Preventive Maintenance
The Preventive Maintenance (P.M.) module is used to record and schedule regular maintenance activities on equipment, as well as provide reports and inquiries of service records.
This module works in conjunction with the Equipment Control module to
provide a maintenance schedule for each piece of equipment, as well as the
parts/materials that are required to do the job. For ease of setup, standard maintenance
tasks can be copied from one piece of equipment to another, or to an entire group of
equipment types. Preventive Maintenance is also integrated with Inventory equipment work
orders created in Preventive Maintenance, and with the transaction entry screens in
Payroll, Accounts Payable, Job Cost, Equipment Control, Purchase Order, and General
Ledger. Hover over the image below to view the Preventive Maintenance integration
flowchart.
Scheduled maintenance tasks are set up for each piece of equipment and can be flagged according to different criteria such as set mileage, hours, number of days, or a combination of the above (for example, 3000 miles or six months whichever occurs first). You can also enter specific materials or necessary tools for each scheduled task. The maintenance schedule can be printed as a complete schedule for all equipment, or just for tasks that are overdue. The schedule can also be previewed for a specific piece of equipment.
This module also tracks maintenance/repair costs by project and all equipment costs (for example, major engine overhaul). The system can also track a work order for each maintenance/repair. If the equipment work order tracking installation option is used, the system will prompt for the work order number whenever an equipment cost is recorded (Accounts Payable, Payroll, Equipment Control, Accounts Receivable or Purchase Order). The work order number is stored in the equipment cost history file for future reference in case you want to review the total cost of the work order for that piece of equipment.
To set up Preventive Maintenance, follow these steps:
- Configure default settings for maintenance and user-defined fields.
- Set up maintenance priority codes, repair status codes, problem cause codes, problem type codes and task codes.
- Create scheduled equipment maintenance and batch service entry, and process equipment work orders.
Refer to the following sections for details:
P.M. Installation
Go to to set up the Preventive Maintenance module. Options include default settings for maintenance and user-defined fields.
- Complete the Preventive Maintenance Installation screens.
P.M. Maintenance
Use the Maintenance screens to set up maintenance priority codes, repair status codes, problem cause codes, problem type codes and task codes. Some of these screens have been pre-configured in the default company, but you can add additional items for your company's maintenance tasks as needed.
- Use the Priority File Maintenance screen to set up priority codes which can be used to track the priority of the work order in the Equipment Work Order and Batch P.M. Service Entry screens.
- Use the Repair Status File Maintenance screen to set up repair status codes which can be applied to work orders to track the status of repairs.
- Use the Problem Cause File Maintenance screen to set up problem cause codes to be used in the Equipment Work Order screen.
- Use the Problem Type Code Maintenance screen to set up problem type codes to be used in the Equipment Work Order screen.
- Use the P.M. Tasks Maintenance screen to enter the various tasks that must be performed, and the frequency with which those tasks are done.
P.M. Data Entry
Use the Data Entry screens to create scheduled equipment maintenance and batch service entry, and process equipment work orders
- Use the Equipment P.M. Setup screen to enter the specific tasks necessary to maintain the company's equipment.
- Use the Batch P.M. Service Entry screen to mark maintenance tasks as complete.
- Use the Equipment Work Orders screen to view and enter equipment work orders.
- Use the P.M. Service Performed Register screen to update service information to equipment files. Check the register for accuracy before proceeding with the update.
P.M. Inquiries
Use the Inquiries screens to review equipment maintenance schedules, and view service history and equipment work order costs
P.M. Reports
Use the Report screens to run reports for scheduled maintenance tasks, service history for equipment, parts and labor requirements, mean time for failure and repair, and more.
