Work Order Menu -> Maintenance Scheduling Menu -> Update Maintenance Schedule -> Maintenance Schedule
The Maintenance Schedule organizes repeated maintenance jobs on
your equipment, using five different methods of tracking when the
service is due.
Once the Maintenance Schedule is setup for the products, the
maintenance reporting identifies when equipment is ready to be
serviced.
Refer to Maintenance Schedule Overview for a
flow chart schematic of the Maintenance Schedule.
The following options are provided to report on and initiate the maintenance on the equipment.
Alternatively Update Maintenance Schedule can be used to update the schedule with no costs posting.
The other method uses Generate Maintenance
Edit to report on maintenance due on Non-Bulk Rental
equipment.
This program reports on the location of the equipment and provides
the option to check for any site interval maintenance that is
due.
View Maintenance Edit Results can then be
used to make changes and to update to the information on the
maintenance edit report , prior to running Create Maintenance Work Orders that actually
generates and prints the Work Orders.
Close Maintenance Work Orders can be used
to close all open maintenance Work Orders.
Costs of parts used will print on the Rental Journal
Transaction report and post on the next Daily Close 3.
Note: If the Maintenance Schedule is being reviewed and modified
from Update Maintenance Schedule option, no posting
occurs.
Refer to Update Maintenance Schedule for
information on this restricted functionality.
Features and explanations about setting up Maintenance Schedules:
To generate this reminder, use type 3 By Actual Date and
then set the Maintenance Date for several weeks before the actual
expiry date.
In the description line the actual Warranty Expiry date can be
entered, so that staff know how much time is still available to
them to make claims.
Maintenance type 5 By Actual Meter Reading can also be used
for tracking warranty expiry periods by usage.
Control Rental on Equipment Due for Maintenance:
When a rental is requested for equipment due for maintenance, the
operator can be warned or blocked from the rental on the contract
if the "Warn When Product Due for Maintenance" feature is
activated in the Company Contract
Parameters.
For complete details on the setup and use of this feature, refer to
Maintenance Due Causing Warn/Block on
Rental.
Advance Notice for Scheduled Maintenance:
An advance warning trigger for each of the five types of
maintenance can be defined by a percent in Maintenance Type Warning Percent to cause a service
pending notification to be printed on current Work Orders for any rental equipment that is going
to be due for scheduled maintenance.
The maintenance type description and the maintenance due date for
the equipment are printed.
Maintenance by Meter Reading:
There are two methods of scheduling maintenance based on the meter
usage tracked on non-bulk rental equipment, By Actual Meter
Reading and every so many units By # of Meter Units.
To track meter units used set the Meter Reading flag for
relevant non-bulk Rental Inventory to
activate the meter, and enter the current meter reading.
During contract entry, the operator will be prompted to confirm the
current meter reading when the equipment is going out. When the
equipment is returned the meter reading is checked again. This
keeps the meter up to date, which can then be used by the
Maintenance Schedule.
Maintenance by Group:
General Maintenance Schedule plans similar to the ones described
here, can be setup by Group in the window in Equipment Groups, so that when Print Maintenance Schedule is run an optional
prompt can cause these general maintenance schedules to be applied
to any product in that Group.
Note: Group Maintenance Schedules only apply to products that have NO EXISTING maintenance schedule already setup individually.
'Current Days Rented' definition:
Product Current Days Rented is calculated based on
accumulation of the "hours out" for that product as captured when
the invoice is posted through Daily Close
2.
Although a bulk or non-bulk product currently out on a contract may
have accumulated rented days, unbilled rental time is NOT
considered in maintenance scheduling as these hours are only an
estimate until they are actually billed.
The Current Days Rented for the product is displayed on each Maintenance Schedule record.
Note: For non-bulk rentals, if the product is on an open
contract, an estimate of the days rented on the un-invoiced portion
of the contract is calculated and added to the "Current Days"
rented, however the maintenance schedule calculations is only based
on the current days rented excluding the days on the open contract
that have not been invoiced.
For the Maintenance schedule to be accurate, the Cycle Billing,
Rental Returns and Daily Close 1 & 2 need to be completed
regularly in order for the current days rented to be as up-to-date
as possible.
For Maintenance Type 1 "BY # OF RENTAL DAYS" the Maintenance
Rental Period can be defined as 12 or 24 hours to reflect
actual non-bulk equipment usage and the 'Current Days Rented'
reflects this rental period when the hours are converted to
days.
Refer to the Maintenance Rental Period explanation outlined
as part of the Maintenance Type 1 information below.
W.O. Services Notes external document:
A separate document with service notes to be printed with the Work
Order, can be linked to a scheduled equipment maintenance
record.
The setup and format of the external notes document depends on the
forms option your firms as defined in Customer Forms.
Jasper forms required for a Web App or Open Client, use Server
side printing and require the pdf file to be store on the
Server.
