Warranty and refresh

Outpost looks up each asset’s warranty with its manufacturer, warns you before coverage ends, and lists the hardware that is due for replacement so you can quote or order it. This page covers connecting the manufacturers, how lookups run, the alerts, and the forecast.

Before you begin

• Setting up a manufacturer needs integrations:admin. Checking an asset’s warranty needs assets:write.
• Get API access from each manufacturer you want to use, and store it in the vault as a credential. See Credentials vault.
• An asset is looked up only when its Manufacturer and Serial number are filled in.

Manufacturer	What to store in the credential
Dell	The TechDirect API key as the Username, and its secret as the secret.
Lenovo	The client ID token Lenovo issues to partners, as the secret.
HP	The API key as the Username, and its secret as the secret. HP lookups are best effort: a failure is recorded on the asset and never holds up Dell or Lenovo lookups.

Connect a manufacturer

1. Select Settings > Integrations > Warranty.
2. Under the manufacturer, select Look up warranties with followed by its name.
3. In Credential, choose the vault credential.
4. Select Save.

To stop looking up a manufacturer, select Remove. The card shows Last check and Last error for each one.

How lookups run

• Every hour, Outpost looks up assets that have not been checked, up to 50 per manufacturer in each run, and checks each one again after 30 days.
• An asset whose warranty was entered by hand is not looked up, so a date you typed is never overwritten.
• To look one up at once, open the asset and select Check now on its Warranty card.

The Warranty card shows the Status, the dates Covered, the Source, and Last checked. When a lookup fails, it says The last lookup did not finish and why.

Status	Meaning
In warranty	Coverage ends more than 90 days from today.
Ending soon	Coverage ends within 90 days.
Expired	Coverage has ended.
No warranty recorded	No end date is known.

Warranty alerts

A warranty end date is treated like any other dated record in the client’s documentation. Outpost raises an alert in the documentation category, Hardware warranty for followed by the asset’s name, at the client’s first and second reminder lead times. See Expirations. Retired, disposed, and lost assets are left out.

Warranties are listed on Expirations with the source Hardware warranty. Filter Source by it to see only warranties, and select a row’s name to open the asset. On the MSP plan, the practice-level Expirations opens the asset inside its client’s workspace.

To send warranty warnings to another tool, subscribe a webhook to asset.warranty_expiring. See API keys and webhooks.

Plan replacements

Assets > Warranty and refresh lists hardware whose warranty is ending or has ended, or that is older than the refresh age.

1. In Looking ahead, choose Next 90 days, Next 6 months, or Next 12 months. On the MSP plan, narrow by Client.
2. Each row says why it is listed: Warranty expired, Warranty ending, or Past refresh age.
3. Tick the assets to replace.
4. Select the action:
   • Quote replacement, on the MSP plan, writes a draft quote to the client with a line for each asset, and opens it. A quote covers one client, so pick assets from one client at a time. Hardware your practice holds itself is not quoted. Needs crm:write.
   • Draft purchase order, on Home Lab, Essentials, and Enterprise, opens a new purchase order with a line for each asset. Needs procurement:write.

The refresh age is Hardware refresh age, months in Procurement > Settings, 48 by default, from 6 to 180. An asset’s age counts from its purchase date, or from its warranty start when the purchase date is not recorded. An asset reaching the refresh age within the window you chose is listed too.

Verify

• After Check now, Last checked shows the time, and the Source names the manufacturer.
• Settings > Integrations > Warranty shows the manufacturer On with no Last error.

Next steps

• Assets
• Sales pipeline and quotes