The option provides full accounting of repair requests — from receiving the device to returning it, with a defect description, materials, technician’s work, statuses, and settlements with the customer. The main result is transparent automatic calculation of the cost of each request with simultaneous write-off and reservation of spare parts from the warehouse. It is suitable for service centers, workshops, and stores that provide warranty service.
What the «Repair and warranty service» option can do
Receiving and processing requests
- Warranty and non-warranty repair — receiving goods for both types of service in one request card.
- Individual request card — customer data, defect description according to the customer, device configuration, and responsible technician.
- Creating a product from the repair window — if the device is not in the database, it is added directly from the card, without switching to the directory.
- Receiving discontinued goods — any product from the full list can be accepted for repair, even if it was removed from circulation several years ago.
- Attaching files — photos, videos, or documents can be added to the request; the technician opens them directly from the order.
Cost, materials, and warehouse
- Automatic cost calculation — the final amount consists of the cost of materials, services, and completed work.
- Estimated price in advance — the repair amount can be entered manually before the work starts, so it can be announced to the customer.
- Zero cost for warranty — the price of materials and work is set to zero for free service.
- Write-off and reservation of materials — parts are selected from the database and reserved in the warehouse so they are not accidentally sold.
- Serial number accounting of spare parts — for parts with strict accounting, the program requests the serial number when adding them to the request.
Repair stages and deadline control
- Request statuses — «Accepted for repair», «In repair», «Result available», «Completed», and custom statuses for service processes.
- Color highlighting — requests ready for pickup are highlighted with color, which simplifies control and customer calls.
- Completion deadline control — a deadline is set for the request, and the program warns in advance about «urgent» deadlines.
- Serial number auto-generation — for service operations (for example, cartridge refilling), the program generates a serial number and shows the number of requests.
Finance: payments, debts, invoices
- Accounting for payments and debt — full or partial prepayment is recorded, and the remaining customer debt is calculated automatically.
- Issuing an invoice and delivery note — after the repair is completed, the invoice and outgoing invoice are generated automatically.
- Payment for active and closed requests — payment entry or refund is possible even after the request is closed.
- Blocking release due to debt — in the status settings, you can prohibit the final status until the customer has paid off the debt.
- Summary service statistics — at the bottom of the list, you can see the number of requests, total cost, amount of payments, and total customer debt.
Documents, printing, and search
- Unique number and barcode — generated for each new request.
- Document printing — acceptance receipt, warranty card, certificate of completed works, and barcode label for the device.
- Quick request search — by repair barcode, device serial number, TTN number, or customer phone number.
- Work details in the invoice — each operation as a separate line or grouped into one «Repair works» line.
Warranty exchange, logistics, and analytics
- Warranty exchange — the program processes the refund to the customer, return of defective goods to the supplier, and issue of a new device.
- Warranty extension — after repair, the warranty period is extended by the number of days the device spent in service.
- Transfer between accounting centers — the request is systematically transferred to another accounting center of your chain.
- Third-party service center — shipment of goods to a contractor and return from the contractor are recorded, with the TTN number.
- History and profitability reports — repair history by customer and serial number is stored, and profitability reports are available taking into account the cost of spare parts and technicians’ labor costs.
Some features work together with other Torgsoft options. Automatic notifications about status changes (SMS, Viber, e-mail) are sent through the Bulk customer mailings option. Tracking the warranty of sold goods and serial numbers of spare parts is provided by Accounting of warranty goods by serial numbers. Piece-rate wages for technicians are accrued by the Payroll and staff motivation option.
More about the option: torgsoft.ua/options/service-repairs/