For Jasper Forms the 'Work Order Service Notes File' must
always be a "pdf" document and must be stored on the Server in the
"Directory For WO Svc Notes" defined in the Company Miscellaneous Parameters.
A Directory Browser selection window is
provided to select a Work Order Service Notes File to be associated
with this Maintenance record for products in this Group.
Any notes filename setup in the "Group Maintenance Schedule" window of Groups, will populate this field for equipment in that Group when it is scheduled for the same Type and Code of maintenance.
Maintenance Types
The equipment is due for maintenance according to the type defined
in the schedule.
The five types of maintenance scheduling include:
1)By # of Rental Days (Invoiced Rental Days - i.e. every 30 days rented) 2)By # of Actual Days (Calendar Rental Days - i.e. every 6 months, regardless of days rented) 3)By Actual Date (Specific Date - i.e. at set dates such as July 1, December 1) 4)By # of Meter Units (Meter Count of Use - i.e. every 200 hours or units since last service) 5)By Actual Meter Reading (Specific Meter Count - i.e. at a set meter reading like 10000 miles)
BY # OF RENTAL DAYS: (Invoiced Rental Days)
This Type
1 method uses a set number of days rented per the invoiced rental
time, to determine the next best day for maintenance.
For example, a filter and oil change may be required on a
generator for every 30 days rented. Even if the equipment is out on
a long term rental (i.e. rented longer than 30 days), the equipment
would still appear on the Maintenance Report to remind staff to
call the customer or to send a maintenance crew on site.
The rental days count is triggered by Cycle Billing which
automatically updates the number of days rented.
Example - A generator is due for service every 30 days
rented.
The generator is due for maintenance when the Current Days
Rented minus the # of Rental Days since Last Service
equals or exceeds the # of Days Between Service.
CURRENT DAYS RENTED = 731.00 days rented total #RENTAL DAYS LAST SERVICED = 700.00 days rented at the last service #DAYS BETWEEN SERVICE = 30 days between servicing DUE FOR MAINTENANCE = (731 - 700) = 31 which is greater than 30 (the number of days between service)
Some fields that do not apply to this maintenance type will
display as inactive.
The prompts that do apply to maintenance Type 1 - By # of Rental
Days include:
When reviewing existing maintenance a window is provided to view any scheduled maintenance records for this product, as outlined in Maintenance Type and Code Search.
Refer to 'Current Days Rented' definition: near the top of this page for details on how this value is determined.
The Current Days Rented reflects the Maintenance Rental Period where applicable:
Hours rented is always determined by hours billed on each
contract when the invoice is posted through Daily Close 2 but for scheduling maintenance by
the number of Days rented, the conversion from Hours to Days
can be based on 12 or 24 hours of actual usage.
A default 12 or 24 hours can be set in the Rental Product Classes that can be over-ridden for
each non-bulk rental product detail on the Contract, Reservation,
Quote, and Worksheet in the Select Maintenance
Rental Period Hours window.
If there is no 12/24 value reported for the rental contract, the
value in the Rental Product Class is used.
Note: Firms which bill every 28 days could use 28 instead of 30 (for monthly) for the # Rental Days Between Service.
Any notes filename setup in the "Group Maintenance Schedule" window of Groups, will populate this field for equipment in that Group when it is scheduled for the same Type and Code of maintenance.
BY # OF ACTUAL DAYS: (Calendar Rental Days)
This
scheduling method uses a set number of calendar days to determine
the next best day for maintenance.
The following example is for a complete inspection required on a
scissor lift every 6 months. Even if the equipment is out on a long
term rental (i.e. rented longer than 30 days), the equipment would
still appear on the Maintenance Report to remind staff to call the
customer or to send a maintenance crew on site.
Example - A scissor lift is due for maintenance when 6 months
has elapsed since the Last Service Date.
This would be when the Maintenance Report Date minus the Date Last
Serviced equals or exceeds the number of Days Between Service.
MAINTENANCE REPORT DATE = 07/21/XXXX is date for the Maintenance Report DATE LAST SERVICED = 01/15/XXXX date of last service # DAYS BETWEEN SERVICE = 180 (6 months x 30 days) between servicing DUE FOR MAINTENANCE = 07/21/XXXX - 01/15/XXXX = 187 days which is greater than 180 (6 months, the number of days between service)Some fields that do not apply to this maintenance type will display as inactive.
When reviewing existing maintenance a window is provided to view any scheduled maintenance records for this product, as outlined in Maintenance Type and Code Search.
Refer to 'Current Days Rented' definition: near the top of this page for details on how this value is determined.
Any notes filename setup in the "Group Maintenance Schedule" window of Groups, will populate this field for equipment in that Group when it is scheduled for the same Type and Code of maintenance.
BY ACTUAL DATE: (Specific Date)
This method uses a
specific date for the next for maintenance, and is useful for
tracking warranty expiry dates.
