Generating a scheduled service order from a machine (Preventative Maintenance)

Overview

Generating a service order from a machine meter can be automated once the machine/meter has been set up. https://readysell.atlassian.net/wiki/spaces/RSELL/pages/16449565
Readysell allows you to manage the bulk of preventative service order work using our scheduled service order feature.

We can drive automated service orders by the number of days since the last service or by the number of meter clicks since the last service. Automated service orders can be generated from any meter on a machine.
If you want to set the triggers to run from totals, set the rules up on a total meter.
If you want the colour meter only to determine the maintenance schedule, set the rules up on the colour meter.

Service order templates are used to control the level of detail automatically filled in on the generated service orders.
You can decide if you want to keep the generated service orders very simple or if you want to pre-populate notes, charges and other details onto the generated service orders.

If a machine already has an Open Service Order whether it be a manually inserted service order or an auto-generated service order, then when the 'Generate Service Orders' task runs, it will not create another service order until the current open service order has been finalised.

If Preventative Maintenance (which is a manual service order) has been performed by the Technician whilst out on-site, then you can link this manual service order to the PM meter service by clicking on the 'Link Meter Service' action button in the ribbon in the service order module. The idea is that preventative maintenance is already set up; however, you have to go out early to maintain a machine. So you create a manual service order. You can then link this service order to the PM meter service.
If a Preventative maintenance service order has been generated by the task and it is not required, cancel the Open service order; do not delete it.

The task that needs to be set up to automate Preventative maintenance, once the required set-up has been completed, is called ‘Generate Service Orders’

Task

Open

 

When the task runs, it returns a text message on the task Log lines tab
The task is scheduled to run and will show the following text message if a criteria on the machine meter service is met.

Log Entries Task Mesage

Open

The task updates the following fields on the Machine meter service for that meter once the sales order is finalised and invoiced.

• Last service order number

• Last service order count

• last service order date
  
  
  

Machine>Services updated

Open

Service Order created from the scheduled task

1. Navigate to the service order that was created

2. Assign the service order to the Technician and select the Technician

3. Add extra details to the service order header if required

4. Click on Save

5. The system will create a service order call for the call-out

6. Once the technician goes out on site, the technician will update the service call activity etc as usual
   
   

Modify the service call created with the activities and meter counts

Open

Open

Open

Open

1.  Once the pm service order is finalised and invoiced, if there are meter counts, the system will update the meter service meter counts
   
   

Updating machine.\meter>services counts and order no etc

Open

Task Message

Open

You can have as many service scheduled assigned to a meter, it is controlled by the field 'is scheduled service' tick.
If this is OFF that scheduled task will not generate a service order.

You can differentiate between manual service orders and automated service orders by clicking on the Machine>'Meter Service Orders' tab.
This will show you a list of all Automated Generated Service Orders

Meter Service Orders

Open

Setup Procedure

On each machine meter if you wish to set up a service order to be 'auto generated' there is a set up procedure.

1. You need to have a service order template created before you can start with the setup of automated service order generation.
   You can set up as many templates as required for the various service work that needs to be conducted.
   Eg create a template for PM Service (Preventative Maintenance)
   On this template, ensure that in the field 'Order type' you insert Preventative Maintenance. That way you will be able to different between normal service orders and auto generated service order for preventative maintenance.
   All the fields on the template, will be populated onto the auto generated service order.
   Service Order Templates

2. A Task needs to be activated: Readysell can help you with this
   Administration>Advanced>Tasks<Generate Service orders
   Tick 'Enabled' to have the task run nightly

3. Set up the Meter Service rules on each of the machine meters you wish to schedule a service order to be generated
   Go to Service>Machines>Find and highlight the machine>highlight the meter
   Eg the Total meter for that machine.

   1. Click on the Services tab on that meter
      See table below for more information
      Ensure to turn the tick ON 'Is scheduled Service'
      Insert 'Counts Per Service'  and/or 'Days Per service'
      Select a Service Order Template (this should have already been created)
      Click on Save
      Eg only data below on a meter service on a total meter

NOTE: You can have both 'counts per service' or 'days per service' on the same meter service (if you want to do either/or) or you can have separate meter services (if you want a PM call out on BOTH counts AND days)
If both fields are set, the first one to apply is used. So the number of days is passed or the counts per service is passed the system will generate a new service. Then once one of the criteria applies, the generated service order is open. This will stop the other criteria from generating a service order. Then when the new service order is posted, the criteria start again from that new service order.