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Maintenance and operations

Breakdowns, work orders and preventive maintenance

Last updated Oct 29, 2026

Where to find it

The Maintenance menu holds the Maintenance Dashboard, Work Orders, Preventive Maintenance (Preventive Schedules on the desktop), Breakdowns, Service History, AMC, Warranty, Insurance, Calibration and Spare Parts. On the web it also has the Maintenance Calendar, Asset Utilization, Maintenance Analytics, Technicians and Software Licenses.

The Maintenance Dashboard shows maintenance cost, open work orders, downtime, MTBF / MTTR, preventive-maintenance compliance and upcoming warranty, AMC and insurance expiries.

Report a breakdown

Anyone with the right to request maintenance can report one.

  1. Web: Maintenance › Breakdowns, or Dashboard › Report an Issue for one of your own assets. Desktop: Maintenance › Report Breakdown, the dashboard button, or the register's row menu.
  2. Choose the asset (type it, scan its tag or select it).
  3. Describe the problem, say whether the asset is down (not usable), and set the priority and the time it failed.
  4. Submit. A breakdown work order is raised at once. On the web you can attach photos when you have the document upload permission.

Run a work order

  1. Open Maintenance › Work Orders and create one, or open the breakdown work order (desktop shortcut Ctrl+Shift+W for a new one).
  2. Move it through Start, Hold (with a reason), Resume, Complete and Close. It can be reopened or cancelled with a reason.
  3. Record labour and other costs, issue spare parts, and log downtime and documents.
  4. A chip shows whether the asset is under warranty, under an AMC, or not covered.

Preventive maintenance

  1. Create a schedule with its interval by time or by meter reading, the checklist, any calibration points, the lead days and the estimated cost.
  2. Attach it to assets (Apply to assets… on the desktop).
  3. Work orders are created automatically when a schedule falls due; on the desktop Run generation now creates them at once.
  4. Pause, resume or end a schedule when needed.

Tips

  • Service history is a permanent log: entries are never edited, and a mistake is corrected with a reversing entry.
  • Spare-part stock never goes below zero. Receiving adds stock at moving-average cost.

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