Warranty Management Software

During the warranty process, large warranty centers often grapple with how to manage and optimize the warranty period efficiently alongside providing professional customer care. To meet these demands and enhance competitiveness for businesses in the business and warranty sector, TiT offers warranty management software with outstanding advantages that are sure to satisfy both your company and customers.

Advantages of Warranty Management Software

• Provide a professional, modern warranty process for businesses, helping managers devise solutions to boost revenue and reduce time and costs for warranty processes.
• Manage data concurrently from the sales department and the warranty department. Synchronized data between the sales and warranty departments facilitates quick searches for product and customer information, enabling prompt decisions on accepting or rejecting warranty claims. As a result, customers are more satisfied with the professional attitude and service of the business.
• Centralized data management facilitates easy searching and classification, reducing losses and helping find the most suitable process for the business.
• Employees in various departments can regularly report progress and completion levels of tasks as required by management without having to meet face-to-face.
• Tightly manage the warranty process by capturing the warranty process for each product alongside monitoring the work of warranty staff. This allows businesses to push for the timely completion of tasks.
• Easily exchange and support for task processing among employees and departments.
• Calculate the amount of completed work and the amount of work remaining, allowing employees in the company to easily grasp the status of tasks and make specific, accurate plans for task completion.
• Real-time reporting system.
• Easy customization of the software when workflow changes occur.

Function of Warranty Management Software

• Customer, Supplier, and Business Management

• Product Management and Product Warranty Log
  • Order Management: a system to manage the shipping process for each order and track the status of orders.
  • Payment Management: record customer payments such as debt collection, cash receipts, etc. The system automatically posts payments based on one or more documents.
  • Manage products sold at distribution centers.
  • Manage product information (series, IMEI, model, color, date of sale, warranty period, etc.).
  • Return and Exchange Management: supports the returning and exchanging products procedure directly on a purchase invoice.
  • Monitor warranty logs and service usage.
• Customers
  • Manage customer groups (wholesale customers, retail customers, regions, etc).
  • Manage detailed customer information (Customer code, card number, name, phone, address, email, mobile number, website, etc.).
  • For corporate customers, there is an additional list of contacts.
  • A customer can be both a customer and a supplier.
  • Manage detailed supplier information (Supplier code, name, phone, address, email, mobile number, website, bank account, tax code, etc.).
  • Manage product reception, schedule warranty appointments, and product handovers.
• Warranty Management
• Service Categories
  • Manage the list of repair services (Service code, service name, product classification, warranty price, etc).
• Product Reception
  • Manage information about product reception, assess damage, and provide a quote for customers.
  • Print all product reception forms, product conditions, and quotes before customer approval.
• Generate quotes for customers and insurance.
  • Print standardized quotes for customers after customer or insurance approval.
  • Print both repair orders and warehouse release notes for repair purposes.
  • Print repair contracts (if necessary).
• Monitor the product warranty process.
  • Monitor products under warranty, notify and provide quotes to customers for any additional costs during the repair process.
  • Conduct acceptance tests, evaluate the performance of warranty technicians and hand over products to the warranty department.
  • Print payment vouchers and warehouse release notes after the warranty process is complete.
  • Hand over the product (terminate the contract if necessary).
• Sales, Inventory, and Service Management
  • Product Classification (warranty, repair, etc.).
  • Update detailed information on spare parts inventory.
  • Report on the amount collected from customers.
  • Report on the warranty status of products.
  • Report sales by day, customer, materials, warehouse, etc.
  • Reports on the quantity of promotions and discounts when selling.
  • Analyze sales by item, customer, and time.
  • Revenue reports by invoice.
  • Report revenue by day or any specific period.
  • Report income by item, item group, and warehouse.
  • Report revenue by customer or customer group (wholesale, retail, regular customers, etc.).
  • Sales debt reports if customers buy on credit or pay late.
• Purchase and Inventory Inflow Management 
  • Update data when purchasing (purchase date, supplier, item, quantity, warehouse, price, promotion, discount, tax rate, etc.).
  • Reports supplier debts if buying on credit.
  • Report the amount paid to suppliers.
  • Report purchased items (by day, supplier, materials, warehouse, etc.).
  • Report the number of promotions and discounts when buying.
  • Analyze purchases by item, supplier, time, etc., and other specific reports.
• Inventory Management
  • Grouping and classifying spare parts and goods.
  • Manage information for items (Item code, lot code, barcode, product name, unit, purchase price, wholesale price, retail price, origin, expiration date, minimum inventory alert, maximum inventory, etc.) in detail.
  • Managing wholesale and retail prices for each item, spare part, and item group for different types of customers (wholesale, retail, regular customers, etc.).
• Employee Management
  • Employee and employee profile management.
  • Employee contract management.
  • Integrate with timekeeping machines and attendance management.
  • Manage on leave.
  • Salary management according to the company’s policy, combined with timekeeping, leave, etc.
  • Employee evaluation management.
• Accounting Management
  • Payment management.
  • Revenue allocation management.
  • Purchase invoice management.
  • Monitor customer debts.
  • Manage payment requests according to contracts signed with customers.
  • Manage common accounting transactions.
  • Export accounting reports as required.

System Management, Authorization, and Security

• Security
  • Automated daily data backup and recovery.
  • Data is regularly automatically backed up for redundancy.
  • TIT Company has a strict policy to ensure the security of data for businesses and customers using the company’s products.
  • Only the Admin has the authority to intervene in data systems and grant permissions to users.
• User Permissions
  • Assign function-based permissions by user groups or individual users.
  • Assign permissions for viewing, editing, and deleting to each software user.
• Utilities
  • Directly export to Excel, Word, PDF, and email.
  • Import lists of goods and customers from Excel into the software.
  • Logs the software usage of all members when logging in and using the software.
  • Print multiple receipts, expenses, or invoices with a single command.
  • Generate quotes for one or many customers.
  • Filter data and generate automatic and quick reports based on multiple criteria.
  • Integrate with the VOIP system to facilitate effective communication between departments and customers.