When you sell products that are tracked using serial numbers, you may also need to track the warranty provided for each individual unit.

Refrens allows you to save a warranty period against serial numbers and automatically calculates the warranty expiry date when the serial is sold.

This makes it easier to check whether a particular unit is still under warranty without maintaining a separate spreadsheet.

Where Can You Add a Warranty Period?

You can add a warranty period wherever new serial numbers are created or added, including:

• While creating an item with Serial Number as the tracking method
• While adding serial numbers through a purchase document
• While using Adjust Stock → Incoming
• Other inventory flows where serial numbers are added

The warranty period is saved separately against every serial number.

How to Add a Warranty Period While Creating an Item

Step 1: Create or Edit an Inventory Item

Go to Inventory > Add Item > Enter the item details and select Serial Number as the tracking method:

Step 2: Add Serial Numbers

Click Add Serial Numbers and enter the serial numbers you want to add:

Step 3: Enter the Warranty Duration

In the Warranty Period section:

1. Enter the warranty duration as a number.
2. Select the applicable unit:
3. • Days
   • Months
   • Years
3. Click Save Changes.

For example, you can enter:
Warranty Duration: 3
Unit: Years

Each serial number added through that entry will carry a warranty period of three years.

How Is the Warranty Date Calculated?

The warranty period is stored when the serial number is created, but the warranty expiry date is calculated only when that serial number is sold.

Refrens calculates it using:
Sale Date + Warranty Period = Warranty Date

Example

Suppose a serial number has a warranty period of 3 years.

If the item is sold on 22 July 2026, Refrens will calculate the warranty date as:
22 July 2029

What Happens When a Serial Number Is Sold?

When a warranty-enabled serial number is sold through an invoice or an outgoing stock adjustment:

• The serial is marked as sold.
• The sale date is recorded.
• The warranty expiry date is calculated automatically.
• The Warranty Period and Warranty Date become visible in the serial details.

You do not need to calculate or enter the warranty expiry date manually.

How to View the Warranty Period and Warranty Date

To check warranty details for a serial number:

Go to Inventory > Open the relevant item > Select the Serials tab >Open Sold Serials.

You will see separate columns for:

• Warranty Period — for example, 3 Years
• Warranty Date — for example, 22 July 2029

This allows you to quickly verify the warranty coverage of each sold unit.

What Happens When an Item Is Returned?

When a sold serial number is marked as returned, its previously calculated warranty date is removed.

If the same serial number is sold again later, Refrens will calculate a fresh warranty date based on the new sale date and the warranty period saved against that serial.

Can the Warranty Period Be Edited?

Yes. You can edit the warranty period associated with a serial number where editing is supported.

After updating it, the revised warranty details will be reflected against that serial number.

That’s it!

You can now manage the warranty period and expiry date of every serial-tracked unit directly in Refrens.

Updated on: 23/07/2026