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Maintenance check

Hire equipment needs planned servicing: oil every 250 hours, brakes once a quarter. With a handful of units people keep that in their heads; with a hundred they do not.

Where to find it: Modules → Rental → Maintenances → Maintenance check

This routine reviews the fleet and raises a flag over the units whose service is due or overdue. It does not start by itself: run it by hand or put it on a schedule, daily for instance.

A worked example

Check rental maintenance

The window has no parameters. Its notes say the essentials: the routine checks for overdue planned maintenance — "Objects needing service get the status MAINTENANCE and a MAINT_PLANNED task.", and the service intervals are configured on each rental item on the "Service" tab.

What it does

  1. Takes the rental items in RENTED or AVAILABLE status that have a service interval set;
  2. compares the due point — by date, or by usage from the meter records;
  3. for those that are due: moves the unit to MAINTENANCE and puts a MAINT_PLANNED task in the calendar — against the unit itself, or against the agreement if the equipment is out on hire;
  4. raises the repair document chosen in "Maintenance Doc Type" of the rental settings: a service order or a work sheet. With an empty value no document is created — a person enters it after seeing the task.

The task is assigned to whoever started the routine; when it runs on a schedule, to the user the schedule was created under.

The document is not raised for every unit. Both a service order and a work sheet are issued to a customer, and the routine takes that customer from the active rental agreement: free equipment has no agreement, so it only gets the status and the task. A service order also needs the item code from the unit card, and — if that device is not in the service items register yet — a manufacturer from the Brands register. A work sheet needs the location on the unit card. How many documents were not raised, and why, the routine reports in its summary — one line per reason, not silently.

Typical situations

Does the routine create a service order or a work sheet? Yes, if "Maintenance Doc Type" is set in the rental settings. An empty value means "do not create" — then the routine only flags the unit and adds a task.

A type is selected but there is no document. The routine names the reason in its report. Two are common: the unit is free (no agreement, so there is no one to issue the document to), and the unit card has no manufacturer, without which a new service item cannot be created.

The routine found nothing. Most often the item cards carry no service intervals — without them there is nothing to check.

A unit is on hire and its service is due. The routine flags it but does not demand its return: it is up to the manager to wait for the hire to end or arrange a site visit.

I want to run it daily. The routine is safe to repeat and is designed for exactly that — a scheduled daily call.

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