Auto Maintenance Pro Version 11

Auto Maintenance Pro Version 11
Contents
I
Table of Contents
Introduction
..............................................................................................................................................................1
The Main Menu..............................................................................................................................................................1
..............................................................................................................................................................4
Adding Vehicles
..............................................................................................................................................................5
PM Schedule Setup
The Equipment..............................................................................................................................................................7
Manager
..............................................................................................................................................................9
Recording Maintenance
Performed
..............................................................................................................................................................11
Viewing the Maintenance
History
..............................................................................................................................................................12
Generating Reports
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Auto Maintenance Pro Version 11
1 - Introduction
Welcome to Auto Maintenance Pro! This section is designed to help you get Auto Maintenance Pro
up and running quickly. If you have already used Auto Maintenance Pro and have an understanding of
how the program operates, some of the information in the "Getting Started" section may be skipped.
Although, there are a few tips included in this section that are beneficial and will save you time.
Therefore, we encourage you to step through the Quick-Start Guide regardless of experience.
Auto Maintenance Pro ships with a small amount of sample data. We recommend using the sample
data provided to try some of the popular features included with Auto Maintenance Pro. After you have a
good understanding of the program, the sample data can be manually deleted.
The first sections will discuss the Main Menu and the Equipment Manager, which are the primary
screens of the program. Then, we will step through the procedure for setting up the program and
entering your vehicles. Finally, we will cover some of the more common features of the program such as
recording maintenance performed, viewing maintenance history, and reporting.
2 - The Main Menu
The main menu is the central location where all features can be activated from within the program. Just
like many applications, there is a drop-down menu and also a main menu toolbar that contains the most
commonly accessed features. The main menu toolbar and drop-down menus are discussed below:
The Main Menu Toolbar:
Click the "Add" button to add new vehicles. Corresponding menu command: File/Add...
Click the "Edit" button to modify or view the selected vehicle's general information that was entered
when the vehicle's record was first created. Corresponding menu command: File/Edit...
The "Delete" button will delete the selected vehicle after answering "Yes" to the confirmation message.
Corresponding menu command: File/Delete...
The "Record Mtc" button should be used to record maintenance that was performed on a vehicle.
Corresponding menu command: Equipment/Enter Maintenance Performed...
The "Record Fuel" button is used to add in fuel purchases for the selected equipment. Corresponding
menu command: Equipment/Record Fuel...
Getting Started
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The "Mtc History" button displays the complete maintenance history for the selected vehicle. This
screen will display the preventive maintenance and repairs performed on the selected vehicle.
Corresponding menu command: Equipment/Maintenance History...
The "Fuel" button activates the "Fuel History Log" screen, where you can log fuel purchases and to
calculate fuel usage, averages, costs, and vendor purchases. Corresponding menu command:
Equipment/Fuel History...
The "Mtc Due" button displays a list of maintenance that is currently due (or soon due) for the selected
vehicle. Corresponding menu command: Equipment/Maintenance Due...
The "PM Status" button displays a list of all of the preventive maintenance services and their current
status. Corresponding menu command: Equipment/Current Maintenance Status...
The "PM Schedule" button displays the "PM Schedule Setup" screen. From this screen, you can add,
modify, or delete PM tasks for the selected vehicle. Corresponding menu command: Setup/PM
Schedule...
The "Last PM" button manually configures the "Last Performed" parameters (date or metered units) for
the PM services assigned to the selected equipment. When you add equipment into the software, you
will be provided the opportunity to view this screen to configure the "Last Performed" date and/or
metered values so Auto Maintenance Pro can automatically determine when they are next due. Once
initially configured, you should not need to visit this screen again as Auto Maintenance Pro will
automatically update these values when history is recorded via a maintenance entry. Corresponding
menu command: Equipment/Last PM...
The "Vendors" button displays the "Vendor Database Management" screen. Use this screen to add,
edit, or delete vendor information. Corresponding menu command: Setup/Vendor Database...
