Maintenance Due Causing Warn/Block on Rental

When Rental Equipment is due for maintenance and that equipment is added to a Contract or is on a document being converted to a Contract, a maintenance pending warning can be triggered or the equipment can be blocked from rental.

If this Warn When Product Due For Maintenance feature is activated in the Company Contract Parameters, when any rental product is added to a contract, the Maintenance Schedule is reviewed for the product.
There could be more than one maintenance record scheduled for the product and the Warn or Block action on the document depends on the action and buffer value setup in the Repair Maintenance Code assigned to the Maintenance Schedule record.
Each of the 5 Maintenance Types applies a unique formula based on the method of determining when service is required as explained in Maintenance Types with Formulas below.

The setup, rules and calculations controlling the warn/block action on rentals in contracts when maintenance is pending, are as follows:

Configuration Setup:

• Company Contract Parameters:
  
  • Activate the Warn When Product Due For Maintenance feature.
    
  • Set a factor for the Meter Units/Day Rented For Maint Projections as explained below in Projected Metered Equipment Use Formula.
• Repair Maintenance Code:
  
  • Assign a Block/Warn/No Action setting to each relevant Repair Maintenance Code.
    
  • Set a default Buffer value as explained below in Buffer Allowance on Block Action.
    
  • Enter an action message to displayed in document entry when the Warn or Block action for this Repair Maintenance Code is triggered.
• Rental Product Class:
  
  • Set an optional Buffer value for products in this Class, that would over-ride the Buffer set in the Repair Maintenance Code.
• Security Roles:
  
  • An Operator role can be set in the "Miscellaneous" type Security Role Permission to Allow Override Of Maintenance Block as explained below in Downgrade Block to Warning on Contract.
    This role security applies to the operator signed into the session and causes a Block to behave as a Warning instead.
  • After all warnings messages have been triggered for a product on a document, the prompt for Clerk is triggered and captured for the Over-Ride Report, regardless of the Prompt for Clerk flag in the Company Security Parameters.
    A Block does not prompt for clerk or write an over-ride record as no rental activity occurred.
    Password verification can be required if the Check Operator Password flag is also set in the Company Security Parameters.
  • When Maintenance pending Warnings are triggered in Contract entry, one record per product per document is written to the Over-Ride Report with the clerk who confirmed it.

    Note: When the prompt for Clerk is triggered on a Warning, this is to capture the clerk information for the Over-Ride Report only, and is not related to the operator role security.

Projected Metered Equipment Use Formula:

The Meter Units/Day Rented For Maint Projections factor can be defined in the Company Contract Parameters for use in estimating meter usage per day rented, that is used in the projection calculation for Maintenance Scheduling on metered equipment.
The formula is:

(Meter Projection) = (Meter Units/Day Rented For Maint Projections) * (Due Date - From Date)

If this works out to be less than zero, the (Meter Projection) is zero.

Note: If the Meter Included on the rate code of the document line is not zero, then this Meter Included value becomes the (Meter Projection) instead of the calculated projection.

Buffer Allowance on Block Action:

A Buffer value can be used for a Repair Maintenance Code assigned a Block action, so that if the rental will be completed within the given buffer, then the Block is down-graded to a Warning.

• For Maintenance Types 1, 2 and 3, this buffer becomes a count in days.
  
• For Maintenance Types 4 and 5, the formula is:
  (Buffer in Meter Units) = (Meter Units/Day Rented For Maint Projections) * (Buffer)

The default Buffer can be set in Repair Maintenance Codes which is over-ridden if there is a class specific Buffer also set on the Rental Product Class.

Note: If the Action on the Repair Maintenance Codes is blank, then the maintenance is ignored altogether on the document.

Downgrade Block to Warning on Contract:

• If the operator that is signed into the session has the "Miscellaneous" type Security Role Permission to Allow Override Of Maintenance Block then any Block on the document will be considered a Warning instead of a Block.
• If the product rental falls within the Buffer period in Days or Meter Units, then the Block will be considered a Warning instead of a Block.

Note: An over-ride record will be written to the Over-Ride Report for the clerk that acknowledged the warning.

Maintenance Types with Formulas:

TYPE 1

Values used in formula:

(Current Days Rented) is tracked for all products which is primarily updated in Daily Close, as displayed in the Detailed Inventory Inquiry.
(Days To Due Date) = (Due Date On Contract - From Date On Contract)
(Days Next Due) = (Days Last Serviced) + (Days Between Service)

Action Required Formula:
If (Current Days Rented) + (Days To Due Date) is greater than (Days Next Due) then maintenance is due on the product causing a warning or block to be triggered.

Formula to Downgrade Block to Warn:
For Maintenance Codes identified for a Block action, and maintenance is due on the product then if ((Days Next Due) - (Current Days Rented)) is greater than (Buffer) then Warn only, otherwise Block.

TYPE 2

Value used in formula:

(Date Due For Service) = (Date Last Serviced) + (Days Between Service)

Action Required Formula:
If (Date Due For Service) is less than or equal to (Due Date On Contract) then maintenance is due on the product causing a warning or block to be triggered.

Formula to Downgrade Block to Warn:
For Maintenance Codes identified for a Block action, and maintenance is due on the product then if (Date Due For Service) is greater than ((From Date On Contract) + (Buffer)) then Warn only, otherwise Block.

TYPE 3

Value used in formula:

(Scheduled Date) is the date scheduled for service as defined in the Maintenance Schedule.

Action Required Formula:
If (Scheduled Date) is less than or equal to (Due Date On Contract) and (Date Last Serviced) is less than (Scheduled Date) then maintenance is due on the product causing a warning or block to be triggered.

Formula to Downgrade Block to Warn:
For Maintenance Codes identified for a Block action, and maintenance is due on the product then if (Scheduled Date) is greater than ((From Date On Contract) + (Buffer)) then Warn only, otherwise Block.

TYPE 4

Values used in formula:

(Current Meter Reading) stored on all metered products as outlined in Product Meter Information.
(Meter Projection) = (Meter Units/Day Rented For Maint Projections) * (Due Date - From Date)
(Meter Next Due) = (Meter Reading Last Service) + (Meter Units Between Service)
(Buffer in Meter Units) = (Meter Units/Day Rented For Maint Projections) * (Buffer)

Action Required Formula:
If ((Current Meter Reading) + (Meter Projection)) is greater than or equal to (Meter Next Due) then maintenance is due on the product causing a warning or block to be triggered.

Formula to Downgrade Block to Warn:
For Maintenance Codes identified for a Block action, and maintenance is due on the product then if ((Meter Next Due) - (Current Meter Reading)) is greater than (Buffer In Meter Units) then Warn only, otherwise Block.

TYPE 5

Values used in formula:

(Scheduled Meter) is the meter units scheduled as defined in the Maintenance Schedule.
(Current Meter Reading) stored on all metered products as outlined in Product Meter Information.
(Meter Projection) = (Meter Units/Day Rented For Maint Projections) * (Due Date - From Date)
(Buffer in Meter Units) = (Meter Units/Day Rented For Maint Projections) * (Buffer)

Action Required Formula:
If (Scheduled Meter) is less than or equal to (Current Meter Reading + Meter Projection) and (Meter Reading Last Service) is less than (Scheduled Meter) then maintenance is due on the product causing a warning or block to be triggered.

Formula to Downgrade Block to Warn:
For Maintenance Codes identified for a Block action, and maintenance is due on the product then if (Scheduled Meter) is greater than (Current Meter Reading + Buffer In Meter Units) then Warn only, otherwise Block.

Note: If there are multiple maintenance records due, all the Warning messages will show, but a block takes precedence over a warning.