Warranty Management

Trazea’s warranty management system enables comprehensive tracking of defective spare parts from initial report through supplier resolution, with complete documentation and photographic evidence.

Overview

When a spare part fails, the system captures all relevant information needed for a warranty claim: failure details, usage context, responsible parties, and visual evidence. Claims progress through defined states until resolved.

Report Failure

Document defective parts with photos

Track Status

Monitor claim progression

Record Resolution

Document approval or rejection

Warranty Structure

interface Guarantee {
  // Identification
  id_garantia: string;
  id_repuesto: string;
  referencia_repuesto: string;
  nombre_repuesto: string;
  
  // Failure details
  fecha_reporte: string;
  motivo_falla: string;             // Detailed failure description
  kilometraje?: number;             // Vehicle mileage when part failed
  cantidad: number;                 // Number of units affected
  
  // Context
  taller_origen: string;            // Location where failure occurred
  orden: string;                    // Work order number
  solicitante: string;              // Customer or requester
  
  // Responsible parties
  reportado_por: string;            // User who reported
  tecnico_responsable: string | null; // Technician who installed/used
  id_tecnico_asociado: string;
  
  // Evidence and resolution
  url_evidencia_foto: string | null; // Photo URL
  estado: string;                   // Claim status
  comentarios_resolucion: string | null; // Supplier response
}

Warranty States

Claims progress through these states:

Estado	Description	Actions Available
`Sin enviar`	Reported but not submitted to supplier	Edit, Submit, Delete
`Pendiente`	Submitted, awaiting supplier response	View, Add notes
`Aprobada`	Supplier approved replacement	View, Close
`Rechazada`	Supplier denied claim	View, Appeal

The initial state is “Pendiente” when created. Users can mark claims as “Sin enviar” if they want to batch submissions to suppliers.

Creating a Warranty Claim

Identify Failed Part

Select the defective spare part from inventory

Enter Failure Details

Describe exactly what failed and how

Add Context

Work order number
Customer/requester name
Mileage (for vehicle parts)
Quantity of units affected

Assign Technician

Select the technician who installed or used the part

Upload Photo Evidence

Take clear photos showing the failure

Submit Claim

Save with initial status “Pendiente”

Required Information

Part Details

Reference number, name, quantity

Failure Description

Clear explanation of what went wrong

Work Order

Order number for traceability

Photo Evidence

Visual proof of the defect

Photo Evidence

The url_evidencia_foto field stores a link to photographic evidence. Best practices:

Multiple angles: Show the failure from different perspectives
Close-ups: Detail the specific defect
Context shots: Show the part installed in the vehicle
Clear lighting: Ensure defects are visible
Date/time metadata: Preserved in the image file

Photo Guidelines

Good warranty photos include:

Part identification label or numbers
Clear view of the defect or failure point
Surrounding components for context
Serial numbers if applicable
Scale reference (hand, ruler, etc.)

Avoid:

Blurry images
Poor lighting that hides defects
Angles that don’t show the problem
Missing the actual failed component

Viewing Warranty Claims

Filters

interface WarrantyFilters {
  estado: 'sin enviar' | 'pendiente' | 'aprobada' | 'rechazada' | 'all';
  fecha_inicio?: string;
  fecha_fin?: string;
  tecnico?: string;
  repuesto?: string;
}

Grouping

Claims are typically grouped by:

Status: All pending, all approved, etc.
Date: Claims from a specific time period
Technician: Claims involving a specific tech
Supplier: Parts from the same supplier

When viewing grouped claims, the system shows summary information including total quantity affected and the most recent status update.

Updating Claim Status

Submit to Supplier

Review Claim

Verify all information is complete

Gather Documentation

Ensure photos and descriptions are clear

Submit to Supplier

Send claim via supplier’s process

Update Status

Change from “Sin enviar” to “Pendiente”

Add Submission Notes

Document submission date and method

Record Supplier Response

Receive Response

Supplier approves or rejects claim

Update Status

Change to “Aprobada” or “Rechazada”

Add Resolution Comments

Enter supplier’s explanation and any reference numbers

Notify Technician

Alert relevant parties of the outcome

Always document the supplier’s response in comentarios_resolucion even if the claim is rejected. This helps identify patterns and improve future claims.

