Track repairs and warranty

If you service what you sell, a repair ticket keeps the unit, the fault, the work, the warranty and the bill in one place. A repair starts from a product in your catalog, so its service history and warranty follow it.

Switch repairs on

Open Settings → General and choose With repairs in the Repairs panel. This adds the Repairs screen and a warranty card on products. Switching it off deletes nothing: every ticket, warranty term and service-book entry stays and comes back untouched.

Set a warranty on a product

Open the product and find the Warranty card.
Enter the Warranty, months. The other fields wait for it.
Choose The clock starts at: the sale, delivery or commissioning. Delivery is the default, because an order confirmed in March and shipped in June has three months nobody could use.
If one part is covered for less time than the whole, add A component’s warranty, months and name the component. It can never be longer than the whole.

Your country’s statutory minimum is shown beside it as a floor: a product may promise more, never less. Where Keelvy has no figure for your country (the US has no federal minimum term), it says so and asks you to check the local rule. The product data sheet prints the same terms.

Open a repair

Open Sales → Repairs and click Open a repair.
Choose the Product. If it is numbered, choose the Unit, because the service book is kept per unit.
Choose the Customer, and Whose item is it: Ours — a product we sell or sold, or A customer’s own item.
For a customer’s item, enter the Insured value: what you owe the customer if you damage it. It is never a cost.
Describe What is wrong and click Open repair.

A customer’s own item is not stock. It has no location and never enters a cost average.

A ticket moves through Received, Diagnosing, Awaiting parts, In progress, Awaiting payment, Ready and Closed, or Canceled. The list has List and Board views, with the same filters and saved views as orders. You can rename statuses in Settings → Statuses.

Record the work and who pays

On the ticket:

Under What was done, add lines as Labor or Part. Labor is costed Hourly, by position, Contractor, fixed price or Piece rate. A part is Fitted from a material or a product, so it leaves stock.
Under Who pays, enter the amount for each payer: Warranty (paid by you, so it stays on your books), Customer and Insurer, each seeing their own amount. Enter the name of the customer or insurer to bill.

Closing a charged repair raises a sale for what the customer owes, and payment is recorded on that order. The cost of parts you fitted reaches the profit and loss on the day the repair is closed. See Read your profit and loss.

A closed ticket is locked. Change its status to reopen it.

Read the service book

The Service book shows every repair one unit has had, newest first, with the warranty promise, the statutory minimum and whether each repair was Billed to the warranty or Not under warranty. A ticket with no numbered unit has no service book, but still counts in the per-product report.

Archive a ticket

Archive moves the ticket to the Archive. You can restore it from there.