Example - A trailer needs to be certified on a specific date and even if the equipment is out on a contract, the equipment would still appear on the Maintenance Report to remind staff to call the customer or to send a maintenance crew on site.
Example - A tandem trailer is due for certification on June 5th.
MAINTENANCE REPORT DATE = 06/05/XXXX is date of the Maintenance Report DATE = 06/05/XXXX June 5th Date of next service DUE FOR MAINTENANCE = June 5th -trailer is listed on the Maintenance ReportSome fields that do not apply to this maintenance type will display as inactive.
When reviewing existing maintenance a window is provided to view any scheduled maintenance records for this product, as outlined in Maintenance Type and Code Search.
Any notes filename setup in the "Group Maintenance Schedule" window of Groups, will populate this field for equipment in that Group when it is scheduled for the same Type and Code of maintenance.
BY # OF METER UNITS: (Meter Count of Use)
This method
uses a set number of Meter LTD Units to determine the next best day
for maintenance.
Note: This option may not be the best one for service on long term rentals when the equipment is rented longer than 30 days, as the actual meter reading is not usually reported until the equipment has been returned.
Example - A compressor is due for service every 100 hours on the
meter.
The LTD Meter count (after being updated by the Current Meter
reading) minus the LTD Meter reading on the Last Service equals or
exceeds the Number of Meter Units.
LTD METER READING = 10124.00 current meter reading LTD METER LAST SERVICED = 10000.00 meter at the last service # METER UNITS BETWEEN SERVICE = 100 hours (meter units) between servicing DUE FOR MAINTENANCE = (10124 - 10000) = 124 which is greater than 100 (the number of meter units between service)Some fields that do not apply to this maintenance type will display as inactive.
When reviewing existing maintenance a window is provided to view any scheduled maintenance records for this product, as outlined in Maintenance Type and Code Search.
Refer to 'Current Days Rented' definition: near the top of this page for details on how this value is determined.
If a revised Current Meter Reading value is entered that is less than the displayed Current Meter Reading, a Reason Code is required as outlined in Update Product Meter Information.
A window is provided to view Meter History transactions.
Any notes filename setup in the "Group Maintenance Schedule" window of Groups, will populate this field for equipment in that Group when it is scheduled for the same Type and Code of maintenance.
BY ACTUAL METER READING: (Specific Meter Count)
This
method uses a specific Meter reading to determine the next
servicing.
The warranty for example may expire according to a specific meter
reading, and the equipment needs to be inspected before reaching
this expiry.
Set the Actual Meter Reading point on the schedule to a
number below the warranty expiry number to allow staff time to
inspect the equipment and make claims.
Note: This option may not be the best one for service on long term rentals when the equipment is rented longer than 30 days, as the actual meter reading is not usually reported until the equipment has been returned.
Example - A Ride-on Roller may have its warranty expire at
40000.00 hours.
The target Meter Reading is set at 30000.00 hours to allow time for
inspection.
CURRENT METER READING = 30102.00 hours current meter METER READING = 30000.00 inspect before warranty expires at 40000.00 DUE FOR MAINTENANCE = 30000.00 hours has been reached and the Ride-on Roller prints on the Maintenance Report.Some fields that do not apply to this maintenance type will display as inactive.
When reviewing existing maintenance a window is provided to view any scheduled maintenance records for this product, as outlined in Maintenance Type and Code Search.
Refer to 'Current Days Rented' definition: near the top of this page for details on how this value is determined.
If a revised Current Meter Reading value is entered that is less than the displayed Current Meter Reading, a Reason Code is required as outlined in Update Product Meter Information.
A window is provided to view Meter History transactions.
Any notes filename setup in the "Group Maintenance Schedule" window of Groups, will populate this field for equipment in that Group when it is scheduled for the same Type and Code of maintenance.
ACTIONS:
Additional actions provided by buttons on
the Maintenance Schedule screen include:
Update the new Data to the Maintenance Schedules:
Click the IMPORT button to upload the revised
Maintenance Schedules data after saving the spreadsheet as a
"tab-delimited" text file, importing the data back into the
Maintenance Schedules table using the Select a
File to Upload utility.
Note: New data lines must match the first 3 identifying fields (Product#, Maintenance Type, Maintenance Code) either on an existing 'Maintenance Schedule' record or a HEADER Type record line on the import file, in order to identify the Maintenance Schedule to be updated.
A report on the number of items updated is triggered and confirmation is required before the update to the Maintenance Schedules table is executed.
Clone Maintenance Schedule Transactions:
Maintenance
schedules can be copied to other products or to Groups.
Prior to selecting a specific Maintenance record, click the
CLONE button at the bottom of the screen to clone the
Maintenance Schedule records and select one of the following clone
actions:
View the Maintenance Schedule:
Click on the INQUIRY button to view the maintenance
records, selecting one of:
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