or implementation manager.
Closed Beta
This feature is currently in closed beta and is subject to change.
Overview
The Warranty Parts Tracking is a new page in the Inventory section. It allows you to track warranty parts throughout the parts acquisition process, starting from when technicians identify a part as a warranty until the credit is received from the vendor. When technicians mark items as warranty parts in ServiceTitan Mobile, office employees using ServiceTitan are notified about warranty parts that need to be returned to vendors.
Who uses this feature
- Administrators, office employees, and technicians
- Account configuration is required to use this feature. To update your account, please contact your success or implementation manager.
- This feature is currently in closed beta and is subject to change.
Mobile Workflow
Mark the Item as a Warranty
Technicians can mark items as a warranty in both the Invoices and Estimates sections of ServiceTitan Mobile.
📌 Note: Technicians can mark items as a warranty in both the Invoices and Estimates sections.
Open a Job
In Dashboard, tap the All Jobs tab. Select the job for which you want to mark the item as a warranty, and tap View Job.
Open Estimates or Invoice
On the job record that opens, tap Estimates or Invoice. The appropriate page opens.
Mark as Warranty
From the Actions dropdown field, tap Mark as Warranty.
Select Existing Equipment
On the Select Existing Equipment pop-up window that opens, tap Continue.
The Equipment page opens with the list of pieces of equipment.
Select the Equipment
Select the equipment you want to work on. The Existing Equipment Details page opens.
💡 Tip: Use the Search field to quickly find specific equipment records. The Equipment page includes pre-made filters: Installed Equipment, All Equipment, or Replaced Equipment. To apply a filter, from the Browse dropdown field, select the filter type you want.
📌 Note: If the equipment that you want to work on isn't on the list, you can add it. For more information, see Add existing equipment.
Confirm Warranty Repair
From the Actions dropdown field, tap Confirm Warranty Repair.
📌 Note: If the item on which technicians are working is not a piece of equipment, they can select the No Equipment option.
Confirm and Review Warranty Tracking Items
On the Confirm Warranty Repair pop-up message that opens, tap Confirm. The Warranty Tracking Items page opens.
📌 Note: You can edit the item description if you want. To do that, tap the item you want to update, and on the Edit Item page that opens, update the description.
Add More Items (Optional)
Add more items if necessary.
💡 Tip: Use the search field to find the item you want.
Submit to Office
When you're finished, tap Submit on the Warranty Item Tracking page and on the Submit to Office pop-up message that opens.
After the technician submits the warranty tracking item, the system automatically triggers a request in ServiceTitan. Once the request is completed, the item information is added to the job invoice or estimate. For more information, see Warranty Tracking in ServiceTitan.
Mobile Workflow
Add Existing Equipment
Tap Add Equipment
On the Equipment page, tap Add Equipment.
Enter Equipment Details
On the Add existing equipment page that opens, you can do one of the following:
Manual Entry
Enter the existing equipment details manually.
Select from Dropdown
From the Select Equipment dropdown field, select the equipment you want to add.
Save
When you're finished, click Save.
Mobile Workflow
Edit Existing Equipment
Select Equipment and Tap Edit
On the Equipment page with the list of pieces of equipment, select the equipment you want to work on. The Existing Equipment Details page opens. From the Actions dropdown field, tap Edit.
Update and Save
On the Edit existing equipment page that opens, update the equipment record. When you're finished, tap Save.
Office Workflow
Warranty Tracking in ServiceTitan
The Warranty Tracking page allows you to track warranty parts throughout all steps — from when technicians identify a part as a warranty until the credit is received from the vendor.
To start, click Inventory from the navigation bar, then select Warranty Tracking under Requisition.
| Status | Description |
|---|---|
| In Demand | Technician submitted the warranty tracking item. |
| In Progress | The warranty tracking has been created but no further action has been taken yet. |
| Completed | The warranty tracking has been submitted. |
| Canceled | The warranty tracking has been canceled, and no items have been moved. |
There is a number next to each tab that shows how many warranties can be found there. The table shows detailed information about each warranty part. You can:
Filter the list using the filtering options above the table. For more, see Filter the warranty on the table.
Use the Search field to find a specific warranty.
Organize the table by clicking on a column header.
Click on the number under the Warranty # column to see warranty record details.
Click on the number under the Job # column to see job details.
Click on the name under the Customer column to see customer details.
Click Create to create a new warranty record. For more, see Create a warranty record.
Office Workflow
Filter the Warranty on the Table
The Warranty Tracking page includes a number of pre-made filters. These let you search by Date Created, Job, Customer, or Technician. Click on a filter type, enter your filter, and click Apply.
For more detailed targeting, you can create your own filter:
Click the Filter Icon
Set Your Filters
On the Filters pop-up window that opens, use the dropdowns and fields to set your table filters.
Apply
When you're done, click Apply.
