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Contents
I
Table of Contents
9
Part I Overview
1 Introduction
................................................................................................................................... 9
2 System...................................................................................................................................
Requirements
9
Part II - Standard Edition -
10
1 Getting
...................................................................................................................................
Started
10
Introduction
...........................................................................................................................................10
The Main Menu
...........................................................................................................................................10
The Fleet Manager
...........................................................................................................................................12
Step #1 - Establishing Locations/Departm
...........................................................................................................................................15
ents
Step #2 - Defining your...........................................................................................................................................17
PM Schedules
Step #3 - Adding vehicles/equipm
...........................................................................................................................................20
ent
Scheduling and Tracking
...........................................................................................................................................21
Repairs
Recording Maintenance
...........................................................................................................................................23
Perform ed
View ing the Maintenance
...........................................................................................................................................25
History
Generating Reports ...........................................................................................................................................27
2 Vehicles/Equipment
................................................................................................................................... 29
Vehicle Inform ation ...........................................................................................................................................29
Adding a vehicle/equipm
...........................................................................................................................................31
ent
Editing Vehicle Data ...........................................................................................................................................32
Deleting a vehicle/equipm
...........................................................................................................................................33
ent
Recording Maintenance
...........................................................................................................................................33
Perform ed
Scheduling a repair
...........................................................................................................................................36
Configuring Last PM data
...........................................................................................................................................37
View ing PM Status
...........................................................................................................................................38
View ing Maintenance History
...........................................................................................................................................39
Fuel Tracking
...........................................................................................................................................41
General Expense History
...........................................................................................................................................42
Cost Statistics
...........................................................................................................................................44
Meter Replacem ent ...........................................................................................................................................45
3 Preventive
...................................................................................................................................
Maintenance
46
Schedules
Schedule
Setup Screen
Adding a
schedule
Editing a
schedule
Deleting a
schedule
Adding a PM
service
Editing a PM
service
Deleting a PM
service
...........................................................................................................................................46
...................................................................................................................................46
...................................................................................................................................48
...................................................................................................................................48
...................................................................................................................................49
...................................................................................................................................49
...................................................................................................................................49
...................................................................................................................................50
© 2011, Innovative Maintenance Systems, all rights reserved
I
II
Fleet Maintenance Pro Version 12
Service Entry
Screen
...................................................................................................................................50
Importing
Maintenance
Services
Screen
...................................................................................................................................51
Importing a
Maintenance
Service
...................................................................................................................................52
The PM Check Wizard ...........................................................................................................................................54
PM/Repairs Due
...........................................................................................................................................58
PM/Repair Status
...........................................................................................................................................60
Configuring Last PM data
...........................................................................................................................................61
Sw itching a vehicle's m
...........................................................................................................................................62
aintenance schedule
PM Types
...........................................................................................................................................63
4 Recording
...................................................................................................................................
Maintenance Performed
65
Recording Maintenance
...........................................................................................................................................65
Perform ed
Adding Maintenance Perform
...........................................................................................................................................67
ed
Editing Maintenance Perform
...........................................................................................................................................68
ed
Deleting Maintenance Perform
...........................................................................................................................................69
ed
5 Employee
...................................................................................................................................
Tracking
69
Em ployee/Driver Inform
...........................................................................................................................................69
ation screen
Adding an Em ployee ...........................................................................................................................................70
Editing em ployee inform
...........................................................................................................................................71
ation
Deleting an em ployee ...........................................................................................................................................71
Printing em ployee inform
...........................................................................................................................................71
ation
6 Fuel Tracking
................................................................................................................................... 72
Fuel History screen ...........................................................................................................................................72
Adding a fuel purchase...........................................................................................................................................73
Editing a fuel purchase...........................................................................................................................................75
Deleting a fuel purchase
...........................................................................................................................................75
Printing fuel purchases
...........................................................................................................................................75
7 Vendors
................................................................................................................................... 75
Vendor Database Managem
...........................................................................................................................................75
ent screen
Adding a vendor
...........................................................................................................................................77
Editing vendor inform ation
...........................................................................................................................................77
Deleting a vendor
...........................................................................................................................................77
Printing vendor inform...........................................................................................................................................77
ation
Part III - Deluxe Edition -
78
1 Getting
...................................................................................................................................
Started
78
Introduction
...........................................................................................................................................78
The Main Menu
...........................................................................................................................................78
The Fleet Manager
...........................................................................................................................................80
Step #1 - Establishing Locations/Categories
...........................................................................................................................................83
Step #2 - Defining Your...........................................................................................................................................85
PM schedules
Step #3 - Adding vehicles/equipm
...........................................................................................................................................88
ent
Scheduling and tracking
...........................................................................................................................................89
Repairs
Notification Popups
...........................................................................................................................................92
Service Calendar
...........................................................................................................................................93
Recording Maintenance
...........................................................................................................................................94
Perform ed
View ing the Maintenance
...........................................................................................................................................96
History
Generating Reports ...........................................................................................................................................98
© 2011, Innovative Maintenance Systems, all rights reserved
Contents
III
2 Vehicles/Equipment
................................................................................................................................... 100
Vehicle Inform ation ...........................................................................................................................................100
Adding a vehicle/equipm
...........................................................................................................................................102
ent
Editing Vehicle Data ...........................................................................................................................................103
Deleting a vehicle/equipm
...........................................................................................................................................104
ent
Recording Maintenance
...........................................................................................................................................104
Perform ed
Scheduling a repair ...........................................................................................................................................107
Configuring Last PM Data
...........................................................................................................................................108
View ing PM Status ...........................................................................................................................................109
View ing Maintenance...........................................................................................................................................110
History
Fuel Tracking
...........................................................................................................................................112
Fluid Consum ption History
...........................................................................................................................................113
General Expense History
...........................................................................................................................................115
Accident Log
...........................................................................................................................................116
Equipm ent Usage
...........................................................................................................................................118
Cost Statistics
...........................................................................................................................................120
Meter Replacem ent ...........................................................................................................................................121
E-m ail Contacts
...........................................................................................................................................122
Tire Configuration ...........................................................................................................................................124
3 Preventive
...................................................................................................................................
Maintenance
125
Schedules
...........................................................................................................................................125
Schedules
Setup Screen
...................................................................................................................................125
Adding a
schedule
...................................................................................................................................127
Editing a
schedule
...................................................................................................................................128
Deleting a
schedule
...................................................................................................................................128
Adding a PM
service
...................................................................................................................................128
Editing a PM
service
...................................................................................................................................129
Deleting a PM
service
...................................................................................................................................129
PM Service
Entry Screen
...................................................................................................................................129
Import
Maintenance
Services
Screen
...................................................................................................................................130
Importing a
maintenance
service
...................................................................................................................................131
PM Check Wizard
...........................................................................................................................................133
PM/Repairs Due Screen
...........................................................................................................................................137
PM/Repair Status
...........................................................................................................................................139
Configuring Last PM Data
...........................................................................................................................................140
Sw itching a vehicle's ...........................................................................................................................................141
m aintenance schedule
PM Types
...........................................................................................................................................142
4 Equipment
...................................................................................................................................
Service Calendar
143
Equipm ent Service Calendar
...........................................................................................................................................143
Features_2
5 Repairs
................................................................................................................................... 145
Repair Features
...........................................................................................................................................145
© 2011, Innovative Maintenance Systems, all rights reserved
III
IV
Fleet Maintenance Pro Version 12
Scheduled Repairs Managem
...........................................................................................................................................146
ent Screen
Adding a scheduled repair
...........................................................................................................................................146
Editing a scheduled repair
...........................................................................................................................................147
Deleting a scheduled ...........................................................................................................................................148
repair
Printing a scheduled repair
...........................................................................................................................................148
6 Recording
...................................................................................................................................
Maintenance Performed
149
Recording Maintenance
...........................................................................................................................................149
Perform ed
Adding Maintenance Perform
...........................................................................................................................................151
ed
Editing Maintenance Perform
...........................................................................................................................................152
ed
Deleting Maintenance...........................................................................................................................................153
Perform ed
7 Parts...................................................................................................................................
Database
153
Parts Database
Adding a part
Editing a part
Deleting a part
Part Categories
...........................................................................................................................................153
...........................................................................................................................................154
...........................................................................................................................................158
...........................................................................................................................................159
...........................................................................................................................................159
8 Employee
...................................................................................................................................
Tracking
160
Em ployee/Driver Inform
...........................................................................................................................................160
ation Screen
Adding an em ployee ...........................................................................................................................................161
Editing an em ployee ...........................................................................................................................................163
Deleting an em ployee...........................................................................................................................................163
Printing em ployee inform
...........................................................................................................................................163
ation
9 Fuel ...................................................................................................................................
Tracking
163
Fuel History Screen ...........................................................................................................................................163
Adding a fuel purchase
...........................................................................................................................................165
Editing a fuel purchase
...........................................................................................................................................166
Deleting a fuel purchase
...........................................................................................................................................167
Printing fuel purchases
...........................................................................................................................................167
10 Vendors
................................................................................................................................... 167
Vendor Database Managem
...........................................................................................................................................167
ent Screen
Adding a vendor
...........................................................................................................................................168
Editing a vendor
...........................................................................................................................................169
Deleting a vendor
...........................................................................................................................................169
Printing Vendor Inform
...........................................................................................................................................169
ation
11 Tires................................................................................................................................... 169
Tire Inventory Managm
...........................................................................................................................................169
ent screen
Adding a tire
...........................................................................................................................................171
Editing a tire
...........................................................................................................................................171
Deleting a tire
...........................................................................................................................................172
Tire History screens ...........................................................................................................................................172
Tire Assignm ent
...........................................................................................................................................173
Tire stats
...........................................................................................................................................176
Part IV - Shop Edition -
177
1 Getting
...................................................................................................................................
Started
177
Introduction
...........................................................................................................................................177
The Main Menu
...........................................................................................................................................177
The Fleet Manager ...........................................................................................................................................179
Step #1 - Establishing...........................................................................................................................................182
Locations/Departm ents
Step #2 - PM Schedule...........................................................................................................................................184
Setup
Step #3 - Adding vehicles/equipm
...........................................................................................................................................187
ent
© 2011, Innovative Maintenance Systems, all rights reserved
Contents
V
Scheduling and Tracking
...........................................................................................................................................188
Repairs
Notification Popups ...........................................................................................................................................191
Service Calendar
...........................................................................................................................................192
Issuing/Updating a Work
...........................................................................................................................................193
Order
Work Order Managem...........................................................................................................................................197
ent
View ing the Maintenance
...........................................................................................................................................198
History
Generating Reports ...........................................................................................................................................200
2 Vehicles/Equipment
................................................................................................................................... 202
Vehicle Inform ation ...........................................................................................................................................202
Adding a vehicle/equipm
...........................................................................................................................................204
ent
Editing Vehicle Data ...........................................................................................................................................205
Deleting a vehicle/equipm
...........................................................................................................................................206
ent
Issuing a w ork order ...........................................................................................................................................206
Scheduling a repair ...........................................................................................................................................209
Configuring Last PM data
...........................................................................................................................................211
View ing PM Status ...........................................................................................................................................211
View ing Maintenance...........................................................................................................................................212
History
Fuel Tracking
...........................................................................................................................................214
Fluid Consum ption History
...........................................................................................................................................215
General Expense History
...........................................................................................................................................217
Accident Log
...........................................................................................................................................218
Trip Log
...........................................................................................................................................220
Cost Statistics
...........................................................................................................................................222
Meter Replacem ent ...........................................................................................................................................223
E-m ail Contacts
...........................................................................................................................................224
Tire Configuration ...........................................................................................................................................226
3 Preventive
...................................................................................................................................
Maintenance
227
Schedules
...........................................................................................................................................227
Schedule
Setup Screen
...................................................................................................................................227
Adding a
schedule
...................................................................................................................................229
Renaming a
schedule
...................................................................................................................................230
Deleting a
schedule
...................................................................................................................................230
Adding a PM
service
...................................................................................................................................230
Editing a PM
service
...................................................................................................................................231
Deleting a PM
service
...................................................................................................................................231
Service Entry
Screen
...................................................................................................................................231
Import
Maintenance
Services
Screen
...................................................................................................................................233
Importing a
maintenance
services
...................................................................................................................................234
PM Check Wizard
...........................................................................................................................................235
PM/Repairs Due screen
...........................................................................................................................................239
PM/Repair Status
...........................................................................................................................................241
Configuring Last PM data
...........................................................................................................................................242
© 2011, Innovative Maintenance Systems, all rights reserved
V
VI
Fleet Maintenance Pro Version 12
Service Associations ...........................................................................................................................................243
Overview
...................................................................................................................................243
Service
Associations
Configuration
...................................................................................................................................244
Sw itching a piece of equipm
...........................................................................................................................................246
ent's PM schedule
PM Types
...........................................................................................................................................246
4 Equipment
...................................................................................................................................
Service Calendar
247
Equipm ent Service Calendar
...........................................................................................................................................247
5 Repairs
................................................................................................................................... 249
Repair Features
...........................................................................................................................................249
Scheduled Repairs Managem
...........................................................................................................................................250
ent screen
Adding a scheduled repair
...........................................................................................................................................250
Editing a scheduled repair
...........................................................................................................................................251
Deleting a scheduled ...........................................................................................................................................252
repair
Printing scheduled repairs
...........................................................................................................................................252
6 Work...................................................................................................................................
Orders
253
Work Order Features ...........................................................................................................................................253
Work Order Managem...........................................................................................................................................254
ent screen
New Work Order screen
...........................................................................................................................................255
Issuing a m anual w ork
...........................................................................................................................................258
order
Issuing w ork orders ...........................................................................................................................................258
autom atically
Editing a w ork order ...........................................................................................................................................258
Deleting a w ork order...........................................................................................................................................259
Updating the status ...........................................................................................................................................259
Printing w ork orders ...........................................................................................................................................260
7 Parts...................................................................................................................................
Inventory
260
Parts Inventory Features
...........................................................................................................................................260
Parts Inventory Managem
...........................................................................................................................................261
ent screen
Adding a part
...........................................................................................................................................262
Editing a part
...........................................................................................................................................265
Deleting a part
...........................................................................................................................................266
Part Categories
...........................................................................................................................................266
Printing parts inventory
...........................................................................................................................................267
Recording part receipts
...........................................................................................................................................268
(3 m ethods)
Adjust/Receive
into inventory
Update
Physical
Inventory
Transfer
Inventory
PO Receipt (by
PO #)
...................................................................................................................................268
...................................................................................................................................269
...................................................................................................................................269
...................................................................................................................................270
8 Purchase
...................................................................................................................................
Orders
271
Purchase Order Features
...........................................................................................................................................271
Brow se Purchase Orders
...........................................................................................................................................271
screen
Adding a purchase order
...........................................................................................................................................273
Editing a purchase order
...........................................................................................................................................274
Deleting a purchase order
...........................................................................................................................................275
PO Received Screen ...........................................................................................................................................275
Adjust/Receive Into Inventory
...........................................................................................................................................276
Screen
© 2011, Innovative Maintenance Systems, all rights reserved
Contents
VII
9 Billing
................................................................................................................................... 277
Overview
Invoicing
Invoice
Management
Screen
Adding an
invoice
Editing an
invoice
Deleting an
invoice
Paym ents
Payments
Received
Screen
Adding a
payment
Editing a
payment
Deleting a
payment
...........................................................................................................................................277
...........................................................................................................................................277
...................................................................................................................................277
...................................................................................................................................278
...................................................................................................................................278
...................................................................................................................................278
...........................................................................................................................................279
...................................................................................................................................279
...................................................................................................................................279
...................................................................................................................................280
...................................................................................................................................280
10 Employee
...................................................................................................................................
Tracking
280
Em ployee/Driver Inform
...........................................................................................................................................280
ation screen
Adding an em ployee ...........................................................................................................................................281
Editing em ployee inform
...........................................................................................................................................282
ation
Deleting an em ployee...........................................................................................................................................282
Printing em ployee inform
...........................................................................................................................................282
ation
11 Fuel ...................................................................................................................................
Tracking
283
Fuel History screen ...........................................................................................................................................283
Adding a fuel purchase
...........................................................................................................................................284
Editing a fuel purchase
...........................................................................................................................................286
Deleting a fuel purchase
...........................................................................................................................................286
Printing fuel purchases
...........................................................................................................................................286
Fuel Tank Inventory ...........................................................................................................................................287
12 Vendors
................................................................................................................................... 288
Vendor Database Managem
...........................................................................................................................................288
ent screen
Adding a vendor
...........................................................................................................................................289
Editing vendor inform...........................................................................................................................................289
ation
Deleting a vendor
...........................................................................................................................................289
Printing vendor inform
...........................................................................................................................................289
ation
13 Tires................................................................................................................................... 290
Tire Inventory Managem
...........................................................................................................................................290
ent screen
Adding a tire
...........................................................................................................................................291
Editing a tire
...........................................................................................................................................291
Deleting a tire
...........................................................................................................................................292
Tire History screens ...........................................................................................................................................292
Tire Assignm ent
...........................................................................................................................................294
Tire stats
...........................................................................................................................................297
Part V Configuration
298
1 Configure
...................................................................................................................................
FMP Screen
298
© 2011, Innovative Maintenance Systems, all rights reserved
VII
VIII
Fleet Maintenance Pro Version 12
2 Location
...................................................................................................................................
/ Department Setup
298
3 Networking
...................................................................................................................................
Fleet Maintenance Pro
299
Part VI Reports
304
1 Printing
...................................................................................................................................
Reports
304
2 Report
...................................................................................................................................
Filter Criteria
304
3 Print ...................................................................................................................................
Preview Screen
307
Part VII Security Module
308
1 Introduction
................................................................................................................................... 308
2 Configure
...................................................................................................................................
Security Window
309
Part VIII Tips & Tricks
315
1 UDF Label
...................................................................................................................................
Template
315
2 Filtering
...................................................................................................................................
Data
320
3 Exporting
...................................................................................................................................
Data
321
4 Batch...................................................................................................................................
Printing
322
5 History
...................................................................................................................................
Viewing
323
Part IX Contact Information
323
1 Contact
...................................................................................................................................
Information
323
2 Technical
...................................................................................................................................
Support Policy
324
Part X Frequently Asked Questions
324
1 FAQ -...................................................................................................................................
General Questions
324
2 FAQ -...................................................................................................................................
Program Specific
325
Index
328
© 2011, Innovative Maintenance Systems, all rights reserved
Overview
1
Overview
1.1
Introduction
9
Fleet Maintenance Pro makes it easy to track and organize preventive and repair maintenance
information for your fleet of vehicles and equipment. Fleet Maintenance Pro lets you keep track of an
unlimited number of assets and track the descriptive details that are vital to fleet management. However,
it is flexible enough to allow you to track as little or as much information as you like. You can also
organize your equipment into locations and/or categories to make it easier to manage and filter your
fleet's information.
In addition to helping you organize equipment information, Fleet Maintenance Pro will also automatically
calculate and report maintenance due for your fleet. When you start Fleet Maintenance Pro, automated
and color-coded PM (preventive maintenance) alerts instantly show you which vehicles and equipment
are due for service at all times.
Fleet Maintenance Pro keeps track of normal maintenance as well as repair, inspection, and userdefined maintenance cycles. You can track each piece of equipment by days, mileage, kilometers, or
actual hours used. In addition to 100+ pre-defined maintenance services, you can also define your own
custom maintenance activities within your maintenance schedules. Use the built-in repair scheduling
utility to help you track unexpected repairs or problems reported by drivers or operators as well.
