Service history and work orders

What Service history is

Service history is one list of every work order for your power units, trailers and company vehicles: repairs, PM, inspections, tires and road calls. Open it in the sidebar under Equipment > Service history. Entries from the old maintenance log were copied in and are marked Copied from the old maintenance log.

The fleet owner and staff with safety access see everything, including totals, the Cost report and Settings. Staff with maintenance access (mechanics) can add and edit work orders and type in line prices, but they never see subtotals, tax, totals, cost columns or the Cost report.

Open a work order

1. Click New work order at the top of Service history. Or, on a unit card in Power Units, Trailers or Company Vehicles, click the wrench: it opens a new work order for that unit.
2. Under Unit and status, search the unit by number, make or company. Pick the Maintenance type and the Status: Open, In progress or Done.
3. Under Who did the work, choose In-house and pick the mechanic, or Outside shop and pick a saved shop. For a new shop, type its name and pick Add new shop.
4. Under Dates and odometer, enter Date in, Date out / service date and the Odometer. Leave Date out empty while the unit is still in the shop.
5. Under The work, write the Work summary. Add lines with Add labour, Add part or Add other line: Qty times Unit price gives the Amount. Click Add tax for each tax, for example HST at 13%. The total adds itself up. If you have no line prices, type the invoice total instead.
6. Under Next service and notes, enter the Next service date and Next service (km) if you know them. Click Add files to attach the invoice or photos: PDF or photos, up to 25 MB each, up to 10 at a time.
7. Click Save work order. Files upload when you save.

Status, In shop and the unit

Open and In progress put the unit in the shop: its status changes to Maintenance by itself and it shows on the In shop tab. Open the work order and click Mark done when the work is finished. The unit goes back to Active when no other work order is open for it. Inactive units are never changed.

A work order saved straight away as Done (history you type in later), a scanned one or an imported one never changes the unit's status and sends no notice.

To keep a quote, set Document to Estimate. An estimate is never in the shop, is not counted in totals and has its own Estimates tab.

The Next service date of a unit's newest work order shows on the Safety Calendar, with a link back to the unit's service history.

Find, filter and export

Tabs: All, In shop, Estimates (when you have any) and Deleted. Owners and safety staff can restore a deleted work order from the Deleted tab.

Type in Search work orders to look through the summary, invoice, PO, shop, unit and notes. Click Filters to narrow by Unit kind, Company, Maintenance type, Status, Where (In-house or Outside shop), Mechanic, Shop, From and To, then click Apply. Total for this list adds up the filtered list per currency. Estimates and deleted work orders are not counted.

Export CSV downloads the list as filtered. Mechanics get it without cost columns.

For one unit, click Service history on its card in Power Units, Trailers or Company Vehicles, or pick This unit's history in a work order's Actions menu. The unit header shows its status, since when it is in the shop and, for owners and safety staff, the cost for the Last 12 months and All time. New work order for this unit starts one with the unit filled in.

Settings, notices and the Cost report

Settings (owner and safety staff) has three parts. Maintenance types: hide the starter types you do not use, and add and rename your own. Notices: a bell and phone notice When a work order is opened and When a work order is done (with the total), sent to the owner and safety staff, never to mechanics. Shops: add or hide outside shops. Hidden shops stay on old work orders. Mechanics can only add a new shop while filling in a work order.

Cost report opens Maintenance costs: what done work orders cost by month, by unit, by maintenance type and by outside shop, for This year, Last 12 months, Last year or your own dates. CAD and USD are shown separately and never added together. Only done work orders count.

If document scanning is on for your fleet, Scan invoice at the top of Service history reads a shop invoice and saves it as a work order marked From a scanned document. Check every field against the paper before you confirm.