Maintenance Schedule
The Maintenance Schedule in ERPNext gives an overall view of all the future Maintenance Visits and ensures that planned service activities are scheduled and performed in a timely way. The latest versions of ERPNext see the module interlinked more with other parts such as Sales Orders, Calendar Events, and Support Tickets, providing enhanced traceability and automation.
Machines need regular upkeep—particularly those with complex or moving parts—to prevent failures and downtime. Whether you're offering after-sales support or maintaining your own assets, this tool simplifies the scheduling and allocation of preventive maintenance activities.
To add a new Maintenance Schedule, go to:
Normally, a Maintenance Schedule is created from a Sales Order having a 'Maintenance' type so service commitments are honored according to the sales agreement.
1. Prerequisites
Before creating a Maintenance Schedule, ensure that, the following are existing records in the system:
2. How to Create a Maintenance Schedule
- Go to the Maintenance Schedule list and select New.
- Choose the Customer and the Items which need maintenance. Items should preferably be serialized or batch-tracked in order to keep records accurately.
- Define Start Date and End date of the schedule. This will determine the spanning of the period within which both the maintenance visits will be related.
- Choose a Periodicity to make the visits. Options are:
- Weekly
- Monthly
- Quarterly
- Half Yearly
- Yearly
- Random
You can rely on ERPNext to figure out appropriate visit intervals depending on the periodicity you wish to choose. Take the case of specifying Weekly in two months duration, it will produce 8 planned visits. If "Random" is chosen, visit dates will be scattered randomly throughout the period. 5. Put in the Number of Visits. The field is normally auto-calculated from the periodicity and date range but may be overridden manually when necessary. 6. Allocate the Sales Person who will undertake the visits. You may assign various items to various sales or service staff for effective delegation. 7. Save the document. 8. Click the Generate Schedule button after saving. This will create visit entries in a child table with exact dates and assignments according to your setup. 9. Submit the schedule to complete it.
After submission:
- Calendar Events are automatically created for every maintenance visit, for the respective Sales Person's user account. The events are reflected in the standard ERPNext calendar and alert team members in advance.
- Every maintenance activity is saved as a row and can be monitored separately. This degree of granularity supports monitoring service performance, SLA compliance, and total customer satisfaction.
The Maintenance Schedule document within ERPNext forms part of key service operations with proactive and regular maintenance involving minimal manual follow-up.