Repair and warranty service — is an additional Torgsoft option that manages a repair request from accepting the equipment to handing it back to the customer: it records the defect, materials, services, and payments in one window. It is needed when you accept goods for repair and want to see the status of each request instead of searching for data in notebooks. As a result, the workshop works according to a transparent scheme: each request has a status, cost, and responsible technician.
The option is suitable for service centers, workshops, and stores that provide warranty service. It solves the typical service pain points: lost receipts, unclear work costs, confusion with statuses and spare parts. Instead of manual accounting, you get a single Document — Repair mode where all requests, debts, and stages are visible.
With the option, the receptionist registers the item and prints a receipt, the technician manages the repair and adds materials, while the manager sees the cost, payment, debt, and status of each request. The repair cost is calculated automatically from materials, services, and operations, and for warranty cases it can be zero.
Accounting for all service center processes in one program
Acceptance, diagnostics, repair, handover, payment, and reports — in one Torgsoft mode.
What repair accounting in Torgsoft is
Repair accounting means managing each request from accepting the item to handing it back to the customer. The service center program records who submitted the item and when, what defect the customer described, what materials and services were used for the repair, how much the customer paid, and what stage the work is currently at. All requests are stored in the Document — Repair mode, and customer data is stored in the request itself. A repair item can be found by barcode, serial number, or waybill number.
Basic concepts
Repair request
A card with customer data, problem description, cost, and status. Each one is assigned a number.
Item under repair
An accepted device with its set, warranty period, supplier, and technician.
Repair materials
Spare parts that are added to the request and reserved in stock for a specific repair.
Services and operations
Repair works with a price and technician payment as an amount or percentage.
Repair item status
The request stage: accepted, sent, result available, completed. You can add your own.
Receipt and act
Printing an acceptance receipt, repair barcode, and act of completed works.
Who this option is for
Service centers
Repair of equipment, phones, consumer electronics with a flow of requests and several technicians.
Workshops
Repair of watches, jewelry, shoes, bicycle and auto services.
Tailor shops and services
Businesses where orders, materials, and work payments need to be managed.
Stores with warranty
Points of sale that accept sold goods for warranty repair or exchange.
Who does not need it. If you only sell goods and do not accept them back for repair or service, the option will not be useful. To control warranty periods for sold goods, the serial number accounting option is required separately.
When to connect it immediately
- if you have several technicians and need to see who is responsible for each request,
- if customers ask about repair status and you do not have accurate data at hand,
- if work costs are calculated manually and profitability is hard to control,
- if spare parts are written off without accounting and disappear from stock.
What tasks the option solves
What it looks like before and after
Before
Requests are written in a notebook, costs are calculated on a calculator. The technician does not remember whose device it is and what needs to be done with it. Spare parts are taken from stock without accounting, and the customer calls several times to find out the status.
After
Each request has a number, barcode, and responsible technician. The cost is calculated automatically, materials are reserved in stock. The customer receives a receipt upon acceptance, and with the mass messaging option active — a notification about the repair status.
How it works: 5 steps
Item acceptance. In the Document — Repair mode, click Add, and a number is assigned to the request. Enter customer data (or select a named customer), problem description, set, and accounting center for writing off materials. Photos and files can be attached to the request. Print the receipt and repair barcode.
Item under repair. Add the device by selecting it from stock, from the list, from the receipt, or by scanning its serial number. The program pulls in the warranty period and supplier; you specify the problem description and responsible technician.
Materials, services, operations. The technician adds materials from stock (they are automatically reserved), services, and repair operations. The request cost is calculated automatically as the sum of materials, services, and operations. For warranty, the price can be set to zero.
Repair statuses. During the work, you add statuses: accepted for repair, sent, result available, completed. You can create your own statuses. If a warranty item cannot be repaired, warranty item exchange, refund to the customer with return of the item to the supplier, and warranty period extension are available.
Payment and handover. Accept payment in cash or by bank transfer, after which an invoice is automatically created in the Trade with invoice issuing mode. When the repair is completed, an outgoing invoice is generated. Print the act of completed works.
Important. The repair cost is formed from the total value of materials, services, and operations. If there are no materials, services, or works, the manually entered amount is used. For warranty repair, the price of a material, service, or operation can be set to zero — then the request cost will be zero.
Try it in your business
Connect the option and process several requests from acceptance to handover. The Torgsoft demo version is free for 30 days, and all data remains on your computer.