The "Parts" button displays the "Parts Inventory Management" screen. Use this screen to add, edit, or
delete parts.
The "Graphing" button displays the "Equipment Statistics" screen, which shows a detailed cost
analysis graph that is filterable by vehicle and date ranges. Corresponding menu command: Equipment/
Graphing...
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The "Quit" button exits Auto Maintenance Pro. Corresponding menu command: File/Exit
The Main Menu Commands:
The menu commands are located in a row across the top of the main menu screen and provide access
to all of the features included with Auto Maintenance Pro.
File - Add, edit, duplicate, or delete vehicles. Also includes database backup / restore features and
access to program options.
Setup - Edit PM schedules, vehicle categories, vendors, and drop-down choices lists.
Equipment - Vehicle specific functions such as recording maintenance performed, viewing maintenance
history, etc.
Tools - Contains database features such as backup/restore, optimize/repair, and program options.
Reports - Contains all of the reports available in the program.
Window - If applicable, options in this menu allow you to tile and/or cascade open windows on the
screen.
Help - Supplies online help, common help issues, technical support information, contact information,
version information, and website information here.
Getting Started
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3 - Adding Vehicles
Adding vehicles is a simple process and does not require a wealth of details. As an example, we will
add a vehicle with the most basic information.
To add a new vehicle:
1) On the Main Menu or Equipment Manager screen, click the
button.
2) Choose the meter type of the new vehicle: Mileage, Kilometers, or Hours.
3) Enter the Year, Make, Model, Current Mi/Km/Hrs, Base Mi/Km/Hrs, and Base Date.
Note: The base information is used to initialize the PM service's Last Performed Date and Mi/Km/Hrs
data which is used when calculating maintenance due. This last performed data can be adjusted for
accuracy after the new vehicle/equipment is added, if needed. You will see this in Step #5. Also, the
"Base Mi/Km/Hr" figure is used when calculating Cost Per Mi/Km/Hr. For example, if you are just
starting to track maintenance on a vehicle with 30,000 miles, enter 30,000 miles into this field. If you
have old maintenance records you plan to enter into Auto Maintenance Pro prior to 30,000 miles, enter
in the earliest mileage for which you have records (ie: 2,300 miles).
Note: We have just entered all of the required inform ation. You can enter as m uch or as little inform ation in
the other fields as you like.
Custom Fields:
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There are a total of 28 custom fields you can define on the vehicle information tabs. Tabs that contain
the custom labels are "General" (5), "Specifications" (18), "Purchase" (2), "Expirations" (2), and "Loan/
Lease" (1). All custom fields read "(click to define)" when you are adding a new vehicle. Simply click on
the "(click to define)" text to define the label. An input box will be displayed showing the current label
name. Alter the name to your liking and then click "Ok".
TIP: Once the custom labels are changed to your liking, they can be saved as defaults by checking the "Save
Custom Labels as Default" checkbox on the bottom of the screen. They w ill then be used as defaults for
each subsequent vehicle you enter.
4) Click the
button to save your vehicle.
5) Lastly, you will be asked if you wish to configure the PM services at this time. Clicking "Yes" will
take you to the "PM Setup" screen for the selected vehicle. From there, you can add, edit, or delete any
of the default maintenance services. You should also ensure that the "Last Performed" date
and/or mi/km/hrs is accurate. Again, the "Last Performed" data is used when calculating maintenance
due. You should tell Auto Maintenance Pro when the services were last performed, or let Auto
Maintenance Pro assume the Base Date and Base Mileage figures for the last performed data. To
learn more on the "PM Setup" screen, see the "PM Setup" help topic. Note: If you choose "No", You
can always configure the "Last Performed" data at a later time by clicking the "Last PM" button on the
main menu screen.
Your new vehicle has been created!
