Equipment Maintenance Software overview

• The AccountPro Equipment Maintenance software program may be used as a standalone preventive maintenance software module allowing you to maintain an equipment maintenance database and details independently from any other accounting modules and, if required, to be installed on a separate computer.
• The software module may be used for Planned Equipment Maintenance, Construction Equipment Maintenance, Building Equipment Maintenance, Maintenance Scheduling, etc.
• A database is used to select user defined products parts or assemblies to be used at a scheduled service date or metered interval (by equipment hours of use or mileage).
• The equipment you maintain may be your own equipment, equipment rental, customer equipment brought in for servicing or, equipment serviced on a job, such as, a shopping mall, industrial site, high rise building, etc.
• To facilitate servicing and equipment tracking, the location of equipment may be specified, such as for example, building, floor, room, drawing number, etc., simplifying the instructions to the service employee performing the actual maintenance.
• There is no limit to the number of Equipment IDs the Equipment Preventive Maintenance software module can contain, nor is there a limit to the number of scheduling and serviced details.
• Facilitates planned maintenance of equipment.
• If the maintenance schedule is date based, specifying a service frequency interval, starting date and ending date, will automatically add the required number of schedules to the schedule table.
• In/Out status may be used for equipment rental or to indicate if the equipment is out in the field or job site.
• A Customer ID may be specified for each Equipment ID, including a Job ID to facilitate retrieving information by Customer or Job, or in case of rental equipment, the location and customer whom rented or leased to. 
• Keep track of mileage and hours.
• Costing fields for hours worked and dollar amount may be used to track maintenance expenses. Expenses may be broken down into several categories.
• User defined service types may be used to indicate the type service required, for example, use one service type to indicate a weekly service, another service type for a monthly service, complete overhaul, 100,000 mile service, 100 hour service and so on. A single piece of equipment may be assigned multiple service types in the scheduling menu, one for each scheduled service.
• Use assemblies to specify any number of components to be used for a specific service. Using a single assembly ID will print all required components on the maintenance schedule for the service department, without having to enter and list each component individually.
• Interfaces with the optional Inventory Control module to issue parts out of stock to specified equipment and update costing in the equipment maintenance module.
• Single entry from the Inventory Control module updates inventory and equipment.

Equipment Maintenance Detail Features

• Equipment Master: The master equipment file may contain the following details (details not required may be bypassed):
  • Equipment Tag to 20 characters
  • Equipment type (user defined)
  • Equipment ID to 16 characters
  • Equipment description to 60 characters
  • Serial number to 20 characters
  • Acquisition Date
  • Purchase Cost
  • Sold Date
  • Sold Amount
  • Customer ID
  • Job Number
  • Vendor ID
  • Manual ID
  • Location Details
  • Vehicle ID
  • Vehicle Plate number
  • In or out of shop or unavailable due to repairs
  • Date last serviced
  • Status (user defined)
  • Current Mileage as of date
  • Current Hours as of date
  • Service Frequency:
    • Daily
    • Weekly
    • Biweekly
    • Semi-Monthly
    • Monthly
    • Quarterly
    • Twice Annually
    • Annually
    • User Defined
      • Number of intervals
      • Starting date
      • Ending date
    • Hours of use
    • Mileage
    • Service expiry date
  • Warranty
    • Material
      • Expiry date
      • Hours
      • Mileage
    • Labor
      • Expiry date
      • Hours
      • Mileage
• Scheduling Detail (print preventive maintenance schedule)
  • Scheduled Maintenance Date
  • Type of maintenance to be performed specifying a service type (you may specify a different service type for each service schedule)
  • Order Number
  • Customer Purchase order Number
  • Assigned to...
  • Assembly (to specify parts required for servicing)
  • Scheduling Notes
  • Print maintenance list for workers with efficient address routing
  • Equipment Location
    • Service sequence number on job or project
    • Job ID
    • Drawing Number
    • Reference
    • Building ID or Location ID
    • Floor
    • Room Number
• Maintenance Schedule List
  • All maintenance schedules may be filtered by:
    • Scheduled Service Date
    • Equipment ID
    • Equipment Type
    • Service Type
    • Customer
    • Job number
    • Equipment Location
      • Building number
      • Floor number
      • Room Number
      • Reference
      • Routing by address for efficient dispatch
• Work Order
  • Generates Work Orders from Schedules
  • Print Work Orders
• Invoice
  • Interfaces with optional Invoicing module to print customer invoice
• Serviced Detail
  • Completed at Date, Hours or Mileage
  • Completed Notes
  • Completed by...
  • Checked by...
  • Checked date
  • Cost Fields
    • Labor Hours
    • Labor Amount
    • Material
    • Rental
    • Contract out Repairs
    • Licensing Fees
    • Other
• Mileage Tracking
  • Tracks mileage by Miles per Gallon or Liters per 100km
  • Additional information
    • Driver ID
    • Type of Fuel used
    • Cost of Fuel
    • Fill Date
    • Trip Type
    • Department ID
    • Reference
    • Notes

Assemblies

• An Assembly ID may be assigned to each scheduled service to specify parts or components required for each scheduled service.
• Assemblies may be generated by specifying any number of components for the assembly.
• An Assembly ID may consists of up to 20 characters.
• Quantity may be specified for each component or parts within the assembly.
• Decimals may be used to specify Assembly component quantities.

Tracking Equipment Details

• To facilitate equipment tracking equipment details may be retrieved by:
  • Equipment ID
  • Serial Number
  • Customer
  • Job

Equipment Maintenance Reports

• A number of reports are available in the preventive maintenance management software module, indicating maintenance scheduling, complete with parts required, notes for the service employee, date completed with notes of maintenance performed, etc.
• Parts, costs, labor costs and hours used for each piece of equipment with the optional inventory control software module installed.
• Equipment lists may be sorted by:
  • Equipment ID
  • Serial Number
  • Description
  • Customer ID
  • Job Number

History

• All details of maintenance history may be kept on file as long as the user requires.

Optional Modules and Interfacing with:

If used as a stand alone module, none of these options are required to run the Equipment Maintenance module.

Inventory Control module

• With the optional Inventory Control module installed, parts issued from inventory will update the Equipment Maintenance software module.

Import module

• Using the optional Import module, you may import equipment, customer, vendor and product lists from ASCII or CSV files.

Equipment Maintenance add-on module

• The optional Equipment Maintenance add-on module provides additional options complementary to the Equipment Maintenance Platinum module.