Maintenance records in HirePOS allow you to track the service, maintenance, and repair history of your items. By recording maintenance activities, you can log crucial details like service dates, costs, and other related information. Whenever you perform work on an item—whether it's a routine service or a repair—recording it in the system ensures you maintain an accurate and complete history.

This guide will walk you through creating and managing maintenance records, helping you efficiently track and monitor your equipment and assets.

To create a new maintenance record, navigate to Maintenance > Maintenance Records from the main menu. You can click New Pending Service for future maintenance or New Completed Service for tasks that are already done.

After doing this, you then need to fill out the following information:

• Select the item to be serviced

• Enter the Start Date and Finish Date

  • These dates affect availability. Items under a service are treated as 'Booked' or 'Unavailable' for the duration of the service.

• Enter the Service Reason

• If the item you are servicing is Bulk/Serial Tracked, enter the Quantity Serviced.

• Select the Technician, Supplier information, and any other relevant information.

Notably, Detailed Inspection notes can be added, and if required, you can create a new inspection checklist via the Inspection Checklists tab.

Using the Service & Repair Costs tab, record maintenance expenses for your items and adjust stock levels of spare parts.

This information is valuable for generating reports like the Item Return On Investment.

Additionally, you can add these costs to customer invoices using the Sales button, or to a Purchase Order using the Purchase Order Button.

If desired, you can hide service and repair costs from users by adjusting their user permissions. This feature allows you to control who can view detailed cost information. The steps to do this are as follows:

1. Go to Setup > Preferences > Users.

2. Click a user to edit.

3. Click the Permissions section to expand and view user permissions.

4. Toggle on the Hide Service & Repair Cost/Total setting, which is located under the Allow Maintenance setting.

This tab allows you to schedule reminders for the next service based on dates or meter readings using the Next Service Due tab. This feature helps you stay proactive in maintaining your equipment and assets.

Only the "next" service due will typically show in the reminders list and reports.

You can have both a Next Service Due & Next Service Due (Metered) at the same time. Both reminders will show separately on the reminders list.

For more info, see https://docs.hirepos.com/en/articles/3147777

You can create inspection checklists for items through the Inspection Checklist tab on the maintenance record's details screen. These checklists can be attached to maintenance records for easy reference and compliance.

For more info, see: https://docs.hirepos.com/en/articles/2304577

Set maintenance records as recurring services to repeat at regular intervals until discontinued. This tool is beneficial for maintaining a consistent service schedule, planning for multiple services, and managing bulk or serial tracked items efficiently.

Recurring services will create the pending service in advance, affecting future item availability accordingly.

It is distinct from the "Next Service Due" tool.

Assign service intervals and inspection templates to items to automate the scheduling of regular service intervals. This feature simplifies creating and managing maintenance records for routine services.

Follow these steps to set a service as recurring:

1. Open or create a service, click on Options

2. Select Set As Recurring, this will take you to the Recurring Record page

3. Configure the Repeat Duration and Interval as required

4. Save the settings

Recurring services are indicated by a blue double arrow icon next to the service status in Maintenance > Maintenance Records.

Easily create recurring services by the following steps:

1. Navigate to Maintenance > Maintenance Records

2. Click on Recurring Maintenance

3. Review the services to be created

4. Clicking Create Service Record

New Pending Maintenance records will now be visible in Maintenance > Maintenance Records, awaiting completion when due.

This feature simplifies the process of managing multiple recurring services.

To discontinue a recurring service, do the following:

1. Open any Pending or Completed Maintenance Record in the recurring chain.

2. Select Options > Edit Recurring Settings.

3. Check the Discontinue checkbox. 

4. Click Save Changes.

This allows you to manage recurring services effectively.

When making a new maintenance record, you can add a new customer-owned item on the fly. This streamlined process simplifies item management and saves you time.

See this guide for more information: https://docs.hirepos.com/en/articles/2885633.