Asset Maintenance, Repair & Cost

Asset Maintenance Control Panel

RentalPoint supports tracking of assets in and out of maintenance for service and repairs.

Access the maintenance menu via Products-->maintenance tab

Use the  option to limit assets displayed in the maintenance window by status and type

See Fig 1.3 Below

A. Move between grid display options (Current, Product, Asset, All, Archived).  All assets meeting that criteria will display on the grid.

B. Set the current record range using the scale at the bottom of the maintenance screen.

C. Enter any product code, description, barcode into the search text box

D: Use  to clear the search box

E: Use  to refresh the grid

Fig 1.3

Print Maintenance Record

Print a copy of the maintenance record to attach to the asset if needed.  This way issues with assets can easily be identified when looking through gear.

Access print options via or right click on the maintenance grid

Edit Maintenance Record

Access the Edit Maintenance Record option via the  icon or right click on the maintenance grid, then click  to open 

 maintenance details for the asset currently highlighted in the grid

Modify any maintenance details for the asset, including return to service date, then click  to save or  to cancel the session

Scan Asset(s) from Service into Maintenance

Access scan options via the  icon or right click on the maintenance grid, then click  to scan assets to maintenance

• Use the  option to add asset maintenance records that will affect the availability of the asset, until it is repaired and returned to service.
• Use  option to add maintenance history for an asset without affecting its current availability

Ref Fig 1.1 Below

To move assets from service to maintenance, first scan the assets into the maintenance list

Errors and warnings will display at the bottom of the window
Then, click , or the tab to enter maintenance details.  

Fig 1.1

Ref Fig 1.2 Below

Once all maintenance details are entered, click  to save or  to cancel the session

All items scanned will be entered to maintenance with the same details, however each asset will have its own maintenance record

Fig 1.2

Return Asset(s) from Maintenance to Service

Access return options via the  icon or right click on the maintenance grid, then click

Ref Fig 1.1 below:

When returning a list of assets, scan each barcode then click  (or enter) to add the asset to the return list

Errors and warning will appear at the bottom of the window

Once scanning is complete, click  to return all assets in the list or  to cancel the return session.

Fig 1.1

OR.....return the asset to service from the Inventory Setup window by editing product properties

Maintenance Costs

Double click on any maintenance record on the grid  to see full history of maintenance costs for that asset

Alternatively, access maintenance costs from the Products Menu Inventory Tree....

OR from the Products Icon Menu

The Maintenance Costs Window

Asset service and repair charges incurred during maintenance, can be recorded against each asset maintenance record.  These maintenance costs can then be accessed for reporting and evaluation purposes, from the maintenance record itself or from the maintenance cost window. 

See Fig 1.1 below for an illustration of the maintenance costs window.

A. Shows all maintenance costs for a given asset based on the users 'Record Type' selection

B. Show more/less entries on the grid as needed

C. Enter any information in the search box from any of the maintenance cost fields to help narrow your search to fewer records

D. Use the  arrows to the left of any heading to sort the grid in ascending/descending order

E. Use the icons to the left of each entry toExpand /  Collapse maintenance cost details on the grid

Fig 1.1

 Add a new maintenance record for the asset currently highlighted in the grid

Edit an existing maintenance record

 Add an historic maintenance record for the purpose of maintaining accurate maintenance cost reporting

 Mark the currently highlight maintenance cost record so that it may be excluded when running reports

 Return the currently highlighted asset to service

Print a Maintenance Cost Report 

from the Assets Menu on the top menu bar (per screenshot below)

The report scope allows the user to narrow the report output to a specific product or asset within a region, location and date range.  Asset costs marked as 'Exclude from Report' can also be filtered from the output as needed

Returns Direct to Maintenance

Assets found faulty or damaged while on-site can be entered into maintenance before being returned to the booking. Once the asset is returned, the maintenance record will be activated, showing the asset as unavailable for the duration of the maintenance period.  Maintenance crew may run the 'Returns Direct to Maintenance' report to show assets they should expect to receive for maintenance once a given booking is returned. 

NOTE! if Barcode #42 is set to YES, then the asset will be returned from the booking when it is scanned to maintenance, and will immediately become unavailable for the duration of the maintenance period.  

Then while the asset is still checked out to the booking…..

Enter a maintenance record for the asset via the products menu (see full details in help option above if needed)

The maintenance entry form will indicate that this is a ‘Return direct to maintenance’ pending return from the booking it is out on.

Since the maintenance record is not active (pending return of asset), you won’t see the asset on the maintenance grid.  You’ll need to run the ‘Report - Returns direct to maintenance’ report to see any pending maintenance records.

When returning the asset, you can modify the maintenance record by clicking the ‘Damaged’ button OR just check it in as normal ….

Once the asset is returned to the warehouse, RentalPoint will automatically activate the maintenance record. 

SQL Query of all Assets out to Maintenance

SELECT IM.groupfld    [Group],
       IM.category    [Category],
       A.product_code [Product],
       A.asset_code   [Barcode],
       A.serial_no    [Serial],
       A.locn         [Item Location],
       A.cost,
       A.est_resale,
       A.insured_val,
       CASE
         WHEN A.servicestatus = 0 THEN 'Active'
         WHEN A.servicestatus = 1 THEN 'Temporarily Out of Service'
         ELSE 'Permanently Out of Service'
       END            [Status]
FROM   tblasset01 A
       LEFT OUTER JOIN tblinvmas IM
                    ON IM.product_code = A.product_code
WHERE  A.servicestatus = 1
ORDER  BY IM.groupfld,
          IM.category,
          A.product_code,
          A.asset_code