Asset Maintenance Logs
ERPNext’s Asset Maintenance Log is a comprehensive tracking tool for all the maintenance activities performed as part of an Asset Maintenance schedule. It is a time-stamped historical record that captures each episode of preventive or calibration-based maintenance conducted on an asset.
For each maintenance work planned in the Asset Maintenance record, ERPNext creates a corresponding Asset Maintenance Log automatically. The log aids in the tracking of future and past-due maintenance, recording the actual completion date, the responsible person, and the description of work done. Upon the completion of a task, the entry of the completion date, and ERPNext determines the next due date from the periodicity, and a new log is automatically created to keep track of maintenance without a break.
In order to view the Asset Maintenance Log, navigate to:
1. Prerequisites
Prior to utilization or design of an Asset Maintenance Log, make sure the below are already designed and set up in the system:
- Asset Maintenance record with a minimum of one active task.
- (Optional but preferred) Asset Maintenance Team assigned in the Asset Maintenance for purpose of responsibility clarity.
2. Options in Asset Maintenance Log
Whenever a task in the Asset Maintenance record is due, ERPNext automatically generates a Draft Asset Maintenance Log for such specific task, which is flagged with a status of Planned. The system monitors these logs in real time by the next due date of the task.
In order to file a Maintenance Log, its status needs to be updated to either Completed (in case of successful maintenance) or Canceled (if maintenance was not executed for a sound reason, e.g., decommissioning of equipment or calendar problems).
The status fields in an Asset Maintenance Log are:
- Planned – Scheduled task but yet to be executed.
- Completed – Task successfully completed.
- Canceled – Work was not done and canceled on purpose.
- Overdue – Work was not finished as per due date.
Step-by-step activity details or detailed notes can be recorded under the Actions Performed category. This enhances traceability, facilitates transparency in maintenance work, and enables future technicians or auditors to make sense of the asset maintenance history.
Also, in case some unexpected observations are made in the course of the maintenance, they could be recorded here too. Maintaining accurate and descriptive records leads to higher reliability of the assets, improved readiness to audit and make informed decisions on how the assets should be maintained in future.