# Warranty eligibility dispute records | SourceX

Canonical: https://refer.sourcex.si/guides/workflow-warranty-eligibility-disputes
Last updated: 2026-10-19

The warranty eligibility records that explain how a dispute was handled link the asset's install record, its component tree and serial changes, the warranty terms in force, the rejected or contested claim, the person who decided, and the final approval. Together they show the initial problem, the authorized action and the checked result. A partner asks the aftermarket operations head which of these exist and who owns them, then introduces the executive who can authorize a licensing discussion.

## What makes a warranty claim a dispute

An ordinary warranty claim is settled by rules: the asset is covered, the failure is covered, the claim is paid. A dispute is the claim the rules could not settle, so a person had to look at the asset history and decide. That decision is the useful record, because it shows the evidence a person weighed when the system's answer was wrong or unclear.

The cleanest example is a component replaced under warranty that later fails under a new serial number the warranty system has never seen. Asset platforms model equipment as a tree. In Microsoft's Field Service, a Parent Asset field sets an asset's direct parent and child components sit in a Sub Assets grid; in Microsoft's asset management module, a Replace function removes a child asset for repair or permanently swaps a worn-out one for a new one. Warranty systems, meanwhile, attach coverage to a specific asset. Salesforce Field Service, for example, applies product warranty terms to an installed asset and records exclusions and extensions in an asset warranty for that one asset. When the tree changes and the coverage does not follow, the next claim is rejected for the wrong reason.

## Worked example: a replacement airend fails under a new serial

Illustrative. A fictional 340-person industrial equipment distributor sells, installs and services air compressors for factories. Its fictional standard policy covers parts for 24 months from install, and a part replaced under warranty is covered for the rest of the original term.

| Month | Event | Record | System |
|---|---|---|---|
| 0 | Compressor C-4471 installed with airend A-1180 | Install record, standard warranty applied | Asset platform |
| 14 | Airend A-1180 fails; replaced under warranty with A-9902 | Work order, part swap, returned part tag | Field service, asset platform |
| 14 | Register updated with A-9902 as a child component | Component history | Asset platform |
| 22 | A-9902 bearing fails; claim submitted on A-9902 | Claim record | Warranty system |
| 22 | Claim rejected automatically: no warranty registered to A-9902 | Rejection reason | Warranty system |
| 23 | Service manager appeals with the month-14 swap record | Appeal note and attachment | Warranty system, email |
| 23 | Aftermarket operations head approves: part replaced under warranty, inside original term | Final approval with reason | Warranty system |
| 24 | Cost of A-9902 recovered from the airend supplier | Supplier recovery claim | Warranty system, accounts payable |

The rejection at month 22 is the exception; the appeal and approval at month 23 are the authorized action; the supplier recovery is the checked result. That sequence is what [AI agents need from work data](/proof/ai-agents-need-work-data): a rule that failed, the evidence a person used and the decision that followed. The [warranty claims data page](/data-types/warranty-claims-data) covers claims in general; this page is about the contested ones.

## Map asset histories, warranty terms and final approvals

Each record family answers one part of the dispute. None is enough alone.

| Record family | Example fields | What it shows in a dispute | Usually owned by |
|---|---|---|---|
| Asset history | Install date, parent asset, child components, replacement dates, serial numbers | Which part was on which machine, and when it changed | Service operations |
| Warranty terms | Coverage type, start and end dates, exclusions, exchange type, transferability | What the company promised, and for how long | Aftermarket or product management |
| Claims and rejections | Claim number, failure date, rejection reason | What the rules decided | Warranty administration |
| Appeals and approvals | Appeal note, attachments, approver, reason | What a person decided, and why | Aftermarket operations head |
| Supplier recovery | Recovery claim, supplier response | Whether the cost was passed back | Purchasing, accounts payable |

The terms row is richer than it looks. Salesforce documents asset warranty fields for start and end dates per coverage type, exclusions, exchange type, transferability, and a warranty type with the values Repair, Standard and Supplier. A dispute history that keeps those fields, as they were on the claim date, lets someone check whether the approval matched the policy or made an exception to it.

## Ask the aftermarket operations head about coverage and rights

Keep the questions at metadata level:

- Roughly how many claims a year, and what share are rejected, appealed or overturned.
- Whether appeals record a reason and an approver, or only a status change.
- Whether replaced components keep their link to the parent asset and the original install date.
- How many years of claims, appeals and asset history the systems hold.
- Whether supplier or dealer agreements limit reuse of claim records.

Never ask for claim exports, serial lists or customer names. The [data licensing eligibility checker](/tools/data-licensing-eligibility-checker) helps confirm the basics before a conversation.

## Does the company qualify, and what stays unknown?

The introduced company needs 50+ full-time employees at peak (contractors excluded), a documented operating history, rights to license the records, and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English.

Unknown until SourceX reviews it: buyer interest in dispute records, what customer, dealer and supplier agreements allow, what identifiers must be removed, and whether an offer follows. SourceX licenses approved business data directly from companies for AI training and evaluation and manages the agreement, rights review, data preparation, delivery and payout. Partners sign the Channel Partner Agreement before submitting introductions; the first valid introduction within the 90-day window is credited when the company submits a verified application. Consultants can read the [management consultants page](/for/management-consultants); brokers in the warranty space can see the [rep and warranty insurance broker page](/for/rep-and-warranty-insurance-broker-referral). Similar exception patterns appear in [logistics exceptions](/guides/how-to-identify-logistics-exceptions-and-their-documented-resolutions), and other sectors are on the [industries hub](/industries).

## Go deeper on warranty eligibility disputes

- [Warranty eligibility disputes records across systems](/guides/warranty-eligibility-disputes-records-across-systems): a map of the IDs that join asset, field service and warranty records.
- [Who can license warranty eligibility disputes records](/questions/who-can-license-warranty-eligibility-disputes-records): a short answer on which executive to introduce.
- [Preserve warranty eligibility disputes records](/guides/preserve-warranty-eligibility-disputes-records): an inventory checklist for an asset register cleanup.
- [Warranty eligibility disputes referral brief template](/resources/warranty-eligibility-disputes-referral-brief-template): a fill-in brief for the introduction itself.

## Next step

> **Refer a company. Earn up to $100,000.** Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.

If a client's disputed claims still link old serials to new ones, with the appeal and approval kept, [register as a partner](/register), check the company against [who qualifies](/who-qualifies), and read the [program terms](/terms) before the aftermarket head forwards your note.

## Sources

- https://help.salesforce.com/s/articleView?id=sf.fs_record_product_warranties.htm&language=en_US&type=5
- https://help.salesforce.com/s/articleView?language=en_US&id=sf.fs_warranty_fields.htm&type=5
- https://learn.microsoft.com/en-us/dynamics365/field-service/assets
- https://learn.microsoft.com/en-us/dynamics365/supply-chain/asset-management/objects/move-replace-and-install-objects
- https://refer.sourcex.si/terms