{"componentChunkName":"component---node-modules-csam-gatsby-theme-guides-src-templates-documentation-js","path":"/docs/ug403/","webpackCompilationHash":"9887d4de5ab7489123d8","result":{"data":{"allFile":{"edges":[{"node":{"name":"ug403","childMarkdownRemark":{"html":"

Planned Maintenance is set up using the maintenance templates.

\n

Unplanned (Adhoc) Maintenance can be added at any time to record the work carried out on the assets.

\n

Locate the Asset Maintenance Dataset

\n

There are 2 ways of creating a Maintenance record:

\n

Option 1: From the Asset Maintenance Dataset or Option 2: From the Job Details record.

\n

Option 1: From the Asset Maintenance Dataset

\n

Select Asset Maintenance category folder, then Maintenance:

\n

\"Maintenance

\n

Option 2: Directly from the Job Details Dataset

\n

Locate the relevant Job, select the Maintenance tab:

\n

\"Maintenance

\n

Create Maintenance Record

\n
    \n
  1. Select New Record>Maintenance or hit Insert on your keyboard to create a new record.
    2. \n
\n

Fill in the relevant fields.

\n
\n

Note: (Pink = System Generated, Blue = Mandatory):

\n
\n

\"Maintenance\"

\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
FieldDescription
Maintenance TitleBrief description of record, i.e., Service and Repair
Revision1/2/3 or A/B/C etc.
Asset NumberEnter the Asset Number, binoculars can be used to search for relevant asset
Planned or UnplannedSelect the relevant type
Job NumberJob number, binoculars can be used to search for relevant job
Maintenance (Hdr)
DisciplineJob role responsible for carrying out the maintenance
FrequencySelect relevant frequency type, if Adhoc is selected the system will not create the next scheduled maintenance
Date IssuedDate the maintenance was requested
Date Carried OutDate the maintenance was completed
Service Job (checkbox)This should be selected if the maintenance record is for a chargeable service job
Service Job SupplierSelect the 3rd Party Supplier (If Applicable)
Cert SupplierSelect the 3rd Party Supplier (If Applicable)
Cert NumberEnter the unique certificate reference (If Applicable)
Cert LinkLink can be created to the certificate via a file/folder/webpage
\n
    \n
  1. Select the Job Findings tab and fill in the relevant fields:-
    2. \n
\n

\"Job

\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
FieldDescription
Copy on to Next JobIf this tickbox is checked the job findings submitted here will carry through to the next maintenance record
DamageCheck this to advise that the asset is damaged
FindingsText field to record the findings of the maintenance performed
\n
    \n
  1. Select the Maintenance Tasks tab, then select New Record>Maintenance Tasks or hit Insert on your keyboard:
    2. \n
\n

Fill in the relevant fields.

\n
\n

Note: (Pink = System Generated, Blue = Mandatory):

\n
\n

\"Maintenance

\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
FieldDescription
Task TypeSelect an option from the drop down menu
TaskThe text entered here will show on the Maintenance Report
Non Listed TaskFree text field to document non listed tasks
Safety RequirementSelect the relevant safety requirements if required
CompletedThis should be checked once the task has been completed
Guidance NotesThe text entered here will show on the Maintenance Report
DocumentOption to link a file/folder/webpage
CommentsText field for any additional comments
\n

If multiple Maintenance Tasks, select Next and assign an item number to each task:

\n

\"Maintenance

\n

Select Close to return to the Maintenance record.

\n

Adding Job Issues to Maintenance Record

\n
    \n
  1. Select the Job Issues tab, select New Record>Job Issues or hit Insert on your keyboard.
    2. \n
\n

Fill in the relevant fields.

\n
\n

Note: (Pink = System Generated, Blue = Mandatory):

\n
\n

\"Job

\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
FieldDescription
CategorySelect the relevant category
Equipment TypeSelect the relevant equipment type
Our Part NoEnter the part number, this will then backfill the Category and Equipment Type fields
Qty RequiredEnter the quantity required
Job Issues (Hdr)
Issues to UserSelect the relevant user (If applicable)
Revenue Rate BCEnter the relevant revenue rate in billing currency if rechargeable
OfficeSelect the relevant stock office
Stock LocationSelect the relevant Stock Location
NotesText field to record additional notes
ChargeableCheck this if the item is chargeable to the client
Hold from InvoiceCheck this if you want to hold this item from the invoice
\n

Select Save.

\n
    \n
  1. Select the Finance Breakdown tab and view/amend the fields if required:
    2. \n
\n

\"Finance

\n
    \n
  1. Select the Bin Issue/Stock Issue tab (whichever one is relevant to your stock item):
    2. \n
\n

\"Bin

\n
    \n
  1. Enter the qty required within the Qty Allocated (value set against the Qty Required field) column as shown:
    2. \n
\n

\"Bin

\n
    \n
  1. Select Refresh, the record(s) will now show in yellow:
    2. \n
\n

\"Bin

\n
    \n
  1. Select Functions>Complete Issue.
    2. \n
\n

Select OK.

\n
    \n
  1. Select Refresh, the record will change to Green and the Issue Qty column will update as shown:
    2. \n
\n

\"Bin

\n

Select Close to return to the Maintenance record.

\n
\n

Note: (Pink = System Generated, Blue = Mandatory): If your Job Issue has created a Stock Issue tab instead of a Bin Issue tab, insert a new record and assign the Batch or Serialised Number to the Stock Issue Record.

\n
\n

If you require additional Job Issues, select Next and complete the relevant fields.

\n

3rd Party Spares/Consumable Requirements

\n
    \n
  1. If Third Party Spares/Consumables are required, select the Requisition tab, select New Record>Requisition or hit Insert on your keyboard.
    2. \n
\n

See the following User Guides for various steps:

\n

How to Raise a Requisition
\nHow to Review a Requisition and Request Approval
\nHow to Approve a Requisition
\nHow to Raise and Send a PO
\nHow to Raise a GRN

\n

Complete Maintenance Record

\n
    \n
  1. Select the Maintenance (Hdr), fill in the Date Carried Out field as shown:
    2. \n
\n

\"Maintenance

\n
    \n
  1. Select Functions>Complete Record.
    2. \n
\n

Select Yes to continue, No to cancel the operation.

\n
\n

Note: If frequency type Adhoc is selected against the record, the following message(s) will appear and no new Maintenance records will be created.

\n
","frontmatter":{"title":"How to Add and Complete Adhoc Maintenance","tags":["asset","maintenance","template","templates","job","findings","planned","maintenance","issues","issue","finance","breakdown","third","3rd","party","spares","consumable"]}}}}]}},"pageContext":{"isCreatedByStatefulCreatePages":false,"slug":"ug403"}}}