Manually generate a service workorder from a preventive maintenance

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In this tutorial example, we will go through a very basic work-flow of creating a Preventive Maintenance order, and then manually generating a service workorder from that PM.

 

Usually you would allow AyaNova to automatically generate the service workorder for you based on its settings for automatic generation, but perhaps you want the service workorder generated earlier so that it is showing scheduled on the Schedule screen for the schedulable user of that generated service workorder.

 

•Do note that this is a very basic overview only, and does not cover every field and its use, nor time saving and useful feature of the PM or workorder entry screen.

 

•It is highly recommended that you review this Help file's entire section on Preventive Maintenance and Service Workorders for complete overview , suggestions on use, tips on use and more.

 

•NOTE: screenshots in any of these How do I...?'s tutorials may not be exactly as in your database as dependant on your data, grid layout, etc

 

 

1.Create a new preventive maintenance order for the client ABC Accounting

 

•Refer to the many different ways to create a PM

 

2.As per the PM entry screen details on its fields, enter in the following PM specific required fields

 

•Active - this must be check-marked for this PM to be able to have a service workorder generated from it

 

•Generate Time Span - this field is where you dictate how often the service date is repeated. For example, if you wished to have this preventive maintenance item repeated every month, you would enter in the number 1 and select months

 

•Threshold Time Span - this is where you dictate how far in advance of the service date you wish the workorder to be generated. For example, if you wished to have this preventive maintenance create a new service workorder 7 days in advance of the Service Date, you would enter in the number 7 and select days.
•
•Next Service Date - this is where you indicate the date against which the other fields refer to when to generate and how far in advance to generate. For example, put in a date three weeks from now.

 

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•NOTE: With the above field settings if left to automatically generate a service workorder, this PM will automatically generate a service workorder on Feb 21th - as that is 7 days (as per the Threshold Time Span) before the Next Service Date. And then this PM will automatically update its Next Service Date to a month later (as per the Generate Time Span) so that it is ready for the next time it is to be generated from.

 

 

3.You can create more than one workorder item, select a unit for each workorder item, schedule users for each workorder item, etc, and this data will be copied to the service workorder that is generated.  We will not cover that in this PM tutorial.

 

As the PM's workorder items, Scheduled Users subsection, Labor subsection etc all are the same as a Service Workorder, refer to the Service Workorder section on these:

•Service workorder items
•Unit
•Scheduled users
•Tasks
•Parts
•Labor
•Travel
•Loans
•Expenses
•Outside Service
•Custom Fields

 

 

4.Save and exit MenuSaveExit out of the PM

 

5.From the PM grid you can now see this newly created PM - such as its Next Service Date, etc. Press the Refresh  Refresh1 menu option on the PM grid if not there.

 

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6.To manually generate a service workorder from a PM, do the following:

 

•From the Preventive Maintenance grid, use the row selector to select the PM you wish to convert to a service workorder

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•Select the menu option Manually Generate Service Workorder

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7.The Service Workorder generated will now open, so that you can edit anything if needed. Note the workorder # at the top.

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8.Save & Exit MenuSaveExit out of the Service Workorder.

 

9.If you view the Service Workorder grid, you will see that the P.M. Parent field for this service workorder is the PM number that you just made.

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10. View the Preventive Maintenance grid. You will note that the Next Service Date has automatically advanced for this PM based on the Generate Time Span settings - i.e. it will now be a month later than what was initially set in the Next Service Date as a service workorder was generated so the PM moves to the next instance.

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