Option capabilities
Scenarios by niche
Electronics service
The receptionist registers a phone, prints a receipt, and attaches a barcode. The technician takes the request, adds spare parts from stock, and manages statuses. With the mass messaging option active, the customer receives a readiness notification and picks up the device with the act of completed works.
Jewelry workshop
Each order is recorded with a work description and materials. Technician payment is accrued as a percentage of the work cost. The manager sees how many requests are in progress and evaluates the results for the period using Torgsoft reports.
Store with warranty
A sold item is accepted for warranty repair, and the cost is zero. If repair is impossible, an exchange or refund to the customer with return of the item to the supplier is processed.
Example
The scenario is illustrative. A service center accepts a laptop for repair. The receptionist creates a request, describes the defect according to the customer’s words, attaches a photo, and prints a receipt with a barcode. The technician takes the request into work, adds materials from stock and a diagnostics service.
After the repair, the program calculates the cost from materials and works. With the mass messaging option active, the customer receives a readiness notification, pays for the repair, and the program creates an invoice. When the repair is moved to the final status, an outgoing invoice is generated based on the invoice. Upon handover, the act of completed works is printed, and the manager evaluates service results for the period using Torgsoft reports.
Which options and equipment it works with
The option combines well with other Torgsoft tools for service:
- «Warranty goods accounting by serial numbers» — for controlling the warranty period of sold goods and searching for a request by serial number.
- «Payroll and staff motivation» — if individual calculation of the technician’s bonus for completed work is needed.
- «Mass messaging to customers» — to send customers Viber, SMS, and e-mail messages about repair status.
Equipment for service center operation:
- barcode scanner — for searching for a request by repair barcode or serial number,
- label printer — for printing the repair barcode for the device,
- document printer — for receipts and acts of completed works.
Comprehensive automation. Together with serial accounting, payroll calculation, and messaging, the option covers the full service cycle: from item acceptance and warranty control to technician motivation and customer communication.
Video lessons. Recordings of webinars and video lessons on service center automation are available via the link. Please note: some videos were recorded on older versions of the program, so individual screens may differ from the current Torgsoft version.
Price and connection terms
- Licenses. Torgsoft Start, Ultra or Terminal.
- Purchase terms. The option is purchased for each workplace for standalone versions, or one per local network, or one per terminal license server. Available from Torgsoft version 9.1.5 (DB 440) and later.
- Demo version. Free for 30 days, all data remains on your computer.
How to connect
- Check that you have Torgsoft Start, Ultra, or Terminal from version 9.1.5 (DB 440).
- Purchase the option in the online store or request a consultation.
- Activate the option and open the Document — Repair mode to start accepting requests.
Frequently asked questions
What does the «Repair and warranty service» option provide?
It is a service center program that manages a repair request from acceptance to handover: it records the defect, materials, services, payments, and statuses, and also prints receipts and acts.
What businesses is it suitable for?
For service centers, workshops repairing equipment, watches, jewelry, tailor shops, bicycle and auto services, as well as stores that provide warranty service.
How is the repair cost calculated?
Automatically from the total cost of materials, services, and operations. If there are none, the manually entered amount is used. For warranty repair, the cost can be zero.
Can the customer be notified about repair status?
Yes, if the mass messaging option is active. Then, when the repair status changes, the program offers to send the customer a message about readiness or another status.
How can the required request be found?
Through the search field by repair barcode, item serial number, or waybill number.
Are spare parts written off from stock?
Yes, repair materials are selected from stock and automatically reserved for the request. Serial numbers can be entered for materials with warranty accounting.
How is the technician’s work paid?
For repair operations, you can specify the type of payment to the performer: a fixed amount or a percentage of the work cost. Individual bonus calculation is available with the payroll and staff motivation option.
What happens after repair payment?
An invoice is automatically created in the Trade with invoice issuing mode, and an outgoing invoice is generated when the repair is completed. Partial payment can be accepted and returned.
Can a warranty exchange be processed?
Yes. If the item cannot be repaired, warranty item exchange, refund to the customer with return of the item to the supplier, and warranty period extension are available.
Which licenses does the option work with?
With Torgsoft Start, Ultra, and Terminal versions. The option is purchased for each workplace for standalone versions, or one per local network, or one per terminal license server. Available from version 9.1.5 (DB 440) and later.
Is there a free demo version?
Yes, the demo version can be downloaded free of charge for 30 days. All data is stored on your computer.
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