Exact Synergy Enterprise

Overview of preventive maintenance for Service management

Menu path

Modules ? Service management ? Entry ? Service activities ? Preventive maintenance generator

Introduction

This page allows you to generate proposed job details, and header lines for the active contracts which have preventive maintenance agreements. The preventive maintenance agreement dictates the schedule of the preventive maintenance that is generated, and the preventive maintenance line will refer to the preventive maintenance agreement on the contract, and adjust this if the agreement changes. The preventive maintenance line will also be compared against the service job header, and job detail line. It will contain the information required to promote the preventive maintenance line to the service activity, or combine multiple preventive maintenance lines into a service activity depending on the group by option.

Roles & rights

All users can view and generate the preventive maintenance.

Note:

For more details on function rights, go to Modules ? System ? Setup ? Security ? Function rights.
For more details on roles, go to Modules ? System ? Setup ? Security ? Roles.

What version are you using?

The information in this document is applicable to product update 257 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I generate a preventive maintenance?

On the Preventive maintenance generator page, define the search criteria.
Click Refresh.
Select a preventive maintenance line in the overview.
Click Generate.

Keep in mind: Preventive maintenance requests will be generated only if the configuration item and service agreement are valid and the preventive maintenance is generated only if you have linked a configuration and preventive maintenance on the Agreement link page. The preventive maintenance request will be generated based on the start date of the preventive maintenance or configuration item, depending on whichever contains the latest start date. The child or part of the configuration item will follow the start and end dates of the configuration item, whereby the child or part of the configuration item will not start before the start date of the configuration item, and the end date will be before the end date of the configuration item. Preventive maintenance will still be generated even though the service configuration has expired (the configuration item is still active). Thus, when Refresh is clicked, the start date of the preventive maintenance line will be generated according to the start date of the preventive maintenance agreement or configuration item.

How do I discard a preventive maintenance?

On the Preventive maintenance generator page, define the search criteria.
Click Refresh.
Select a preventive maintenance line in the overview.
Click Discard.

How do I propose a preventive maintenance?

On the Preventive maintenance generator page, define the search criteria.
Click Refresh.
Select a preventive maintenance line in the overview.
Click Propose.

Buttons

Refresh

Click this to refresh the overview based on the search criteria.

Note:

The error message “Refreshing or generating preventive maintenance is in progress by . Please try again later.” will be displayed if the preventive maintenance is being refreshed or generated.
If you click on any of the buttons while the preventive maintenance background job is running, the error message “Background job process is in progress. Please try again later” will be displayed.
The error message “The current list will be overwritten for all users. Would you like to continue?” will be displayed if you refresh an existing preventive maintenance that has already been refreshed by another user. The error message will not be displayed if the previous user clicks the Generate button or refreshes the preventive maintenance again.
The error message “The list has been refreshed by another user. The current list does not reflect the correct filtering. Would you like to continue?” will be displayed if you click the Generate button without refreshing the preventive maintenance which was previously refreshed by a user. The error message will not be displayed if the previous user clicks the Generate button.
The preventive maintenance background job will be delayed if another user is refreshing or generating the preventive maintenance. The log status “Refreshing or generating preventive maintenance is in progress. Please try again later” will be displayed in the log file.
If you refresh the preventive maintenance without performing other action(s) to the preventive maintenance, the background job will be activated, and the refreshed list will be overwritten by the background job.

Generate

Click this to create the service request, and service activity for the selected preventive maintenance line.

Discard

Click this to discard the selected preventive maintenance line. Request deleted will be displayed under the Status column. This will only apply to the preventive maintenance lines with the Proposed status. Preventive maintenance lines that have been generated will not be affected.

Propose

Click this to change the status of the selected preventive maintenance line from Discarded to Proposed. You can then generate the preventive maintenance line.

Close

Click this to exit.

Fields

Criteria section

Show until

Type or select a date to view the preventive maintenance lines until the selected date. You can leave the field blank to view preventive maintenance lines with any date.

Division

Type or select a division to view the preventive maintenance lines for the division.

Note: This field can be edited only if you have function right 857 – Generate preventive maintenance for services. Users with the Service manager role have this function right.

Group by

Select the grouping of the preventive maintenance lines in the request. You can select any of the following:

No grouping — Select this option if you do not want the preventive maintenance lines to be grouped.
Configuration address per day — Select this option to group the preventive maintenance lines with configurations for the same address, and day with different service activities in the same request.
Configuration address per day per week — Select this option to group the preventive maintenance lines with configurations for the same address, and week with different service activities in the same request.
Configuration address per day per month — Select this option to group the preventive maintenance lines with configurations for the same address, and month with different service activities in the same request.

Filter section

Contract account

Type or select a contract account to display preventive maintenance lines with the contract account. You can leave this field blank to display preventive maintenance lines with any contract account.

Contract

Type or select a contract, or range of contracts to display preventive maintenance lines with the contracts. You can leave this field blank to display preventive maintenance lines with any contracts.

Filter

Select the type of preventive maintenance lines to be displayed in the overview. You can select one or more of the following:

Proposed — Select this check box to view the preventive maintenance lines that are proposed.
Generated — Select this check box to view the preventive maintenance lines that have been generated.
Discarded — Select this check box to view the preventive maintenance lines that have been discarded.

If none of the check boxes are selected, preventive maintenance lines with any status will be displayed.