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Question

How are companies supposed to track warranty costs in Field Service?

  • December 17, 2025
  • 4 replies
  • 11 views
sean21
Varsity III
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I’ve seen a few topics related to this and no clean solution presented for this. I’ve solutioned this completely different based on the unique needs of each client. Surely there’s a better way… 

 

Does anybody know what the cleanest solution is to track warranty costs within Field Service? 

 

Scenario: 

  • Run a normal service order (standard service order type) - we don’t know what would be covered under warranty yet as the repair needs to be executed first 
  • Tech completes appointment - identifies that the part is not covered under warranty
  • Labor/Travel > bill to the customer as normal 
  • Parts (Inventory Items) - need to be expensed to COGS - Warranty instead of COGS - Materials
    • Billed at $0 (marked Free Item) 
    • The inventory issue is going to hit COGS - Materials based on the Inventory Item defaults… I see no way in Field Service or other Acumatica settings to change the COGS posting for inventory items.

How else are companies managing this situation? Acumatica does not appear to have any clean solution to cost warrantied items, whether stock or non-stock within the service order/appointment. 

 

 

 

Sean Reeves | Practice Director | Business Consulting Leader

4 replies

L
Semi-Pro I
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  • lairdtim
  • Semi-Pro I
  • December 17, 2025

Like probably everybody else with warranty processing, we have a customization for it...but we went with subaccount changes rather than specific GL accounts.  It’s a lot cleaner to have Parts COGS be account 5045 and then have warranty be subaccount (in our world) 6100 while billable service is 6000.  

    sean21
    Varsity III
    Forum|alt.badge.img+1
    • sean21
    • Author
    • Varsity III
    • December 17, 2025

    Like probably everybody else with warranty processing, we have a customization for it...but we went with subaccount changes rather than specific GL accounts.  It’s a lot cleaner to have Parts COGS be account 5045 and then have warranty be subaccount (in our world) 6100 while billable service is 6000.  

    For sure. That’s one way we solutioned it previously for a specific client. Keep the COGS account but have a warranty subaccount. We then drove the default subaccount from a WARR order type. Still required moving parts/labor items from original to the WARR. 

    How did you customize it if you don’t mind sharing? 

    Sean Reeves | Practice Director | Business Consulting Leader
    L
    Semi-Pro I
    Forum|alt.badge.img+1
    • lairdtim
    • Semi-Pro I
    • December 17, 2025

    Like probably everybody else with warranty processing, we have a customization for it...but we went with subaccount changes rather than specific GL accounts.  It’s a lot cleaner to have Parts COGS be account 5045 and then have warranty be subaccount (in our world) 6100 while billable service is 6000.  

    For sure. That’s one way we solutioned it previously for a specific client. Keep the COGS account but have a warranty subaccount. We then drove the default subaccount from a WARR order type. Still required moving parts/labor items from original to the WARR. 

    How did you customize it if you don’t mind sharing? 

    The customization is more about how we process (because we need to recognize revenue for the warranty work as well) than about the subaccount.  For the subaccount we do the same as you--we have some Warranty service order types that set the subaccount (which is stock functionality).

    I actually think that the way we handle the processing of the warranty claims and the revenue is really elegant; happy to share the logic if anyone is interested.

      sean21
      Varsity III
      Forum|alt.badge.img+1
      • sean21
      • Author
      • Varsity III
      • December 18, 2025

      Like probably everybody else with warranty processing, we have a customization for it...but we went with subaccount changes rather than specific GL accounts.  It’s a lot cleaner to have Parts COGS be account 5045 and then have warranty be subaccount (in our world) 6100 while billable service is 6000.  

      For sure. That’s one way we solutioned it previously for a specific client. Keep the COGS account but have a warranty subaccount. We then drove the default subaccount from a WARR order type. Still required moving parts/labor items from original to the WARR. 

      How did you customize it if you don’t mind sharing? 

      The customization is more about how we process (because we need to recognize revenue for the warranty work as well) than about the subaccount.  For the subaccount we do the same as you--we have some Warranty service order types that set the subaccount (which is stock functionality).

      I actually think that the way we handle the processing of the warranty claims and the revenue is really elegant; happy to share the logic if anyone is interested.

      I’d be interested in the logic. I’m thinking about customization at this point since there does not appear to be a clean approach using native functionality from what I can tell. 

      Sean Reeves | Practice Director | Business Consulting Leader
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