4 - PM Schedule Setup
When adding vehicles into Auto Maintenance Pro, you should define the PM schedule that will be
assigned to the vehicles/equipment you are adding. The maintenance schedule contains preventive
maintenance services that are required to be done on a date and/or mileage/km/hr interval. An example
of a preventive maintenance service would be an "Oil & Filter Change" with a 90 day or 3,000 mi/km
interval. Auto Maintenance Pro uses these interval parameters to inform you when maintenance is due
for a vehicle. Auto Maintenance Pro ships with over 80 default PM services that can be used to generate
your schedules. Common services like "Oil & Filter Change", "Air Filter Replacement", "Tire
Rotation",...etc. are already defined for you to use in your maintenance schedules. You can also define
your own custom PM services or simply use the default items we provide.
There are two methods you can use to access the PM services for your vehicles/equipment. After
adding a vehicle into Auto Maintenance Pro, you will be asked if you wish to configure the PM service's
for the vehicle. If you choose "Yes" the "PM Schedule Setup" screen will display. For a vehicle already
added, select the vehicle on the main screen. Then, you can gain access to the "PM Schedule Setup"
screen by clicking the
icon.
Getting Started
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To add a PM service:
1) On the "PM Service" toolbar, click the
button.
2) You can enter the Service Name and set your desired date and/or meter interval values.
3) Click the "Save" button.
In order to save time when setting up your maintenance schedules, you can import PM services from
other schedules. Some of your schedules may differ only slightly from others and importing would
eliminate re-typing the same PM services you already entered in another schedule.
To import services from another schedule:
1) Click on the
button to display the "Import Maintenance Services" screen.
2) Of the left side of the screen, choose the schedule you wish to import from using the "Import From
Schedule" drop-down list. The PM services associated with the selected schedule will be populated in
the "Services Available" box.
3) In the "Services Available" box, click on the service(s) you wish to import. You can select multiple
services by using the Ctrl-Click or Shift-Click methods. If you wish to import ALL services, click the "
Select All Services" check box below the source list to highlight ALL maintenance services in the
source list.
4) Click the button to add (import) the selected service(s) to the "Current Schedule" on the right side
of the screen.
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5) Click "OK" to return to the "PM Schedule Setup" screen.
For additional information on the import screen, see Import Maintenance Services screen help topic.
5 - The Equipment Manager
Just like the main menu, the Equipment Manager screen is automatically loaded when you launch Auto
Maintenance Pro. The Equipment Manager shows your list of vehicles and information pertaining to
them. In addition, the Equipment Manager will indicate which vehicles are due for service at all times.
Vehicles that are shaded a "red" color are due or overdue for service. Vehicles that are shaded a
"yellow" color are SOON due for service as per the threshold settings in the program options.
Equipment Manager Screen:
You will notice in the screen above that one vehicle is highlighted "red". This red highlight indicates the
vehicle is due or overdue for service. A yellow highlight would indicate that the vehicle is soon due for
service. The color coded indicators automatically appear when the vehicle is due or soon due for service
based on the preventive maintenance schedule settings you define for your vehicles. The configuration
of preventive maintenance schedules was discussed in an earlier section.
In addition, by clicking the "+" indicator to the left of the vehicle, the vehicle row will expand to show the
exact PM services, repairs, and vehicle expirations that are due or soon due as seen in the image
below:
Getting Started
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The Vehicle Listing
The vehicle listing displays the vehicles/equipment that are currently loaded into Auto Maintenance Pro.
When you click on a vehicle in the list, its corresponding vehicle information is loaded into the tabs on
the right. For each vehicle, there is a "General", "Specifications", "Purchase", "Expirations", "Loan/
Lease", "Insurance", "Photo" and "Notes" tab to maintain information about the vehicle. The tabs are
discussed in more detail below.
Vehicle Information
The vehicle information section contains all the descriptive details about the selected vehicle/equipment
separated into 9 pages (tabs) of information. For each vehicle, there is a "General", "Specifications",
"Purchase", "Expirations", "Loan/Lease", "Insurance", "Photo", and "Notes" tab to maintain information
about the vehicle. Each tab is briefly described below.
