Setting up Warranty Parts Processing through SOP

Complete the following steps to define when an SOP document will be used as a warranty transaction and how the standard SOP transaction will be modified.

Step 1: Creating a Warranty Invoice Type

You must create a warranty invoice type in the Sales Fulfillment Order/Invoice Setup window.

1. Select Microsoft Dynamics GP > Tools > Setup > Sales > Sales Order Processing > Sales Document Setup > Fulfillment Order/Invoice.
2. Enter an invoice type to be used for warranty transactions. You can set up as many warranty invoice types as you like.
3. Complete the remaining fields as necessary. For more information, see the Microsoft Dynamics GP Sales Order Processing documentation.
4. Select Save.

Step 2: Completing the Warranty Parts Setup Window 

The Warranty Parts Setup window is used to define the SOP warranty transfer invoice.

1. Select Microsoft Dynamics GP > Tools > Setup > Service Management > Invoice Setup > Warranty Parts Setup.
2. Complete the following fields, as necessary.
   • Invoice ID
     An SOP invoice of this type will function as a warranty transaction. You can zoom on this field if you want to create a new Invoice ID for this purpose. You can set up as many warranty invoice types as you like.
   • Tax Schedule ID
     Select a tax schedule to default on the warranty transaction. If you leave this field blank, the customer tax schedule is used.
   • Customer ID/Address
     Select the customer that is assigned to the warranty and who will reimburse for the cost of the replacement part. For example, a corporate ID would be used if that is who would be reimbursing your company for a warrantied part replacement.
   • Sales Mask, Receivables Mask, COGS Mask
     An SOP invoice of this type will function as a warranty transaction. You can zoom on this field if you want to create a new Invoice ID for this purpose. You can set up as many warranty invoice types as you like.
3. If you want to substitute account numbers for Sales, Receivables, or COGS, select the Accounts button. The substitution accounts set up in the Accounts window are used for all warranty invoices.
4. In the Accounts window, enter or select the original account number for Sales, Receivables, and/or Cost of Goods sold.
5. Enter or select the corresponding account number that will be substituted. Complete the steps for the remaining accounts.
6. Select OK to return to the Warranty Parts Setup window. If you enter both an account mask and a substitute account for a default account, only the substitute account will be used for the warranty invoice transfer.
7. Select Save.

Step 3: Setting up a Warranty Order Type 

If you want to transfer a warranty order to a warranty invoice, you must set up a warranty order type that specifies the warranty invoice the transfer will process to. To set up a warranty order type, you will need enter a warranty invoice type in the Use Fulfillment Invoice ID in the Sales Order Processing Setup window.

1. To open the Sales Order Setup window, select Microsoft Dynamics GP > Tools > Setup > Sales > Sales Order Processing > Sales Document Setup > Order.
2. Enter an Order ID to be used for warranty transfers.
3. In the Use Fulfillment Order/Invoice ID, select the warranty invoice type.
4. Select Save.

Step 4: Setting up a Warranty Quote Type 

If you want to transfer a warranty quote to either a warranty order and/or a warranty invoice, you must set up a warranty quote type to specify the warranty order and/or warranty invoice the transfer will process. To set up a warranty quote type, you will need to enter a warranty order type in the Use Fulfillment Order ID and/or warranty invoice type in the Use Fulfillment Invoice ID field in the Sales Quote Setup window.

1. To open the Sales Quote Setup window, select Microsoft Dynamics GP > Tools > Setup > Sales > Sales Order Processing > Sales Document Setup > Quote.
2. Enter a Quote ID to be used for warranty transfers.
3. Mark the Transfer Quote to Fulfillment Order/Invoice checkbox.
4. In the Use Fulfillment Order/Invoice ID, select the warranty order or warranty invoice type.
5. Select Save.