To remove the filter, click the Filter icon. On the Filters pop-up window that opens, click Reset all.
Office Workflow
Create a Warranty Record
Click Create
On the Warranty Tracking page, click Create. The Create Warranty Record page opens.
Enter Customer Information
In the Customer Information section, enter the warranty record details.
Add Items
In the Item List section, from the Select an item dropdown field, select the item you want to add.
💡 Tip: Search for an item by its name, code, description, or part number.
Set Quantity and Status
In the Quantity Requested field, enter the quantity you need to complete the warranty repair. From the Status dropdown field, select the status of an item (for example, On Order).
Save
When you have entered warranty record details and added all items, click Save.
📌 Note: To add multiple items to one warranty record, click the Plus icon and then use the item code, description, or part number to find the item you want. To remove an item from a warranty, click the Delete icon.
Office Workflow
Edit a Warranty Record
Open the Warranty Record
On the Warranty Tracking page, click the In Demand, In Progress, Completed, or Canceled tab. Select the warranty record you want to edit. Click the warranty number under the Warranty # column. The warranty record page opens.
Select Edit from Actions
From the Actions dropdown field, select Edit.
In the Details tab, you can update Equipment Information and Claim Information.
To update the equipment information:
Click Update
In the Equipment Information section, click Update.
Select Equipment and Save
On the Update Equipment pop-up window that opens, select the equipment you want. When you're finished, click Save.
To update claim information:
Enter Claim Details
Enter the Claim Number. Enter Labor Credit Amount.
📌 Note: The Labor Credit Amount field is available only if the Labor Credit option is selected Yes.
Save
When you're finished, click Save. To update the item information, click the Item Line tab and make the necessary changes.
Office Workflow
Update the Warranty Tracking Status
Office employees can change the warranty tracking status depending on the stage of the warranty.
Open the Warranty Record
On the Warranty Tracking page, click the In Demand, In Progress, Completed, or Canceled tab. Select the warranty record you want to update. Click the warranty number under the Warranty # column.
Select the New Status
From the Actions dropdown field, select the status that best describes the warranty record stage.
Depending on the status you selected, the warranty record will appear in the corresponding tab on the Warranty Tracking page. For more information, see Warranty tracking workflow.
Office Workflow
Edit a Customer
Open the Customer Record
On the Warranty Tracking page, click the In Demand, In Progress, Completed, or Canceled tab. Select the warranty record for which you want to update the customer. Click the customer name under the Customer column. The customer record page opens.
Edit and Save
Click the Edit icon. On the Edit Customer page that opens, make the change you want. When you're finished, click Save.
Office Workflow
Cancel a Warranty Record
Open the Warranty Record
On the Warranty Tracking page, click the In Demand, In Progress, or Completed tab. Select the warranty record you want to cancel. Click the warranty number under the Warranty # column.
Cancel Warranty
From the Actions dropdown field, select Cancel Warranty. The Cancel Warranty pop-up window opens.
Select Reason (Optional) and Confirm
(Optional) From the dropdown field, select the reason for canceling. When you're finished, click Cancel Warranty.
End-to-End
Warranty Tracking Workflow
Open the Warranty Record
On the Warranty Tracking page, click the In Demand, In Progress, or Completed tab. Select the warranty record you want to work on. The warranty record page opens.
Edit and Select Line Items
From the Actions dropdown field, select Edit, then click the Line Item tab. Select the items you want to mark as warranty.
Create PO or Transfer
From the Create dropdown field, you can select one of the following:
Create PO
If the procurement source of items is only a truck, you can create a purchase order (PO).
Create Transfer
If the procurement source of items is only the warehouse, you can create transfers.
📌 Note: If there are both warehouses and trucks as a procurement source for items, you can create both transfer and PO.
Save and View Transactions
For example, select Create PO and click Save, then click the Transactions tab to see the PO you created. The PO is created and it is marked as Pending.
Open and Mark PO as Sent
Click on the purchase order number to open the PO. The PO record page opens. From the Actions dropdown field, select Mark as Sent.
📌 Note: If you selected the Create Transfer option, click the transfer number to open the transfer and then click Mark As Picked, instead. For more information, see Inventory item transfer workflow.
Update Line Item Status to On Order
After you marked the PO as Sent, go back to the Warranty Tracking page. Open the warranty record you worked on and click the Line Items tab. From the Actions dropdown field, select Edit. Select the item you worked on. From the Status dropdown field, select On Order. When you're finished, click Save.
Receive the PO
Click the Transactions tab, and open the PO. On the PO record page that opens, click Receive.
After you received the PO, go back to the Warranty Tracking page and open the warranty record. In the Line Item tab, you can see that the warranty parts are marked as Arrived.
In the Transactions tab, you can see the PO status is Received.
Need help? Contact your Product or Sales Retention Specialist for more details.