PM Contracts are entered in P/M Master File Maintenance.  The first three fields are mandatory and can either be entered manually or you may search the Machine Ownership or Equipment Files.  Anytime you are entering a new contract you MUST search by the serial number to see if that machine already exists in the Machine Ownership File.

PMSRCH   S01       PERIODIC MAINTENANCE FRONT-END SEARCH      7/22/15  Term  239
                                                              8:46     Rel  9.00
              Search P/M's By M        [M]achine
                                       [C]ustomer
                                       [P]MCustomer
                                       [E]quipment(Customer's)
                                       [S]erial
                                       [Q]PMEquipment
                                  to Exit                                

If the machine does not exist in the system at all, it will need to be set up in the Machine Ownership File before you can create the PM for the machine.


To create the Machine Ownership record, the fields listed below are required for proper creation of the record.

SC030    S01       MACHINE OWNERSHIP FILE MAINTENANCE         7/22/15  Term  239
                                                              9:23     Rel  9.05
Make................ ML                              P.M.
Model............... A300                            Meter...........       623
Serial.............. 521111708                       MTD Meter.......
Customer Equipment.. 30277                           YTD Meter.......
Model Year.......... 2003                            LTD Meter.......       623
Equipment Class.....                                 Odometer........
Branch.............. 002                             UCC Filing Date.
Group Code.......... I30A                            Last Activity...  1/01/14
Status..............                                 Sync To Eq Br...
Original Owner......
Previous Owner......
Current Owner....... 31246     FIVE S RANCH     .
  Salesman.......... 25        PETE OLDHAM
  Delivered/Acquired  6/24/03                                LTD         YTD   
  How Acquired...... N                           Counter.       256         256
  Invoice........... S21621                      Shop....     4,893       4,893
  Invoice Date......  6/24/03
  Amount Paid.......    40,361.00
  Purchased From....
      [M]odify, [W]arranty, [P]urchases, [C]omments,  [D]elete, [R]eproduce    
                                                    [A]ddtnl Meters, [E]xit   E

Field
 Options

Make

 The 2 position code referring to the machine manufacturer

Model

 The Model of the machine

Serial

 The Serial number of the machine

Branch

 The current location the machine is located

Current Owner

 The customer number of the current owner.  For Internal machines that customer number will be 02915

 

Once you have created or confirmed that the Machine Ownership Record exists, creating the PM record will require the following fields to be set up to allow the system to generate the PM Due Report. Also described are other fields that should be used for proper reporting. 

Access the P/M Master File menu selection.  The following search screen will be displayed. 

PMSRCH   S01       PERIODIC MAINTENANCE FRONT-END SEARCH      7/24/15  Term  239
                                                             11:14     Rel  9.00
              Search P/M's By M        [M]achine
                                       [C]ustomer
                                       [P]MCustomer
                                       [E]quipment(Customer's)
                                       [S]erial
                                       [Q]PMEquipment
                                  to Exit                                
    
PM020    S01            PERIODIC MAINTENANCE                  7/22/15  Term  239
                         Called from PMSRCH                  10:05     Rel  9.04
Make........ ML
Model....... A300                                Equipment..... 30277    
Serial...... 521111708                           Customer Equip  30277
Customer.... 41115      HAVENS, BILL             Meter.........              623
Branch...... 002                                 Odometer......         
Contract....                                     P.O. Number...
Salesman....                                     Start Date....
Mechanic....                                     Stop Date.....
Travel Miles                                     Review Date...
Zone........                                     Next PM.......
Contact.....                                     Last Type.....  
Location.... 41202 N. HWY 287                    Next Type.....
           
           
        City MASTERSON            TX 79058       WO Meter for Hourly PM's.  
   Telephone 806/935-3038                   
Type Int    Freq  LastMeter  Last Odom F/R      Rate  Next-Sch W/O       LastPM 
  A   D      120                              135.00            
  B                                         
  C                                         
  D                                         
       [M]od, [R]epro, Re[S]ched, [C]omment, [P]ullLst, [L]abrPM, or [E]xit   E

Field
 Option

Branch

 Enter the branch that the PM is contracted for if different than the branch that is displayed

Contract

 If there is a contract number assigned to the customers agreement, enter that number here

Salesman

 Enter the salesman number for the Salesman that obtained the contract

Location

 Type in the physical address of the machine.  This information will print on the PM Due report

Customer Equip

 If your customer has their own equipment id number assigned to their units, you can enter the customers id number here

Start Date

 Enter the date the contract starts – reporting field only

Stop Date

 Enter the stop date of the contract – reporting field only

Review Date

 Enter the date you want to review the contract for renewal – reporting field only

Type

 Multiple PM’s can be created if needed, normally only Type A is used

Int

 Enter the Interval Type of PM you would like created.
D – Days
W – Weeks
M - Months

Freq

 Enter the number that represents how many cycles of the Interval Type created in the previous field.  ie.  If you would like a PM to show as due every 3 months you would use an M in the Interval field and a 3 in the Frequency field.

Rate

 Enter the rate for the labor that was agreed upon with the customer.  This is a reporting field only so you will have to create the flat rate line on the work order and enter this amount.

Last PM

 When creating a new PM, you will enter the Last PM that was performed on the machine and the system will then calculate the Next PM date using this date and the interval and frequency for this contract.  If you do not enter a date in this field the system will not calculate a Next PM and it will not show up on your reports that service needs to be performed.

 

Any changes you make here will not update any other module in the system.  For instance, if you change the Customer or Branch, it will not go out and change this information in the Machine Ownership file.


The main purpose of the PM report process is to notify you that a particular PM is becoming due on machines in your PM Maintenance File.  Below is a sample report that can be created with explanations of the fields that you will be able to customize to produce the report specific for your location.

