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Manage warranty registrations

A registration is the purchase record coverage is checked against: who owns a piece, where and when they bought it, and the warranty start date that follows from it. Most pieces register themselves — this page covers the ones that don't, and the day-to-day work of reviewing, fixing, and transferring registrations.

Before you begin​

  • Viewing the list and transferring coverage needs the Update repairs permission; registering a piece by hand needs Create repairs; importing or backfilling needs Manage repair settings.
  • At least one warranty policy should exist — a registration can carry no policy, but nothing is covered until one matches it.

Most registrations need no action​

Every time a sales order ships, SKU.io registers each shipped unit a warranty policy covers automatically — there's nothing to turn on and nothing for a customer to do. A serial-tracked unit gets its warranty start date stamped on that serial number; an unserialized line keeps one running registration for everything shipped on it so far. The ways below only matter for pieces that didn't arrive this way — bought before you used SKU.io, bought somewhere else, or missing a serial when they shipped.

See the registrations list​

Go to Orders → Repairs → Registrations. The All registrations / Verification queue toggle switches between every registration and just the ones waiting on staff, with a live count badge (amber, or solid blue while the queue is selected). Columns include status, owner, piece, serial, order, where it was bought, policy, Purchased, Covered until (an expired date shows in red), source, and whether a receipt is attached — hover the receipt icon for its read confidence. The Covered until and Receipt headers carry a small ⓘ icon; hover it for what the column means. Covered from is hidden by default, because it usually matches the purchase or ship date already shown. Turn it on under Columns if you need it. On a typical desktop screen every default column fits without scrolling sideways; with Covered from turned on, the table scrolls sideways. Every date reads the same way, for example Oct 6, 2026: Purchased, Covered from, Covered until, and Created. Hover Created for the time. A long Owner, Piece, Bought from, Policy, or Source value is cut to one line ending in …; hover the cell to read it in full. Each row's Verify, Reject, and Open buttons stay pinned to the right edge of the table, so they're always in reach. Search by registration number, serial, order number, customer, or SKU, and filter by status, source, where it was bought, or policy.

Register a piece by hand​

Use this for pieces bought outside your store — a department store, a gift — or orders from before you used SKU.io.

  1. On the registrations list, click Register a Piece.
  2. Search for or create the Owner.
  3. Choose the Piece and its Quantity. Click the Piece field and its list reads "Type to search by SKU or name" until you type, then Searching… while matches load. Each match shows the product's name with its SKU under it. Only finished pieces are listed; repair parts such as replacement chains and clasps never appear. The field keeps the name once you pick — for example Paperclip Chain Necklace – Gold.
  4. Set Bought from. If it's a store or retailer, name it in Store or retailer.
  5. Set Purchased on — the warranty starts from this date unless its policy says otherwise — and an optional Lot number.
  6. Leave Warranty policy blank to match automatically, or pick one. Leave Registration number blank to have one assigned.
  7. Attach a photo or PDF of the Receipt if you have one (JPG, PNG, HEIC, or PDF, up to 10 MB) — it's the proof of purchase for anything bought elsewhere.
  8. Choose the starting status: Active if you've already checked the proof, or Needs verification to put it in the queue for someone else to check.
  9. Click Register. The new registration opens on its own page; while it waits for verification, that page shows Verify and Reject.

Self-registration from customers​

Share your registration page with customers (for example, on a warranty card or a receipt) so they can register a piece themselves: "Registering means we can find your purchase quickly if your piece ever needs a repair — even if it was a gift or bought from another store." They identify the piece by searching for its name or by entering its serial number or barcode, then enter where and when they bought it, with an optional receipt photo or PDF — read automatically for the purchase date, retailer, and amount. Confirmation shows their registration number, the coverage end date if known, and a shortcut to start a repair.

A self-registration goes straight to Active — no queue wait — when its order number matches one of your own orders for that product and email, or when the uploaded receipt is read with enough confidence and names the registered product. Anything less, including no receipt at all, lands as Needs verification for your team to check.

Verify or reject a registration​

From the Verification queue, open a registration or tick several rows to handle them together. Before anything is ticked, a dashed hint above the table reads "Tick registrations to verify or reject several at once."; the first tick turns it into the bulk bar in the same spot, so the rows stay put. Then:

  • Verify confirms it — the customer is emailed that their warranty is confirmed.
  • Reject needs a reason the customer will see, for example "The receipt is for a different piece." They're emailed that reason.

Selecting registrations that aren't waiting for verification disables the bulk Verify button with "None of the selected registrations is waiting for verification."

Transfer a registration to a new owner​

For a piece that was resold or given as a gift: open the registration and choose Transfer to a new owner from its Actions menu. The dialog opens with the cursor in New owner: search for or create the new owner and add an optional note. Press Esc, or click Cancel, to close it without transferring. The warranty keeps its original start and end dates — only the owner changes. The original registration becomes history on the piece's Ownership tab; the new one points back at it.

A transfer is refused when the matched policy doesn't allow transfers, when no new owner is given, or when the new owner is the same customer who already owns it.

Create registrations for past orders​

If you turned on warranty tracking after you'd already been shipping orders, click Past orders on the registrations list to back-register everything that shipped before. Set a Shipped from and Shipped to date, and optionally limit it to this policy. It runs in the background (see Follow background jobs) and is safe to run more than once — a shipped line that already has a registration is skipped. For the full field reference, see Import warranty registrations.

Edge cases​

  • Nothing registered yet. The list reads "No registrations yet. Registrations are created automatically when an order ships and a warranty policy covers it. Register pieces bought elsewhere by hand, import a list, or create them for past orders," with buttons for Register a Piece, Create for past orders, and a link to Warranty policies.
  • An empty verification queue. It reads "The verification queue is empty. Every self-registered receipt has been checked," with a button to show every registration.
  • A void registration can't be edited, transferred, or re-verified. Void it from the registration's Actions menu — for a refunded order or one entered in error — and any open repair that cites it is re-checked for coverage automatically.

Next steps​

Video transcript

To review warranty coverage and purchase details, first click Orders in the sidebar. Next, open Repairs, then choose Registrations to load every piece on file. Each row is one piece's proof of ownership, with its warranty dates. To add a piece from another store, click Register a Piece. A short form opens, and its first field asks for the piece's current owner. Search by name or email, then pick the right customer from the list. Click the Piece field, then type a few letters to start a search. Each match shows the product name, with its SKU on a second line. Select the right result to fill the field. Next, Bought from records where they got it, like a shop or a gift. If it came from a store, type its name under Store or retailer. Enter the purchase date, because the warranty starts from that day. If you have one, attach a photo of the receipt. Choose Active if you've already checked the proof. Choose Needs verification to hand the review to a teammate. Then click Register, and the new registration opens on its own page. A registration that needs checking shows two buttons at the top of its page. Verify emails the customer that their warranty is confirmed. Reject asks for a reason, then sends that reason to the owner. Click Registrations at the top to go back to the list. Then click Verification queue to see only the pieces waiting on your team. Tick several rows to handle them together, instead of one at a time. The Verify and Reject buttons then act on every selected row. To record a new owner, switch back to All registrations. Then find the piece that changed hands in the list, and click its number. Click the Actions button at the top right of the registration's page. From the menu, choose Transfer to a new owner. Search for the person who owns it now, then add an optional note. The warranty keeps its original start and end dates. You can also register orders that shipped before you tracked warranties. Close the dialog, then click Registrations at the top to return to the list. There, click Past orders to choose a date range. Set the Shipped from and Shipped to dates to cover the earlier sales. Then click Start to run it in the background. A shipment that's already registered is skipped.

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