Equipment Maintenance overview summary

The following is a summary describing some of the features of the Equipment Maintenance software module.

Overview

  • The AccountPro Equipment Maintenance program may be used as a standalone software module allowing you to maintain equipment maintenance details independently from any other accounting modules and, if required, to be installed on a separate computer.
  • The equipment you maintain may be your own equipment, equipment rental, a customer's equipment brought in for servicing or, equipment serviced on a job, such as, a shopping mall, industrial site, high rise building, etc.
  • There is no limit to the number of Equipment ID's the module can contain, nor is there a limit to the number of scheduling and serviced details.
  • 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.
  • 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.
  • As a preventive equipment maintenance you may automatically generate a number of schedules based on user defined parameters, or add schedules as needed.
  • 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.
  • A database is used to select user defined products parts or assemblies to be used at a scheduled service date or metered interval (hours/mileage).
  • 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.
  • 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, 1,000 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.
  • Interfaces with optional Inventory Control module to issue parts out of stock to specified equipment and update costing in the equipment maintenance module.
  • Single entry from Inventory Control updates inventory and equipment.

Detail Features

The master equipment file contain the following details (details not required may be bypassed):
  • Acquisition Date
  • Current Hours as of date
  • Current Mileage as of date
  • Customer ID
  • Date last serviced
  • Equipment ID to 16 characters
  • Equipment Tag to 20 characters
  • Equipment description to 60 characters
  • Equipment type (user defined)
  • In or out of shop or unavailable due to repairs
  • Job Number
  • Location Details
  • Manual ID
  • Purchase Cost
  • Serial number to 20 characters
  • Sold Amount
  • Sold Date
  • Status (user defined)
  • User Defined Tag to 20 characters
  • Vehicle ID
  • Vehicle Plate number
  • Vendor ID
  • Service Frequency:
    • Daily
    • Weekly
    • Biweekly
    • Semi-Monthly
    • Monthly
    • Quarterly
    • Twice Annually
    • Annually
    • User Defined
      • Number of intervals
      • Starting date
      • Ending date
    • Hours
    • Mileage
    • Service expiry date
  • Warranty
    • Material
      • Expiry date
      • Hours
      • Mileage
    • Labor
      • Expiry date
      • Hours
      • Mileage

Scheduling Details

  • a different service type id for each service schedule)
  • Assembly ID (to specify parts required for servicing)
  • Assigned to...
  • Customer Purchase order Number
  • Order Number
  • Scheduled Maintenance Date
  • Scheduling Notes
  • Type of maintenance to be performed specifying a service type id (you may specify
    • Equipment Location
      • Building ID or Location ID
      • Drawing Number
      • Floor
      • Job ID
      • Reference
      • Room Number
      • Service sequence number on job or project

Work Order

  • Generates Work Orders from Schedules
  • Prints Work Orders
    • Parts (if required)
    • Labor allotted (if required)

Invoice

  • Interfaces with optional Invoicing module to print customer invoices

Serviced Detail

  • Completed at Date, Hours or Mileage
  • Completed Notes
  • Completed by...
  • Checked by...
  • Checked date
  • Cost Fields
    • Contract out Repairs
    • Labor Amount
    • Labor Hours
    • Licensing Fees
    • Material
    • Other
    • Rental

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.

Mileage Tracking

  • Tracks mileage by MPG
  • Tracks mileage by L/100km
  • Additional information
    • Driver ID
    • Type of Fuel used. E.g. diesel, regular, premium
    • Cost of Fuel
    • Fuel Fillup Date
    • Trip Type. E.g., local, long distance
    • Reference
    • Department ID
    • Notes

Retrieval

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

Reports

  • A number of reports are available indicating equipment 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 optional inventory control software module installed.
  • Equipment lists may be sorted by:
    • Customer ID
    • Description
    • Equipment ID
    • Job Number
    • Serial Number

Maintenance History

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

Equipment Maintenance supports interfacing with several optional modules:

Inventory Control module
Equipment Maintenance add-on module
Import module

Pricing, additional details and ordering