When maintenance is performed, Fleet Maintenance Pro generates a "Maintenance History" which can
record the PM, repairs, parts, labor, and other details. The history can be used to monitor trends in
neglect, abuse, aging equipment, and provides the ability to run numerous cost analysis reports on your
fleet.
On top of maintenance/repairs, Fleet Maintenance Pro will also track fuel usage, registrations,
inspections, insurance, loan/lease information, employees, vendors, and more. Shop Edition will also
handle work orders, purchase orders, inventory tracking, part associations, and billing.
A large number of stock reports are also provided with Fleet Maintenance Pro. With any report, you can
specify data filtering criteria to only display the information you need. Advanced versions also allow you
to modify the report layouts.
This help file contains help documentation for ALL EDITIONS of Fleet Maintenance Pro (Standard,
Deluxe, and Shop).
1.2
System Requirements
To use Fleet Maintenance Pro, we generally recommend the following system requirements:
·
·
·
·
·
Pentium 4 1Ghz or better processor
1GB of RAM
200MB of free disk space
1024x768 screen resolution
Windows 2000, ME, NT, XP, Vista or 7
Networking
Provided you have a network version, Fleet Maintenance Pro can be installed in a client/server, peer-to© 2011, Innovative Maintenance Systems, all rights reserved
10
Fleet Maintenance Pro Version 12
peer, or terminal server environment. We support many network operating systems such as Server
2008, Server 2003, XP, NT, and others.
See also:
Contacting Support
2
- Standard Edition -
2.1
Getting Started
2.1.1
Introduction
Welcome to Fleet Maintenance Pro! The tutorials in this guide provide a quick introduction
to setting up and using Fleet Maintenance Pro. They are intentionally kept brief so that you
can actually start using the program as quickly as possible. The objective is not to teach you
every single detail, but to familiarize you with the basic principles, and the most common
features. For additional detail, please see the online help or full manual.
Fleet Maintenance Pro ships with a small amount of sample data which includes many
different types of equipment. We recommend using the sample data provided to try some of
the popular features included with Fleet 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 Fleet Manager, which are the primary
screens of the program. Then we will step through the procedure for setting up the program
and entering your equipment. Finally, we will cover some of the more common features of the
program such as recording maintenance performed, work orders (Shop Edition), viewing
maintenance history, and reporting.
Please note: there are also Help buttons located on nearly every screen within Fleet
Maintenance Pro. Clicking on the Help button will take you to the desired help topic that
discusses the screen in question. The full online help is also available in the Help->Contents menu item.
2.1.2
The Main Menu
The main menu is the central location that all features can be activated from within the program. Just
like many applications, there's a drop-down menu and 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 equipment.
Click the "Edit" button to modify or view the selected equipment's general information.
Click the "Delete" button to delete the selected equipment on the "Fleet Manager" screen.
© 2011, Innovative Maintenance Systems, all rights reserved
- Standard Edition -
11
Click the "PM Schedule" button to display the "PM Schedule Setup" screen. From this screen,
you can add, modify, or delete maintenance schedules. Maintenance schedules contain the
preventive maintenance services that you wish to track on your equipment
Click the "Repairs" button to display the "Scheduled Repairs Management" screen. This screen
lists all outstanding repairs for your equipment that have been reported.
Click the "Meter" button to display the "Update Meter Readings" screen. From this screen, you can
easily update the current meter reading values of your metered equipment.
Clicking the "Employees" button displays the "Employee Management" screen. Use this screen to
manage employee information including the ability to monitor employee certifications and renewals.
Clicking the "Vendors" button displays the "Vendor Database Management" screen. Use this
screen to add, edit, or delete vendor information.
Clicking the "Reports" button displays the "Report Viewer" screen. Use this screen to generate,
preview, print, or export any report within the software.
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 Fleet Maintenance Pro.
File - Add, edit, duplicate, or delete equipment. Also includes database backup / restore features and
access to program options.
Setup - Edit PM schedules, equipment locations and categories, employees, vendors, and drop-down
box choice lists.
Equipment - Equipment specific functions such as recording maintenance performed, scheduling a
repair, viewing maintenance history, etc.
Fleet - Contains "batch" functions such as the "PM Check Wizard", update meter readings, repair
management, cost analysis, etc.
Tools - Contains database features such as backup / restore, optimize/repair, purging/updating utilities,
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.
Security - An add-on that allows you to set access restrictions for individual users or groups of users at
a component level (i.e., add, edit, and delete functionality).
Help - Supplies online help, common help issues, technical support information, contact information,
version information, and website access.
© 2011, Innovative Maintenance Systems, all rights reserved
12
2.1.3
Fleet Maintenance Pro Version 12
The Fleet Manager
Just like the main menu, the Fleet Manager screen displays automatically when you launch
Fleet Maintenance Pro. The Fleet Manager is the primary control center for your fleet, where
you can perform view maintenance due, issue work orders (Shop Edition), record
maintenance performed, schedule repairs, view maintenance history, recording fuel data, and
more.
Fleet Manager Screen:
(Shop Edition Shown)
The Fleet Manager Controls
Location/Category Selection:
Fleet Maintenance Pro allows you to categorize your equipment into "Locations" and "
Categories". You will see how to define "Locations" and "Categories" in the Establishing
Locations/Categories section.
You can use the Location and Category selection controls to filter the equipment displayed in
the equipment listing. In the above picture, the location "All Locations" and category "All
Categories" are selected. Therefore, all equipment within your fleet will be displayed in the
equipment listing.
© 2011, Innovative Maintenance Systems, all rights reserved
- Standard Edition -
13
You will notice in the screen above that two pieces of equipment are highlighted "red" and two
are highlighted "yellow". This red highlight indicates the equipment is due or overdue for
service. The yellow highlight indicates that the equipment is soon due for service. The color
coded indicators automatically appear when the equipment is due or soon due for service
based on the preventive maintenance schedule settings you define for your equipment. The
configuration of preventive maintenance schedules will be discussed in a later section.
So you can easily see why the equipment is due for service, icon indicators will display to the
left of the equipment due for service. By glancing at the icon displayed to the left of the
equipment row, you can quickly determine whether the equipment is due for preventive
maintenance, a repair, or a date based expiration (i.e. registration renewal)
If you assign priorities to your maintenance tasks, you may also see priority icons displayed in
the far left column indicating the equipment has a "high priority" maintenance task due so
immediate action may be taken.
In order to determine the maintenance due details for any equipment asset, simply click the "
+" indicator to the left of the equipment due for service. The equipment row will expand to
show the exact PM services, repairs, and equipment expirations that are due or soon due as
seen in the image below:
Above the equipment list, there is also a "Due Status" drop-down box which provides the
ability to filter the equipment list. You can use it to display only equipment due, soon due, high
priority equipment, and more.
You will notice on the bottom left of the "Fleet Manager" screen that there are 2 supported
views; "List View" and "Spreadsheet View":
Spreadsheet View (default)
Use the spreadsheet view to display your equipment list in row and column format. With this
view, you may sort, search, and filter your equipment data in many different ways. By default,
your equipment is sorted by "Unit #". To sort your data differently, simply click on the column
heading of your choice. For example, to sort by "Make", click on the word "Make" in the
column title and your equipment list will be sorted by "Make" in ascending order. If the column
you click is already sorted in ascending order, then it will be sorted in descending order and
vice versa.
List View
© 2011, Innovative Maintenance Systems, all rights reserved
14
Fleet Maintenance Pro Version 12
The list view displays your equipment records in an individual page format, so you can see
the details for each piece of equipment in an organized manner. To switch equipment,
simply click on the equipment desired on the left side of the screen.
Filtering & Searching
There are several ways to search and filter your equipment list for the data you need. When
you are searching and filtering equipment, it is easiest to be in "Spreadsheet View".
To search for any type of data for your equipment, simply click the "Search" toolbar button
located beneath the equipment list. You will be presented with a "Search" window where you
can type the data you are searching, and click "Find".
In spreadsheet view, you can also filter your equipment data using the drop down filter arrow
located in each column heading. For example, you may only want to list the "2011" model
year equipment -OR- show equipment with meter readings greater than 2,000. The filtering
possibilities are virtually limitless. You can read more about searching, filtering, and sorting in
our "Filtering Data" area in the "Tips & Tricks" section of the online help.
Another filtering method worth mentioning is accomplished by checking the "Show Row Filter"
check box located on the lower toolbar. This will display an empty row in your spreadsheet
for you to type various filter criteria for any data column in the spreadsheet. This is useful if
you wish to filter by more than one column of data.
Note: Most data grids throughout the Fleet Maintenance Pro screens support filtering and auto searching
capability.
The Fleet Manager screen also supports multi-selection so you can select equipment you
desire for creating work orders, scheduling repairs, reporting, and more. To multi-select
individual equipment records, hold down the <CTRL> key and click to select individual
equipment records. To select groups of equipment, use the <SHIFT> key for multi-selection.
TIP: You can resize the Fleet Manager window any way you like to display more or less equipment without
the need to scroll. You can also resize or rearrange any of the columns in spreadsheet view. To move a
column to a different position, simply click on the column header and drag the column to the position you
desire. Fleet Maintenance Pro will retain your layout settings even after exiting the program. This feature
applies to most data grids throughout the program.
Fleet Manager Toolbar:
Issue WO - (Shop Edition) - Issues a work order for the selected equipment. The "Generate
Work Order" screen will be displayed so you may auto-populate the work order with the PM
services and repairs that are due along with the part and labor requirements (if applicable).
-OREnter Maintenance (Standard & Deluxe Edition) - Records preventive or repair
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maintenance that has been performed on the selected equipment. In order to save data entry
time, the Deluxe Edition will auto-populate the maintenance entry with the PM services and
repairs that are due.
Schedule Repair - Provides the ability to schedule or log an unexpected repair that needs to
be performed on the selected equipment. Just like the preventive maintenance that is due,
the scheduled repairs will highlight the equipment red when the scheduled date (or meter) is
reached or passed.
Record Fuel - Click this button to quickly log a fuel transaction for the selected equipment.
Maintenance Due - If you need specific details on why maintenance is due for your
equipment, you can click this button. The "Maintenance Due" screen will display showing all
services due, when they were last performed, the tracking interval, and more. If you wish to
view maintenance due for more than one piece of equipment, you can print/preview the
"Maintenance Due" report instead which can be accessed via the "REPORTS -->
MAINTENANCE --> Maintenance Due (Detailed)" menu item.
PM Status - Click this button to view the current status of ALL preventive maintenance
services for the selected piece of equipment. The PM Status screen will display showing
when the services were last performed, the tracking interval, and when they are next due. If
PM services are due (or soon due), they will be color coded on this screen as well.
History - Click this button to display a complete maintenance history for the selected
equipment. This screen will display all completed preventive maintenance, repairs, parts,
labor, and associated costs for the selected equipment.
Last PM - Click this button if you need to manually configure the "Last Performed"
parameters (date or metered units) for the PM services assigned to the selected equipment.
When you initially 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 Fleet
Maintenance Pro can accurately determine when they are next due. Once initially configured,
you should not need to visit this screen again as Fleet Maintenance Pro will automatically
update these values when history is recorded via a maintenance entry or work order.
Fuel - Click this button to display a complete fuel transaction history for the selected
equipment. This screen will display all fuel transactions including fuel economy statistics and
associated costs. Fuel records can be added, edited, or deleted here as well.
2.1.4
Step #1 - Establishing Locations/Departments
Fleet Maintenance Pro allows you to categorize your equipment by Location and Category.
Although categorizing your equipment is not required, it will make it much easier to manage
and organize your equipment. It also provides the ability to generate and filter reports by
location and category. You can create as many locations and categories as you wish.
For example, if you have 2 separate locations, you can have 2 locations named "Location A"
and "Location B" respectively. Then, you can define the categories for each location such as
"Cars & Trucks", "Excavating Equipment", and "Trailers" for "Location A". "Location B" may
have "Air Compressors", "Fork Lifts", and "Generators".
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Use the "Location/Category Setup" screen to define the different locations and/or categories
for your fleet. If you do not want to categorize your equipment, simply use the default
location/category provided when adding your vehicles and equipment into Fleet Maintenance
Pro. If desired, the location or category assignments can always be configured at a later time
by double-clicking on the equipment, and changing the Location/Category assignment on the
"General" tab.
To get to the "Location/Category Setup" screen, on the main menu, click the "Setup" menu
item and then choose "Location/Categories".
The Location/Category Setup screen:
To add a location:
Click the "Add Location" button. A small screen will be displayed requesting a location
name. Type the name of the new location and click "OK". The new location will be created
and displayed in the listing.
To add a category:
Select the location for which you wish to add a category. Then, click the "Add Category"
button. A small screen will be displayed requesting a category name. Type the name of the
new category and click "OK". The new category will be created within the selected location.
TIP: A location must contain at least one category before the location can be assigned to a
piece of equipment. This screen also allows you to copy-paste location structures using the
right click method. This will save you typing effort if you have multiple locations with basically
the same categories.
© 2011, Innovative Maintenance Systems, all rights reserved
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17
Step #2 - Defining your PM Schedules
Before adding your equipment into Fleet Maintenance Pro, you should define the maintenance
schedules that will be assigned to your equipment using the "PM Schedule Setup" screen. A
maintenance schedule contains one or more preventive maintenance services (PM) that are
required to be performed on a date and/or meter interval.
A simple example of a preventive maintenance service that we can relate to would be an "Oil
& Filter Change" with a 3 month or 3,000 mi, km interval. There are various tracking intervals
that can be specified for your PM services such as days, weeks, months, years, mileage,
kilometers, or hours. Fleet Maintenance Pro uses these interval settings to automatically
inform you when maintenance is due for your equipment.
When defining your maintenance schedules, if possible, it is recommended that you define
them for the "groups" of similar equipment you will be tracking. For example, if you have 10
fork lifts that all follow the same routine maintenance cycles, you can create one
maintenance schedule in Fleet Maintenance Pro for all 10 "Fork Lifts". That way, if changes
are made to the schedule at a later time (i.e. you alter a maintenance interval, add a PM
service, etc), all equipment assigned to that schedule will inherit the change instead of
making the change in 10 individual maintenance schedules.
Once your maintenance schedules are defined, when adding equipment into Fleet
Maintenance Pro, you can choose a maintenance schedule for the equipment to follow.
When you assign equipment to a schedule, the equipment inherits all the PM services
defined by the schedule you choose. As indicated above, you can assign the same
maintenance schedule to as many pieces of equipment as you like. Also, you can define as
many PM services within each schedule as you like.
TIP: Even though more than one piece of equipment can be assigned to a common
maintenance schedule, each piece of equipment will still have its own unique last performed
date and/or meter for each PM service in the maintenance schedule. In other words,
equipment assigned to the same maintenance schedule can still be due at different times.
To add a maintenance schedule:
1. On the main menu, click the "PM Schedule" icon.
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2. Next, click the "New" button in the "Schedule" section at the top of the screen.
3. Type the name of your new schedule. For example: "Fork Lifts".
4. Below the schedule name, check the boxes next to the intervals you wish to track for this
schedule. For example, if some of the PM services you define for this schedule will be
tracked by a date interval, check the "Track by date" check box. If some PM services you
define will be tracked by an odometer interval, check the "Track by meter" check box and
select the type of meter. The Deluxe and Shop Editions of Fleet Maintenance Pro also allow
for multiple meter tracking where you can track by a secondary meter if desired.
5. Finally, click the "Save" button.
You can now add PM services to this schedule.
To add a PM service to your schedule:
1. On the "PM Service" toolbar located at the bottom of the screen, click the "Add" button.
2. You can enter the Service Name and set your desired date and/or meter interval values.
3. Click the "Save" button.
TIP: 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 have already entered in another schedule.
To import services from another schedule:
1. Click on the "Import" button to display the "Import Maintenance Services" screen.
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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" 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.
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.
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2.1.6
Fleet Maintenance Pro Version 12
Step #3 - Adding vehicles/equipment
Adding equipment is a simple process and does not require a wealth of equipment details.
As an example, we will add a piece of equipment with the most basic information.
To add a new piece of equipment:
1. On the Main Menu or Fleet Manager screen, click the "Add" button.
(Shop Edition shown)
2. Enter a unique "Unit #" for your equipment.
TIP: The "Identification" field will be automatically populated as you populate the "Unit #", "
Make", or "Model" fields. The "Identification" is used on many of the reports to easily identify
the equipment. You can alter this to your liking or simply let the software set this field for you.
3. In the "Maintenance Tracking" group, choose the "Maintenance Schedule" you wish to
assign to this piece of equipment which contains the PM services assignments you wish to
track.
4. Next, you can enter the "Base Date". If the schedule you chose is meter enabled, you
may also enter the "Current" and "Base" meter reading value. The base information (date
and meter reading) is used to initialize the PM service's (i.e. Oil Change) last performed
parameters for this equipment. The last performed parameters are used when calculating
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maintenance due. For example, referring to the screen above, when this equipment is
saved, ALL of its PM services (for the chosen schedule) will have the last performed date set
to "5/15/2008", and last performed meter set to "0" (i.e. Oil Change; last performed on
5/15/2008 @ 0 hrs). When adding a piece of equipment, Fleet Maintenance Pro will by
default, assume that you are starting from scratch tracking maintenance for this equipment.
The base information will default to the current date and current meter as your starting point.
If you have old maintenance records you plan to enter into Fleet Maintenance Pro, enter in
the earliest date and meter for which you have records for the "Base Date" and "Base Meter"
fields.
Note: The last performed parameters (date and meter) for each PM service can be adjusted for
accuracy after the new equipment is added. You will see this in Step #7.
5. Next, in the "Assignment" area, choose the "Location" and "Category" if you are
categorizing your equipment. If you do not want to assign Locations or Categories, simply
use the defaults. You can always change them later by editing the equipment information.
6. We have just entered all of the required information. You can enter as much information
as you like in the other fields and tabs.
There are also 25+ custom fields you can define on the equipment information tabs. Tabs
that contain the custom labels are "General" (5), "Specifications" (18), "Purchase" (2),
"Expirations" (2), and "Loan/Lease" (1).
By default, all custom fields read "(click to define)" when you are adding a new piece of
equipment. Simply click on the "(click to define)" text to define the label. A small screen 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, to save data entry time, they can be
saved as defaults for each subsequent equipment you enter by checking the "Save Custom
Labels as Default" check box on the bottom of the screen. In addition, if you wish to alter data
or custom fields for multiple pieces of equipment that have already been added, you can multiselect equipment on the "Fleet Manager" screen and then click "Edit".
6. Click the "Save" button to save your equipment.
7. Finally, you will be asked if you wish to configure the "Last Performed" data at this time.
Again, the "Last Performed" data is used when calculating maintenance due. You should tell
Fleet Maintenance Pro when the PM services in the assigned schedule were last performed,
or let Fleet Maintenance Pro assume the Base Date and Base Mileage figures for the last
performed data as a starting point. Choose "Yes" or "No". You can always configure the
"Last Performed" data at a later time by clicking the "Last PM" button on the Fleet Manager
screen.
2.1.7
Scheduling and Tracking Repairs
Fleet Maintenance Pro includes a repair scheduling utility which allows you to schedule or
report unexpected repairs that are noticed while your equipment is on duty. The software will
keep a log of these repairs until they are completed. Scheduled repairs are also a factor
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when determining when the equipment is due for service.
For example, let's say a driver notices that the right front parking light is out on the equipment.
The operator (or anyone) can log this problem into Fleet Maintenance Pro so the repair can
be flagged, tracked, and followed through completion.
