Internal Maintenance

Organisations that repair their own vehicles and equipment need one order per job that tracks parts issued from stock, outside services and the resulting cost. This module adds Internal Maintenance orders linked to a fleet vehicle or a maintenance equipment record. Confirming and completing an order creates the stock issue, purchase and receipt for external work, vendor bill and accounting entries. Oil change orders capture the meter reading and feed an oil change report. It plugs into Fleet, Maintenance, Stock, Purchase and Accounting, and serves maintenance planners, storekeepers and accountants.

1. 1

   Configure accounts, locations and language

   In Internal Maintenance > Configuration > Settings define the expense accounts, stock locations and partner categories used by orders. Users can also set display preferences for report language. Defaults keep new orders consistent.

   • Accounts and locations
   • Display Preferences
   • Oil Change Rates
2. 2

   Create a maintenance order

   Open Operations > Maintenance Orders and create an order choosing the target type, either Vehicle or Equipment. The matching vehicle or equipment is required. The order also holds the maintenance type and execution type (internal or external).

   • Target type
   • Vehicle / Equipment
   • Execution type
3. 3

   Add parts and services

   Add the spare parts to issue from stock and any external service lines with vendor and cost. For oil change orders the meter reading is mandatory. The execution type can be switched later through a wizard that asks for the order.

   • Parts lines
   • External service lines
   • Odometer required for oil change
4. 4

   Confirm the order

   Press Confirm to lock the order and generate the stock picking for parts and, for external work, the purchase order. Smart buttons open the picking, purchase order, external receipt and vendor bill. Documents created by the order cannot be cancelled independently.

   • Confirm button
   • Smart buttons to related documents
   • Guard on picking / entry cancellation
5. 5

   Complete the order

   Press Done to finish the job. The system posts the maintenance accounting entry and can log a service on the fleet vehicle and the odometer. The order then shows the entry and fleet log via smart buttons.

   • Done button
   • Maintenance journal entry
   • Fleet service log
6. 6

   Cancel with the wizard

   Cancelling opens a confirmation wizard, "Confirm Cancellation" or "Discard". It reverses the related picking and entries according to rules. Journal entries and pickings tied to an order refuse standalone cancellation.

   • Cancel wizard
   • Related documents reversed
7. 7

   Track out-of-service assets

   The "Out of Service" menu lists vehicles and equipment currently under maintenance. This helps planners see availability. It reads from the open orders.

   • Out of Service menu
   • Based on open orders
8. 8

   Print the oil change report

   From Reports open the oil change wizard, choose the date range (from before to) and the vehicles, and print. The report is prepared in the chosen language. It shows the oil change history and intervals.

   • Date range
   • Vehicle selection
   • Report language

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