Summary

If you do not have the Inventory Control module interfaced with the Work Order module, the Item maintenance menu item will be enabled on the work orders maintenance palette. Item Maintenance allows you to create items in the Work Order module that are similar to inventory control items. The Work Order module inventory items will not have the inventory count or costing features like Inventory Control module items, but this window will allow you to track the use of items that will be used on a work order.

The items you create in this menu option are available for reporting using the QBE reporting tool (WO> Maintenance> Query by Example). The items are stored in the Materials Item table. Each of the fields associated with the item can be used in a report.

Follow this process to create or modify the items in the Work Order module.

Step by Step

1     Open the Maintenance Job Selection window (WO> Maintenance> Maintenance Jobs).

• The Maintenance Job Selection window will display all of the maintenance jobs created in the application.
• The Type and Code fields are used to filter the displayed maintenance jobs.
• Highlight a maintenance job and press DELETE or click the Delete icon to delete the selected maintenance job.
• Highlight a maintenance job and press ENTER or click the Modify icon to edit an existing maintenance job.
• Press INSERT or click the Create icon to create a new maintenance job. This will open the Maintenance Job Maintenance window.

2     Create a new Maintenance Job.

• The General tab is used to record the maintenance job details.
• Enter a unique job name in the Job Description field.
  • This required field can be up to 30 characters long.
• Enter a recurring Estimate number or click the field label to select one from a list.
  • Each maintenance job must be attached to a recurring estimate. The system compares the usage records with the maintenance job schedules and determines that a maintenance job has been triggered. The attached recurring estimate will be used as a template for the resulting work order.
  • The Estimate Description field will automatically populate with the description attached to the selected recurring estimate.
• Select a maintenance job Type from the drop-down menu.
  • Select Equipment to assign the maintenance job to a specific piece of equipment.
    • Equipment is created and maintained on the Equipment Maintenance window (WO> Maintenance> Equipment).
  • Select Equipment Type to assign the maintenance job to all equipment associated with the selected equipment type.
    • Equipment types are created and maintained on the Equipment Type Maintenance window (WO> Maintenance> Equipment Type).
• Enter any optional Notes you would like to attach to the maintenance job. This field can accommodate up to 1000 characters.

3     Set up a schedule for the Maintenance Job.

• The Scheduling tab is used to establish how often the maintenance job is performed.
• Specify a Frequency for the maintenance job.
  • Select Once to create a maintenance job that will only be performed once.
  • Select Every to create a maintenance job that will be performed each time the equipment or equipment type reaches the unit mark specified in the Quantity field.
• Enter a Quantity to specify at what point in the equipment or equipment type life cycle the maintenance job should be performed.
• Select a Units value from the drop-down menu.
  • Units are created and maintained on the Units Maintenance window (WO> Maintenance> Units).
• Use the Alternately drop-down menu to specify when the maintenance job should be performed if the quantity entered has not been reached.
  • For example, when creating a maintenance job for changing the oil on a vehicle, the Frequency could be set at Every, the Quantity at 3000, and the Units at Miles. In this example, the maintenance job would be assigned any time the vehicle reached another 3000 miles. If the Alternately field is set to Quarterly, the maintenance job would alternately be assigned three months after the previous oil change if the specified 3000 mile mark was not reached.

4     Select the equipment or equipment type that will be included in the maintenance job.

• The Equipment tab is used to specify which pieces of equipment or which equipment type will be maintained by the maintenance job.
• Click the Create icon to open the Equipment Selection or Equipment Type Selection window.
  • The value in the Type field on the General tab will determine which window opens.
  • Select the desired equipment or equipment type and click the Confirm icon to add them to the Equipment tab.
    • While multiple pieces of equipment can be added to a single maintenance job, only one equipment type can be added.
• Highlight a piece of equipment or an equipment type and click the Delete icon to remove it from the maintenance job.
• Enter a Start Date for the maintenance job.
  • Only activity recorded on the equipment or equipment type after the specified start date will contribute to the total activity required to trigger the maintenance job.
• Click the Save icon to save the new maintenance job.