TIP: Alternatively, in the Shop Edition, you could simply generate a work order for an
unexpected repair. However, in cases where you would not want to create a work order for a
minor repair, the repair scheduling utility may be a handy alternative.
To record an unexpected repair that needs to be performed:
1. Select the appropriate equipment on the "Fleet Manager" screen and click the"Schedule
Repair" button.
2. On the "Schedule Repair" screen, you can record the item(s) that require attention in the "
Enter Repairs Needed" section. Just click the "Add" button to add a new repair item to the
list and enter the details to identify the problem.
3. If necessary, the repair can be scheduled for a future date based on the equipment's
availability. If this is a minor repair that does not require immediate attention, check the "
Delay notification until next PM" check box and the repair will be suppressed from notification
until the equipment is due for the next preventive maintenance service.
4. Click the "Save" button.
Once the repair is logged, assuming the date, units, or delay option has not been adjusted,
the equipment will be flagged as due on the "Fleet Manager" screen with the repair(s) that
have been requested. The repair will be indicated with a "red" wrench icon as discussed in
the "Fleet Manager" section.
Note: To indicate repairs (or PM) have been completed, you can log a maintenance entry
(Standard and Deluxe Editions) or generate/close a work order (Shop Edition). This procedure
will be discussed in a later section.
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Scheduled Repairs Management Screen
To view a master list of outstanding repairs for all of your equipment, you can view the "
Scheduled Repairs Management" screen. To display the "Scheduled Repairs Management"
screen, click the "Repairs" button on the main menu toolbar. You can add, edit, or delete
scheduled repairs using this screen.
2.1.8
Recording Maintenance Performed
When preventive or repair maintenance is physically performed on your equipment, you need
to inform Fleet Maintenance Pro by recording a maintenance entry. When a maintenance
entry is recorded, Fleet Maintenance Pro will reset the PM 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 equipment indicating the services
performed, costs, and other details.
To record a maintenance entry:
1. Select a piece of equipment.
2. Click the "Record Maintenance" button. If you are using the Deluxe Edition, you will be
presented with the following screen providing you options to automatically populate the
maintenance entry with the maintenance due for the equipment.
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Fleet Maintenance Pro Version 12
3. Click "OK" to proceed to the "Record Maintenance Performed" screen. You will notice
that if you checked the boxes to include maintenance that was due and soon due, the
maintenance tasks necessary will be pre-populated for you:
Record Maintenance Performed Screen:
(Deluxe Edition shown)
4. Enter the required data for the maintenance entry: Date, Meter, and at least one
preventive maintenance or repair entry. If using the "Deluxe" or "Shop" edition, the "
Maintenance Tasks" 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 the "Add" 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.
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At the moment you click the "Save" button, provided all due (or soon due) maintenance has
been satisfied, the equipment will not longer be color shaded on the "Fleet 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 equipment.
Expirations:
Equipment expirations such as registration renewals, MVI notifications, emissions, etc. may
be updated from the Fleet 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.
2.1.9
Viewing the Maintenance History
When maintenance is performed on a piece of equipment or work orders are closed (Shop
Edition), a record is logged to the maintenance history indicating the preventive maintenance,
repair maintenance, parts, labor, costs, and more. The maintenance history is useful for
analyzing costs and detecting trends in neglect, abuse, or aging equipment.
To view the maintenance history for your equipment:
1. Select a piece of equipment.
2. Click the "History" button.
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Maintenance History screen:
(Shop Edition shown)
Depending on which edition of Fleet Maintenance Pro you purchased, there may be 5 tabs
located on the history screen: "History Entries", "PM Services", "Repairs", "Parts", and "
Labor".
(Shop Edition shown)
The "History Entries" tab displays the history records logged for the chosen equipment on
the "Fleet 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, labor, 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
, Parts, and Labor 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:
(Shop Edition shown)
The date interval settings allow you to view the history between a certain date period. For
example, companies with extensive histories for their equipment may want to only view
history for the current year. Check the "Enable date range" check box and use the calendar
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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.
2.1.10 Generating Reports
Fleet Maintenance Pro ships with numerous reports that detail nearly every aspect of your
fleet data.
The easiest way to access the reports is to click the "Reports" toolbar button on the main
menu screen to display the "Report Viewer". The reports are categorized so you can easily
find the report you are looking for.
Report Viewer Screen:
(Shop Edition shown)
Upon selecting a report, it will be immediately displayed in the preview window.
Filtering Options
Fleet 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 various filtering
options to choose from.
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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 your entire fleet.
· "Selected equipment only" - prints the selected report for the selected equipment on the
"Fleet Manager" screen. You may multi-select equipment on the "Fleet Manager"
screen.
· "Selected Category" - prints the selected report for the equipment in the selected
category as chosen on the "Fleet Manager" screen.
· "Selected Location" - prints the selected report for the equipment in the selected
location as chosen on the "Fleet Manager" screen.
You can also assign a status filter to the report using the "Status Filter" drop-down list. This
allows you to display equipment that has a specific Status assigned to it, such as Active,
Inactive, Sold, or you can choose "Any Status" to ignore the equipment status for the report.
Date Filtering
If the selected report contains date information, the date filtering option will be displayed:
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, Fleet 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. However, if desired,
you may also adjust the dates manually.
Additional Filter Criteria
If you need to be more specific, Fleet 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 "
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Condition", and finally the "Value".
Other Options
"Customize Report" (Deluxe and Shop Editions only) - Click this button to load the "Report
Designer" utility. From there, you can alter the report layout by adding fields, deleting fields,
or simply re-arranging the report to your liking.
"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. You can even export the report to various file types using this screen.
This concludes the Fleet Maintenance Pro "Getting Started" section. There are many
additional program features which we did not cover. Other features include the tracking of
parts inventory (Shop Edition), purchase orders (Shop Edition), employees, vendors, and
more. For additional information, please view the online help provided with the program or
obtain the full manual from the website or CD-ROM. Please visit www.mtcpro.com
frequently for the latest updates and information.
2.2
Vehicles/Equipment
2.2.1
Vehicle Information
Many types of information can be entered for each piece of equipment. Below are the different detail
tabs available when adding a new piece of equipment:
"General" tab screen - contains information most significant to the equipment such as equipment #,
year, make, model, mi/km/hr, and a few custom fields you can define on your own.
"Specifications" tab screen - This tab contains additional details you can record about the piece of
equipment including additional custom fields. Click on the labels to the left of the data fields to redefine any label value. All data is optional on this tab.
"Purchase" tab screen - Contains information regarding purchase date, mi/km/hrs, dealership, cost,
depreciation (Deluxe and Shop Edition only), and 2 custom fields. All data is optional on this tab.
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"Expirations" tab screen - Contains expiration specific information such as plate #, registration, MVI,
and 2 custom fields. All data is optional on this tab.
"Tires" tab screen (Deluxe and Shop Edition only)- Configure tire options such as number of axles,
size, pressure, and layout . All data is optional on this tab.
"Loan/Lease" tab screen - Enter information about the financial institution and contacts. All data is
optional on this tab.
"Insurance" tab screen - Contains insurance information such as company, policy #, term dates,
premium, deductible, ...etc. All data is optional on this tab.
"Photo" tab screen (Deluxe and Shop Edition only) - Select to store a photo of the equipment in
JPEG format. Imported photos must be in JPEG or BMP format. Use the "Add" and "Delete" buttons
to add/delete photos from this tab. You can also RIGHT click on the photo box, choose "Add Image",
and then browse to the desired photo. All data is optional on this tab.
"Attachments" tab screen (Deluxe and Shop Edition only) - Enter a description and directory path
to open documents directly from the Fleet Maintenance Pro software. This is simply a shortcut to the
external file or document. The file is not stored or saved within Fleet Maintenance Pro's database. All
users must have access to the specified directory to access saved attachments. All data is optional
on this tab.
"Notes" tab screen - Enter any other information for the equipment. All data is optional on this tab.
"Configure" tab screen - Contains equipment setup information for detail tabs and virtual meters. All
data is optional on this tab.
© 2011, Innovative Maintenance Systems, all rights reserved
- Standard Edition -
2.2.2
31
Adding a vehicle/equipment
Adding equipment is a simple process and does not require a wealth of equipment details.
As an example, we will add a piece of equipment with the most basic information.
To add a new piece of equipment:
1. On the Main Menu or Fleet Manager screen, click the "Add" button.
(Shop Edition shown)
2. Enter a unique "Unit #" for your equipment.
TIP: The "Identification" field will be automatically populated as you populate the "Unit #", "
Make", or "Model" fields. The "Identification" is used on many of the reports to easily identify
the equipment. You can alter this to your liking or simply let the software set this field for you.
3. In the "Maintenance Tracking" group, choose the "Maintenance Schedule" you wish to
assign to this piece of equipment which contains the PM services assignments you wish to
track.
4. Next, you can enter the "Base Date". If the schedule you chose is meter enabled, you
may also enter the "Current" and "Base" meter reading value. The base information (date
and meter reading) is used to initialize the PM service's (i.e. Oil Change) last performed
parameters for this equipment. The last performed parameters are used when calculating
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maintenance due. For example, referring to the screen above, when this equipment is
saved, ALL of its PM services (for the chosen schedule) will have the last performed date set
to "5/15/2008", and last performed meter set to "0" (i.e. Oil Change; last performed on
5/15/2008 @ 0 hrs). When adding a piece of equipment, Fleet Maintenance Pro will by
default, assume that you are starting from scratch tracking maintenance for this equipment.
The base information will default to the current date and current meter as your starting point.
If you have old maintenance records you plan to enter into Fleet Maintenance Pro, enter in
the earliest date and meter for which you have records for the "Base Date" and "Base Meter"
fields.
Note: The last performed parameters (date and meter) for each PM service can be adjusted for
accuracy after the new equipment is added. You will see this in Step #7.
5. Next, in the "Assignment" area, choose the "Location" and "Category" if you are
categorizing your equipment. If you do not want to assign Locations or Categories, simply
use the defaults. You can always change them later by editing the equipment information.
6. We have just entered all of the required information. You can enter as much information
as you like in the other fields and tabs.
There are also 25+ custom fields you can define on the equipment information tabs. Tabs
that contain the custom labels are "General" (5), "Specifications" (18), "Purchase" (2),
"Expirations" (2), and "Loan/Lease" (1).
By default, all custom fields read "(click to define)" when you are adding a new piece of
equipment. Simply click on the "(click to define)" text to define the label. A small screen 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, to save data entry time, they can be
saved as defaults for each subsequent equipment you enter by checking the "Save Custom
Labels as Default" check box on the bottom of the screen. In addition, if you wish to alter data
or custom fields for multiple pieces of equipment that have already been added, you can multiselect equipment on the "Fleet Manager" screen and then click "Edit".
6. Click the "Save" button to save your equipment.
7. Finally, you will be asked if you wish to configure the "Last Performed" data at this time.
Again, the "Last Performed" data is used when calculating maintenance due. You should tell
Fleet Maintenance Pro when the PM services in the assigned schedule were last performed,
or let Fleet Maintenance Pro assume the Base Date and Base Mileage figures for the last
performed data as a starting point. Choose "Yes" or "No". You can always configure the
"Last Performed" data at a later time by clicking the "Last PM" button on the Fleet Manager
screen.
2.2.3
Editing Vehicle Data
After a piece of equipment is added into Fleet Maintenance Pro, the equipment information can be edited
from the Fleet Manager screen.
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To edit a piece of equipment:
1) On the Fleet Manager screen, double click the equipment that you wish to edit -OR- click once on the
piece of equipment and click the "Edit" button.
2) At this point, you can modify any information on any of the tabs. If modifications are made, you will
need to click the "Save" button to save your changes.
2.2.4
Deleting a vehicle/equipment
Deleting a piece of equipment from your fleet will delete all work orders, scheduled repairs,
maintenance data, history, accident data, fluid data, trip data, odometer data, tire data,
miscellaneous expense data, and fuel data for the equipment. It will be as if the equipment
were never entered into Fleet Maintenance Pro. If you want to maintain this information, do not
delete the equipment. Instead, change the equipment's status to "Inactive" and Fleet Maintenance Pro
will ignore the equipment when printing reports. Additionally, maintenance services will not track and flag
as due on the equipment when it is in a status that is not "Active".
To delete a piece of equipment:
1) Select the equipment you wish to delete.
2) Then, click the "Delete" button on the Fleet Manager screen.
3) Click "Yes" to permanently delete the equipment -OR- click "No" to cancel the deletion of the piece of
equipment.
Note: When deleting equipment, only one piece of equipment may be deleted at a time. As a
precaution, multi-selected deletions are not supported.
2.2.5
Recording Maintenance Performed
When preventive or repair maintenance is physically performed on your equipment, you need
to inform Fleet Maintenance Pro by recording a maintenance entry. When a maintenance
entry is recorded, Fleet Maintenance Pro will reset the PM 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 equipment indicating the services
performed, costs, and other details.
To record a maintenance entry:
1. Select a piece of equipment.
2. Click the "Record Maintenance" button. If you are using the Deluxe Edition, you will be
presented with the following screen providing you options to automatically populate the
maintenance entry with the maintenance due for the equipment.
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3. Click "OK" to proceed to the "Record Maintenance Performed" screen. You will notice
that if you checked the boxes to include maintenance that was due and soon due, the
maintenance tasks necessary will be pre-populated for you:
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Record Maintenance Performed Screen:
(Deluxe Edition shown)
4. Enter the required data for the maintenance entry: Date, Meter, and at least one
preventive maintenance or repair entry. If using the "Deluxe" or "Shop" edition, the "
Maintenance Tasks" 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 the "Add" 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 equipment will not longer be color shaded on the "Fleet Manager" screen.
The maintenance data has been updated for the tasks performed, and the date/meter values
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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 equipment.
Expirations:
Equipment expirations such as registration renewals, MVI notifications, emissions, etc. may
be updated from the Fleet 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.
2.2.6
Scheduling a repair
Fleet Maintenance Pro includes a repair scheduling utility which allows you to schedule unexpected
repairs that may occur with your equipment. When the repairs are completed in a work order or
maintenance entry, they will automatically be removed from with scheduled repairs database and logged
to the history for that piece of equipment.
For example, let's say a driver notices that the right front parking light is out on the piece of equipment.
The repair maintenance can be easily entered into the repair utility by selecting the appropriate piece of
equipment and clicking the "Schedule Repair" button on the Fleet Manager screen. Then, the user
can enter the parking light repair and any other repairs that are needed. If necessary, the repair can be
scheduled for a particular date in the event the equipment is unavailable until a certain date. Once the
repair is scheduled, it can be viewed on a report using the "PM Check Wizard", which will list the repair
along with the PM services that are due. When the parking light repair is completed in a work order or
maintenance entry, it will be automatically logged to the maintenance history for that piece of equipment
and removed from the scheduled repairs database.
To schedule a repair:
1) Select a piece of equipment.
2) Click the "Schedule Repair" button.
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3) If you already selected the equipment on the Fleet Manager, you don't have to select it again in the "
Equipment" field.
4) Choose a "Repair By/On" date. Fleet Maintenance Pro will flag the repair when a PM Check is
activated as long as the current date is equal to or greater than this date. This field is useful if the repair
can't be performed until a future date when the equipment is available.
5) Select a driver or employee from the "Requested By" list. This is the person who reported the repair.
6) Check the "Delay notification until next PM" button to delay repair notifications until a PM Service is
due. This can be useful if the repair is very minor and can wait to be performed until a PM task is due.
7) In the "Enter Repairs Needed" list, click the "Add" button.
8) Begin typing the repair needed in the "Repair" box, such as "Replace parking light" and then press
the <TAB> key to move to the "Type" field. Now add or select any type description that best fits the
repair. By pressing the <TAB> key once more, you may add additional information to the "Comments"
field. Additionally, you may select a "Priority" for this repair, flagging it as High, Medium, or Low priority.
9) Click the "Save" button on the Add Scheduled Repair screen. (You can continue to enter multiple
repairs in this list by repeating steps #7 though #9.)
10) Once you are completely finished entering repair records, click the LARGE "Save" button on the
bottom right of the screen to save changes and return to the previous screen.
Now that the repairs are scheduled, they will be reported when the "WO Wizard" is activated (as long
as the repair dates are within range) in Shop Edition.
2.2.7
Configuring Last PM data
The accuracy of all PM maintenance data is crucial when calculating when maintenance is due. The
"Last Date Performed" and "Last Mi/Km/Hrs Performed" parameters for each PM service are particularly
important when the calculations are performed. There are 3 methods by which the "Last Performed"
maintenance data can be updated while using Fleet Maintenance Pro:
1) Base Information - When adding a piece of equipment into Fleet Maintenance Pro, you are required to
enter a "Base Date" and "Base Mi/Km/Hrs" value. The base information (date and mi/km/hr) is used to
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initialize the PM service's last performed data for the equipment. For example, when the equipment is
saved, ALL of its PM services (for the chosen schedule) will have the "Last Date Performed" and "Last
Performed Meter" set to the "Base Date" and "Base Mi/Km/Hrs" respectively (i.e. Oil Change; last
performed on 1/22/2005 @ 24,736 mi/km/hrs). When adding a piece of equipment, Fleet Maintenance
Pro will assume that you are starting from scratch tracking maintenance for this equipment and the base
information will default to the current date and current meter as a starting point. If you have old
maintenance records you plan to enter into Fleet Maintenance Pro, enter in the earliest date and
mileage for which you have records for the "Base Date" and "Base Mi/Km/Hrs" fields when adding
equipment into the software.
2) Last PM Setup screen - After a piece of equipment has been added, you can adjust the "Last
Performed" data for each PM service using the PM Setup Screen. To activate the "Last PM Setup"
Screen, select a piece of equipment and click the "Last PM" button.
3) Recording Maintenance Performed -OR- Entering Work Orders - After initially setting up your
"Last Performed" data, Fleet Maintenance Pro will take over from there. When maintenance is
performed on a piece of equipment, it is recorded using the "Record Maintenance Performed" screen and
the "Last Performed" data is updated.
In the Shop Edition, when the work order is tagged as "Closed", the services and repairs performed are
written to the history. When the "Closed" status is reached for the work order, Fleet Maintenance Pro
will automatically adjust the "Last Performed" data for the PM services that were performed to the date
the work order was tagged as "Closed".
2.2.8
Viewing PM Status
You can view the current status of the PM services defined for a piece of equipment at any time. This
function will allow you to see what PM services are currently in need of attention and the status of the
other maintenance operations that are not in need of attention. To ONLY report the maintenance
due, click the "Maintenance Due" button instead.
To view the Current Maintenance Status:
1) Select a piece of equipment.
2) Click the "PM Status" button.
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Current Maintenance Status screen:
(Shop Edition shown)
3) The PM and Repair Maintenance Status screen displays a list of PM services that detail the following
for each:
· Date and mi/km/hr that the service was last performed.
· Desired interval at which the service should be performed.
· The calculated date and odometer reading at which the service will be due.
4) You can easily see what is currently due by the RED color coded interval data. The YELLOW interval
data is what will soon be due. The GREEN color code indicates services are due and have already been
assigned to a work order. These parameters can be changed on the Configure Fleet Maintenance Pro
screen. Plain interval text simply indicates the service is not currently due.
2.2.9
Viewing Maintenance History
When maintenance is performed on a piece of equipment or work orders are closed (Shop
Edition), a record is logged to the maintenance history indicating the preventive maintenance,
repair maintenance, parts, labor, costs, and more. The maintenance history is useful for
analyzing costs and detecting trends in neglect, abuse, or aging equipment.