"General" tab screen - contains information most significant to the vehicle such as year, make, model,
mi/km/hr, and a few custom fields you can define on your own. Required information: "Year", "Make",
"Model", "Base Date", "Base Mi/Km/Hr", and "Current Mi/Km/Hr".
"Specifications" tab screen - This tab contains additional descriptive fields and custom fields. Click on
the labels to the left of the data fields to re-define the label value. All data is optional on this tab screen.
"Purchase" tab screen - Contains information regarding purchase date, mi/km/hrs, dealership, and cost.
All data is optional on this tab screen.
"Expirations" tab screen - Contains license information such as plate #, state, and expiration. Enter the
expiration of your registration tag and the program will automatically notify you at startup when it is due
to be renewed. All data is optional on this tab screen.
"Loan/Lease" tab screen - Enter information about the financial institution and contacts. All data is
optional on this tab screen.
"Insurance" tab screen - Contains insurance information such as company, policy #, term dates,
premium, deductible, ...etc. All data is optional on this tab screen.
"Photo" tab screen - Save photos (in .JPG or .BMP format) of your vehicle. All data is optional on this
tab screen.
"Notes" tab screen - Enter any other information for the vehicle/equipment. All data is optional on this
tab screen.
"Configure" tab screen - Contains vehicle setup information such as location, department, maintenance
schedule, ...etc.
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6 - Recording Maintenance Performed
When preventive or repair maintenance is physically performed on your vehicle, you need to inform Auto
Maintenance Pro by recording a maintenance entry. When a maintenance entry is recorded, Auto
Maintenance Pro will reset the preventive maintenance service's "Last Performed" parameters and clear
any outstanding repairs that were indicated by your maintenance entry. In addition, a historical record
will be written for the vehicle indicating the services performed, costs, and other details.
To record a maintenance entry:
1) Select a vehicle.
2) Then, click the
button. You will be presented with the following screen providing you
options to automatically populate the maintenance entry with the maintenance due for the vehicle:
3) Click "OK" to proceed to the "Record Maintenance Performed" screen. You will notice that the
maintenance due will be pre-populated for you:
Getting Started
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Record Maintenance Performed Screen:
4) Enter the required data for the maintenance entry: Date, Mileage, and at least one preventive
maintenance or repair entry. The "Maintenance Task s" area may already be populated with the required
maintenance depending on your option choice in Step #2.
5) If you need to add maintenance tasks that were performed, click on the
button. Choose a PM
service or Repair item from the list and if desired, indicate parts and/or labor costs that were involved
and click "Save".
6) We have entered the minimal information on this screen. You can enter additional details if you like.
7) Click the "Save" button to save the maintenance entry.
At the moment you click the "Save" button, provided all due (or soon due) maintenance has been
satisfied, the vehicle will not longer be color shaded on the "Equipment Manager" screen. The
maintenance data has been updated for the tasks performed, and the date/meter values will be
automatically advanced to the next respective due date/meter. In addition, the maintenance entry
details will be recorded in the maintenance history for the vehicle.
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Expirations:
Vehicle expirations such as registration renewals, MVI notifications, emissions, etc. may be updated
from the Equipment Manager screen by right clicking on the expanded service list and selecting "
Update Expiration". A calendar will be displayed for you to select the next expiration date.
7 - Viewing the Maintenance History
When maintenance is performed on a vehicle, a record is logged to the maintenance history indicating
the preventive or repair maintenance performed, parts/labor costs, and more. The maintenance history
is useful for analyzing costs and trends in neglect, abuse, or aging equipment.
To view the maintenance history for your vehicle:
1) Select a vehicle.
2) Click the
button.
Maintenance History screen:
There are 4 tabs located on the history screen: "History Entries", "Maintenance Tasks", "Repairs",
and "Parts"
Getting Started
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The "History Entries" tab displays the history records logged for the chosen vehicle on the "Equipment
Manager" screen. You can see greater detail for an individual history record by selecting a particular
history record and clicking on the other tab screens to view PM details, repairs, parts, etc. In addition,
multiple history records can be selected on this screen by using the <Ctrl> or <Shift> keys. As you
select multiple history records, the PM, Repairs, and Parts tabs will be populated with the details of ALL
selected records..
