Warranty by serial number: from warehouse receipt to warranty claim
A customer calls to say a pump has failed. The first thing the sales team has to answer is when that unit was delivered and whether it is still under warranty. If the serial number only exists on a paper delivery note, finding the answer can take half a day of searching.
M&C ERP follows each unit by its serial number, from the moment it enters the warehouse to the customer’s warranty claim.
At warehouse receipt: serial numbers are created
When you create the warehouse receipt (入庫) from the customs declaration, you enter the serial numbers for each line whose item is tracked by serial number. When the receipt is submitted, the serial numbers are created in the system and the shipment’s status changes to received.
From then on every unit is a record of its own, with its serial number and the import shipment it came in on.
At delivery: picking the right unit
On the delivery note (納品), you choose the serial number for each line. The Japanese-style printed delivery note (納品書) has a serial number column, so the customer keeps this information too.
After delivery, the serial number record shows the status delivered (納品済) and the warranty expiry date (保証期限).
Partial deliveries
One sales order may be delivered in several lots. Each lot is its own delivery note with that lot’s serial numbers. The sales order’s related tab lists the delivery notes, and once everything is delivered the order is completed. Opening any serial number still shows the status and warranty date of that unit.
When a customer makes a warranty claim
You create a warranty claim (保証請求), choose the customer and the serial number, and enter the date and details. The warranty classification field (保証区分) shows automatically, from the serial number, whether the unit is in or out of warranty. The person taking the claim does not have to look up the delivery date.
The demo includes a serial number whose warranty has already expired: opening it shows out of warranty, and a warranty claim created for it shows out of warranty as well.
When faulty goods are returned
Returned goods are recorded as a return delivery note linked to the original delivery note and labelled as a return (返品). The money side is recorded as a credit note (返品（貸方票）), an invoice with a negative amount. From the original delivery note you can follow through to the returned goods and the matching credit document.
What to check in the demo
- Open a delivery note and click a serial number: check the delivered status and the warranty date.
- Create a new warranty claim, choose that serial number, and see the warranty classification fill in.
- Repeat with the demo’s expired serial number.
- Open a sales order delivered in parts and a return delivery note, and see how the documents link to each other.