Approved Claims

When a claim is approved:

Record Details: Enter supplier authorization number
Request Replacement: Order the replacement part
Track Shipment: Monitor incoming replacement
Receive Part: Add to inventory when it arrives
Link Records: Associate the new part with the warranty claim

Replacement Part Workflow

Warranty claim approved by supplier
Supplier ships replacement part
Receive shipment at location
Create inventory addition record
Reference warranty claim ID in notes
Original failed part shipped back to supplier if required
Update warranty claim with replacement part tracking

Rejected Claims

If a claim is rejected:

Review Reason: Understand why it was denied
Document Response: Record supplier’s explanation
Assess Options:
- Appeal with additional evidence
- Accept rejection and absorb cost
- Escalate to supplier management
Learn: Improve future claim quality

Failure Categories

Common failure types to document in motivo_falla:

Manufacturing Defect

Part defective from factory

Premature Wear

Failed before expected lifespan

Wrong Specification

Part doesn’t meet stated specs

Installation Issue

Damage during installation

Writing Good Failure Descriptions

Poor: “Brake pad broke” Good: “Brake pad friction material separated from backing plate after 500km. Customer reported grinding noise. Inspected and found complete delamination along entire edge. No signs of overheating or abuse. Expected lifespan 5000km. Installed 2 weeks ago per manufacturer specs.”

Mileage Tracking

For vehicle parts, the kilometraje field is crucial:

Helps establish if failure is premature
Required by many suppliers for claims
Shows usage context
Helps identify patterns (parts failing at similar mileage)

Always record mileage at time of failure, not at time of installation. This shows actual usage when the part failed.

Technician Association

Every claim links to a technician via id_tecnico_asociado:

Accountability: Identify who installed the part
Training: Spot if specific techs have more failures
Context: Technician can provide detailed failure info
Communication: Direct questions to the right person

Linking a technician is not about blame - it’s about getting accurate information. Ensure technicians understand this is for documentation, not punishment.

Warranty Dashboard

View key metrics:

Total Claims: All time and by period
Approval Rate: Percentage approved vs rejected
Average Resolution Time: Days from report to resolution
Top Failing Parts: Which parts have most claims
Claims by Technician: Distribution across team
Claims by Supplier: Which suppliers have quality issues

Permissions

Action	Required Permission
Create claim	`create_warranty`
View claims	`view_warranties`
Update status	`update_warranty`
Delete claim	`delete_warranty`
View all locations	`view_all_locations`
Export reports	`export_warranty_data`

Best Practices

Report Immediately

Create claims as soon as failures are discovered

Thorough Documentation

Include all relevant details - more is better

Quality Photos

Take multiple clear photos from different angles

Accurate Mileage

Record exact mileage when failure occurred

Follow Up Regularly

Check pending claims weekly with suppliers

Analyze Patterns

Review claims to identify systematic issues

Common Scenarios

Battery Failure

Scenario: Battery dead after 3 months (expected life 2 years)

Test battery - confirm failure
Check installation date from order history
Photograph date code on battery
Document charging system tests (prove it wasn’t overcharged)
Enter mileage at failure
Submit with test results
Typically approved - clear premature failure

Brake Pad Delamination

Scenario: Pad material separated from backing

Remove both pads - photograph both sides
Check for overheating (blue discoloration)
Measure remaining material thickness
Document mileage and installation date
Describe failure pattern (edge vs center, etc.)
Submit with clear delamination photos
Usually approved if no overheating evident

Electronics Failure

Scenario: Controller not working

Verify electrical connections
Test with diagnostic tools
Rule out user error/misuse
Photograph error codes if any
Document symptoms precisely
Note any unusual events (water exposure, etc.)
Submit with diagnostic reports
May require return of part for analysis

Integration with Other Features

With Inventory

Failed parts can be removed from inventory
Replacements added when received
Stock adjustments linked to warranty claim

With Technician Movements

Original installation movement linked
Replacement part installation tracked
Complete part lifecycle visible

With Work Orders

Warranty tied to specific job
Cost recovery tracking
Customer communication about delays

Inventory Management - Part stock tracking
Technician Movements - Installation records
Notifications - Claim status alerts

Get Started

Core Features

Architecture

Guides

Deployment

​Overview

Report Failure

Track Status

Record Resolution

​Warranty Structure

​Warranty States

​Creating a Warranty Claim

​Required Information

Part Details

Failure Description

Work Order

Photo Evidence

​Photo Evidence

​Viewing Warranty Claims

​Filters

​Grouping

​Updating Claim Status

​Submit to Supplier

​Record Supplier Response

​Approved Claims

​Rejected Claims

​Failure Categories

Manufacturing Defect

Premature Wear

Wrong Specification

Installation Issue

​Writing Good Failure Descriptions

​Mileage Tracking

​Technician Association

​Warranty Dashboard

​Permissions

​Best Practices

​Common Scenarios

​Integration with Other Features

​With Inventory

​With Technician Movements

​With Work Orders

​Related Features

Build docs developers (and LLMs) love

Overview

Warranty Structure

Warranty States

Creating a Warranty Claim

Required Information

Photo Evidence

Viewing Warranty Claims

Filters

Grouping

Updating Claim Status

Submit to Supplier

Record Supplier Response

Approved Claims

Rejected Claims

Failure Categories

Writing Good Failure Descriptions

Mileage Tracking

Technician Association

Warranty Dashboard

Permissions

Best Practices

Common Scenarios

Integration with Other Features

With Inventory

With Technician Movements

With Work Orders

Related Features