Warranty is where a battery business either earns trust or burns cash. Without a process, staff accept claims that are out of warranty to avoid arguments, or reject valid ones and lose the customer. With a process, every claim ends with a clear decision and, where the supplier is responsible, a recovery. This guide sets out the steps a shop can follow with or without software, and shows what battery shop software adds.
At the sale
- Record the serial number of each battery, not only the model.
- Print the warranty end date on the receipt in plain words.
- Explain what the warranty covers and what it does not, for example misuse, wrong application or physical damage.
- Take the customer's mobile number so the history can be found even without the paper.
When a claim arrives
- Find the sale: search by serial, then by phone number. The record shows date, price and warranty end.
- Test the battery: use a standard load and voltage test and write the readings down.
- Decide: replace, repair, reject with a reason or refer to the manufacturer. A second person signs off on exceptions.
- Issue a replacement against the original sale, not as a new sale, so stock and warranty stay linked.
Prorated warranty and exceptions
Some products offer a free replacement period followed by a prorated period. Decide how you will apply this and show the calculation to the customer. A handwritten rule changes with the person at the counter; a rule saved in the system does not.
Recover from the supplier
| Step | Detail |
|---|---|
| Group claims | Collect faulty units by supplier and batch |
| Prepare the file | Serial, purchase invoice, sale date, test result |
| Follow up | Track credit notes or replacements promised, with dates |
| Review | Monthly claim rate by brand and model, so poor performers stop being reordered |
Old battery exchange
Give the exchange credit as a separate line, not a price cut, so it is visible and the returned battery enters your count. Store old batteries in a labelled area and record their sale or collection. Check the environmental and licensing requirements for lead-acid battery handling with the relevant authority, as the rules are strict. Connect all this to your stock and accounts as described in inventory valuation. Tell us about your shop to set it up.