Maintenance & Next Service Methods

HirePOS provides two effective methods for managing routine scheduled servicing:

1. Next Service Due - calculate future servicing requirements from completed Maintenance Records.

2. Pending Services & Recurring Maintenance - create Maintenance Records in advance and leave them pending until the work is completed.

Either method can be used depending on how your business prefers to schedule and manage maintenance.

With this method, future service requirements are recorded as part of a completed Maintenance Record.

Ensure that the Maintenance Record is in Completed status. You can then enter the Next Service (Meter) and/or Next Service (Date) through the Next Service Due tab in the Maintenance Record screen as you complete the service.

It is important to note that the next Maintenance Record is not created immediately.

Instead, upcoming services can be viewed under the following paths:

• Maintenance > Maintenance Records, in the Next Services (Meter) and Next Services (Date) tabs.

• Reports > Maintenance > Maintenance Due (Next Service Date).

• Reports > Maintenance > Maintenance Due (Next Service Meter Reading).

• The Reminders List available from the main menu.

As needed, you can create the next service record, mark it as completed, and enter the next service meter and/or date accordingly.

Items can have up to two date-based Service Intervals configured under Setup > Items:

• Service Interval

• Service Interval 2

These allow the same item to maintain two independent recurring date-based service schedules.

For example, a machine could require:

• A minor service every 90 days

• An annual service every 365 days

When completing a Maintenance Record, selecting one of the configured Service Intervals calculates the Next Service Due Date from the current service date.

HirePOS also keeps track of which Service Interval was used. This allows the two schedules to continue independently.

For example, completing the 90-day service and calculating its next due date does not replace the next due date for the 365-day service.

For date-based servicing, each Service Interval is treated as its own service chain.

HirePOS looks at the existing Maintenance Records for the item and uses the furthest applicable Next Service Due Date for each Service Interval.

This means an older completed Maintenance Record can still determine the next service for an interval if its Next Service Due Date is further in the future than another record belonging to the same interval.

Because the two Service Intervals are independent, an item can have two upcoming date-based services at the same time.

When a due date enters the Maintenance Days Ahead period configured in the Reminders List, or becomes overdue, the applicable Maintenance Due (Date) reminder will appear.

Meter-based servicing works differently and does not use the two date-based Service Interval chains.

HirePOS uses the highest applicable Next Service (Meter) value across the item's Maintenance Records.

The item's latest known meter reading is then compared with this value. When the meter reading reaches or exceeds the Next Service Meter, the service becomes due.

Meter readings can come from several areas of HirePOS, including invoice item meter readings, Maintenance Records, inspection checklists, and manually recorded meter readings.

If a Maintenance Record records a New Meter, older meter readings and previous meter-based service due values from before the meter replacement are excluded from the current calculation where applicable.

When a due service is performed, the normal workflow is to create or complete its Maintenance Record and enter the next service requirement.

For a date-based service:

1. Complete the Maintenance Record.

2. Select the appropriate Service Interval.

3. Confirm or enter the calculated Next Service Due Date.

4. Save the Maintenance Record.

This advances that Service Interval's next-service chain.

For a meter-based service:

1. Complete the Maintenance Record.

2. Enter the next applicable Next Service Meter.

3. Save the Maintenance Record.

The new value becomes the basis for the next meter-based service calculation.

Next Service Due reminders are calculated from this maintenance history rather than being separate reminder records that are manually cleared.

If a completed date-based service does not establish a later applicable due date for its Service Interval, an older overdue due date can continue to appear.

Likewise, if a metered service has been completed but no higher Next Service Meter is entered, the existing due value can continue to generate a reminder once that meter value has been reached.

For more information about how these services appear to users, see Maintenance Reminders.

This method does not involve the use of the Next Service Due tab.

Instead, new Pending Maintenance Records are created and can be found under Maintenance > Maintenance Records, in the Pending tab. These Maintenance Records remain in this tab until the associated jobs are completed.

With this approach, you have the flexibility to:

• Create one-time pending services as needed and mark them as complete once they are done.

• Use the Recurring Maintenance feature to create pending service records in a batch at regular intervals, such as weekly, monthly, or annually.

Pending Maintenance is separate from the Next Service Due method. A Pending Maintenance reminder represents an actual Maintenance Record that has already been created and is awaiting completion.

By implementing either of these methods, service technicians can effectively manage their routine scheduled servicing and maintain accurate maintenance records.

To set a Maintenance Record as recurring, click the Options button located at the top-right of the Maintenance Record screen, then click Set As Recurring.

The Reference will default to the equipment Code and Description. Set the preferred schedule by adjusting the number and interval in the Repeat section, then click Save New.

It is important to note that Recurring Maintenance Records are not created automatically. They are reviewed and created manually in a batch.

To do so:

1. Go to Maintenance > Maintenance Records.

2. Click the Recurring Maintenance button.

3. Services to be created will be listed and checked by default.

4. Click Create Service Records to create the records.

This is a process you would review and perform on a routine basis, perhaps once a day, every few days, or once a week, as the shortest recurring interval is one week.