Warranty Costs in Aspire

Need to apply labor or material costs to a completed job? Read here to learn about Warranty Cost and how to track it in Aspire.

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Written by Aspire Software
Updated over a week ago

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Let's say your crew completed a job, but some of the newly installed plants on that job have died and the mulch washed away in a storm. You send your crew back out to replace the dead and missing material. As well, you add the cost of your crews' labor and materials to the original opportunity in Aspire. The new labor hours and cost of materials added to the original work ticket after it's been completed is known as Warranty Costs.

Warranty Cost is work that is done after you've already completed a job. You would add this work and schedule it on the same ticket as the original work.

Aspire recognizes materials and labor on a job as Warranty when they are added after the work ticket has been completed. Warranty Cost is made up of both Warranty Hours and Warranty Material.

Things to Consider When Applying Warranty Cost

There are a few things to know when you decide to apply Warranty Cost to a job:

  • 🧠 Aspire only tracks warranty for item types of labor and material allocated after the complete date of the ticket. No warranty costs are tracked for Sub, Other, or Equipment.

  • 🧠 Be sure to allocate costs to a work ticket after the ticket is complete if you want them recorded as Warranty. If they are not truly warranty, they need to be allocated prior to ticket completion.

  • 🧠 When you add warranty cost to a completed ticket, this will be reflected in your Gross Margin. They are also included in the Actual Totals of the opportunity.

📌 Note: Warranty Costs can be added after invoicing an opportunity. They can also be added after a month is closed. If the month was already closed, the Warranty Cost for that opportunity will then be applied to the first open month.

Adding Warranty Hours

Since your job needs additional work, you'd start with scheduling the completed work ticket back onto to the schedule board, so your crews can revisit the location and record time onto the ticket.

  • To create warranty hours on a ticket, the ticket must be in Complete status, and then scheduled onto the schedule board.

  • Crews can then add time to the ticket. When the time is accepted, Aspire converts the time from the Labor Hours worked into Warranty Hours.

  • Aspire recognizes these as Warranty Hours because the Accepted Date in time entry is later than the Completed Date of the ticket.

Recording Warranty Material

In addition to hours worked on a job that has warranty, you might also need to record Material.

Let's say mulch was a material that was used when you went back to the original job location. You would tie this material back to the original job, and it would be known as Warranty Material.

There are two ways you can tie Warranty Material to the original job that is in Complete status.

From a Purchase Receipt

The first way is when material costs are allocated to the ticket via a purchase receipt, and the Received Date of the purchase receipt is after the Completed Date of the ticket.

In the example below, take note of the Completed Date from the original work ticket.

  • Create a Purchase Receipt, and click the Purchase Allocations icon.

  • On the pop up screen, click the plus icon, to tie the receipt to the work ticket.

  • Search and select the work ticket, and Save.

  • The Material Cost from the purchase receipt is added to the completed work ticket.

  • The Received Date of the purchase receipt is after the Completion Date of the work ticket, so the cost appears as Warranty Material.

From a Work Ticket

The other method is when the items are allocated from inventory to a work ticket, and the Allocation Date is after the Completed Date of the work ticket.

  • If the material is allocated onto the work ticket from inventory, these costs will appear as Warranty Material because the Completed Date of the work ticket is before the Allocation Date of the material.

Tracking Warranty Cost

🧠 Did you know you can track costs that are being recorded as Warranty through the Work Tickets module by using Display columns?

  • On the search list screen, add the display columns for Warranty Hours and Warranty Material Cost.

  • Warranty quantities are not only shown in Warranty Hours and Warranty Material Cost fields, but are also included in the Actual Hours and Cost display column totals in the Work Ticket or Opportunity modules. These totals will have any warranty cost amounts included to ensure that the data for your job is accurate.

  • You can confirm if costs were applied to that ticket after the completed date with these display columns. After you have added these columns to Work Tickets, share as a saved list with your team!

Tracking Warranty Cost Outside of the Original Job

Some companies may want to record warranty costs outside of the original job and will choose an alternative method for tracking. Here are a few other approaches:

  • Create a new $0 opportunity to capture the Warranty Costs.

    • Take note that the original job would then have inaccurate cost reporting, which would impact data regarding bonuses or commission payouts.

  • Another method would be to create a Service called Warranty for each division in Aspire and log all warranty hours and cost against those tickets.

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