To view the maintenance history for your equipment:
1. Select a piece of equipment.
2. Click the "History" button.
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Maintenance History screen:
(Shop Edition shown)
Depending on which edition of Fleet Maintenance Pro you purchased, there may be 5 tabs
located on the history screen: "History Entries", "PM Services", "Repairs", "Parts", and "
Labor".
(Shop Edition shown)
The "History Entries" tab displays the history records logged for the chosen equipment on
the "Fleet 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, labor, 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
, Parts, and Labor 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:
(Shop Edition shown)
The date interval settings allow you to view the history between a certain date period. For
example, companies with extensive histories for their equipment may want to only view
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history for the current year. 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.
2.2.10 Fuel Tracking
Using the "Fuel History Log" screen, you can track a piece of equipment's fuel consumption by recording
information from fuel purchases. Fleet Maintenance Pro calculates a wide range of statistics based on
the recorded transactions.
To access the fuel history screen, select piece of equipment and click the "Fuel" button.
Fuel History Screen:
(Shop Edition Shown)
The "Fuel History" contains a list of fuel transactions that have been recorded for the equipment. There
are numerous pieces of information that can be recorded when an entry is added:
· Purchase Date - The date of the transaction.
· Fill Meter - The odometer reading of the transaction.
· Difference - After entering the "Fill Mileage" data, the "Difference" column will automatically be
calculated by subtracting the last fill meter that does not exceed the new meter. The "Difference" will
then be used to calculate distance traveled.
· Consumed - The amount of fuel consumed during fueling. After this is entered and you tab to the
next field, the MPG or L/100km will automatically be calculated and displayed in the "MPG or
L/100km" box.
· Price - The price per unit of fuel (gallon or liter). Once entered and you tab to the next column, the
"Total Cost" will be automatically calculated by multiplying Price * Gallons/Liters Consumed.
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·
·
·
·
·
·
·
·
Fuel Type - The type of fuel.
Brand - The brand of fuel.
State (Deluxe and Shop Edition only) - State/province where the fuel was purchased.
Vendor - Vendor where the fuel was purchased.
Driver - Driver at the time of fueling.
Stock Tank (Shop Edition only) - Stock fuel tank used for fueling.
Cost Center - Fund that fuel costs are retrieved from.
Comments - Comments you wish to associate to the fuel entry.
Date Interval Settings:
The date interval parameters allow you to view the fuel purchases within a certain date period. For
example, companies with large fuel histories may want to only view fuel purchases for the current year.
The date intervals can be set in the "Date Interval Settings" section using the calendar selection
controls. The date interval parameters can also be configured on the "Configure Fleet Maintenance Pro"
screen to maintain the same date interval settings each time the "Fuel History" screen is displayed.
Fuel Statistics:
The "Fuel Statistics" section contains important statistical information based on the fuel entries for a
piece of equipment. The fuel statistics reflects only the data being viewed. Therefore, if a date interval is
specified, the statistics will only reflect the data between the date intervals provided. Each statistic is
defined below:
·
·
·
·
·
·
·
·
Total Cost – The sum of all fuel entries listed.
Total Gallons – The sum of all fuel consumed for the entries listed.
Total Mileage - The total distance traveled based on the entries listed.
Cost Per Mile – The actual fuel cost per mile based on the mi/km/hr range between the first and
last entry listed.
Average Cost – The average fueling cost based on the entries listed.
Average Gallons – The average fuel consumed per fill-up.
Average Mileage - The average distance traveled between purchases.
Overall MPG – The average MPG based on the entries listed.
See also:
Adding a fuel purchase
Editing a fuel purchase
Deleting a fuel purchase
2.2.11 General Expense History
Using the "General Expense History" screen enables you to record, track and view miscellaneous
expenses. (ie. insurance, registration, loan/lease)
To access the "General Expense History" screen, select a piece of equipment. Then, click on the "
Equipment" menu, then "Histories", and select "General Expense History".
General Expense History screen:
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"Enable Date Range" allows you to view entries that are within the specified date period.
To add a general expense entry:
1) Click on the "Add" button and then enter the expense (ie.insurance,registration, loan/lease ect), the
cost, and notes.
2) Click the "Save" button when you are complete.
To edit a general expense entry:
1) Select a general expense entry on the "General Expense History" screen.
2.) Double-click or click the "Edit" button. The "Edit General Expense" screen will appear. Edit the
entry to your liking.
3) Click "Save" when you are done.
To delete a general expense entry:
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1) Select a general expense entry on the "General Expense History" screen.
2.) To DELETE click on the "Delete" button. A confirmation screen will appear asking if you want to
Delete the selected entry.
3) Click "Yes" to permanently delete -OR- click "No" to cancel the deletion.
2.2.12 Cost Statistics
The cost statistics screen displays detailed cost statistics for each unique PM service and repair.
Statistics can be viewed for your entire fleet, a particular location, a particular department, or by selected
pieces of equipment. The Deluxe Edition will also display part statistics and the Shop Edition will add
labor statistics.
PM Cost Statistics screen:
(Shop Edition shown)
Selected
Choose which piece of equipment for which you wish to calculate statistics:
· All equipment - Your entire fleet will be analyzed.
· Selected equipment only - Only the selected equipment on the Fleet Manager screen will be
analyzed.
· Selected Category - Only the selected department on the Fleet Manager screen will be analyzed.
· Selected Location - Only the selected location on the Fleet Manager screen will be analyzed.
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The Grid Columns
· PM Service – This column lists the PM maintenance services that are available to the equipment.
· Total Cost – This column provides the total costs for each PM maintenance service. For example, if
you have 2 "Oil Changes" in the history at $19.95 each, this column will display $39.90.
· % of Total – This column represents the percent of the total history costs for which each maintenance
operation accounts. This column can easily show you where most of you money is invested in the
piece of equipment.
Note: The GRAND TOTAL for all of the maintenance in the history is beneath the "Total Cost" column.
View Settings
Here, you can specify a date interval and view the cost statistics within the date range. By default, this
will be set to the "Maintenance History" date interval settings.
To print this information, click the "Print" button.
To exit this screen, click the "Close" button.
2.2.13 Meter Replacement
Using the "Meter Replacements" screen allows you to replace the meter in a piece of equipment and
track it.
To get to the Meter Replacement screen, select a piece of equipment, then on the Main Menu click on
"Equipment", then scroll down and select "Meter Replacements".
Meter Replacement Screen:
1.) To Add a new meter, click the "Add" button and then enter the "Identification","Date", "Current
Reading", "Replacement" and a "Description" of why you are replacing the meter or any other comments
you wish to add. The current reading is the reading on the meter that's being replaced. The replacement
reading is the reading on your new meter.
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Click the "Save" button when you are done.
2.) To Edit click the "Edit" button on the "Meter Replacements" screen, this will bring up the "Edit Meter
Replacement" screen. Make any necessary changes to the information that you have previously entered.
Then click the "Save" button when you are done.
3.) To Delete click the "Delete" button on the "Meter Replacements" screen. A delete confirmation will
appear.
4) Click "Yes" to permanently delete the equipment -OR- click "No" to cancel the deletion of the
equipment.
Note: When deleting, only one item may be deleted at a time. As a precaution, multi-selection
item deletions are not supported.
2.3
Preventive Maintenance
2.3.1
Schedules
2.3.1.1
Schedule Setup Screen
Use the "PM Schedule Setup" screen to define preventive maintenance schedules that you will assign to
your fleet equipment. Maintenance schedules contain preventive maintenance services that are required
to be done on a date and/or mileage/km/hr interval.
You will want to define your maintenance schedules according to the "groups" of equipment you will be
tracking. For example, you may want to have a maintenance schedule for your delivery equipment, and
have another maintenance schedule for your fork lifts.
PM Schedule Setup screen:
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Schedules: At the top of the screen, you will see the "Schedule" section of the window. This is where
you can add, edit/rename, or delete maintenance schedules. The drop-down combo box displays the
name of the schedule currently selected. The selected schedule's corresponding maintenance services
will be displayed in the PM service grid display.
Services: Toward the bottom of the screen, you will see the "Services" toolbar where you can add, edit,
or delete maintenance services assigned to the selected schedule. You can also "Import" maintenance
services from other schedules to avoid re-typing the information. (See the "Importing Maintenance
Schedules" topic for additional information). Use the "Print" button to print the selected schedule
information.
Note: It is important to remember that changes made to a maintenance schedule such as adding,
editing, or deleting a PM service will be reflected in all equipment assigned to the schedule that has
been altered. For example, if you change a date interval for a particular PM service, the new interval will
be used for ALL equipment assigned to that schedule. Adding or deleting a maintenance service will
also add/delete the maintenance service in all equipment assigned to that schedule.
PM Schedules functions:
Adding a schedule
Editing a schedule name
Deleting a schedule
PM Service functions:
Adding a PM service
Editing a PM service
Deleting a PM service
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2.3.1.2
Fleet Maintenance Pro Version 12
Adding a schedule
To add a maintenance schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Next, click the "New" button in the "Schedule" section at the top of the screen.
(Deluxe/Shop Edition shown)
3) Enter the following information about your schedule:
Schedule Name - The name to identify your schedule (i.e. "Fork Lifts", "Trucks", "Golf Carts", ...etc).
Track By Date - Check this box if you wish to track equipment assigned to this schedule by date.
When you begin to add PM services to the schedule you will be able to choose the date tracking units
(i.e. "Days", "Weeks", "Months", "Years").
Track By Meter (Primary) - Check this box if you wish to track equipment assigned to this schedule by
meter (i.e. Mileage, Kilometers, Hours). Then, choose the appropriate meter type for the maintenance
schedule. This will be considered your primary tracking meter.
Track By Meter (Secondary) - Deluxe and Shop Edition Only - Check this box if you wish to track
equipment assigned to this schedule by an additional meter (i.e. Mileage, Kilometers, Hours). Then,
choose the appropriate meter type for the maintenance schedule. This will be considered your
secondary tracking meter.
4) Finally, click the "Save" button.
Your new maintenance schedule has been created! You can now add PM services to this schedule.
See also:
Adding a PM service
2.3.1.3
Editing a schedule
To edit a maintenance schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule you wish to rename using the drop-down box in the "Schedule" section at the
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top of the screen.
3) Next, click the "Edit" button.
3) Type the name that will replace the original schedule name and/or make changes to the tracking
meters. Click the "Save" button when finished.
2.3.1.4
Deleting a schedule
To delete a maintenance schedule:
Note: In order to delete a schedule, the schedule cannot be assigned to any equipment. If the
schedule is still assigned to any piece of equipment, you will receive a warning message and won't be
able to delete the schedule.
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule you wish to delete using the drop-down box in the "Schedule" section at the top
of the screen.
3) Next, click the "Delete" button. A confirmation message will be displayed.
3) Click "Yes" to delete the schedule and all maintenance services associated with the schedule.
2.3.1.5
Adding a PM service
To add a PM service to a schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule for which you wish to add a PM service using the drop-down box in the
"Schedule" section at the top of the screen.
3) On the "Service" toolbar toward the bottom of the screen, click the "Add" button.
4) Enter the Service Name, Type, Days, and Mi/Km/Hr interval. All other information is optional.
5) Click "Save".
See also:
Editing a PM service
2.3.1.6
Editing a PM service
To edit a PM service in a schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule for which you wish to edit a PM service using the drop-down combo box in the
"Schedule" section at the top of the screen.
3) Click on the service you wish to edit on the grid display.
4) On the "Service" toolbar toward the bottom of the screen, click the "Edit" button.
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5) Make the necessary changes.
6) Click "Save".
See also:
Deleting a PM service
2.3.1.7
Deleting a PM service
To delete a PM service in a schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule that you wish to delete a PM service from using the drop-down box in the
"Schedule" section at the top of the screen.
3) Click on the service you wish to delete on the grid display.
4) On the "Service" toolbar toward the bottom of the screen, click the "Delete" button to delete the
selected service. A confirmation message will be displayed.
5) Click "Yes" to delete the selected PM service.
2.3.1.8
Service Entry Screen
Use the Service Entry screen to add or edit PM service entries on the "PM Schedule Setup" screen.
Clicking "Add" or "Edit" on the "PM Schedule Setup" screen will display this window.
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The Service Name and Type are required fields.
Service Name - The name of the PM service.
Service Type - The type of PM service. See the "PM Types" topic for information on adding, editing, or
deleting maintenance types.
Enabled - Indicate whether you should be informed that maintenance is due (or soon due) by choosing "
Yes" or "No".
Priority - Select High, Medium, or Low priority.
Days - The maintenance interval in days for which this item needs flagged. Uncheck the "Date Tracking"
checkbox or enter "0" to disable days tracking.
Mi/Km/Hrs - The maintenance interval in mileage, kilometers, or hours for which this item needs flagged.
Uncheck the "Mileage Tracking" checkbox or enter "0" to disable odometer tracking.
Note: Enabling advanced notifications will allow services to be flagged early.
Click the "Save" button when you are finished.
2.3.1.9
Importing Maintenance Services Screen
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.
Import Maintenance Services Screen:
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On the left side of the import screen is the maintenance schedule you are importing from (the source
schedule). On the right side of the screen is the schedule you are importing to (the destination
schedule).
You can select multiple services in either list by holding the <Ctrl> key and clicking on the PM services
you wish to select. 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.
Use the ">" button to add the selected service(s) to the destination schedule.
Use the "<" button to delete the selected service(s) from the destination schedule.
IMPORTANT: Remember that changes made to a maintenance schedule are reflected on all
equipment assigned to that schedule!
2.3.1.10 Importing a Maintenance Service
To import a maintenance service:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule for which you wish to import PM services using the drop-down box in the
"Schedule" section.
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3) Click on the "Import" button to display the "Import Maintenance Services" screen.
4) On the left side of the screen, click on the service(s) you wish to add (import) to the schedule you
selected in Step #2.
Note: You can select multiple services b y holding the <Ctrl> key and clicking on the PM services you wish to
select. If you wish to import ALL services, click the "Select All Services" check b ox b elow the source list to
highlight ALL maintenance services in the source list.
5) Click the ">" button to add the selected service(s) to the schedule you selected in Step #2.
6) Click "OK" to import the services and return to the "Maintenance Schedule Setup" screen.
7) Click the "Close" button to return to the Main Menu.
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2.3.2
Fleet Maintenance Pro Version 12
The PM Check Wizard
The Perform Maintenance Check Wizard is designed to calculate and report PM services due based on
your PM interval data. Scheduled repairs that are due will also be reported. The PM Wizard will take
you through a series of simple steps and automatically calculate exactly what equipment and PM
services are currently due for your equipment.
To perform a maintenance check using the PM Wizard:
1) Click the Fleet --> PM Check Wizard --> All Equipment button from the Main Menu.
The "PM Check Wizard" screen will be displayed, describing the maintenance check procedure. You
may uncheck the "Show this screen when performing a maintenance check " check box to avoid
displaying this introduction in the future.
2) Click "Next" to advance to the next screen.
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(Shop Edition shown)
The "Maintenance Check Setup" screen contains default settings for the PM check. You can change
these default settings at any time using the File-->Options menu item.
"Perform maintenance check on" - Choose which equipment you wish to perform a maintenance
check.
· All equipment - A maintenance check will be performed on your entire list of equipment.
· Selected equipment only - A maintenance check will be performed on only the selected
equipment on the Fleet Manager screen.
· Selected Department - A maintenance check will be performed on the selected department only.
· Selected Location - A maintenance check will be performed on the selected location only.
"Equipment Status Filter" - By default, only "Active" equipment will be checked.
"Intervals to be checked" - Choose either "Date" or "Meter" intervals, or both. At least one interval
must be selected to perform a maintenance check.
"Show Maintenance" -You can specify to display only maintenance currently due -OR- maintenance
that is due within a date period. The date period option is a resourceful look into the near future for
maintenance that will soon be due.
"Maintenance services to check" - If you want to see only maintenance due for certain PM services,
choose the "Select Maintenance Service(s)" option. A "Select PM Services" screen will be displayed
allowing you to choose which services you would like to check. For example, if you only wanted to see
which pieces of equipment were due for an oil change, select the "Oil & Filter Change" service.
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Fleet Maintenance Pro Version 12
"Maintenance Types To Check" - Use this area to select the PM maintenance types that you want to
check. By default, they are all selected.
3) Click "Next" to advance to the next screen.
The next screen displays the list of equipment that have been selected for the maintenance check and
their corresponding meter readings. Use this screen to update the meter readings to the most current
information. This is to ensure accuracy when calculating which maintenance is due for each piece of
equipment.
If there are many pieces of equipment in this list, it may help to check the "Group by location/
category" check box to view the list in an organized tree format by department.
4) Type the current odometer readings into the grid display. Press <ENTER> after entering each
odometer reading to advance to the next piece of equipment in the list.
5) After you are done, click "Next" to accept. Fleet Maintenance Pro will begin calculating what
maintenance is due and, if necessary, will advance to the final screen:
© 2011, Innovative Maintenance Systems, all rights reserved
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(Shop Edition Shown)
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Fleet Maintenance Pro Version 12
Finally, choose which reporting option you prefer:
· "View on screen"- This will show results on your screen and allow you to print your results
from there.
· "Print maintenance due overview report - Prints a list of equipment due for service based
on the maintenance check parameters you specified in "Step #1" of the maintenance check.
· "Print maintenance due detailed report" - Prints a detailed list of maintenance due based
on the maintenance check parameters you specified in "Step #1" for each piece of
equipment individually. Each of the equipment details will be printed on a separate page.
"Automatically generate work orders based on results" (Shop Edition Only)
In the Shop edition, you also have the option of automatically generating work orders based on the
maintenance due. When this box is checked, work orders will be automatically generated for each
piece of equipment which will include the PM and scheduled repair maintenance due based on the
maintenance check parameters you specified in "Step #1" of the maintenance check.
You can also check the "Auto print work orders" check box to automatically print work orders that are
generated. Or, you can simply view (or print) the work orders from the "Work Order Management"
screen after the maintenance check process is complete.
TIP: In the event that m aintenance (PM or repair) is already assigned to a different w ork order that is still in
"Open" status, the m aintenance w ill not be re-issued to a new w ork order.
6) Finally, click the "Finish" button to activate the maintenance check.
7) Depending on your reporting choice in Step #5, you will see your maintenance check results on
screen or as a printed pages.
2.3.3
PM/Repairs Due
To view or print maintenance due, select a piece of equipment on the Fleet Manager screen. Then, click
the "Maintenance Due" button.
PM and Repair Maintenance Due screen:
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(Shop Edition Shown)
The information that is shown on this screen is the maintenance that is currently due. Warning
maintenance is also shown, which is maintenance that will SOON be due (shown in yellow).
If you used the Maintenance Notifier to generate these results, the top of the screen will have a
"Vehicles/Equipment due for service" box. Using this drop-down, you can switch between equipment
using the mouse or by simply pressing the down arrow key on the keyboard to scroll through equipment
in the listing. When a piece of equipment is selected, its corresponding maintenance due is shown on
the "Preventive Maintenance Due" tab. The scheduled repairs that are due (if any) are shown on the
"Scheduled Repairs Due" tab. Only equipment with PM and/or repair maintenance due will be listed in
the "Vehicle/Equipment Due" box.
The "Preventive Maintenance Due" tab:
The "Preventive Maintenance" tab contains all of the preventive maintenance that is currently due. For
each service that is due, the following information is provided:
(Shop Edition shown)
PM Service Name - The PM service name that is currently due (ie: Oil Change).
Type - The maintenance type of the PM service (ie: Normal, Inspection, ...etc.)
WO (Shop Edition Only) - The work order for which the PM service is assigned (show in green).