On the bottom of the screen, you will notice date interval viewing parameters and totals for all PM,
repairs, parts, and labor:
The date interval settings allow you to view the history between a certain date period. Check the "
Enable date range" check box and use the calendar selection controls to adjust the dates accordingly.
The date interval parameters can also be set in the program options to maintain the same date interval
settings each time the maintenance history screen is displayed.
The "Totals" section is calculated based on the history entries being viewed. If you have a date interval
setup for the current year, the totals will only be calculated for the current year. The cost per mi/km/hr
(located just above the "Totals" section) is calculated in the same manner.
8 - Generating Reports
Auto Maintenance Pro ships with numerous reports that detail just about every aspect of your vehicle
data.
All of the reports can be activated from the "Reports" drop-down menu on the main screen. The reports
are categorized so you can easily find the report you are looking for. In addition, many of the screens in
Auto Maintenance Pro contain a "Print" button where you can generate reports that are associated with
that screen.
When you choose a report to be printed, the following screen will appear:
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Depending on which report you choose, the available filtering controls will be displayed on this screen.
Filtering and Sorting Options
Auto Maintenance Pro lets you define the data you wish to be displayed in the report by providing
filtering criteria. Depending on the report you select, there will be filtering and sorting options that will
appear on this screen. The filtering and sorting options for each report vary by the type of report being
printed. For example, a report that does not have any date criteria available will not display the date
filtering options.
Below is a description of the available filtering methods:
Equipment Selection Filtering:
If the selected report is equipment based (i.e. history), the equipment filtering options will be
displayed:
This feature allows you to print by equipment selection. The choices are:
· "All Equipment" - prints the selected report for all of your vehicles.
· "Selected equipment only" - prints the selected report for the selected vehicle on the "Equipment
Manager" screen. You may multi-select vehicles on the "Equipment Manager" screen. .
Date Filtering
If the selected report contains date information, the date filtering option will be displayed:
Getting Started
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Check the "Print records where..." check box to enable date filtering for the selected report.
Then, if there are multiple date fields in the report, choose the date field for which you wish to filter. In
the example above, "Date Completed" is the chosen date field.
Next, to save time, Auto Maintenance Pro provides a quick list of available date filters (i.e. Current
Year, Current Quarter, Last Year, Last Month, ...etc). Choosing one of these quick filters will
automatically fill in the date boxes with the appropriate dates. You can also adjust the dates manually
if you like.
Additional Filter Criteria
If you need to be more specific, Auto Maintenance Pro also provides an area for you to filter by
essentially any field in the report. Just check the "Specify additional filter criteria" check box to
enable this section. Then, choose the "Field" you wish to filter by, the "Condition", and finally the "
Value".
Sorting Options
You can sort your report using up to three fields. Each report has its own default sorting fields which
will be displayed in this area automatically. Therefore, you don't have to choose a sorting method
unless you want to sort your report differently than the default settings.
TIP: Keep in m ind that grouping in a report's design can interfere w ith the sorting fields you choose.
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Use the sort field drop-down lists to choose each sort field. If you don't want to sort by any particular
field, choose "(none)" from the list.
Other Options
"Print" - Choose "Print" to print the report directly to the printer. You will be provided with a print
screen that allows you to select the printer, copies, and other options prior to printing the report.
"Preview" – Choosing preview will preview the report on the screen prior to printing. The preview
window also provides options for searching, e-mailing, and other view options. A print button is also
provided in order to print directly from the preview screen. To get additional help on previewing reports,
see the "Print Preview" help topic.
This concludes the Auto Maintenance Pro "Getting Started" section. There are many additional
features included with the program which we did not cover. Other features include the tracking of
vendors, fuel usage, and more. For additional information, please view the online help provided with the
program or obtain the full manual from the CD-ROM or web site. Please visit www.mtcpro.com
frequently for the latest updates and information.
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