PM200    S01          PERIODIC MAINTENANCE REPORTS            7/22/15  Term  239
                                                             11:21     Rel  9.02
Report ID...... 11
Report Sequence     Page Break                   Sequence Selections
  Sequence 1...  2      Y             1. Customer   5. Zip Code      9. Contract
  Sequence 2...  1      Y             2. Branch     6. Make         10. Name
  Sequence 3...                       3. Salesman   7. Model        11. Serial#
  Sequence 4...                       4. Mechanic   8. Zone
Report Title........... PM DUE PRIOR TO MONTH END
Report Format.......... C              [R]enewals,         Contracts [D]ue,
                                       [C]ustomer Summary, PM Machine [L]isting
Page Break At Date..... N        [Y]es, [N]o
Print Pull Detail......          [Y]es, [N]o, With Part Onhand At All [B]ranches
Create Documents.......          [S]ale, [Q]uote, [N]o
  Print Documents......          [P]review, [D]ispatch, [N]o
  Print n/a    To Queue          [Y]es, [N]o
  Create Meter/Due Date.         [Y]es, [N]o
  Document Class.......
  Use Contract Ship To.          [Y]es, [N]o
  Segment By Customer..          [Y]es, [N]o
  Labor Segmenting.....          [Y]es, [N]o
  Print Last PM Done...          [Y]es, [N]o
  'Lst Type' Inst line.          [Q]uote Only, Do Not Print [L]ines, or Blank
                                [M]odify, [S]elections, [D]elete, or [E]xit   S

Field
 Options

Report ID

 The report ID is a unique identifier to allow you to save the report set up you have created.  Pressing the enter key will provide you with a list of report id’s that have already been used.  Find an id that is not being used to create the report for your location.

Sequence

 The sequence fields in the report are only used for how you would like the report sorted

Report Format

 There are four report formats that you have the ability to set up
R – Renewels, which allows you to see a report based off of the Review Date if it is entered when setting up the machine.
D – Contracts Due, this is the format you will use when you want the report to show you which machines are due for service
C – Customer Summary, this is an informational report that will show all PM records that are set up in the system for the customers.
L – PM Machine Listing,  this is an informational report that allows you to create a list of all machines that are set up in the PM Master.

Create Documents

 The system has the ability to create the new work orders for the PM’s that are coming up.  This option should be set to N to make sure that the system only creates the report of what PM’s are due and does not automatically create additional open work orders.

 

The second screen of the report set up allows you to specify the date range you would like to see upcoming service assignments that will need to be scheduled.

PM200    S02          PERIODIC MAINTENANCE REPORTS            7/22/15  Term  239
                           Selection Criteria                11:22     Rel  9.02
Suppress Name & Address N        [Y]es if Customer Number is the same, [N]o
                          From       Thru
Date To Select (N)....   8/27/14   10/05/14      [L]ast PM, [N]ext PM, [R]eview,
                                                 [S]tart, S[T]op, [H]ourly only
Customer Range........
                                            [M]odify, [C]ontinue, or [E]xit   C

Field
 Options

Date To Select

 This selection tells the system which field in the PM Master Record to use when creating the report of machines that need service
L – Last PM, will use the Last PM date to create the detail in the report
N – Next PM, will use the Next PM date to create the detail in the report
R – Review, will use the Review Date to create the detail in the report
S – Start, will use the Start Date to create the detail in the report
T – Stop, will use the Stop Date to create the detail in the report
H – Hourly Only, is used only when scheduling PM’s using the meter
The next section of this field is the From and Thru, you will need to enter the date range you would like to have the system use to create the detail in the report

 

The third screen of the report is used to enter the information you would like the system to use to further narrow down the details in the report.

PM200    S03          PERIODIC MAINTENANCE REPORTS            7/22/15  Term  239
                           Selection Criteria                11:23     Rel  9.02
Specific Selections     1          2          3          4          5
  Branch............... 001
  Make.................
  Model................
      (Model Cont.)....
  Salesman.............
  Mechanic.............
  Comment Type (Print).
  Comment Type (Select)
    Load Batch Process: [Y]es, [N]o, [D]aily, [M]onthly, [L]ast Day Of Month  
                        Day Of Week [1=Sun,...,7=Sat] or [R]un Now            N

Field
 Option

Branch

 You will need to enter the three position code for your branch so that the system will only pull the machines that are for your location

Load Batch Process

 By using the “R”un Now option, the system will read through the records and create your report in the Printque

 

The following is an example of the report that will be created when you request a Contract Due report. 

                                                                                 ASSOCIATED SUPPLY CO                                                                                          PAGE      1
002                                                PM DUE PRIOR TO MONTH END                                                                                      RUN DATE  7/22/15  12:35
41115                                                          NEXT PM FROM  8/01/15  THRU  8/30/15                                                                       PM202    R11   9.04
SLS BR  MECHANIC   MK MODEL     SERIAL          CUSTOMER                                  CONTRACT           ZN MIL EQUIPMENT        METER  LT  LATE
                       CUSTOMER PO           T  NEXT PM CONTROL      COMP JOB M      INT   FREQ      RATE  LAST PM  LAST W/O

106 002                       ML A300         521111708       41115            HAVENS, BILL                                                  30277
                                                                                                   41202 N. HWY 287
                                                                                                  MASTERSON            TX 79058
                                                                                                  806/935-3038
                                                          A    8/13/15                                                     D       120        135.00    4/15/15

Once you have reviewed your report, you will then need to open a PM work order to complete the work.  When opening the work order, you will need to use the Document Class code of “P” to default in correct field settings.    In order for the system to properly update the Next PM field, you will need to make sure that the labor that is posted to the work order uses the labor description code of “PM” and using the date that the labor was performed.