{"id":1814,"date":"2025-11-25T22:44:43","date_gmt":"2025-11-25T22:44:43","guid":{"rendered":"https:\/\/www.ultrexstaff.com\/?p=1814"},"modified":"2025-11-26T00:50:15","modified_gmt":"2025-11-26T00:50:15","slug":"1814","status":"publish","type":"post","link":"https:\/\/www.ultrexstaff.com\/?p=1814","title":{"rendered":"Warranty Replacement Handling Procedure"},"content":{"rendered":"\n

Warranty Replacement Handling Procedure<\/strong><\/h1>\n\n\n\n

Purpose of This Article<\/strong><\/h2>\n\n\n\n
    \n
  1. What this article covers:<\/strong>
    This document outlines the full internal process for handling warranty replacements for client equipment purchased through Ultrex IT.<\/li>\n\n\n\n
  2. When you should use this information:<\/strong>
    Use this procedure any time a client requests a hardware replacement<\/strong> and it appears the device may fall under Ultrex\u2019s 1-year warranty window. These steps ensure financial accuracy, proper inventory handling, and consistent tracking across teams.<\/li>\n<\/ol>\n\n\n\n
    \n\n\n\n

    Warranty Replacement Process<\/strong><\/h1>\n\n\n\n

    1. Confirm Warranty Eligibility<\/strong><\/h3>\n\n\n\n

    Before taking any action:<\/p>\n\n\n\n

      \n
    • Verify with leadership (typically [Name\/Manager]<\/strong>) that the client is approved for a free warranty replacement.<\/li>\n\n\n\n
    • Confirm:\n
        \n
      • The device was originally sold by Ultrex IT.<\/li>\n\n\n\n
      • The purchase date is within 1 year<\/strong>.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n

        No replacement should proceed without this confirmation.<\/p>\n\n\n\n

        \n\n\n\n

        2. Have Brandi Process the Replacement Sale<\/strong><\/h3>\n\n\n\n

        Once approved:<\/p>\n\n\n\n

          \n
        • Contact Brandi<\/strong> to create a zero-cost sale<\/strong> for the replacement item.<\/li>\n\n\n\n
        • This ensures:\n
            \n
          • Accurate billing records<\/li>\n\n\n\n
          • Proper documentation in the billing spreadsheet<\/li>\n<\/ul>\n<\/li>\n\n\n\n
          • Do not<\/strong> manually remove or adjust inventory yourself yet.<\/li>\n<\/ul>\n\n\n\n
            \n\n\n\n

            3. Physically Perform the Replacement<\/strong><\/h3>\n\n\n\n
              \n
            • Swap out the defective\/failed item with the new, zero-cost replacement.<\/li>\n\n\n\n
            • Collect the old device and return it to the office.<\/li>\n<\/ul>\n\n\n\n
              \n\n\n\n

              4. Tag the Returned Item<\/strong><\/h3>\n\n\n\n

              When bringing the old item back:<\/p>\n\n\n\n

                \n
              • Tag or label it clearly as:
                \u201cBring-Back \u2013 Warranty Replacement \u2013 NON INVENTORY\u201d<\/strong><\/li>\n\n\n\n
              • This ensures the item is not mistaken for active stock.<\/li>\n<\/ul>\n\n\n\n
                \n\n\n\n

                5. Test the Returned Item<\/strong><\/h3>\n\n\n\n

                Once tagged:<\/p>\n\n\n\n

                  \n
                • Evaluate whether the returned hardware:\n
                    \n
                  • Still functions<\/li>\n\n\n\n
                  • Has partial functionality<\/li>\n\n\n\n
                  • Can be used internally<\/li>\n\n\n\n
                  • Holds any salvage or resale value<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n

                    Document basic findings if needed.<\/p>\n\n\n\n

                    \n\n\n\n

                    6. Get Approval for Final Inventory Handling<\/strong><\/h3>\n\n\n\n

                    After testing:<\/p>\n\n\n\n

                      \n
                    • Check back with leadership (same approval point as Step 1) with results of the test.<\/li>\n\n\n\n
                    • They will determine whether the unit should be:\n
                        \n
                      • Added back to usable internal inventory<\/li>\n\n\n\n
                      • Stored for parts<\/li>\n\n\n\n
                      • Recycled\/disposed<\/li>\n\n\n\n
                      • Otherwise tracked as non-inventory equipment<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n

                        Do not<\/strong> add anything back into inventory without confirmation.<\/p>\n\n\n\n

                        \n\n\n\n

                        Final Notes<\/strong><\/h1>\n\n\n\n

                        Warranty replacements must follow this workflow to maintain proper billing, inventory accuracy, and accountability. Always secure approval before<\/strong> starting, ensure Brandi logs the zero-cost transaction, and tag returning hardware appropriately. Clear communication and documentation at each step prevent inventory errors and unexpected costs.<\/p>\n\n\n\n

                        Thanks for following this process!<\/p>\n","protected":false},"excerpt":{"rendered":"

                        Warranty Replacement Handling Procedure Purpose of This Article Warranty Replacement Process 1. Confirm Warranty Eligibility Before taking any action: No replacement should proceed without this confirmation. 2. Have Brandi Process the Replacement Sale Once approved: 3. Physically Perform the Replacement 4. Tag the Returned Item When bringing the old item back: 5. Test the Returned […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[97,98],"tags":[],"class_list":["post-1814","post","type-post","status-publish","format-standard","hentry","category-it-processes","category-it-knowledge-base-articles","post-preview"],"_links":{"self":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts\/1814","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=1814"}],"version-history":[{"count":2,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts\/1814\/revisions"}],"predecessor-version":[{"id":1817,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts\/1814\/revisions\/1817"}],"wp:attachment":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=1814"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=1814"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=1814"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}