---
title: "Warranty and refresh"
description: "Look up warranties with Dell, Lenovo, and HP by serial number, get alerts before they end, and plan replacements from the refresh forecast."
url: "https://support.outpostplatform.com/procurement/warranty-and-refresh/"
product: "depot"
type: "how-to"
status: "draft"
ai_summary: "Warranty lookup in Settings > Integrations > Warranty with a vault credential (Dell, Lenovo, HP best effort), hourly, rechecked after 30 days, or Check now. Ending soon is within 90 days. Documentation alerts on reminder lead times. Assets > Warranty and refresh lists ending, ended, or aged hardware with Quote replacement (MSP) or Draft purchase order."
availability:
  plans: ["home-lab", "essentials", "enterprise", "msp"]
  permission: "assets:write"
  preview: false
source: "https://gitlab.com/outpostplatform/docs/-/edit/main/src/content/docs/procurement/warranty-and-refresh.md"
license: "CC BY 4.0"
---

# 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](/documentation/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](/documentation/expirations/#alerts). 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](/depot/api-keys-and-webhooks/#events).

## 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](/procurement/assets/)
- [Sales pipeline and quotes](/msp/sales-and-quotes/)