How to Add and Complete Adhoc Maintenance

Planned Maintenance is set up using the maintenance templates.

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

Locate the Asset Maintenance Dataset

There are 2 ways of creating a Maintenance record:

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

Option 1: From the Asset Maintenance Dataset

Select Asset Maintenance category folder, then Maintenance:

Option 2: Directly from the Job Details Dataset

Locate the relevant Job, select the Maintenance tab:

Create Maintenance Record

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

Fill in the relevant fields.

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

Field	Description
Maintenance Title	Brief description of record, i.e., Service and Repair
Revision	1/2/3 or A/B/C etc.
Asset Number	Enter the Asset Number, binoculars can be used to search for relevant asset
Planned or Unplanned	Select the relevant type
Job Number	Job number, binoculars can be used to search for relevant job
Maintenance (Hdr)
Discipline	Job role responsible for carrying out the maintenance
Frequency	Select relevant frequency type, if Adhoc is selected the system will not create the next scheduled maintenance
Date Issued	Date the maintenance was requested
Date Carried Out	Date the maintenance was completed
Service Job (checkbox)	This should be selected if the maintenance record is for a chargeable service job
Service Job Supplier	Select the 3rd Party Supplier (If Applicable)
Cert Supplier	Select the 3rd Party Supplier (If Applicable)
Cert Number	Enter the unique certificate reference (If Applicable)
Cert Link	Link can be created to the certificate via a file/folder/webpage

2. Select the Job Findings tab and fill in the relevant fields:-

Field	Description
Copy on to Next Job	If this tickbox is checked the job findings submitted here will carry through to the next maintenance record
Damage	Check this to advise that the asset is damaged
Findings	Text field to record the findings of the maintenance performed

3. Select the Maintenance Tasks tab, then select New Record>Maintenance Tasks or hit Insert on your keyboard:

Fill in the relevant fields.

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

Field	Description
Task Type	Select an option from the drop down menu
Task	The text entered here will show on the Maintenance Report
Non Listed Task	Free text field to document non listed tasks
Safety Requirement	Select the relevant safety requirements if required
Completed	This should be checked once the task has been completed
Guidance Notes	The text entered here will show on the Maintenance Report
Document	Option to link a file/folder/webpage
Comments	Text field for any additional comments

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

Select Close to return to the Maintenance record.

Adding Job Issues to Maintenance Record

4. Select the Job Issues tab, select New Record>Job Issues or hit Insert on your keyboard.

Fill in the relevant fields.

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

Field	Description
Category	Select the relevant category
Equipment Type	Select the relevant equipment type
Our Part No	Enter the part number, this will then backfill the Category and Equipment Type fields
Qty Required	Enter the quantity required
Job Issues (Hdr)
Issues to User	Select the relevant user (If applicable)
Revenue Rate BC	Enter the relevant revenue rate in billing currency if rechargeable
Office	Select the relevant stock office
Stock Location	Select the relevant Stock Location
Notes	Text field to record additional notes
Chargeable	Check this if the item is chargeable to the client
Hold from Invoice	Check this if you want to hold this item from the invoice

Select Save.

5. Select the Finance Breakdown tab and view/amend the fields if required:

6. Select the Bin Issue/Stock Issue tab (whichever one is relevant to your stock item):

7. Enter the qty required within the Qty Allocated (value set against the Qty Required field) column as shown:

8. Select Refresh, the record(s) will now show in yellow:

9. Select Functions>Complete Issue.

Select OK.

10. Select Refresh, the record will change to Green and the Issue Qty column will update as shown:

Select Close to return to the Maintenance record.

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.

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

3rd Party Spares/Consumable Requirements

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

See the following User Guides for various steps:

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

Complete Maintenance Record

12. Select the Maintenance (Hdr), fill in the Date Carried Out field as shown:

13. Select Functions>Complete Record.

Select Yes to continue, No to cancel the operation.

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