Creating Maintenance Types

Maintenance types are templates of when scheduled maintenance should be performed on a piece of equipment and what specific tasks should be performed as part of the scheduled maintenance.

Scheduled maintenance records are created based on date and/or meter reading. Completion dates from the prior scheduled maintenance record or from the Service Management service call are used to create new scheduled maintenance records.

When using meter readings, scheduled maintenance records are created based on the Usage Life to Date field in the Equipment Manager window. Operating logs update the Usage Life to Date field.

1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > Scheduled Maintenance > Maintenance Types.
2. Complete the following fields.
   • Maintenance Type ID
     Enter a maintenance type ID.
   • Description
     Enter a description.
   • Task Description
     Enter a task description. Use the expansion button to open the Task Description window where you can add a detailed description up to 32,000 characters. This information is especially necessary if you aren't using the Service Management task database because the description will print on reports.
   • Use Date
     Mark this checkbox if you want to schedule maintenance using a date. The date due is calculated using the Microsoft Dynamics GP user date.
   • Frequency
     Enter a number. Then use the drop-down list to select a time period.
   • Round Type
     Select a round type:
     • Week
       If you want the calculated date to fall on a specific day of the week.
     • Month
       If you want the calculated date to fall on a specific day of the month. If the day of month chosen is beyond the last day of the month, the last day is chosen.
   • Round To
     Select to round to the nearest or next time period. If the round type is Week, select a day of the week from the drop-down list. If the round type is Month, enter a number between 1 and 31.
   • Use Meter
     Mark this checkbox if you want to schedule maintenance based on operating log readings.
   • Usage Type
     Select a usage type. Actual means the maintenance will be scheduled when the Usage Life to Date field reaches a certain amount or greater. If the usage type is relative, the maintenance will be scheduled in increments relative to the amount entered in the Relative Usage field.
   • Relative/Actual Usage
     Depending on the usage type, enter a relative or actual usage amount.
   • Round To
     Enter an amount. The resulting due at reading will be divisible by this amount. For example, if the due at number is 4324 and the round to is set to 100, then the due at will round to 4300. Leave the field blank if you do not want to round.
   • U of M
     This unit of measurement must match the Life U of M field in the Equipment Manager window for scheduled maintenance to be created.
   • Recurring
     Mark this checkbox if you would like the maintenance performed more than once.
   • Times to Repeat
     Then enter the number of times to repeat.
   • Use Signature Service Management
     Mark this checkbox if you would like a service call created for the scheduled maintenance. Marking this checkbox enables the Division field and the Tasks button. See Adding tasks to maintenance types.
   • Create One Service Call
     Mark this checkbox if you would like one service call for all tasks on all maintenance types assigned to a piece of equipment.
   • Use Maintenance Contract
     Mark this checkbox if you would like the service call to be covered by a maintenance contract. If you mark this checkbox, MC is automatically entered in the Call Type field and the field is disabled.
   • Call Type
     If you didn't mark the Use Maintenance Contract checkbox, you can enter a call type. Call types are created in Service Management and will appear on the service call.
   • Division
     This field is enabled if you are using Service Management. Use the lookup to select a Service Management division to associate with this maintenance type. This division will default onto any record that is created with this maintenance type, and when a service call is created for the record, the division will default on the call.
3. Select the printer button to print the Maintenance Type Detailed List report.
4. Select Save.

Adding tasks to maintenance types

You can add tasks and task lists from the Service Management task database to the maintenance type. If you don't have Service Management installed on your client, the Tasks button will be disabled.

1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > Scheduled Maintenance > Maintenance Types.
2. Select a maintenance type and select the Tasks button.

3. In the Task View window, you can use the lookup to select a task group ID. Once a task group is added to a maintenance type, you can add and remove tasks and task lists from the maintenance type. Changes do not roll down to other maintenance types using the same task group ID. You can add more than one task group to a maintenance type. If you do, the system will ask how the additional tasks should be handled. If you select Replace, all tasks and task lists are replaced with the new tasks and task lists. If you select Add, all stand-alone tasks will be added. Stand-alone tasks can be added more than once. If a task list doesn't exist, it will be added. If it does exist, the system will compare the two lists and add only those tasks that don't appear on the existing list. The same task will not appear more than once on a task list. 

   

   If you add a task list that doesn't have tasks, the task list will not appear in the Task View window.

4. Select OK.
5. You use the Copy button in the Scheduled Maintenance Type Setup window to create a new maintenance type based on an existing one. In the Copy Maintenance Type window, enter a new maintenance type ID and description. Select Copy.
6. Select Save in the Scheduled Maintenance Type Setup window.