Maintenance Schedule Export

Work Order Menu -> Maintenance Scheduling Menu -> Update Maintenance Schedule -> EXPORT button -> Maintenance Schedule Export

This selection parameter screen can be used to filter the existing Maintenance Schedule information that is exported to a spreadsheet.
The selection filters for the Maintenance Schedule export include:

MAINTENANCE TYPE 1

Check this box to include scheduled product maintenance records based on Maintenance Type 1 'By # of Rental Days' calculated from the Invoiced rental days (i.e. every 30 days rented) in the exported spreadsheet.
Uncheck this box to exclude maintenance records for Maintenance Type 1.

MAINTENANCE TYPE 2

Check this box to include scheduled product maintenance records based on Maintenance Type 2 'By # of Actual Days' calculated from the Calendar days (i.e. every 6 months, regardless of days rented) in the exported spreadsheet.
Uncheck this box to exclude maintenance records for Maintenance Type 2.

MAINTENANCE TYPE 3

Check this box to include scheduled product maintenance records based on Maintenance Type 3 'By Actual Date' set on a specific date (i.e. at set dates such as July 1, December 1) in the exported spreadsheet.
Uncheck this box to exclude maintenance records for Maintenance Type 3.

MAINTENANCE TYPE 4

Check this box to include scheduled product maintenance records based on Maintenance Type 4 'By # of Meter Units' calculated from the Meter units used (i.e. every 200 hours or units since last service) in the exported spreadsheet.
Uncheck this box to exclude maintenance records for Maintenance Type 4.

MAINTENANCE TYPE 5

Check this box to include scheduled product maintenance records based on Maintenance Type 5 'By Actual Meter Reading' set on a specific Meter count (i.e. at a set meter reading like 10000 miles) in the exported spreadsheet.
Uncheck this box to exclude maintenance records for Maintenance Type 5.

MAINTENANCE CODE, "ALL" OR "SEL"

Select one of the following filters:

• Accept ALL to include all Repair Maintenance Codes in the output.
• To generate the output for a single Maintenance code, enter the code or select it from the drop-down box as setup in Repair Maintenance Codes. window.
• Type SEL to select a range of products to include in the export as outlined in Select Maintenance Codes.

PRODUCT CLASS, "ALL" OR "SEL"

Select one of the following filters:

• Accept ALL to include all classes in the output.
• To generate the output for a single Product Class, enter the class or select it from the Product Class Search window.
• Type SEL to select a range of Product Classes to include in the export as outlined in Select Product Classes.

PRODUCT GROUP, "ALL" OR "SEL"

Select one of the following filters:

• Accept ALL to include all groups in the output.
• To generate the output for a single Product Group, enter the group or select it from the Group Search window.
• Type SEL to select a range of Product Groups to include in the export, as outlined in Select Groups.

Finished?

Click ACCEPT to generate the spreadsheet or CANCEL to abort the export.

Resulting Spreadsheet Output:

The spreadsheet lists the products with each associated scheduled maintenance record by Maintenance Type and Type of data.
The Maintenance Type (1,2,3,4,5) and the Type (HEADER, ACTUAL, KIT, INSTRUCTION) of each record dictate the relevant columns that are applicable in the spreadsheet so that columns that do not apply display 'n/a' and are not considered on import.
The Product Class and Group columns are included for information only, and a Delete column is provided for HEADER type records to remove maintenance records on import.

Information and Rules for Valid Data:

• The Maintenance Type column includes types 1,2,3,4,5 as explained above and require specific measurements or dates to determine when the maintenance is due.

• The Type value identifies the source of that data line in the spreadsheet, and can be one of the following four data types:

  • HEADER - represents the data on the primary 'Maintenance Schedule' screen for the record.
    A Header type record is never deleted by an import, but new Header lines can be added, or existing Header data can be changed (except for the first 3 columns).
    A Header record must exist or be in the import data for any associated Actual, Kit or Instruction records to be imported, in order to identify which maintenance record should be updated.
    Only a Header record can be flagged to be deleted, which removes all associated Actual, Kit or Instruction records on import.

  • ACTUAL - represents a maintenance record for an 'Actual Date' (Maintenance Type 3) or an 'Actual Meter' reading (Maintenance Type 5).
    If an ACTUAL data line (Maintenance Type 3 & 5) is being imported, and an ACTUAL record currently exists for the product, the existing record will be deleted and will be replaced with the new record.

  • KIT - represents any maintenance record using a Kit as assigned in the Required W.O. Service Kits window for the maintenance record.
    If KIT lines are being imported, and Kit data currently exists for that Maintenance Schedule record, any existing Kit records will be deleted from the Kit window and will be replaced with the new Kit records.
    Therefore to add additional Kit records without losing existing for that Maintenance Schedule, be sure to include those existing KIT lines in the import file.

  • INSTRUCTION - represents any maintenance instructions as defined in the Maintenance Report Notes window for the maintenance record.
    If INSTRUCTIONS lines are being imported, and Instruction records currently exists for that Maintenance Schedule record, any existing Instruction records will be deleted from the window and will be replaced with the new records.
    Therefore to add additional Instruction records without losing existing for that Maintenance Schedule, be sure to include those existing INSTRUCTION lines in the import file.

• Columns marked 'n/a' are not relevant to the particular Maintenance Type and Type.
  These fields will be 'ignored' on import regardless of what is entered in them.
  i.e. These fields can be left n/a or be left blank or a value can be entered but they will not be imported and no error will be reported.

• If a Type line for an 'ACTUAL', 'KIT' or 'INSTRUCTION' record is to be imported, a Maintenance Schedule 'HEADER' record needs to already exist or needs to be included in the import file.

• Date format will respect company the date format defined in Company Information.
  (i.e. MM/DD/YYYY or DD/MM/YYYY).
  

  Note: For Date values, confirm that the date columns have been converted from "General" to "Text" type fields in the spreadsheet before adding or changing data.

• A DELETE column is provided, that provides the ability to flag a HEADER type record with 'Y' to delete the entire Maintenance record at the header level removing all kits, instructions and values, when the data is re-imported.

When the changes to the spreadsheet are completed, save the spreadsheet to a "tab-delimited" text file, in preparation for importing from the IMPORT button on the bottom of the Maintenance Schedule or Update Maintenance Schedule screen.