Asset Maintenance

Asset Maintenance refers to all work carried out to render an asset operational, safe, and run in the optimum condition throughout its useful life. Such jobs include regular preventive maintenance, scheduled calibration, inspection, and even ad-hoc repairs as and when required.

ERPNext also has a very robust Asset Maintenance module through which businesses can plan, allocate and track maintenance services. Every activity can be documented with the following information: intended date, allocated individual, maintenance type and due dates. Proactive control ensures that the life of the assets is maximized, minimum downtimes and minimal operational risks.

How to perform Asset Maintenance in ERPNext:

1. Enable 'Maintenance Required' in the master of Asset.
2. Establish an Asset Maintenance Team.
3. Make an Asset Maintenance entry with scheduled tasks.
4. An Asset Maintenance Log is automatically generated by the system for every cycle completed.
5. Make use of the Asset Repair Log for unplanned or corrective maintenance.

To view the list of Asset Maintenance, go to:

1. Prerequisites

Before designing and implementing Asset Maintenance, the following should be set up:

• An Asset with 'Maintenance Required' checkbox enabled.

• An Asset Maintenance Team to assign and manage the scheduled maintenance.

This setup ensures assignments are properly assigned and tracked against the correct assets.

2. How to create Asset Maintenance

In all the assets, which require to be maintained at good condition, you are to form an Asset Maintenance entry which ensures all the tasks to be done. These tasks are to include:

• The Maintenance Type is preventive maintenance or calibration.
• The Periodicity: The repetitive interval can be Daily, Weekly, Monthly, Quarterly or a User-defined period.
• Transferred to a user or to a team.
• Start and End Dates of period of maintenance.

Based on the start date and frequency, ERPNext will automatically calculate the next due date and bring up a ToDo task to the responsible user, improving monitoring and compliance.

Steps:

1. Go to the Asset Maintenance list and press New.

2. Select the Asset to be maintained.

3. Select the associated Asset Maintenance Team.

4. A Maintenance Task or tasks can be entered in the table, including:

• Task Description
• Maintenance Type
• Periodicity
• Start Date Proprietor of the business Serial Number (Optional) of the Item is serialized

5. Determine the Maintenance Status as:

• Planned: Task is due
• Overdue: Task has exceeded its due date
• Canceled: Task is no longer needed

6. Save the record. You can then manually assign the task to a user after saving.

Best Practice: The effective solution is always to define a reasonable periodicity and to delegate the task to a specific role or user. It will show all the following tasks in the ToDo list assigned to the user and will not be overlooked.

3. Features

3.1 Maintenance Tasks

All maintenance entries enable you to capture the following:

• Maintenance Type:

Choose either:

• Preventive: Maintenance, which does not eliminate breaks, but plan in order to avoid them

• Calibration: Procedure to achieve perfection in the equipment (e.g., weighing machine, meter)

• Start and End Date: Put in the date of commencement of the job execution and its planned finish. This helps in setting maintenance windows and planning team work.

• Last Completion Date: If the maintenance scheduled was omitted or executed at a later time, the actual completion date has to be filled in here for proper reporting and scheduling adjustment.

Best Practice: Keep a routine check and update of the Last Completion Date so as to have perfect planning of schedules in the future, and not encounter any restraint on the allocation of resources, such as manpower shortage.

3.2 Asset Maintenance in ToDo

When maintenance work is assigned to someone the ERPNext creates a ToDo entry in the dashboard of a person automatically. It assists in reminding users at the right time, enhancing job visibility, and effortless tracking of pending maintenance jobs.

Users can close the assigned maintenance work and update status from within their ToDo, making it easy to complete tasks and reporting compliances.

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