Repair
Repair is its own document — not just a status you flip on an RMA. Use it when a returned item needs work before it can go back into sellable stock, instead of restocking it as-is.
Where to Access
Service → Repair (list / Add New), or the Repair action on a Received RMA line, which is the recommended way to create one since it links the repair back to that RMA automatically.
Header Fields
- Date/Time
- Repaired Item (required) – the item being repaired, with its item options if it uses them.
- Quantity – how many units of that item this repair covers.
- Repair Number (auto-numbered or entered manually).
- Serials – shown if the repaired item uses serial tracking; you select which specific serialized units this repair applies to.
- Item Description
- Location, Bin – where the repair is happening / where the item is.
- Department / Project Code – shown only if your company tracks these.
- Custom Fields – if configured.
- Notes, Attachments
Components
The Components grid lists the parts consumed to complete the repair — separate from the item actually being repaired:
- Item, Description
- On Hand – current available quantity of that component (reference).
- Used per – how much of this component is consumed per unit of the repaired item.
- Total Used – Used per × the repair's Quantity, calculated automatically.
- UOM, Class (if enabled)
Click Auto Allocate Stock to have the system fill in and reserve components from what's actually available, rather than picking them manually.
Overheads
A separate Overheads section (collapsed by default, opens automatically if it already has entries) lets you add labor or other repair costs that aren't tied to a specific component item.
Status and Actions
Repair has four statuses: Pending, Complete, Closed, and Cancelled.
- Pending – the default status when created. You can Cancel it, or mark it Complete.
- Complete – components are consumed from stock and the repair's cost is recorded. From here you can Close it, or Create Invoice to bill for the repair (useful for a paid repair, or one where parts are chargeable).
- Closed / Cancelled – end states.
Cancel, Complete, and Create Invoice are all available as bulk actions from the list view when you select multiple repairs.
If your company has the Complete When Created setting turned on, a repair skips the Pending step and completes automatically as soon as it's created — check with your admin if you're not sure whether this is on.
Common Problems
- "I can't find where this repair links back to the original RMA." It's linked automatically when you create the Repair from the RMA's Repair action — there's no separate field to set this manually. If you create a Repair directly (not from an RMA), it won't be linked to one.
- "Components didn't come off my stock count." Component quantities are only consumed once the repair is marked Complete — a Pending repair hasn't touched stock yet.
- "I don't see a way to bill the customer for this repair." Use Create Invoice once the repair is Complete — it's not available while still Pending.
Best Practices
- Use Auto Allocate Stock for components rather than picking every line manually, especially for repairs with several parts.
- Record labor or other non-part costs in the Overheads section so the repair's full cost is captured, not just materials.
- Create the Repair from the RMA whenever one exists, so the return stays traceable end-to-end.