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This PM feature has been developed for those companys who either do not have a way or want to improve on how they currently keep up with their companys PMs, they have under contract.
There are three (3) primary steps in setting up a PM with our program.
STEP ONE is to enter each companys information, where the PM is to be performed.
STEP TWO is to enter equipment, the dealer is contracted to do scheduled PM maintenance.
STEP THREE is to build a work order for each piece of equipment listed.
Determine if our Inventory Control program is to be used in keeping up with your PM inventory. If a SL customer is using another inventory program such as QuickBooks, our IC can still be used in conjuction with the PM program. We suggest users go ahead and use our IC program to build a master file of PM parts, mainly filters, commonly used for PMs...they can be setup with no quantiy. It will not take long to setup the few different PM filter numbers and having them setup will enable users to quickly add a PM filter number to a work order. The program immediately pulls in the the description and prices, plus stocking number and bin location, if used. This is a significant time save and the more PMs to maintain, the more time saved. And, it builds important PM history on these parts.
1) Add your end-user customers to our PM customer file. This information is confidential and will never be shared with any company or person outside of SourceLine. However, if our user customer would prefer, they have the option not to show their end-user(s) name. They can do this by entering their customer(s) account number in the field setup for this information. This will identify this end-user customer, but the address information must still be entered so the printed pick tickets/work orders have the address for the service tech person, performing the PM.
2) Add your customers equipment by make and model number. Note: There are four (4) fields of information that are required to enter. The MFG, Model, Serial Number and Transmission Type. This is information that is needed to identify the correct filters for each equipment listed. Note: These four fields are identified by an asterisk. There are additional fields for detailed information, and some may not be available at the time of setup. However, over time as other information is gathered, the equipment page can be updated. Doing this will be a valuable time saver, later, when needing to order parts for the unit.
3) Setup a work order for each unit and select the interval time between PMs. There is a field name Technician available to enter the PM Techs last name and if needed, first name initial. This will be helpful when running the scheduled PM reports in order by PM Tech. The report will sort and print by Tech name. Note: There is a blank note field that once the first PM is done, this note field of information will be added as history to the previous notes. If you choose, you can write First PM in this note field when setting up this new work order. Then add parts such as filters to the work orders. Note: If the PM parts inventrory file was setup, then adding part numbers to the work order will go quickly. Enter the MFG and part number of the filter and it will automatically be pulled in, showing the stocking number (fram or wix, etc if used). Plus price and bin location, if used.
Once the customer and equipment information is completed and work orders finished, the dealer is ready to use this program. The first step will be to run the PM schedule report found in the report folder under the Go To option at the top right of the page. When running this report, you will be ask to select either a standard schedule report or one sorted by the PM service Techs name(s). Both reports produces a date range of equipment needing PMs. The report sorted by the PM tech will sort and print by name group(s). Dealers will quickly learn how far out to run the schedule report. The logic could be to schedule enough PMs for one week of work, or farther our to see a possible holiday conflict, etc. Once this report has been ran, the dealer will call their PM customer(s) to confirm the scheduled date shown. If the customer wants to revise this date, the dealer can easily do this by pulling up the work order and change the next scheduled PM date. The dealer will then print a pick ticket for each work order selected. There is check box option to print a Picking Ticket or Work Order. The pick ticket can be used to pull the PM parts for each work order and will show the stocking number and bin location, whereas the work order does not. The work order can be printed and used for the end-user customer to sign showing the PM was done. Plus, the work order is where the service tech will write down notes, such as needed work on the unit.
Once a PM has been performed and paper work turned in, the service person will look at the hand written notes by the service tech, and type them onto the work order. Any work needing to be done, on that unit as written, will be handled by the service department. The PM notes become a permanent record of each work order and will be added to the history notes, as shown on the work order page.
Once all the paper work has been finished, on a particular work order, the service clerk will click on the COMPLETE button. This competes the work order and triggers the next schedule PM date.