Maintenance · Daily operations · 7 min read

Track warranties, warranty claims and calibration

Record an asset's warranty, file a claim, and record calibrations that keep measuring equipment valid.

Before you begin

• Warranty and claims and Calibration must be on in Administration > Applications > Maintenance > Features. If off, their saves are refused ('Warranty and claims is disabled for this company.') but old records stay readable.
• Recording a calibration needs maintenance.calibration. Calibration cost needs cost permission to be shown.

Add a warranty

1. Open the asset and click More > Add Warranty.
2. Choose the Warranty Type (Manufacturer, Extended, Vendor or Service) and the Provider.
3. Enter the Start Date and End Date. Both are required: 'Enter when the warranty starts and ends.'
4. Choose the Coverage: Parts & Labor, Parts only, Labor only or Full cover.
5. Enter the Reference (may be hidden or required by the company) and the Terms.
6. Click Add.

An end before the start is refused: 'The warranty cannot end before it starts.' The asset's own warranty dates take the longest warranty you have added. The state is Valid, Expiring (within 60 days) or Expired.

File a warranty claim

1. On the asset, click More > Create Warranty Claim.
2. Enter the Claim Reference and Amount Claimed, and notes.
3. Click Create.

The claim is numbered WCL-00001, status Draft, filed today. It is possible only while the warranty is valid today: 'The warranty is not valid today, so there is nothing to claim.' An asset with no warranty gives 'This asset has no warranty to claim on.' See all warranties and claims in Maintenance > Assets > Warranty.

Set up an asset for calibration

Assets that need calibration appear in Maintenance > Assets > Calibration. Today, an asset enters the register when its first calibration is recorded; the asset form does not yet have the calibration-required box, interval or tolerance.

Record a calibration

1. Open Maintenance > Assets > Calibration and click Record, or use More > Record Calibration on the asset.
2. Enter Performed On (default today).
3. Choose the Result: Pass or Fail.
4. Enter Measured, Tolerance, the Certificate, Performed By, Vendor, Interval (days) and Cost.
5. Click Save.

What happens next

Example with a pass: interval 180 days, performed on 2 October 2026. The next calibration is 31 March 2027 and the register shows Valid. A cost of 350.00 AED with a vendor is booked to the cost ledger as a Vendor cost (without a vendor, as Other).

With a Fail, the register shows Failed, the next calibration is set to the performed date, and a high-priority request 'Calibration failed CAL-...' is raised. Record a new passing calibration afterwards to make the asset Valid again.

The register shows Due Soon when the next date is within 30 days and Expired when it has passed. This window is fixed at 30 days and does not follow the Due Soon Window in Settings.

Reports

Maintenance > Reports > Warranty and Calibration list all records and ignore the date range.

Good to know

• A missing certificate is refused only when the company set Calibration certificate to Required: 'Calibration certificate is required by this company.'
• Calibration dates appear on the maintenance calendar.