Linked Service (Shop Edition Only) - The service task that is linked to the PM service. (will only
appear if schedule uses linked services)
Last Performed:
Date - The date the service was last performed.
Mi/Km/Hr - The mi/km/hr of the equipment from the last PM service performed.
Track ing Parameters:
Date Interval - The maintenance interval in days for which this item needs flagged.
Mi/Km/Hr - The maintenance interval in mileage,kilometers and hours for which this item needs flagged.
Next Due:
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Date - This will be calculated from your tracking parameters and give you the date of when the next PM
service needs to be performed.
Mi/Km/Hr - This will be calculated from your tracking parameters and give you the mi/km/hr of when the
next PM service needs to be performed.
Intervals that flag the maintenance due are shown in red (default). Intervals that are SOON due for
service will be shown in yellow(default). Intervals that are not due and/or not close to being due will be
shown in plain text. The color codes can be changed permanently using the Configure Fleet
Maintenance Pro screen.
Note: There is a secondary Mi/Km/Hr tracking parameter availab le in the Shop Edition.
The "Scheduled Repairs Due" tab:
The "Scheduled Repairs Due" tab contains all of the scheduled repairs that are currently due. For each
repair that is due, the following information is provided:
Due - The date at which the repair was scheduled.
Repair - The name of the repair that needs to be done.
WO (Shop Edition Only) - The work order for which the repair is assigned.
Requested By - The name of the individual that requested the repair.
Comments - Any additional comments associated with the repair.
Printing the results:
You can print the results by clicking the "Print" button.
1) Choose your "Print Options":
"Maintenance Due (Detailed)" - Prints a detailed list of maintenance due based on the
maintenance check parameters you specified in "Step #1" for each piece of equipment
individually. Each equipment's details will be printed on a separate page.
"Work Orders (Open)" (Shop Edition Only) - Prints all open work orders.
2) Click "OK" to print the report.
2.3.4
PM/Repair Status
You can view the current status of the PM services defined for a piece of equipment at any time. This
function will allow you to see what PM services are currently in need of attention and the status of the
other maintenance operations that are not in need of attention. To ONLY report the maintenance
due, click the "Maintenance Due" button instead.
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To view the Current Maintenance Status:
1) Select a piece of equipment.
2) Click the "PM Status" button.
Current Maintenance Status screen:
(Shop Edition shown)
3) The PM and Repair Maintenance Status screen displays a list of PM services that detail the following
for each:
· Date and mi/km/hr that the service was last performed.
· Desired interval at which the service should be performed.
· The calculated date and odometer reading at which the service will be due.
4) You can easily see what is currently due by the RED color coded interval data. The YELLOW interval
data is what will soon be due. The GREEN color code indicates services are due and have already been
assigned to a work order. These parameters can be changed on the Configure Fleet Maintenance Pro
screen. Plain interval text simply indicates the service is not currently due.
2.3.5
Configuring Last PM data
The accuracy of all PM maintenance data is crucial when calculating when maintenance is due. The
"Last Date Performed" and "Last Mi/Km/Hrs Performed" parameters for each PM service are particularly
important when the calculations are performed. There are 3 methods by which the "Last Performed"
maintenance data can be updated while using Fleet Maintenance Pro:
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Fleet Maintenance Pro Version 12
1) Base Information - When adding a piece of equipment into Fleet Maintenance Pro, you are required to
enter a "Base Date" and "Base Mi/Km/Hrs" value. The base information (date and mi/km/hr) is used to
initialize the PM service's last performed data for the equipment. For example, when the equipment is
saved, ALL of its PM services (for the chosen schedule) will have the "Last Date Performed" and "Last
Performed Meter" set to the "Base Date" and "Base Mi/Km/Hrs" respectively (i.e. Oil Change; last
performed on 1/22/2005 @ 24,736 mi/km/hrs). When adding a piece of equipment, Fleet Maintenance
Pro will assume that you are starting from scratch tracking maintenance for this equipment and the base
information will default to the current date and current meter as a starting point. If you have old
maintenance records you plan to enter into Fleet Maintenance Pro, enter in the earliest date and
mileage for which you have records for the "Base Date" and "Base Mi/Km/Hrs" fields when adding
equipment into the software.
2) Last PM Setup screen - After a piece of equipment has been added, you can adjust the "Last
Performed" data for each PM service using the PM Setup Screen. To activate the "Last PM Setup"
Screen, select a piece of equipment and click the "Last PM" button.
3) Recording Maintenance Performed -OR- Entering Work Orders - After initially setting up your
"Last Performed" data, Fleet Maintenance Pro will take over from there. When maintenance is
performed on a piece of equipment, it is recorded using the "Record Maintenance Performed" screen and
the "Last Performed" data is updated.
In the Shop Edition, when the work order is tagged as "Closed", the services and repairs performed are
written to the history. When the "Closed" status is reached for the work order, Fleet Maintenance Pro
will automatically adjust the "Last Performed" data for the PM services that were performed to the date
the work order was tagged as "Closed".
2.3.6
Switching a vehicle's maintenance schedule
If desired, a user can switch a piece of equipment's maintenance schedule at any time. However, there
are a few important issues that should be noted before doing so.
If a user switches a maintenance schedule to a schedule that contains less maintenance services, the
extra services in the original maintenance schedule will be deleted. If the new schedule contains an
item NOT in the original schedule assigned to the equipment, it will be added AND the "Last Performed"
data will be set to the "Base Date" and "Base Mi/Km/Hr" for the equipment.
For services that exist in both schedules, the "Last Performed" information will be maintained from the
original schedule as long as the maintenance services have the exact same name.
For example: We switch a piece of equipment's schedule from "Schedule 1" (below) to "Schedule 2"
which does not include a "Tire Rotation" service, but does include "Spark Plugs" service:
Schedule 1 - (Original Schedule)
Service
Last Date
Last Mi/Km/Hr
Oil Change
1/2/2001
23,894
Air Filter
4/5/2001
26,784
Tire Rotation
5/29/2001
28,937
Schedule 2 - (Newly Assigned Schedule)
Service
Oil Change
Air Filter
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Spark Plugs
THE RESULT:
Schedule 2
Service
Oil Change
Air Filter
Spark Plugs
Last Date
1/2/2001
4/5/2001
1/1/2001 (the base date)
Last Mi/Km/Hr
23,894
26,784
10,000 (the base mi/km/hr)
Note that the "Tire Rotation" service has been removed and the "Spark Plugs" service has been added.
Also note that the base information is used as the "Last Date" and "Last Mi/Km/Hr" data for the "Spark
Plugs" service since the service didn't exist in the original schedule.
2.3.7
PM Types
PM (preventive maintenance) types can be defined to organize your maintenance services. Maintenance
services can be defined on the "Pick List Maintenance" screen.
To add, edit, or delete maintenance types:
1) On the Main Menu, scroll to Setup -> Choice Lists -> Maintenance -> Maintenance Types.
2) Click on the "Maintenance Types..." menu item. The "Pick List Maintenance" screen will be
displayed:
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Fleet Maintenance Pro Version 12
3) To:
· Add a PM type - Click the "Add" button.
· Edit a PM type - Select the PM type you wish to edit. Click the "Edit" button.
· Delete a PM type - Select the PM type you wish to delete. Click the "Delete" button. Click "Yes"
to permanently delete the PM type -OR- "No" to abort the deletion.
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2.4
Recording Maintenance Performed
2.4.1
Recording Maintenance Performed
65
When preventive or repair maintenance is physically performed on your equipment, you need
to inform Fleet Maintenance Pro by recording a maintenance entry. When a maintenance
entry is recorded, Fleet Maintenance Pro will reset the PM 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 equipment indicating the services
performed, costs, and other details.
To record a maintenance entry:
1. Select a piece of equipment.
2. Click the "Record Maintenance" button. If you are using the Deluxe Edition, you will be
presented with the following screen providing you options to automatically populate the
maintenance entry with the maintenance due for the equipment.
3. Click "OK" to proceed to the "Record Maintenance Performed" screen. You will notice
that if you checked the boxes to include maintenance that was due and soon due, the
maintenance tasks necessary will be pre-populated for you:
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Fleet Maintenance Pro Version 12
Record Maintenance Performed Screen:
(Deluxe Edition shown)
4. Enter the required data for the maintenance entry: Date, Meter, and at least one
preventive maintenance or repair entry. If using the "Deluxe" or "Shop" edition, the "
Maintenance Tasks" 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 the "Add" 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 equipment will not longer be color shaded on the "Fleet Manager" screen.
The maintenance data has been updated for the tasks performed, and the date/meter values
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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 equipment.
Expirations:
Equipment expirations such as registration renewals, MVI notifications, emissions, etc. may
be updated from the Fleet 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.
2.4.2
Adding Maintenance Performed
To record maintenance performed:
1) Select a piece of equipment.
2) Click the "Enter Maintenance" button.
3) Enter the required data for the maintenance entry: Date, Mi/Km/Hrs, and at least one preventive
maintenance or repair entry. For this example, we will add a preventive maintenance entry.
4) Click on the "Quick Select" button to display the "Select Maintenance Performed" screen.
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Fleet Maintenance Pro Version 12
5) Highlight a PM service item in the "Available PM Services" list on the left side of the screen and click
the > button to move it to the "PM Services Performed" list. (Note: You can select multiple services by
holding the <Ctrl> key and clicking the mouse)
6) Click "OK" to save the selected PM Services to the "Record Maintenance Performed" screen.
We have entered the minimal information on the "Record Maintenance Performed" screen. You can
enter additional information if you like. There is more discussion on the details of this screen in the "
Record Maintenance Performed" screen help topic. This is simply to get us started!
7) Click the "OK" button to save the maintenance entry.
2.4.3
Editing Maintenance Performed
To edit a maintenance entry:
1) On the Fleet Manager screen, click the "History" button to display the "Maintenance History" screen:
2) Select the history entry you wish to edit. If many entries are present, use the Date Interval Settings
to filter the data.
3) Then, click the "Edit/View" button to display the "Edit Maintenance Performed" screen:
4) Make the necessary changes to the maintenance history.
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5) Click the "Save" button to save changes and return to the "Maintenance History" screen.
2.4.4
Deleting Maintenance Performed
To delete a maintenance entry:
1) On the Fleet Manager screen, click the "History" button to display the "Maintenance History" screen.
2) Select the maintenance entry you wish to delete. If many entries are present, use the Date Interval
Settings to filter the data.
3) Then, click the "Delete" button. A confirmation message will be displayed.
Click "Yes" to permanently delete the history entry along with the associated PM, repairs, labor, and
parts. Click "No" to abort the deletion and return the "Maintenance History" screen.
2.5
Employee Tracking
2.5.1
Employee/Driver Information screen
Fleet Maintenance Pro will track employees that operate and/or perform maintenance on your fleet.
Employees can be assigned as drivers and/or technicians that perform the work on the equipment.
Each employee defined as a technician can have a labor rate that is used to calculate labor costs when
creating work orders. Please note that an employee must be listed as a "Technician" type to be
assigned to or added as a labor entry for a work order or maintenance entry.
Employee Information:
Many types of employee information can be tracked using Fleet Maintenance Pro. Some of the
information includes driver licensing, personnel information, and contact information. Driver certifications
can also be tracked. Employees that have certifications and renewals due or soon due will be
highlighted if the corresponding checkbox in the bottom left corner of the "Employee Management"
screen is checked. Several reports are also available that will report contact information, driver license
information, driver license renewals, and other certifications & renewals.
See also:
Adding an employee
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Editing employee information
Deleting an employee
2.5.2
Adding an Employee
To add an employee:
1) On the Main Menu, click the "Employees" button.
2) Click the "Add" button to display the new employee data entry screen:
(Deluxe/Shop Edition shown)
3) There are 4 tabs on the employee entry screen. These tabs are described below:
· General - Includes general information such as name, hire date, and driver license data. You can
also define your own custom fields for tracking details not provided within the program. Please note
that an employee must be listed as a "Technician" type to be assigned to or added as a labor entry for
a work order.
· Contact - Includes general contact information such as address, phone numbers, and email.
· Expirations - Define any certifications/renewals the employee may have. Fleet Maintenance Pro will
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track the certifications/renewals by date and notify you when they are due for renewal if employee
expiration notifications are enabled in the Configuration screen.
· Photo (Deluxe and Shop Edition only) - Add multiple photos of an employee.
Enter as much or as little employee information as you like. The only required information is "
Employee #", "First Name", and "Last Name" on the "General" tab. All other fields are optional.
4) To save the employee data entered, click the "Save" button.
2.5.3
Editing employee information
To edit an employee:
1) On the Main Menu, click the "Employees" button.
2) Select the employee you wish to edit by double-clicking on them, or click the "Edit" button.
3) Make the necessary changes to the data.
4) To save the changes, click the "Save" button.
2.5.4
Deleting an employee
To delete an employee:
1) On the Main Menu, click the "Employees" button.
2) Select the employee you wish to delete.
3) Click the "Delete" button. A confirmation message will be displayed.
4) Click "Yes" to permanently delete the selected employee -OR- click "No" to abort the deletion and
return to the "Employee/Driver Information" screen.
2.5.5
Printing employee information
Many employee based reports are available in Fleet Maintenance Pro. The following reports can be
printed for each employee:
Employee Listing (Overview)
Employee Listing (Detailed)
Employee Personnel Information
Employee License Information
Employee Expirations/Renewals
Employee Labor (Summary) - Shop Edition only
Employee Labor (Detailed) - Shop Edition only
These reports can be generated from the "Reports" drop-down menu located on the Main Menu.
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2.6
Fuel Tracking
2.6.1
Fuel History screen
Using the "Fuel History Log" screen, you can track a piece of equipment's fuel consumption by recording
information from fuel purchases. Fleet Maintenance Pro calculates a wide range of statistics based on
the recorded transactions.
To access the fuel history screen, select piece of equipment and click the "Fuel" button.
Fuel History Screen:
(Shop Edition Shown)
The "Fuel History" contains a list of fuel transactions that have been recorded for the equipment. There
are numerous pieces of information that can be recorded when an entry is added:
· Purchase Date - The date of the transaction.
· Fill Meter - The odometer reading of the transaction.
· Difference - After entering the "Fill Mileage" data, the "Difference" column will automatically be
calculated by subtracting the last fill meter that does not exceed the new meter. The "Difference" will
then be used to calculate distance traveled.
· Consumed - The amount of fuel consumed during fueling. After this is entered and you tab to the
next field, the MPG or L/100km will automatically be calculated and displayed in the "MPG or
L/100km" box.
· Price - The price per unit of fuel (gallon or liter). Once entered and you tab to the next column, the
"Total Cost" will be automatically calculated by multiplying Price * Gallons/Liters Consumed.
· Fuel Type - The type of fuel.
· Brand - The brand of fuel.
· State (Deluxe and Shop Edition only) - State/province where the fuel was purchased.
· Vendor - Vendor where the fuel was purchased.
· Driver - Driver at the time of fueling.
· Stock Tank (Shop Edition only) - Stock fuel tank used for fueling.
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· Cost Center - Fund that fuel costs are retrieved from.
· Comments - Comments you wish to associate to the fuel entry.
Date Interval Settings:
The date interval parameters allow you to view the fuel purchases within a certain date period. For
example, companies with large fuel histories may want to only view fuel purchases for the current year.
The date intervals can be set in the "Date Interval Settings" section using the calendar selection
controls. The date interval parameters can also be configured on the "Configure Fleet Maintenance Pro"
screen to maintain the same date interval settings each time the "Fuel History" screen is displayed.
Fuel Statistics:
The "Fuel Statistics" section contains important statistical information based on the fuel entries for a
piece of equipment. The fuel statistics reflects only the data being viewed. Therefore, if a date interval is
specified, the statistics will only reflect the data between the date intervals provided. Each statistic is
defined below:
·
·
·
·
·
·
·
·
Total Cost – The sum of all fuel entries listed.
Total Gallons – The sum of all fuel consumed for the entries listed.
Total Mileage - The total distance traveled based on the entries listed.
Cost Per Mile – The actual fuel cost per mile based on the mi/km/hr range between the first and
last entry listed.
Average Cost – The average fueling cost based on the entries listed.
Average Gallons – The average fuel consumed per fill-up.
Average Mileage - The average distance traveled between purchases.
Overall MPG – The average MPG based on the entries listed.
See also:
Adding a fuel purchase
Editing a fuel purchase
Deleting a fuel purchase
2.6.2
Adding a fuel purchase
To add a fuel entry:
From the Fleet Manager window:
1) Click on the unit you wish to add a fuel entry to.
2) Click the "Record Fuel" button on the upper toolbar.
3) Enter the purchase date. By default, the current date will be entered as the default in the "Purchase
Date" box. Edit the date by typing or using the drop-down calendar.
4) Enter the "Fill Meter" value (or current mi/km). After entering the "Fill Meter" data, the "Difference"
column will automatically be calculated by subtracting the last "Fill Meter" value from the new "Fill
Meter" value.
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5) Next, enter the "Consumed" amount. As soon as the "Consumed" amount is entered and you
navigate to the next column, the MPG or L/100km will automatically be calculated and displayed as the
"MPG or L/100km" value.
6) Enter the "Price" value. Once this is entered and you tab to the next column, the "Total Cost" will be
automatically calculated by multiplying Price * Consumed.
Note: The automatic calculations can be enabled/disabled on the "Configure Fleet
Maintenance Pro" screen.
7) The remaining information is optional:
·
·
·
·
·
·
·
·
Fuel Type - The type of fuel.
Brand - The brand of fuel.
State (Deluxe and Shop Edition only) - State/province where the fuel was purchased.
Vendor - Vendor where the fuel was purchased.
Driver - Driver at the time of fueling.
Stock Tank (Shop Edition only) -Stock fuel tank used for fueling.
Cost Center - Fund that fuel costs are retrieved from.
Comments - Comments you wish to associate to the fuel entry.
7) Click the "Save" button to save the fuel entry.
On the "Fuel History" screen,
1) Click the "Add" button to insert a new entry in the grid display.
2) Enter the purchase date. By default, the current date will be entered as the default in the "Purchase
Date" box. Edit the date by typing or using the drop-down calendar.
3) Enter the "Fill Meter" value (or current mi/km). After entering the "Fill Meter" data, the "Difference"
column will automatically be calculated by subtracting the last "Fill Meter" value from the new "Fill
Meter" value.
4) Next, enter the "Consumed" amount. As soon as the "Consumed" amount is entered and you
navigate to the next column, the MPG or L/100km will automatically be calculated and displayed as the
"MPG or L/100km" value.
5) Enter the "Price" value. Once this is entered and you tab to the next column, the "Total Cost" will be
automatically calculated by multiplying Price * Consumed.
Note: The automatic calculations can be enabled/disabled on the "Configure Fleet
Maintenance Pro" screen.
6) The remaining information is optional:
·
·
·
·
Fuel Type - The type of fuel.
Brand - The brand of fuel.
State (Deluxe and Shop Edition only) - State/province where the fuel was purchased.
Vendor - Vendor where the fuel was purchased.
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·
·
·
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Driver - Driver at the time of fueling.
Stock Tank (Shop Edition only) -Stock fuel tank used for fueling.
Cost Center - Fund that fuel costs are retrieved from.
Comments - Comments you wish to associate to the fuel entry.
7) Click the "Save" button to save the fuel entry.
2.6.3
Editing a fuel purchase
To edit a fuel entry:
On the "Fuel History" screen,
1) Select the information you wish to edit by double-clicking on the appropriate record.
2) Make the necessary changes to the data.
3) To save changes to the fuel transaction data, click the "Save" button.
