Warranty Tracking | CLUE Learning

Paying for a repair that should have been covered under warranty is one of the most avoidable costs in fleet maintenance. It happens when warranty status is unknown, hard to check, or not visible at the point of repair. Warranty Tracking in Clue solves this by recording OEM and aftermarket warranties against each asset and flagging active coverage the moment someone tries to log a cost on a work order.

Each warranty is tracked independently across three dimensions: calendar date, engine hours, and odometer miles. The system checks all three and considers the warranty expired as soon as any one limit is reached.

Who Is This For?

• Shop Foremen get a warning before approving costs on warranty-covered equipment, giving them the opportunity to route the repair to the dealer instead of absorbing the cost in-house.
• Equipment Managers use warranty records to see which assets are currently covered, what is included under each warranty, and when coverage is set to expire. This directly informs maintenance planning and repair decisions. It connects to Clue's Equipment Maintenance where cost control on repairs is a core priority.‍
• Parts Managers use warranty visibility to confirm whether a part should be supplied by the OEM under an active warranty before placing an order.

How It Works

Warranty Records on Assets

Each asset can carry multiple warranty records at the same time. A new excavator might have an OEM powertrain warranty covering 5 years or 10,000 hours, a separate hydraulic warranty covering 3 years or 6,000 hours, and an aftermarket extended warranty on the undercarriage. Each one tracks independently against its own limits.

Multi-Dimension Tracking

Warranties expire by whichever limit is reached first:

• Date covers calendar-based expiration such as December 31, 2027
• Engine Hours covers meter-based expiration such as 10,000 hours
• Miles covers odometer-based expiration such as 100,000 miles

The system checks all three dimensions simultaneously. If any one limit is exceeded, the warranty is treated as expired.

Work Order Warnings

When someone adds a cost to a work order for an asset that has active warranty coverage, Clue checks the warranties against the component or repair type. If there is a match, a warning flag appears on the work order before the cost is finalized. The foreman reviews the flag and decides whether to proceed or route the repair to the dealer.

Key Behaviors and Limitations

• Works on the web app. Warranty tracking and work order warnings are available on the web app.
• Vista sync imports warranty data automatically. Warranty records can be imported from Vista's EQMW table with a daily sync at midnight when the integration is enabled. This keeps warranty data current without manual entry. Learn more about the Clue and Vista integration.
• Each warranty links to a vendor. Vendor records pull from Vista's APVM table, connecting each warranty to the appropriate dealer or supplier for easy reference when a claim needs to be filed.
• Multiple warranties per asset are supported. OEM, aftermarket, and extended warranties all track independently on the same asset. There is no limit to the number of warranty records an asset can hold.
• The system flags costs but does not block them. When a warranty warning appears, the foreman makes the final call. The system does not prevent the cost from being logged. It surfaces the information so the right decision can be made.

Tips

• Check warranty status before scheduling major repairs. A repair that costs tens of thousands of dollars and falls under active warranty should go to the dealer, not your shop. A quick check before scheduling saves significant money.

• Set up warranty imports from Vista if Vista manages your asset data. Manual entry works for smaller fleets, but automated sync keeps warranty records accurate and up to date without additional effort from your team.

• Review expiring warranties monthly. If a powertrain warranty expires in 60 days and the engine has been running rough, start the dealer claim process now. Waiting until after expiration means absorbing the full repair cost.‍
• Track aftermarket and extended warranties alongside OEM coverage. Many teams only record OEM warranties and miss coverage on components that were replaced or upgraded with aftermarket parts. Log all active warranties against the asset to get full protection.