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How to Track a Warranty

xAssets IT Asset Management User Guide
How To

How to Track a Warranty

Warranty tracking lets you record when manufacturer coverage starts and ends for each asset, so you can plan renewals, avoid paying for repairs on covered equipment, and identify assets that may need replacement. This guide explains how to enter and monitor warranty data.

Prerequisites

  • The asset record must already exist in xAssets.
  • You must have permission to edit asset records.

Step 1: Enter Warranty Data on an Asset

  1. Find the asset using the Search box or by navigating to it through a query.

  2. Click the asset's blue description link to open it in the editing screen.

  3. Locate the warranty fields on the asset form. The key fields are:

    Field What to Enter
    Warranty Start Date When manufacturer coverage begins (usually the purchase date)
    Warranty End Date When manufacturer coverage expires
    Warranty Provider The manufacturer or third-party warranty provider
    Warranty Type Standard, Extended, On-site, Return-to-base, etc.

  4. Fill in the applicable fields.

  5. Click OK to save.

Step 2: Enter Warranty Data in Bulk

If you have warranty information for many assets (e.g., from a vendor spreadsheet):

  1. Use the Bulk Update method: select multiple assets in a results screen, then choose Bulk Update Assets in a Single Edit from the Actions on Selected Records menu. Set the warranty fields for all selected assets at once.

  2. Alternatively, use the spreadsheet import method to import warranty data from a file. See How to Import Assets -- the same import approach works for updating existing records with warranty dates.

Step 3: Monitor Warranty Expiry

  1. Navigate to Contracts > Warranties to see all assets with warranty information.

  2. The warranty list can be filtered by Warranty End Date to identify assets whose coverage is approaching expiry.

  3. Review warranty expiry reports to plan budget for extended warranty purchases or equipment replacement.

Setting Up Expiry Notifications

To receive automatic alerts before warranties expire:

  1. Configure email notifications for warranty expiry dates on critical equipment. See Email Notifications for setup instructions.

  2. This ensures you are alerted in advance and can purchase extended coverage or plan replacements before a lapse.

Tips

  • Focus warranty tracking on high-value and business-critical assets first -- servers, network infrastructure, and essential production equipment.
  • Review assets past warranty quarterly. They may be candidates for disposal or replacement rather than costly out-of-warranty repairs.
  • When purchasing replacement assets, transfer any remaining warranty information from old records to new ones if the vendor supports warranty transfer.
  • Discovery does not populate warranty data automatically -- warranty dates must be entered manually or imported.