2.6.4
Deleting a fuel purchase
To delete a fuel entry:
On the "Fuel History" screen,
1) Select the entry you wish to delete by clicking the entry in the grid display.
2) Click the "Delete" button. A confirmation message will be displayed.
3) Click "Yes" to permanently delete the entry -OR- "No" to abort the deletion.
2.6.5
Printing fuel purchases
To print the "Fuel History":
On the "Fuel History" screen,
1) Click on the "Print" button. The print pop-up screen will be displayed.
2) Set date interval options if desired.
3) Choose to either "Print" or "Preview" the report using the option buttons. See the topic: Print
Preview Screens for more information about previewing reports.
4) Click "OK" to print/preview the report.
2.7
Vendors
2.7.1
Vendor Database Management screen
Fleet Maintenance Pro's Vendor Database stores your vendor information such as name, contact,
address, phone number, e-mail, and numerous other data fields. Vendors are available for data entry on
the "Add New Equipment", "Parts Inventory", "Purchase Order", "Tire Entry", "Work Order" and "Fuel
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Tracking" screens. Use the "Vendor Database Management" screen to add, edit, or delete vendors.
Please note that a vendor MUST be listed as an appropriate "Type" so that it will appear in the correct
drop down boxes throughout the program. For instance, only a vendor listed as a "Dealer" type will show
in the "Purchase" tab when adding/editing your equipment.
The following information is stored for each vendor:
Name (required)
Contact
Address1
Address2
City
State/Prov.
Postal Code
Country
Phone1
Phone2
Fax
E-mail Address
Type
Terms
Website
Comments
Note: The only required vendor inform ation is "Nam e".
See also:
Adding a vendor
Editing vendor information
Deleting a vendor
Printing vendor information
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Adding a vendor
To add a vendor:
1) On the Main Menu, click the "Vendors" button.
2) Click the "Add" button.
3) Type a new vendor name. This is the only required information. Please note that a vendor MUST be
listed as an appropriate "Type" so that it will appear in the correct drop down boxes throughout the
program. For instance, only a vendor listed as a "Dealer" type will show in the "Purchase" tab when
editing your equipment.
4) To save the vendor data entered, click the "Save" button.
2.7.3
Editing vendor information
To edit a vendor:
1) On the Main Menu, click the "Vendors" button.
2) Double-click on the vendor you wish to edit, or select the vendor you wish to edit and click the "Edit"
button.
3) Make the necessary changes to the data.
4) To save changes to the vendor data, click the "Save" button.
2.7.4
Deleting a vendor
To add a vendor:
1) On the Main Menu, click the "Vendors" button.
2) Click on the vendor name you wish to delete.
3) Click the "Delete" button to delete the selected vendor. A confirmation message will be displayed.
4) Click "Yes" to permanently delete the selected vendor -OR- click "No" to abort the deletion and return
to the "Vendor Database Management" screen.
2.7.5
Printing vendor information
To print vendor information:
1) On the Main Menu, click the "Vendors" button.
2) Use the filtering abilities of the grid to display only vendors you wish to print. See "Filtering Methods"
in the "Tips & Tricks" help topic. If you wish to print all vendors, do nothing and move to the next step.
3) Click the "Print" button to and choose a particular vendor report.
4) Choose to either "Print" or "Preview" the report using the option buttons.
5) Click "OK" to print/preview the report.
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3
- Deluxe Edition -
3.1
Getting Started
3.1.1
Introduction
Welcome to Fleet Maintenance Pro! The tutorials in this guide provide a quick introduction
to setting up and using Fleet Maintenance Pro. They are intentionally kept brief so that you
can actually start using the program as quickly as possible. The objective is not to teach you
every single detail, but to familiarize you with the basic principles, and the most common
features. For additional detail, please see the online help or full manual.
Fleet Maintenance Pro ships with a small amount of sample data which includes many
different types of equipment. We recommend using the sample data provided to try some of
the popular features included with Fleet 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 Fleet Manager, which are the primary
screens of the program. Then we will step through the procedure for setting up the program
and entering your equipment. Finally, we will cover some of the more common features of the
program such as recording maintenance performed, work orders (Shop Edition), viewing
maintenance history, and reporting.
Please note: there are also Help buttons located on nearly every screen within Fleet
Maintenance Pro. Clicking on the Help button will take you to the desired help topic that
discusses the screen in question. The full online help is also available in the Help->Contents menu item.
3.1.2
The Main Menu
The main menu is the central location where all features can be accessed from within the
program. There is a drop-down menu and also a main menu toolbar which contains the
most commonly accessed features. The main menu toolbar buttons are discussed below:
The Main Menu Toolbar:
(Deluxe Edition Shown)
Click the "Add" button to add new equipment.
Click the "Edit" button to modify or view the selected equipment's general information.
Click the "Delete" button to delete the selected equipment on the "Fleet Manager" screen.
Click the "Calendar" button to easily view current and predicted maintenance dates for your
equipment. Use the calendar to quickly generate work orders for upcoming service.
Click the "PM Schedule" button to display the "PM Schedule Setup" screen. From this screen,
you can add, modify, or delete maintenance schedules. Maintenance schedules contain the
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preventive maintenance services that you wish to track on your equipment
Click the "Repairs" button to display the "Scheduled Repairs Management" screen. This screen
lists all outstanding repairs for your equipment that have been reported.
Click the "Meter" button to display the "Update Meter Readings" screen. From this screen, you can
easily update the current meter reading values of your metered equipment.
Clicking the "Employees" button displays the "Employee Management" screen. Use this screen to
manage employee information including the ability to monitor employee certifications and renewals.
Clicking the "Vendors" button displays the "Vendor Database Management" screen. Use this
screen to add, edit, or delete vendor information.
Clicking the "Parts" button displays the "Parts Listing" screen. Use this screen to manage the
parts listed in your inventory.
Clicking the "Reports" button displays the "Report Viewer" screen. Use this screen to generate,
preview, print, or export any report within the software.
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 Fleet Maintenance Pro.
File - Add, edit, duplicate, or delete equipment. Also includes database backup / restore features and
access to program options.
Setup - Edit PM schedules, equipment categories, employees, vendors, part data, and drop-down
choices lists.
Equipment - Equipment specific functions such as recording maintenance performed, scheduling a
repair, viewing maintenance history, etc.
Fleet - Contains "batch" functions such as the "PM Check Wizard", update meter readings, repair
management, cost analysis, etc.
Inventory - View parts list and tire inventory.
Tools - Contains database features such as backup / restore, optimize/repair, purging/updating utilities,
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.
Security - An add-on that allows you to set access restrictions for individual users or groups of users at
a component level (i.e., add, edit, and delete functionality).
Help - Supplies online help, common help issues, technical support information, contact information,
version information, and website access.ext here.
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3.1.3
Fleet Maintenance Pro Version 12
The Fleet Manager
Just like the main menu, the Fleet Manager screen displays automatically when you launch
Fleet Maintenance Pro. The Fleet Manager is the primary control center for your fleet, where
you can perform view maintenance due, issue work orders (Shop Edition), record
maintenance performed, schedule repairs, view maintenance history, recording fuel data, and
more.
Fleet Manager Screen:
(Shop Edition Shown)
The Fleet Manager Controls
Location/Category Selection:
Fleet Maintenance Pro allows you to categorize your equipment into "Locations" and "
Categories". You will see how to define "Locations" and "Categories" in the Establishing
Locations/Categories section.
You can use the Location and Category selection controls to filter the equipment displayed in
the equipment listing. In the above picture, the location "All Locations" and category "All
Categories" are selected. Therefore, all equipment within your fleet will be displayed in the
equipment listing.
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You will notice in the screen above that two pieces of equipment are highlighted "red" and two
are highlighted "yellow". This red highlight indicates the equipment is due or overdue for
service. The yellow highlight indicates that the equipment is soon due for service. The color
coded indicators automatically appear when the equipment is due or soon due for service
based on the preventive maintenance schedule settings you define for your equipment. The
configuration of preventive maintenance schedules will be discussed in a later section.
So you can easily see why the equipment is due for service, icon indicators will display to the
left of the equipment due for service. By glancing at the icon displayed to the left of the
equipment row, you can quickly determine whether the equipment is due for preventive
maintenance, a repair, or a date based expiration (i.e. registration renewal)
If you assign priorities to your maintenance tasks, you may also see priority icons displayed in
the far left column indicating the equipment has a "high priority" maintenance task due so
immediate action may be taken.
In order to determine the maintenance due details for any equipment asset, simply click the "
+" indicator to the left of the equipment due for service. The equipment row will expand to
show the exact PM services, repairs, and equipment expirations that are due or soon due as
seen in the image below:
Above the equipment list, there is also a "Due Status" drop-down box which provides the
ability to filter the equipment list. You can use it to display only equipment due, soon due, high
priority equipment, and more.
You will notice on the bottom left of the "Fleet Manager" screen that there are 2 supported
views; "List View" and "Spreadsheet View":
Spreadsheet View (default)
Use the spreadsheet view to display your equipment list in row and column format. With this
view, you may sort, search, and filter your equipment data in many different ways. By default,
your equipment is sorted by "Unit #". To sort your data differently, simply click on the column
heading of your choice. For example, to sort by "Make", click on the word "Make" in the
column title and your equipment list will be sorted by "Make" in ascending order. If the column
you click is already sorted in ascending order, then it will be sorted in descending order and
vice versa.
List View
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The list view displays your equipment records in an individual page format, so you can see
the details for each piece of equipment in an organized manner. To switch equipment,
simply click on the equipment desired on the left side of the screen.
Filtering & Searching
There are several ways to search and filter your equipment list for the data you need. When
you are searching and filtering equipment, it is easiest to be in "Spreadsheet View".
To search for any type of data for your equipment, simply click the "Search" toolbar button
located beneath the equipment list. You will be presented with a "Search" window where you
can type the data you are searching, and click "Find".
In spreadsheet view, you can also filter your equipment data using the drop down filter arrow
located in each column heading. For example, you may only want to list the "2011" model
year equipment -OR- show equipment with meter readings greater than 2,000. The filtering
possibilities are virtually limitless. You can read more about searching, filtering, and sorting in
our "Filtering Data" area in the "Tips & Tricks" section of the online help.
Another filtering method worth mentioning is accomplished by checking the "Show Row Filter"
check box located on the lower toolbar. This will display an empty row in your spreadsheet
for you to type various filter criteria for any data column in the spreadsheet. This is useful if
you wish to filter by more than one column of data.
Note: Most data grids throughout the Fleet Maintenance Pro screens support filtering and auto searching
capability.
The Fleet Manager screen also supports multi-selection so you can select equipment you
desire for creating work orders, scheduling repairs, reporting, and more. To multi-select
individual equipment records, hold down the <CTRL> key and click to select individual
equipment records. To select groups of equipment, use the <SHIFT> key for multi-selection.
TIP: You can resize the Fleet Manager window any way you like to display more or less equipment without
the need to scroll. You can also resize or rearrange any of the columns in spreadsheet view. To move a
column to a different position, simply click on the column header and drag the column to the position you
desire. Fleet Maintenance Pro will retain your layout settings even after exiting the program. This feature
applies to most data grids throughout the program.
Fleet Manager Toolbar:
Issue WO - (Shop Edition) - Issues a work order for the selected equipment. The "Generate
Work Order" screen will be displayed so you may auto-populate the work order with the PM
services and repairs that are due along with the part and labor requirements (if applicable).
-OREnter Maintenance (Standard & Deluxe Edition) - Records preventive or repair
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maintenance that has been performed on the selected equipment. In order to save data entry
time, the Deluxe Edition will auto-populate the maintenance entry with the PM services and
repairs that are due.
Schedule Repair - Provides the ability to schedule or log an unexpected repair that needs to
be performed on the selected equipment. Just like the preventive maintenance that is due,
the scheduled repairs will highlight the equipment red when the scheduled date (or meter) is
reached or passed.
Record Fuel - Click this button to quickly log a fuel transaction for the selected equipment.
Maintenance Due - If you need specific details on why maintenance is due for your
equipment, you can click this button. The "Maintenance Due" screen will display showing all
services due, when they were last performed, the tracking interval, and more. If you wish to
view maintenance due for more than one piece of equipment, you can print/preview the
"Maintenance Due" report instead which can be accessed via the "REPORTS -->
MAINTENANCE --> Maintenance Due (Detailed)" menu item.
PM Status - Click this button to view the current status of ALL preventive maintenance
services for the selected piece of equipment. The PM Status screen will display showing
when the services were last performed, the tracking interval, and when they are next due. If
PM services are due (or soon due), they will be color coded on this screen as well.
History - Click this button to display a complete maintenance history for the selected
equipment. This screen will display all completed preventive maintenance, repairs, parts,
labor, and associated costs for the selected equipment.
Last PM - Click this button if you need to manually configure the "Last Performed"
parameters (date or metered units) for the PM services assigned to the selected equipment.
When you initially 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 Fleet
Maintenance Pro can accurately determine when they are next due. Once initially configured,
you should not need to visit this screen again as Fleet Maintenance Pro will automatically
update these values when history is recorded via a maintenance entry or work order.
Fuel - Click this button to display a complete fuel transaction history for the selected
equipment. This screen will display all fuel transactions including fuel economy statistics and
associated costs. Fuel records can be added, edited, or deleted here as well.
3.1.4
Step #1 - Establishing Locations/Categories
Fleet Maintenance Pro allows you to categorize your equipment by Location and Category.
Although categorizing your equipment is not required, it will make it much easier to manage
and organize your equipment. It also provides the ability to generate and filter reports by
location and category. You can create as many locations and categories as you wish.
For example, if you have 2 separate locations, you can have 2 locations named "Location A"
and "Location B" respectively. Then, you can define the categories for each location such as
"Cars & Trucks", "Excavating Equipment", and "Trailers" for "Location A". "Location B" may
have "Air Compressors", "Fork Lifts", and "Generators".
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Use the "Location/Category Setup" screen to define the different locations and/or categories
for your fleet. If you do not want to categorize your equipment, simply use the default
location/category provided when adding your vehicles and equipment into Fleet Maintenance
Pro. If desired, the location or category assignments can always be configured at a later time
by double-clicking on the equipment, and changing the Location/Category assignment on the
"General" tab.
To get to the "Location/Category Setup" screen, on the main menu, click the "Setup" menu
item and then choose "Location/Categories".
The Location/Category Setup screen:
To add a location:
Click the "Add Location" button. A small screen will be displayed requesting a location
name. Type the name of the new location and click "OK". The new location will be created
and displayed in the listing.
To add a category:
Select the location for which you wish to add a category. Then, click the "Add Category"
button. A small screen will be displayed requesting a category name. Type the name of the
new category and click "OK". The new category will be created within the selected location.
TIP: A location must contain at least one category before the location can be assigned to a
piece of equipment. This screen also allows you to copy-paste location structures using the
right click method. This will save you typing effort if you have multiple locations with basically
the same categories.
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Step #2 - Defining Your PM schedules
Before adding your equipment into Fleet Maintenance Pro, you should define the maintenance
schedules that will be assigned to your equipment using the "PM Schedule Setup" screen. A
maintenance schedule contains one or more preventive maintenance services (PM) that are
required to be performed on a date and/or meter interval.
A simple example of a preventive maintenance service that we can relate to would be an "Oil
& Filter Change" with a 3 month or 3,000 mi, km interval. There are various tracking intervals
that can be specified for your PM services such as days, weeks, months, years, mileage,
kilometers, or hours. Fleet Maintenance Pro uses these interval settings to automatically
inform you when maintenance is due for your equipment.
When defining your maintenance schedules, if possible, it is recommended that you define
them for the "groups" of similar equipment you will be tracking. For example, if you have 10
fork lifts that all follow the same routine maintenance cycles, you can create one
maintenance schedule in Fleet Maintenance Pro for all 10 "Fork Lifts". That way, if changes
are made to the schedule at a later time (i.e. you alter a maintenance interval, add a PM
service, etc), all equipment assigned to that schedule will inherit the change instead of
making the change in 10 individual maintenance schedules.
Once your maintenance schedules are defined, when adding equipment into Fleet
Maintenance Pro, you can choose a maintenance schedule for the equipment to follow.
When you assign equipment to a schedule, the equipment inherits all the PM services
defined by the schedule you choose. As indicated above, you can assign the same
maintenance schedule to as many pieces of equipment as you like. Also, you can define as
many PM services within each schedule as you like.
TIP: Even though more than one piece of equipment can be assigned to a common
maintenance schedule, each piece of equipment will still have its own unique last performed
date and/or meter for each PM service in the maintenance schedule. In other words,
equipment assigned to the same maintenance schedule can still be due at different times.
To add a maintenance schedule:
1. On the main menu, click the "PM Schedule" icon.
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2. Next, click the "New" button in the "Schedule" section at the top of the screen.
3. Type the name of your new schedule. For example: "Fork Lifts".
4. Below the schedule name, check the boxes next to the intervals you wish to track for this
schedule. For example, if some of the PM services you define for this schedule will be
tracked by a date interval, check the "Track by date" check box. If some PM services you
define will be tracked by an odometer interval, check the "Track by meter" check box and
select the type of meter. The Deluxe and Shop Editions of Fleet Maintenance Pro also allow
for multiple meter tracking where you can track by a secondary meter if desired.
5. Finally, click the "Save" button.
You can now add PM services to this schedule.
To add a PM service to your schedule:
1. On the "PM Service" toolbar located at the bottom of the screen, click the "Add" button.
2. You can enter the Service Name and set your desired date and/or meter interval values.
3. Click the "Save" button.
TIP: 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 have already entered in another schedule.
To import services from another schedule:
1. Click on the "Import" button to display the "Import Maintenance Services" screen.
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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" 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.
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.
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3.1.6
Fleet Maintenance Pro Version 12
Step #3 - Adding vehicles/equipment
Adding equipment is a simple process and does not require a wealth of equipment details.
As an example, we will add a piece of equipment with the most basic information.
To add a new piece of equipment:
1. On the Main Menu or Fleet Manager screen, click the "Add" button.
(Shop Edition shown)
2. Enter a unique "Unit #" for your equipment.
TIP: The "Identification" field will be automatically populated as you populate the "Unit #", "
Make", or "Model" fields. The "Identification" is used on many of the reports to easily identify
the equipment. You can alter this to your liking or simply let the software set this field for you.
3. In the "Maintenance Tracking" group, choose the "Maintenance Schedule" you wish to
assign to this piece of equipment which contains the PM services assignments you wish to
track.
4. Next, you can enter the "Base Date". If the schedule you chose is meter enabled, you
may also enter the "Current" and "Base" meter reading value. The base information (date
and meter reading) is used to initialize the PM service's (i.e. Oil Change) last performed
parameters for this equipment. The last performed parameters are used when calculating
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maintenance due. For example, referring to the screen above, when this equipment is
saved, ALL of its PM services (for the chosen schedule) will have the last performed date set
to "5/15/2008", and last performed meter set to "0" (i.e. Oil Change; last performed on
5/15/2008 @ 0 hrs). When adding a piece of equipment, Fleet Maintenance Pro will by
default, assume that you are starting from scratch tracking maintenance for this equipment.
The base information will default to the current date and current meter as your starting point.
If you have old maintenance records you plan to enter into Fleet Maintenance Pro, enter in
the earliest date and meter for which you have records for the "Base Date" and "Base Meter"
fields.
Note: The last performed parameters (date and meter) for each PM service can be adjusted for
accuracy after the new equipment is added. You will see this in Step #7.
