Summary

The Maintenance Jobs batch process is used to generate equipment maintenance work orders. When the Work Orders module is set up, a maintenance schedule is specified so that the system will roll through all new equipment usage records and compare the usage to the maintenance job associated with the equipment codes.

This process can be very useful when tracking fleet maintenance. For example, a vehicle could be assigned an equipment code and that equipment code could be tied to a maintenance job that requires an oil change after 3000 miles. When that vehicle passes the next 3000 mile interval, the associated maintenance job will be pulled into a Maintenance Jobs batch. When that batch is committed, a work order will be generated, the work can be assigned, and the work can be completed.

Step by Step

1     Open or create a Maintenance Jobs batch.

• Select the Maintenance Jobs palette in WO> Maintenance Jobs. This will expand the Maintenance Jobs palette and display the steps of the batch process.
• Modify an existing batch or create a new Maintenance Jobs batch.
  • Select a batch number from the drop-down menu at the top of the Maintenance Jobs palette to select an existing batch.
  • Select New from the Maintenance Jobs batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Maintenance Jobs process, you can create a new batch without affecting the open batches.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .
• Highlight the batch in the batch number drop-down menu on the Maintenance Jobs palette and press DELETE to delete a batch. Any uncommitted maintenance jobs in the batch will be deleted.

2     Specify the batch settings.

• Open the Settings window (WO> Maintenance Jobs> Settings).
  • The Settings window is used to specify the settings for the work orders that will be created when the Maintenance Jobs batch is committed.
• Select a Status from the drop-down menu. When creating a new work order, this field will default to New, but you can override this default by selected a different status for the created work order.
  • New, Not Started, In Progress, Closed, and Void statuses are used for filtering and reporting purposes.
  • When a New Construction type work order's status is changed to Closed, a new fixed asset will be created.
  • When an Improvement type work order's status is changed to Closed, an original cost adjustment is created for the attached asset.
• Select a Creation Date and Due Date from the drop-down menu. These are primarily used for filtering and reporting purposes.
  • The Creation Date field will automatically populate with today's date.
• Click the Save icon when complete.

3     Generate the Maintenance Job.

• Open the Maintenance Jobs window (WO> Maintenance Jobs> Generate). The three fields on this window can be used to filter the maintenance jobs that are pulled into the batch. If you do not use these filter fields, all available maintenance jobs will be pulled into the batch.
• Enter an Equipment Type or click the field label to select one from a list.
  • Equipment types are used to classify equipment.
  • Equipment Types are created and maintained on the Equipment Type Maintenance window (WO> Maintenance> Equipment Type).
• Enter an Equipment code or click the field label to select one from a list.
  • Equipment codes are created and maintained on the Equipment Maintenance window (WO> Maintenance> Equipment).
• Enter a Job code or click the field label to select one from a list.
  • Maintenance Job codes are used to specify how frequently a maintenance job should be completed.
  • Maintenance Jobs are created and maintained on the Maintenance Jobs Maintenance window (WO> Maintenance> Maintenance Jobs).
• Click the Confirm icon when complete.

4     View the batch exceptions.

• Open the Exceptions window (WO> Maintenance Jobs> Exceptions).
• The Exceptions window will only display if the batch generate step resulted in one or more maintenance job exceptions.
• If the generate step did not produce any exceptions, an information window will appear.

5     Edit the Maintenance Jobs included in the batch.

• Open the Edit window (WO> Maintenance Jobs> Edit).
• The Edit window will display all of the filtered maintenance jobs that are ready to be completed. If this window does not display any maintenance jobs, then no maintenance jobs were triggered for the equipment type, equipment, or maintenance job codes specified on the Generate step.
• Check the Selected toggle next to each of the maintenance jobs you would like to include in the batch.
• All displayed maintenance jobs will be selected by default.
• Edit the Work Order Number column to specify the number that will be assigned to the new work order.
  • If the Automatically number work orders toggle is checked on the WO Setup window (WO> Utilities> Setup), this field will not be enabled. When the Maintenance Jobs batch is committed, the next available number will be assigned to the new work order.
• Click the Save icon once all of the desired maintenance jobs are selected.

6     Print the proof list.

• Open the Proof List window (WO> Maintenance Jobs> Proof List).
• Use the Group By field to specify how you would like the report to display.
• The proof list will display the Job, Equipment Code, Consumption, Unit Type, Last Generate date, WO Number, and Description.
• Click the Print icon   to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

7     Commit the Maintenance Jobs batch.

• Open the Commit window (WO> Maintenance Jobs> Commit).
• Click the OK button to commit the batch.
• The committed batch will create a new work order for each maintenance job associated with each equipment code included in the batch. The description attached to the recurring estimate associated with the maintenance job will populate the new work order description field.