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Warranty Letters

Warranty Letters
SOP: Warranty Letters – Installation Jobs Completed
1)Receive “Green Folder” from Kelly after she completes job costing in QuickBooks
a. Note- Some Jobs may not require a warranty letter, depends on what was done on the job. Any doubts contact the employee in Installation responsible for the job

2)Go to Service & Install Menu

3)Select Service Icon

4)Select Navigate Tab

5)Drop Down Box, select Go To

6)Type in Order Number

7)Go to the “Details and Settings” Tab and verify the following information:
a.Order Status Field- Select Drop Down Box and select according to the ticket type and select C-Complete.

8)Go to “Work Requested” Tab
a.Click on Services Requested Field on left side of page. This information is printed on the invoice and customer can see everything that is typed in this field.
Information to Include in this field from Box Sale Form:
*Requested By (person’s name)
*Phone Number
*Email Address
*Customer Address
*Part Number

9)Go to the “Order Items” Tab
a.Double Click on each line item to see if part was entered correctly
b.Verify Quantity Entered is Correct
c.Verify if Customer is Tax Exempt in the Tax Exempt Folder
d.If the customer is Tax Exempt, ensure “Non-Taxable” box is checked
e.If the customer is Taxable, ensure to uncheck “Non-Taxable”
f.* Class Field- Change to “Box Sale”
g.Verify all information is accurate
h.Click OK

5)Go to “Taxes” Tab
a.Tax Exempt Customer- Tax Exempt is selected
b.Taxable Customer– Unselect Tax Exempt Box and ensure the correct Country Tax is Selected (i.e. Brevard Country Tax 7%)
c.Click Refresh Tax Rates Tab

6)Freight Charges:
a.NO- Move on to Step 7
b.YES- Ensure Freight matches Box Sale Form

7)Go to the “Totals” Tab
a.Verify the “Charges Column” only for accuracy
b.Trip Charge Field- Change to $0.00
c.Verify accuracy if all is correct
d. Generate Invoice

8)Select Print/Email Tab to
a.Ensure “Export to QuickBooks” Tab is checked
b.Click the drop-down box and select Service/Box Invoice (Non- Repeating)
Print (1) Copy of the Invoice and attach in the front of the Box Service Ticket with paperclip

9)Select Print/Email Tab
a.Click dropdown box and select Email Service/Box Invoice (Non-Repeating)
b.Email template will display with the email address to send the invoice
c.Carbon Copy (cc) your email address so you will receive a copy of the invoice in your email for your records of sending the invoice

10)Place Documents in Billing Box outside the door for the Billing Department to file away in A/R Box to wait on payment from customer



Go to customer in SME > Equipment List.  Find equipment piece.  If you don’t see it check radio button to see if you are looking at equipment, non-equipment or all.

Enter start and end date in the Manufacturer Warranty Expiration field.


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