5. Next, in the "Assignment" area, choose the "Location" and "Category" if you are
categorizing your equipment. If you do not want to assign Locations or Categories, simply
use the defaults. You can always change them later by editing the equipment information.
6. We have just entered all of the required information. You can enter as much information
as you like in the other fields and tabs.
There are also 25+ custom fields you can define on the equipment information tabs. Tabs
that contain the custom labels are "General" (5), "Specifications" (18), "Purchase" (2),
"Expirations" (2), and "Loan/Lease" (1).
By default, all custom fields read "(click to define)" when you are adding a new piece of
equipment. Simply click on the "(click to define)" text to define the label. A small screen 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, to save data entry time, they can be
saved as defaults for each subsequent equipment you enter by checking the "Save Custom
Labels as Default" check box on the bottom of the screen. In addition, if you wish to alter data
or custom fields for multiple pieces of equipment that have already been added, you can multiselect equipment on the "Fleet Manager" screen and then click "Edit".
6. Click the "Save" button to save your equipment.
7. Finally, you will be asked if you wish to configure the "Last Performed" data at this time.
Again, the "Last Performed" data is used when calculating maintenance due. You should tell
Fleet Maintenance Pro when the PM services in the assigned schedule were last performed,
or let Fleet Maintenance Pro assume the Base Date and Base Mileage figures for the last
performed data as a starting point. Choose "Yes" or "No". You can always configure the
"Last Performed" data at a later time by clicking the "Last PM" button on the Fleet Manager
screen.
3.1.7
Scheduling and tracking Repairs
Fleet Maintenance Pro includes a repair scheduling utility which allows you to schedule or
report unexpected repairs that are noticed while your equipment is on duty. The software will
keep a log of these repairs until they are completed. Scheduled repairs are also a factor
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when determining when the equipment is due for service.
For example, let's say a driver notices that the right front parking light is out on the equipment.
The operator (or anyone) can log this problem into Fleet Maintenance Pro so the repair can
be flagged, tracked, and followed through completion.
TIP: Alternatively, in the Shop Edition, you could simply generate a work order for an
unexpected repair. However, in cases where you would not want to create a work order for a
minor repair, the repair scheduling utility may be a handy alternative.
To record an unexpected repair that needs to be performed:
1. Select the appropriate equipment on the "Fleet Manager" screen and click the"Schedule
Repair" button.
2. On the "Schedule Repair" screen, you can record the item(s) that require attention in the "
Enter Repairs Needed" section. Just click the "Add" button to add a new repair item to the
list and enter the details to identify the problem.
3. If necessary, the repair can be scheduled for a future date based on the equipment's
availability. If this is a minor repair that does not require immediate attention, check the "
Delay notification until next PM" check box and the repair will be suppressed from notification
until the equipment is due for the next preventive maintenance service.
4. Click the "Save" button.
Once the repair is logged, assuming the date, units, or delay option has not been adjusted,
the equipment will be flagged as due on the "Fleet Manager" screen with the repair(s) that
have been requested. The repair will be indicated with a "red" wrench icon as discussed in
the "Fleet Manager" section.
Note: To indicate repairs (or PM) have been completed, you can log a maintenance entry
(Standard and Deluxe Editions) or generate/close a work order (Shop Edition). This procedure
will be discussed in a later section.
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Scheduled Repairs Management Screen
To view a master list of outstanding repairs for all of your equipment, you can view the "
Scheduled Repairs Management" screen. To display the "Scheduled Repairs Management"
screen, click the "Repairs" button on the main menu toolbar. You can add, edit, or delete
scheduled repairs using this screen.
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3.1.8
Fleet Maintenance Pro Version 12
Notification Popups
During the first program startup of the day, Fleet Maintenance Pro will run a "Notification"
check for maintenance due, equipment renewals (i.e. registrations), and employee renewals
(i.e. drivers license, physical, etc). If there are any new notifications other than what has
already been reported to you in the past, Fleet Maintenance Pro will display a popup
notification screen:
New Maintenance Notifications:
You may click on the plus signs to the left of the equipment to see what is due. Use the
"Create work orders" check box (Shop Edition only) to automatically generate work orders for
all new maintenance notifications. Use the "Send E-mail Notifications" check box to generate
e-mails according to the e-mail contacts configured for your equipment.
Once you have selected your options, you may click "Continue". If you wish to skip this
process until a later time, click "Remind me Later".
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Service Calendar
Fleet Maintenance Pro includes an Equipment Service Calendar which allows you to view PM
tasks and repairs that are scheduled on your equipment. This allows you to quickly view
what services will be due on particular dates. You can review maintenance and repairs due,
and even issue work orders using the calendar.
Equipment Service Calendar screen:
(Shop Edition shown)
Equipment due or soon due for service will be displayed on the corresponding day
maintenance is due for that particular piece of equipment. To view maintenance due, hover
your mouse pointer over the equipment or double-click the equipment for a detailed view of
the services required.
You may select one or many due pieces of equipment on the calendar to automatically issue
work orders (Shop Edition) or record maintenance entries (Deluxe Edition) for the services
due. To generate a single work order or maintenance entry, simply click on a piece of
equipment within the calendar and click "Issue WO" or "Record Maintenance". In the Shop
Edition, to generate multiple work orders, simply click the check boxes next to the equipment
you desire and click "Issue WO".
The are various navigating, filtering, and additional features also included with the calendar
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which are fully explained in the online help or manual.
3.1.10 Recording Maintenance Performed
When preventive or repair maintenance is physically performed on your equipment, you need
to inform Fleet Maintenance Pro by recording a maintenance entry. When a maintenance
entry is recorded, Fleet Maintenance Pro will reset the PM 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 equipment indicating the services
performed, costs, and other details.
To record a maintenance entry:
1. Select a piece of equipment.
2. Click the "Record Maintenance" button. If you are using the Deluxe Edition, you will be
presented with the following screen providing you options to automatically populate the
maintenance entry with the maintenance due for the equipment.
3. Click "OK" to proceed to the "Record Maintenance Performed" screen. You will notice
that if you checked the boxes to include maintenance that was due and soon due, the
maintenance tasks necessary will be pre-populated for you:
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Record Maintenance Performed Screen:
(Deluxe Edition shown)
4. Enter the required data for the maintenance entry: Date, Meter, and at least one
preventive maintenance or repair entry. If using the "Deluxe" or "Shop" edition, the "
Maintenance Tasks" 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 the "Add" 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 equipment will not longer be color shaded on the "Fleet Manager" screen.
The maintenance data has been updated for the tasks performed, and the date/meter values
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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 equipment.
Expirations:
Equipment expirations such as registration renewals, MVI notifications, emissions, etc. may
be updated from the Fleet 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.
3.1.11 Viewing the Maintenance History
When maintenance is performed on a piece of equipment or work orders are closed (Shop
Edition), a record is logged to the maintenance history indicating the preventive maintenance,
repair maintenance, parts, labor, costs, and more. The maintenance history is useful for
analyzing costs and detecting trends in neglect, abuse, or aging equipment.
To view the maintenance history for your equipment:
1. Select a piece of equipment.
2. Click the "History" button.
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Maintenance History screen:
(Shop Edition shown)
Depending on which edition of Fleet Maintenance Pro you purchased, there may be 5 tabs
located on the history screen: "History Entries", "PM Services", "Repairs", "Parts", and "
Labor".
(Shop Edition shown)
The "History Entries" tab displays the history records logged for the chosen equipment on
the "Fleet 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, labor, 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
, Parts, and Labor 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:
(Shop Edition shown)
The date interval settings allow you to view the history between a certain date period. For
example, companies with extensive histories for their equipment may want to only view
history for the current year. Check the "Enable date range" check box and use the calendar
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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.
3.1.12 Generating Reports
Fleet Maintenance Pro ships with numerous reports that detail nearly every aspect of your
fleet data.
The easiest way to access the reports is to click the "Reports" toolbar button on the main
menu screen to display the "Report Viewer". The reports are categorized so you can easily
find the report you are looking for.
Report Viewer Screen:
(Shop Edition shown)
Upon selecting a report, it will be immediately displayed in the preview window.
Filtering Options
Fleet 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 various filtering
options to choose from.
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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 your entire fleet.
· "Selected equipment only" - prints the selected report for the selected equipment on the
"Fleet Manager" screen. You may multi-select equipment on the "Fleet Manager"
screen.
· "Selected Category" - prints the selected report for the equipment in the selected
category as chosen on the "Fleet Manager" screen.
· "Selected Location" - prints the selected report for the equipment in the selected
location as chosen on the "Fleet Manager" screen.
You can also assign a status filter to the report using the "Status Filter" drop-down list. This
allows you to display equipment that has a specific Status assigned to it, such as Active,
Inactive, Sold, or you can choose "Any Status" to ignore the equipment status for the report.
Date Filtering
If the selected report contains date information, the date filtering option will be displayed:
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, Fleet 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. However, if desired,
you may also adjust the dates manually.
Additional Filter Criteria
If you need to be more specific, Fleet 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 "
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Condition", and finally the "Value".
Other Options
"Customize Report" (Deluxe and Shop Editions only) - Click this button to load the "Report
Designer" utility. From there, you can alter the report layout by adding fields, deleting fields,
or simply re-arranging the report to your liking.
"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. You can even export the report to various file types using this screen.
This concludes the Fleet Maintenance Pro "Getting Started" section. There are many
additional program features which we did not cover. Other features include the tracking of
parts inventory (Shop Edition), purchase orders (Shop Edition), employees, vendors, and
more. For additional information, please view the online help provided with the program or
obtain the full manual from the website or CD-ROM. Please visit www.mtcpro.com
frequently for the latest updates and information.
3.2
Vehicles/Equipment
3.2.1
Vehicle Information
Many types of information can be entered for each piece of equipment. Below are the different detail
tabs available when adding a new piece of equipment:
"General" tab screen - contains information most significant to the equipment such as equipment #,
year, make, model, mi/km/hr, and a few custom fields you can define on your own.
"Specifications" tab screen - This tab contains additional details you can record about the piece of
equipment including additional custom fields. Click on the labels to the left of the data fields to redefine any label value. All data is optional on this tab.
"Purchase" tab screen - Contains information regarding purchase date, mi/km/hrs, dealership, cost,
depreciation (Deluxe and Shop Edition only), and 2 custom fields. All data is optional on this tab.
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"Expirations" tab screen - Contains expiration specific information such as plate #, registration, MVI,
and 2 custom fields. All data is optional on this tab.
"Tires" tab screen (Deluxe and Shop Edition only)- Configure tire options such as number of axles,
size, pressure, and layout . All data is optional on this tab.
"Loan/Lease" tab screen - Enter information about the financial institution and contacts. All data is
optional on this tab.
"Insurance" tab screen - Contains insurance information such as company, policy #, term dates,
premium, deductible, ...etc. All data is optional on this tab.
"Photo" tab screen (Deluxe and Shop Edition only) - Select to store a photo of the equipment in
JPEG format. Imported photos must be in JPEG or BMP format. Use the "Add" and "Delete" buttons
to add/delete photos from this tab. You can also RIGHT click on the photo box, choose "Add Image",
and then browse to the desired photo. All data is optional on this tab.
"Attachments" tab screen (Deluxe and Shop Edition only) - Enter a description and directory path
to open documents directly from the Fleet Maintenance Pro software. This is simply a shortcut to the
external file or document. The file is not stored or saved within Fleet Maintenance Pro's database. All
users must have access to the specified directory to access saved attachments. All data is optional
on this tab.
"Notes" tab screen - Enter any other information for the equipment. All data is optional on this tab.
"Configure" tab screen - Contains equipment setup information for detail tabs and virtual meters. All
data is optional on this tab.
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Adding a vehicle/equipment
Adding equipment is a simple process and does not require a wealth of equipment details.
As an example, we will add a piece of equipment with the most basic information.
To add a new piece of equipment:
1. On the Main Menu or Fleet Manager screen, click the "Add" button.
(Shop Edition shown)
2. Enter a unique "Unit #" for your equipment.
TIP: The "Identification" field will be automatically populated as you populate the "Unit #", "
Make", or "Model" fields. The "Identification" is used on many of the reports to easily identify
the equipment. You can alter this to your liking or simply let the software set this field for you.
3. In the "Maintenance Tracking" group, choose the "Maintenance Schedule" you wish to
assign to this piece of equipment which contains the PM services assignments you wish to
track.
4. Next, you can enter the "Base Date". If the schedule you chose is meter enabled, you
may also enter the "Current" and "Base" meter reading value. The base information (date
and meter reading) is used to initialize the PM service's (i.e. Oil Change) last performed
parameters for this equipment. The last performed parameters are used when calculating
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maintenance due. For example, referring to the screen above, when this equipment is
saved, ALL of its PM services (for the chosen schedule) will have the last performed date set
to "5/15/2008", and last performed meter set to "0" (i.e. Oil Change; last performed on
5/15/2008 @ 0 hrs). When adding a piece of equipment, Fleet Maintenance Pro will by
default, assume that you are starting from scratch tracking maintenance for this equipment.
The base information will default to the current date and current meter as your starting point.
If you have old maintenance records you plan to enter into Fleet Maintenance Pro, enter in
the earliest date and meter for which you have records for the "Base Date" and "Base Meter"
fields.
Note: The last performed parameters (date and meter) for each PM service can be adjusted for
accuracy after the new equipment is added. You will see this in Step #7.
5. Next, in the "Assignment" area, choose the "Location" and "Category" if you are
categorizing your equipment. If you do not want to assign Locations or Categories, simply
use the defaults. You can always change them later by editing the equipment information.
6. We have just entered all of the required information. You can enter as much information
as you like in the other fields and tabs.
There are also 25+ custom fields you can define on the equipment information tabs. Tabs
that contain the custom labels are "General" (5), "Specifications" (18), "Purchase" (2),
"Expirations" (2), and "Loan/Lease" (1).
By default, all custom fields read "(click to define)" when you are adding a new piece of
equipment. Simply click on the "(click to define)" text to define the label. A small screen 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, to save data entry time, they can be
saved as defaults for each subsequent equipment you enter by checking the "Save Custom
Labels as Default" check box on the bottom of the screen. In addition, if you wish to alter data
or custom fields for multiple pieces of equipment that have already been added, you can multiselect equipment on the "Fleet Manager" screen and then click "Edit".
6. Click the "Save" button to save your equipment.
7. Finally, you will be asked if you wish to configure the "Last Performed" data at this time.
Again, the "Last Performed" data is used when calculating maintenance due. You should tell
Fleet Maintenance Pro when the PM services in the assigned schedule were last performed,
or let Fleet Maintenance Pro assume the Base Date and Base Mileage figures for the last
performed data as a starting point. Choose "Yes" or "No". You can always configure the
"Last Performed" data at a later time by clicking the "Last PM" button on the Fleet Manager
screen.
3.2.3
Editing Vehicle Data
After a piece of equipment is added into Fleet Maintenance Pro, the equipment information can be edited
from the Fleet Manager screen.
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To edit a piece of equipment:
1) On the Fleet Manager screen, double click the equipment that you wish to edit -OR- click once on the
piece of equipment and click the "Edit" button.
2) At this point, you can modify any information on any of the tabs. If modifications are made, you will
need to click the "Save" button to save your changes.
3.2.4
Deleting a vehicle/equipment
Deleting a piece of equipment from your fleet will delete all work orders, scheduled repairs,
maintenance data, history, accident data, fluid data, trip data, odometer data, tire data,
miscellaneous expense data, and fuel data for the equipment. It will be as if the equipment
were never entered into Fleet Maintenance Pro. If you want to maintain this information, do not
delete the equipment. Instead, change the equipment's status to "Inactive" and Fleet Maintenance Pro
will ignore the equipment when printing reports. Additionally, maintenance services will not track and flag
as due on the equipment when it is in a status that is not "Active".
To delete a piece of equipment:
1) Select the equipment you wish to delete.
2) Then, click the "Delete" button on the Fleet Manager screen.
3) Click "Yes" to permanently delete the equipment -OR- click "No" to cancel the deletion of the piece of
equipment.
Note: When deleting equipment, only one piece of equipment may be deleted at a time. As a
precaution, multi-selected deletions are not supported.
3.2.5
Recording Maintenance Performed
When preventive or repair maintenance is physically performed on your equipment, you need
to inform Fleet Maintenance Pro by recording a maintenance entry. When a maintenance
entry is recorded, Fleet Maintenance Pro will reset the PM 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 equipment indicating the services
performed, costs, and other details.
To record a maintenance entry:
1. Select a piece of equipment.
2. Click the "Record Maintenance" button. If you are using the Deluxe Edition, you will be
presented with the following screen providing you options to automatically populate the
maintenance entry with the maintenance due for the equipment.
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3. Click "OK" to proceed to the "Record Maintenance Performed" screen. You will notice
that if you checked the boxes to include maintenance that was due and soon due, the
maintenance tasks necessary will be pre-populated for you:
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Record Maintenance Performed Screen:
(Deluxe Edition shown)
4. Enter the required data for the maintenance entry: Date, Meter, and at least one
preventive maintenance or repair entry. If using the "Deluxe" or "Shop" edition, the "
Maintenance Tasks" 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 the "Add" 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 equipment will not longer be color shaded on the "Fleet Manager" screen.
The maintenance data has been updated for the tasks performed, and the date/meter values
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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 equipment.
Expirations:
Equipment expirations such as registration renewals, MVI notifications, emissions, etc. may
be updated from the Fleet 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.
3.2.6
Scheduling a repair
Fleet Maintenance Pro includes a repair scheduling utility which allows you to schedule unexpected
repairs that may occur with your equipment. When the repairs are completed in a work order or
maintenance entry, they will automatically be removed from with scheduled repairs database and logged
to the history for that piece of equipment.
For example, let's say a driver notices that the right front parking light is out on the piece of equipment.
The repair maintenance can be easily entered into the repair utility by selecting the appropriate piece of
equipment and clicking the "Schedule Repair" button on the Fleet Manager screen. Then, the user
can enter the parking light repair and any other repairs that are needed. If necessary, the repair can be
scheduled for a particular date in the event the equipment is unavailable until a certain date. Once the
repair is scheduled, it can be viewed on a report using the "PM Check Wizard", which will list the repair
along with the PM services that are due. When the parking light repair is completed in a work order or
maintenance entry, it will be automatically logged to the maintenance history for that piece of equipment
and removed from the scheduled repairs database.
To schedule a repair:
1) Select a piece of equipment.
2) Click the "Schedule Repair" button.
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3) If you already selected the equipment on the Fleet Manager, you don't have to select it again in the "
Equipment" field.
4) Choose a "Repair By/On" date. Fleet Maintenance Pro will flag the repair when a PM Check is
activated as long as the current date is equal to or greater than this date. This field is useful if the repair
can't be performed until a future date when the equipment is available.
5) Select a driver or employee from the "Requested By" list. This is the person who reported the repair.
6) Check the "Delay notification until next PM" button to delay repair notifications until a PM Service is
due. This can be useful if the repair is very minor and can wait to be performed until a PM task is due.
7) In the "Enter Repairs Needed" list, click the "Add" button.
8) Begin typing the repair needed in the "Repair" box, such as "Replace parking light" and then press
the <TAB> key to move to the "Type" field. Now add or select any type description that best fits the
repair. By pressing the <TAB> key once more, you may add additional information to the "Comments"
field. Additionally, you may select a "Priority" for this repair, flagging it as High, Medium, or Low priority.
9) Click the "Save" button on the Add Scheduled Repair screen. (You can continue to enter multiple
repairs in this list by repeating steps #7 though #9.)
10) Once you are completely finished entering repair records, click the LARGE "Save" button on the
bottom right of the screen to save changes and return to the previous screen.
