Preventive Maintenance entry screen

The preventive maintenance entry screen has the majority of the same fields as a service workorder so that the relevant data can be copied to a new service workorder automatically when the relevant date for conversion has been reached if generating automatically or when generating a service workorder from the PM manually.

See also:

Service Workorder entry screen

The following are the fields from the preventive maintenance header part of the preventive maintenance entry screen that are different in a service workorder.

Active - This is required to be check-marked if you wish the preventive maintenance to auto convert to a new service workorder.

Generate Time Span - This is a required field and is where you dictate how often the service date is repeated.

You can enter in any whole numerical amount, and have a selection of either by hours, by days, by months or by years.

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 a required field and is where you dictate how far in advance of the service date you wish the workorder to be generated.

You can enter in any whole numerical amount, and have a selection of either by minutes, by hours, by days, by months or by years.

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.

Desired Day of the Week - This is not a required field. If you wish the next Service Date to fall on a specific day of the week, select that day of the week here.

For example, if the preventive maintenance is set to generate every 1 months, and the initial service date is Monday December 12th, 2005, and you wish every subsequent service to fall on the first Monday on or after the 12th, the next Service Date would be Monday January 16th, 2005 if Monday was selected as the Desired Day of the Week as the 12th of January falls on a Thursday, and the next Monday is the 16th.

Next Service Date - This is a required field and indicates the date against which the other fields refer to.

Stop Generating Date - This is not a required field. This field identifies the time when no further workorders would be generated past this date.

This is useful if you wish a preventive maintenance to only occur for a certain time span.

Workorder Status - This is not a required field. This is the status that the service workorder as a whole will be set to when it is created.

The importance of the Service Date field

Lets say you want a service workorder created 14 days prior to the first scheduled user’s service start date and time, plus you would need to scheduled a follow-up call two days after the first scheduled start date on the same workorder item and you want this repeated every 3 months – first scheduled service is to be Dec 1

1. Set the re-occurrence

In our example, will be every 3 months

2. Set the number of days prior to the service date to auto-create the workorder

In our example, we will enter 14 as we want the service workorder created 14 days prior to the Service Date

3. Set the Service Date

Usually set this as the first scheduled service start date or date relative to the Scheduled Users

In our example, set to Dec 1

Enter in the Work Details in the workorder item.

Select the Scheduled Users

select the first scheduled user

select the first start date and time which would be December 1, 2005 3PM

select the first stop date and time

select the second scheduled user

select the second start date and time which would be December 3, 2005

select the second stop date and time

When the first auto-created service workorder is created:

The service workorder would be created on November 17 (14 days prior to Service date)

Scheduling the user twice

Once for December 1

On another scheduled Users row for December 3

The next auto-created service workorder

Would be created 3 months later on Jan 18 (14 days prior to Service Date)

The first scheduled user would be scheduled for Feb 1

The second would be scheduled for Feb 3

The Scheduled start and stop dates are relative to the Service Date selected – for example, if you selected a Service Date of November 1, 2005, and than created Scheduled users items with a start date of November 15, 2005 – when the workorders are created in the future, the scheduled start dates will always be two weeks ahead of the Service Date that changes every time another pm item is created.

Parts selected in a Preventive Maintenance

Do note that as parts entered in a preventive maintenance order do not affect inventory, when a preventive maintenance order is converted to a service workorder, that the quantity of parts in a PM  are not entered in the Quantity column within the Parts subgrid in a service workorder.

Parts via a PM are entered in a column within the parts subgrid Quantity Required in a service workorder only as a reminder of the amount that should be used as per the preventive maintenance.

AyaNova can not pre-enter this quantity in a service workorder as user intervention may be required because:

In the screenshot above, this service workorder was created by a preventive maintenance. The Quantity Required is indicated in the Parts sub-screen, but the Quantity has not yet been entered by the user.