The Maintenance module of HALERP is built on the functionality that includes scheduling, generating service orders, tracking staff expertise, and service invoices. Generate appointments for all services with maintenance requirements for the equipment.

The Maintenance Module has 2 sub modules

• Service Call- which allows to schedule Service calls and invoice service orders.
• Maintenance Schedule- which allows to create periodic maintenance schedules

Maintenance Schedule

This module is built to create periodic maintenance schedules for the items sold to a customer.

To create a schedule, Click Maintenance>> Maintenance Schedule

In the first section Maintenance Schedule Details, choose the customer to whom the schedule has to be created.

In the next Section Maintenance Schedule Items, you can choose the Items for service.

Click on Add Items and the list will show all the Invoices/Sales Receipts from the chosen customer and you could choose the item to be serviced from the particular Invoice/Sales Receipt.

Apart from choosing Items from the Invoice/Sales receipt, you could choose a particular item from the list which is not part of the invoice/Sales receipt also to create a maintenance schedule.

Once an item is selected, the grid will show the item details.

The START and END columns denote the dates when the maintenance schedule will start and end. This could be edited according to the schedule being created.

The FREQUENCY column denotes the options of the frequency of the maintenance schedules that could be created.

• If you select the ‘Manual’ option, the next column ‘visits’ would be enabled to enter how many visits to be scheduled between the start date and end date selected.
• For all the other options like weekly / monthly/quarterly/half-yearly/yearly, the numbers of visits are auto-calculated based on the start date and end date.

If the Item selected is under warranty, those details are mentioned under WARRANTY START/END/STATUS columns

In the next section, Maintenance schedule activities, you could assign the engineer to be mapped to the schedules, and based on the frequency selected earlier; the schedule will be calculated and shown when you click RECOMPUTE SCHEDULE button in the grid.

In the below screenshot, the frequency was selected ‘quarterly’ so the schedules have been calculated accordingly.

The COMPLETED column shows the status of the service schedule. Once a particular schedule is completed, the status would change to YES.

Service Call

This module allows creating service calls against already created maintenance schedules or Invoice/Sales receipt or an Item, annotate on the status of the service, and invoice the service order if any.

To create a service call, click on Maintenance>>Service Call

In the first section, Select Activity, we could choose from the maintenance schedules already created from the MAINTENANCE SCHEDULE module.

If a maintenance schedule is selected, then all the fields in the next section Select Item to Service will be auto-populated from that schedule selected.

We could also create service calls directly by choosing Invoice/Sales Receipt or just by choosing an Item.

In the below screenshot, a Sales receipt is chosen and a particular item from that Sales receipt is chosen for service.

In the below-given screenshot, an Item is chosen directly for service.

The third section Warranty Details will have details populated if the item selected in the previous section is under warranty.

The next section Service Class Details is where we select the customer. This field will be auto-populated if the maintenance schedule/Invoice/Sales receipt is selected in the earlier sections.

The Payment details section is where we enter the details if a customer has been invoiced or not.  

If the Invoiced Status is set to “Invoiced”, then the items in the item billing grid are generated as an invoice for that customer chosen.

You could record payment received for the invoice from the “Receive payments” form. In the screenshot below from the ‘Receive Payments’ form, the highlighted entry is an invoice generated from a service call.

In the next section Service Overview, details related to the Service status can be entered.

If the ‘Maintenance schedule’ activity is selected which has an engineer assigned in the schedule, then the field will be auto-populated with the assigned engineer else you could choose an engineer for the service call and fill all the other details accordingly.

The Estimate section could be used when the service is in progress and you require some time to complete it. All the estimates could be captured in this section.

Items for billing can be used to add items that are used for the service and has to be billed to the customer.

In the last section, the Items consumed grid can be used when items have been consumed during the service but not billed to the customer (Maybe item under warranty, etc.,).