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Josh117
May 20, 2024
Question

Tracking Repairs of Equipment based on Serial Number

  • May 20, 2024
  • 1 reply
  • 0 views

I repair equipment for customers, often times we repair this equipment 1-2 times a year as they are high use, wear and tear. Is there a way to track the serial numbers and warranties we give for each repair inside of Quick Books?

An example

I repair Machine "A" Serial Number 1234
8 months later, I get the a machine from the same client, and want to track the serial number 1234, to determine how often I am repairing, if its covered under my own 3 or 6 month warranty, and which parts are being used.

Thanks!
Josh

1 reply

S
SirielJeaB
May 20, 2024

I'll help you track serial numbers and warranties for each repair inside QuickBooks Online (QBO), Josh.  

 

You can create a custom field in QBO to input the serial numbers and then use the Description or Memo fields of the invoice to track warranty information and parts used for each repair. This way, you can search for previous repairs by serial number and keep track of warranty information and parts used.

 

To add a custom field:

 

  1. Click the Gear icon at the top right.
  2. Choose Custom fields under LISTS.
  3. Click the Add field option.
  4. Enter a name.

 

Here's a sample invoice as your visual reference:

 

 

Refer to this article if you want to personalize and have professional-looking templates in QuickBooks: Customize invoices, estimates, and sales receipts in QuickBooks Online. 

 

Drop by again by commenting below if you have other invoice-related matters. I'm always ready to provide information and will circle back to you at any time. Have a good one.

J
Josh117Author
May 21, 2024

So using this method, I would be able to continually add each repair to the S/N and look up specific S/Ns? 
Would the S/N then be attached to each customer? 


Thanks! 

J
JamaicaA
May 21, 2024

The suggestion above will help you track equipment repairs based on their serial numbers, Josh117. I can offer an alternative method to ensure seamless association of the S/Ns with each customer.

 

By utilizing a custom field to indicate the serial numbers, you can input them directly on the repair entry and link them to customers. Additionally, entering warranty information and parts in the Description field will link it to each repair.

 

Another way to record it is by making a service item for each type of repair you conduct (e.g., Machine A Repair). Then, include details in the description field for a clear report of which repair corresponds to a serial number. Follow the steps below:

 

  1. On the left pane, go to the Sales menu and select Products & services. (Take me there)
  2. Click the New button to choose Service. 
  3. Fill out the necessary information and add the serial number (1234) in the Description field. 
  4. Tap Save and Close.

 

You can also enable the class feature for different warranty periods (e.g., 3-month and 6-month). Otherwise, create another custom field for warranty tracking. 

 

Moreover, making inventory items helps you specify which parts are used during repairs. Please know that this is available in QuickBooks Online Plus and Advanced. See this article to learn more: Add inventory products in QuickBooks Online.

 

Furthermore, this reference will introduce you to the features available in the new experience: See what’s new with estimates and invoices in QuickBooks Online.

 

I'm always available to answer if you have any other repair concerns or questions about recording serial numbers. Enter them in the comments section below. Have a productive week ahead.

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