Product Warranty Claim Tracker in Excel

Managing product warranties manually is inefficient, especially when claims increase and spreadsheets become messy. Our Product Warranty Claim Tracker in Excel changes that. Built with Excel and VBA, this automated, login-protected tool helps businesses manage, analyze, and track every warranty claim—quickly and professionally.

🚀 What Makes This Tool Stand Out?

This isn’t just a spreadsheet—it’s a full-scale tracking system with powerful forms, dashboards, and access controls. It helps you:

✅ Track product warranty claims end-to-end
✅ Assign technicians and service centers
✅ Visualize performance with dynamic dashboards
✅ Update records with a click
✅ Secure access using login credentials

📂 What’s Included in the Tracker?

This Excel tool is organized into seven powerful sections to help you manage claims with zero confusion:

1️⃣ Login Form – Secure Entry Point

🔐 Default:
Username: Admin1
Password: abcd

➡️ Create, update, and manage multiple users using the built-in User Management System.

2️⃣ Main Form – Control Center for Navigation

Use this dashboard to:

• Access dashboards

• Add, update, delete claims

• Manage dropdowns and settings

• Navigate easily with buttons

3️⃣ Interactive Dashboard – Real-Time Insights

Includes 6 dynamic charts and slicers to filter by:

📌 Claim Status
🔧 Technician Assigned
🛍 Product Name
🏢 Service Centre
🔁 Replacement Issued
🛠 Resolution

Visualizations Include:
🎯 Doughnut Chart – Claims by Resolution
📊 Pie Chart – Claims by Status
📈 Column/Bar Charts – Claims by Product, Technician, Service Centre

4️⃣ Data Entry Sheet – Structured Claim Tracker

📋 Fields Included:

• Claim ID & Product Name

• Customer Details

• Purchase & Claim Date

• Warranty Duration

• Issue Description

• Resolution, Replacement, Technician, Remarks

• Contact Info, Email

🎯 Buttons to:

• Add Record (Form-based)

• Update Record (Prefills data)

• Delete Record (With confirmation)

5️⃣ Manage List Tab – Dynamic Dropdowns

Update dropdowns for:

✅ Product Name
✅ Status
✅ Technician
✅ Service Centres
✅ Replacement / Resolution Options

Use Add/Delete buttons to modify lists without touching the code.

6️⃣ Support Sheet – Powering the Dashboard

Contains Pivot Tables. Recommended to keep hidden to avoid disruption.

7️⃣ Settings Tab – Personalize Your Tool

Modify preferences, control sheet visibility, refresh dropdowns, and update layout options.

💡 Key Benefits

✅ Visual Dashboards – Track warranty claims with slicers & charts
✅ Easy Data Entry – Form-based input; no complex Excel work needed
✅ Multi-user Login – Manage access with individual passwords
✅ Automated Reporting – Update visuals in real-time
✅ Fully Offline – No SaaS fees, no internet required
✅ Customizable – Modify layout, add fields, update forms as needed

🔧 Ideal Use Cases

• 📦 Manufacturers – Manage warranty requests for sold items

• 🛒 Retailers – Track claims from multiple stores or channels

• 🧑‍🔧 Service Providers – Assign technicians and follow up on resolutions

• 💻 Tech Support Teams – Log customer issues and manage replacements

🔑 Best Practices for Warranty Tracking

🔁 Update Lists Regularly – Keep product & technician lists current
📅 Review Dashboards Weekly – Spot issues before they grow
📁 Back Up Data – Weekly backups prevent data loss
📋 Standardize Entry – Ensure naming and formats are consistent
🚫 Hide Support Sheet – Prevent accidental changes to pivots

📚 Frequently Asked Questions (FAQs)

Q1. Is this tool customizable?
Yes, all fields, forms, and lists can be customized to fit your business.

Q2. Do I need Excel VBA skills?
No. The tool is plug-and-play. All actions work via simple buttons.

Q3. Does it work offline?
Absolutely! It runs 100% offline in Excel 2016 or later.

Q4. Can multiple users log in?
Yes. Use the User Management Panel to add, update, or delete users.

Q5. How secure is my data?
Access is password-protected. For added safety, keep backups weekly.

Q6. Is there a record limit?
No. You can store thousands of records—limited only by Excel’s capacity.

🔗 Click here to read the Detailed blog post

Visit our YouTube channel to learn step-by-step video tutorials

Youtube.com/@PKAnExcelExpert

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