Now that the repairs are scheduled, they will be reported when the "WO Wizard" is activated (as long
as the repair dates are within range) in Shop Edition.
3.2.7
Configuring Last PM Data
The accuracy of all PM maintenance data is crucial when calculating when maintenance is due. The
"Last Date Performed" and "Last Mi/Km/Hrs Performed" parameters for each PM service are particularly
important when the calculations are performed. There are 3 methods by which the "Last Performed"
maintenance data can be updated while using Fleet Maintenance Pro:
1) Base Information - When adding a piece of equipment into Fleet Maintenance Pro, you are required to
enter a "Base Date" and "Base Mi/Km/Hrs" value. The base information (date and mi/km/hr) is used to
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initialize the PM service's last performed data for the equipment. For example, when the equipment is
saved, ALL of its PM services (for the chosen schedule) will have the "Last Date Performed" and "Last
Performed Meter" set to the "Base Date" and "Base Mi/Km/Hrs" respectively (i.e. Oil Change; last
performed on 1/22/2005 @ 24,736 mi/km/hrs). When adding a piece of equipment, Fleet Maintenance
Pro will assume that you are starting from scratch tracking maintenance for this equipment and the base
information will default to the current date and current meter as a starting point. If you have old
maintenance records you plan to enter into Fleet Maintenance Pro, enter in the earliest date and
mileage for which you have records for the "Base Date" and "Base Mi/Km/Hrs" fields when adding
equipment into the software.
2) Last PM Setup screen - After a piece of equipment has been added, you can adjust the "Last
Performed" data for each PM service using the PM Setup Screen. To activate the "Last PM Setup"
Screen, select a piece of equipment and click the "Last PM" button.
3) Recording Maintenance Performed -OR- Entering Work Orders - After initially setting up your
"Last Performed" data, Fleet Maintenance Pro will take over from there. When maintenance is
performed on a piece of equipment, it is recorded using the "Record Maintenance Performed" screen and
the "Last Performed" data is updated.
In the Shop Edition, when the work order is tagged as "Closed", the services and repairs performed are
written to the history. When the "Closed" status is reached for the work order, Fleet Maintenance Pro
will automatically adjust the "Last Performed" data for the PM services that were performed to the date
the work order was tagged as "Closed".
3.2.8
Viewing PM Status
You can view the current status of the PM services defined for a piece of equipment at any time. This
function will allow you to see what PM services are currently in need of attention and the status of the
other maintenance operations that are not in need of attention. To ONLY report the maintenance
due, click the "Maintenance Due" button instead.
To view the Current Maintenance Status:
1) Select a piece of equipment.
2) Click the "PM Status" button.
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Current Maintenance Status screen:
(Shop Edition shown)
3) The PM and Repair Maintenance Status screen displays a list of PM services that detail the following
for each:
· Date and mi/km/hr that the service was last performed.
· Desired interval at which the service should be performed.
· The calculated date and odometer reading at which the service will be due.
4) You can easily see what is currently due by the RED color coded interval data. The YELLOW interval
data is what will soon be due. The GREEN color code indicates services are due and have already been
assigned to a work order. These parameters can be changed on the Configure Fleet Maintenance Pro
screen. Plain interval text simply indicates the service is not currently due.
3.2.9
Viewing Maintenance History
When maintenance is performed on a piece of equipment or work orders are closed (Shop
Edition), a record is logged to the maintenance history indicating the preventive maintenance,
repair maintenance, parts, labor, costs, and more. The maintenance history is useful for
analyzing costs and detecting trends in neglect, abuse, or aging equipment.
To view the maintenance history for your equipment:
1. Select a piece of equipment.
2. Click the "History" button.
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Maintenance History screen:
(Shop Edition shown)
Depending on which edition of Fleet Maintenance Pro you purchased, there may be 5 tabs
located on the history screen: "History Entries", "PM Services", "Repairs", "Parts", and "
Labor".
(Shop Edition shown)
The "History Entries" tab displays the history records logged for the chosen equipment on
the "Fleet 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, labor, 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
, Parts, and Labor 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:
(Shop Edition shown)
The date interval settings allow you to view the history between a certain date period. For
example, companies with extensive histories for their equipment may want to only view
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history for the current year. 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.
3.2.10 Fuel Tracking
Using the "Fuel History Log" screen, you can track a piece of equipment's fuel consumption by recording
information from fuel purchases. Fleet Maintenance Pro calculates a wide range of statistics based on
the recorded transactions.
To access the fuel history screen, select piece of equipment and click the "Fuel" button.
Fuel History Screen:
(Shop Edition Shown)
The "Fuel History" contains a list of fuel transactions that have been recorded for the equipment. There
are numerous pieces of information that can be recorded when an entry is added:
· Purchase Date - The date of the transaction.
· Fill Meter - The odometer reading of the transaction.
· Difference - After entering the "Fill Mileage" data, the "Difference" column will automatically be
calculated by subtracting the last fill meter that does not exceed the new meter. The "Difference" will
then be used to calculate distance traveled.
· Consumed - The amount of fuel consumed during fueling. After this is entered and you tab to the
next field, the MPG or L/100km will automatically be calculated and displayed in the "MPG or
L/100km" box.
· Price - The price per unit of fuel (gallon or liter). Once entered and you tab to the next column, the
"Total Cost" will be automatically calculated by multiplying Price * Gallons/Liters Consumed.
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·
·
·
·
·
·
·
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Fuel Type - The type of fuel.
Brand - The brand of fuel.
State (Deluxe and Shop Edition only) - State/province where the fuel was purchased.
Vendor - Vendor where the fuel was purchased.
Driver - Driver at the time of fueling.
Stock Tank (Shop Edition only) - Stock fuel tank used for fueling.
Cost Center - Fund that fuel costs are retrieved from.
Comments - Comments you wish to associate to the fuel entry.
Date Interval Settings:
The date interval parameters allow you to view the fuel purchases within a certain date period. For
example, companies with large fuel histories may want to only view fuel purchases for the current year.
The date intervals can be set in the "Date Interval Settings" section using the calendar selection
controls. The date interval parameters can also be configured on the "Configure Fleet Maintenance Pro"
screen to maintain the same date interval settings each time the "Fuel History" screen is displayed.
Fuel Statistics:
The "Fuel Statistics" section contains important statistical information based on the fuel entries for a
piece of equipment. The fuel statistics reflects only the data being viewed. Therefore, if a date interval is
specified, the statistics will only reflect the data between the date intervals provided. Each statistic is
defined below:
·
·
·
·
·
·
·
·
Total Cost – The sum of all fuel entries listed.
Total Gallons – The sum of all fuel consumed for the entries listed.
Total Mileage - The total distance traveled based on the entries listed.
Cost Per Mile – The actual fuel cost per mile based on the mi/km/hr range between the first and
last entry listed.
Average Cost – The average fueling cost based on the entries listed.
Average Gallons – The average fuel consumed per fill-up.
Average Mileage - The average distance traveled between purchases.
Overall MPG – The average MPG based on the entries listed.
See also:
Adding a fuel purchase
Editing a fuel purchase
Deleting a fuel purchase
3.2.11 Fluid Consumption History
Using the "Fluid Consumption History" screen enables you to track and view your fluid usage (ie.
engine oil, transmission fluid, brak e fluid...etc.).
To access the Fluid Consumption History screen, select a piece of equipment. Then, click on the "
Equipment" menu, scroll down to "Histories", and then select "Fluid Consumption History".
Fluid Consumption Screen:
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Enable Date Range allows you to view those fluid entries that are within the specified date period.
To add a fluid consumption entry:
1) Click on the "Add" button then enter the "Date", "Meter", "Fluid," "Part (optional)","Quantity
Used","Cost Center", and any "Notes" that are needed. Choosing the part(optional) and entering the
quantity used will generate the "Unit Cost" and "Extended cost".
Note: Part warehouse selections are only available in the Shop Edition.
(Shop Edition Shown)
2) Click the "Save" button when you are done.
To edit a fluid consumption entry:
1) Select a fluid consumption entry on the "Fluid Consumption History" screen.
2.) Double-click or click the "Edit" button. The "Edit Fluid Consumed" screen will appear. You will be
able to change your information on this screen.
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3) Click "Save" when you are done.
To delete a fluid consumption entry:
1) Select a fluid consumption entry on the "Fluid Consumption History" screen.
2.) To DELETE click on the "Delete" button. A confirmation screen will appear asking if you want to
Delete the selected entry.
3) Click "Yes" to permanently delete -OR- click "No" to cancel the deletion.
3.2.12 General Expense History
Using the "General Expense History" screen enables you to record, track and view miscellaneous
expenses. (ie. insurance, registration, loan/lease)
To access the "General Expense History" screen, select a piece of equipment. Then, click on the "
Equipment" menu, then "Histories", and select "General Expense History".
General Expense History screen:
"Enable Date Range" allows you to view entries that are within the specified date period.
To add a general expense entry:
1) Click on the "Add" button and then enter the expense (ie.insurance,registration, loan/lease ect), the
cost, and notes.
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2) Click the "Save" button when you are complete.
To edit a general expense entry:
1) Select a general expense entry on the "General Expense History" screen.
2.) Double-click or click the "Edit" button. The "Edit General Expense" screen will appear. Edit the
entry to your liking.
3) Click "Save" when you are done.
To delete a general expense entry:
1) Select a general expense entry on the "General Expense History" screen.
2.) To DELETE click on the "Delete" button. A confirmation screen will appear asking if you want to
Delete the selected entry.
3) Click "Yes" to permanently delete -OR- click "No" to cancel the deletion.
3.2.13 Accident Log
Using the "Accident History" screen enables you to record, track and view all accidents for your
equipment.
To access the"Accident History" screen, select a vehicle then on the Main Menu toolbar click on "
Equipment", scroll down to "Histories", and then select "Accident History".
Accident Log screen:
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To add an accident entry:
1) Click on the "Add" button and then enter the accident details.
2) Click the "Save" button when you are complete.
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To edit an accident entry:
1) Select an accident entry on the "Accident History" screen.
2.) Double-click or click the "Edit" button. The "Edit Accident Entry" screen will appear. You will be
able to change your information on this screen.
3) Click "Save" when you are done.
To delete an accident entry:
1) Select an accident entry on the "Accident History" screen.
2.) To DELETE click on the "Delete" button. A confirmation screen will appear asking if you want to
Delete the selected entry.
3) Click "Yes" to permanently delete -OR- click "No" to cancel the deletion.
3.2.14 Equipment Usage
The "Equipment Usage" screen enables you to track and view all usage by your equipment.
To access the"Equipment Usage" screen, select a vehicle and then on the Main Menu toolbar click on "
Equipment", scroll down to "Histories", and then select "Equipment Usage History".
To add an equipment usage entry:
1) Click on the "Add" button and then enter the Equipment Usage details.
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2) Enter the Date, Time, and Meter values for when the equipment was checked out. All other fields are
optional.
3) Click the "Save" button when you are done.
To check in a piece of equipment:
1) Click on the "Edit" button and then enter the check in details.
2) Enter the Date, Time, and Meter values for when the equipment was checked back in. All other fields
are optional.
3) Click the "Save" button when you are done.
To delete an entry:
1) Select an entry on the "Equipment Usage" screen.
2.) To DELETE click on the "Delete" button. A confirmation screen will appear asking if you want to
Delete the selected entry.
3) Click "Yes" to permanently delete -OR- click "No" to cancel the deletion.
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3.2.15 Cost Statistics
The cost statistics screen displays detailed cost statistics for each unique PM service and repair.
Statistics can be viewed for your entire fleet, a particular location, a particular department, or by selected
pieces of equipment. The Deluxe Edition will also display part statistics and the Shop Edition will add
labor statistics.
PM Cost Statistics screen:
(Shop Edition shown)
Selected
Choose which piece of equipment for which you wish to calculate statistics:
· All equipment - Your entire fleet will be analyzed.
· Selected equipment only - Only the selected equipment on the Fleet Manager screen will be
analyzed.
· Selected Category - Only the selected department on the Fleet Manager screen will be analyzed.
· Selected Location - Only the selected location on the Fleet Manager screen will be analyzed.
The Grid Columns
· PM Service – This column lists the PM maintenance services that are available to the equipment.
· Total Cost – This column provides the total costs for each PM maintenance service. For example, if
you have 2 "Oil Changes" in the history at $19.95 each, this column will display $39.90.
· % of Total – This column represents the percent of the total history costs for which each maintenance
operation accounts. This column can easily show you where most of you money is invested in the
piece of equipment.
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Note: The GRAND TOTAL for all of the maintenance in the history is beneath the "Total Cost" column.
View Settings
Here, you can specify a date interval and view the cost statistics within the date range. By default, this
will be set to the "Maintenance History" date interval settings.
To print this information, click the "Print" button.
To exit this screen, click the "Close" button.
3.2.16 Meter Replacement
Using the "Meter Replacements" screen allows you to replace the meter in a piece of equipment and
track it.
To get to the Meter Replacement screen, select a piece of equipment, then on the Main Menu click on
"Equipment", then scroll down and select "Meter Replacements".
Meter Replacement Screen:
1.) To Add a new meter, click the "Add" button and then enter the "Identification","Date", "Current
Reading", "Replacement" and a "Description" of why you are replacing the meter or any other comments
you wish to add. The current reading is the reading on the meter that's being replaced. The replacement
reading is the reading on your new meter.
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Click the "Save" button when you are done.
2.) To Edit click the "Edit" button on the "Meter Replacements" screen, this will bring up the "Edit Meter
Replacement" screen. Make any necessary changes to the information that you have previously entered.
Then click the "Save" button when you are done.
3.) To Delete click the "Delete" button on the "Meter Replacements" screen. A delete confirmation will
appear.
4) Click "Yes" to permanently delete the equipment -OR- click "No" to cancel the deletion of the
equipment.
Note: When deleting, only one item may be deleted at a time. As a precaution, multi-selection
item deletions are not supported.
3.2.17 E-mail Contacts
You may add e-mail contacts to your equipment while accessing the "Add New Equipment" screen.
Click the "Recipients" drop down menu on the "General" tab to display the equipment contact list:
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(Shop Edition shown)
This screen lists all contacts for the current equipment. There are three options available for each
contact:
· Notify Maintenance - check this option to notify a contact about new maintenance services that are
due.
· Notify Expirations - check this option to notify a contact about new equipment expirations that are
due.
· Notify WO (Shop Edition only) - check this option to allow work orders to be e-mailed to the
contact.
Contacts may be deleted by clicking the "Delete Contact" button. A confirmation message will appear
asking if you wish to delete the selected item. Click "Yes" to delete the contact, or click "No" to cancel
the action.
Click the "Add Contact" button to display the "Select Email Address" screen:
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(Shop Edition shown)
The available contacts are chosen from the the "Customers"(Shop Edition only), "Employees", and "
Vendors" databases. A contact must have an email address to be listed. You may navigate through the
contacts by selecting the different tabs at the top of the screen.
Confirm your selection by either double clicking on a contact or by clicking the "OK" button. Click "
Cancel" to exit the screen without making a selection.
3.2.18 Tire Configuration
You may design the layout of the current equipment tires on the "Tires" tab while accessing the "Add
New Equipment" screen.
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The "Tire Configuration" layout is based on the number of axles. You may choose up to 10 axles for the
equipment.
Axles have two options available to them:
· Duals - Check this option to display dual tires on each side of the axle.
· Axle Type - Click on the text located in the middle of the axle to choose from three axle types: "Steer
", "Drive", and "Free".
You may also configure the the size and pressure for the front and rear tires from this screen.
Once the tire layout has been designed, you can check the box for "Show Tire Assignment screen on
save" and click the "Save" button to save the configuration and access the Tire Assignment window. Or,
return to the "Main Menu" screen where you can now add
Tire Assignments to the equipment.
3.3
Preventive Maintenance
3.3.1
Schedules
3.3.1.1
Schedules Setup Screen
Use the "PM Schedule Setup" screen to define preventive maintenance schedules that you will assign to
your equipment. Maintenance schedules contain preventive maintenance services that are required to
be done on a date and/or mileage/km/hr interval.
You will want to define your maintenance schedules according to the "groups" of equipment you will be
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tracking. For example, you may want to have a maintenance schedule for your delivery trucks, and have
another maintenance schedule for your fork lifts.
PM Schedule Setup screen:
Schedules: At the top of the screen, you will see the "Schedule" section of the screen. This is where
you can add, edit/rename, or delete maintenance schedules. The drop-down combo box displays the
name of the schedule currently selected. The selected schedule's corresponding maintenance services
will be displayed in the PM service grid display.
Services: Toward the bottom of the screen, you will see the "Services" toolbar in which you can add,
edit, or delete maintenance services assigned to the selected schedule. You can also "Import"
maintenance services from other schedules to avoid re-typing the information. (See the "Importing
Maintenance Schedules" topic for additional information). Use the "Print" button to print the selected
schedule information.
Note: It is important to remember that changes made to a maintenance schedule such as adding,
editing, or deleting a PM service will be reflected in all equipment assigned to the schedule that has
been altered. For example, if you change a date interval for a particular PM service, the new interval will
be used for ALL equipment assigned to that schedule. Adding or deleting a maintenance service will
also add/delete the maintenance service in all equipment assigned to that schedule.
PM Schedules functions:
Adding a schedule
Editing a schedule name
Deleting a schedule
PM Service functions:
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Adding a PM service
Editing a PM service
Deleting a PM service
Importing maintenance services
3.3.1.2
Adding a schedule
To add a maintenance schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Next, click the "New" button in the "Schedule" section at the top of the screen.
(Deluxe/Shop Edition shown)
3) Enter the following information about your schedule:
Schedule Name - The name to identify your schedule (i.e. "Fork Lifts", "Trucks", "Golf Carts", ...etc).
Track By Date - Check this box if you wish to track equipment assigned to this schedule by date.
When you begin to add PM services to the schedule you will be able to choose the date tracking units
(i.e. "Days", "Weeks", "Months", "Years").
Track By Meter (Primary) - Check this box if you wish to track equipment assigned to this schedule by
meter (i.e. Mileage, Kilometers, Hours). Then, choose the appropriate meter type for the maintenance
schedule. This will be considered your primary tracking meter.
Track By Meter (Secondary) - Deluxe and Shop Edition Only - Check this box if you wish to track
equipment assigned to this schedule by an additional meter (i.e. Mileage, Kilometers, Hours). Then,
choose the appropriate meter type for the maintenance schedule. This will be considered your
secondary tracking meter.
4) Finally, click the "Save" button.
Your new maintenance schedule has been created! You can now add PM services to this schedule.
See also:
Adding a PM service
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Editing a schedule
To edit a maintenance schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule you wish to rename using the drop-down box in the "Schedule" section at the
top of the screen.
3) Next, click the "Edit" button.
3) Type the name that will replace the original schedule name and/or make changes to the tracking
meters. Click the "Save" button when finished.
3.3.1.4
Deleting a schedule
To delete a maintenance schedule:
Note: In order to delete a schedule, the schedule cannot be assigned to any equipment. If the
schedule is still assigned to any piece of equipment, you will receive a warning message and won't be
able to delete the schedule.
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule you wish to delete using the drop-down box in the "Schedule" section at the top
of the screen.
3) Next, click the "Delete" button. A confirmation message will be displayed.
3) Click "Yes" to delete the schedule and all maintenance services associated with the schedule.
3.3.1.5
Adding a PM service
To add a PM service to a schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule for which you wish to add a PM service using the drop-down box in the
"Schedule" section at the top of the screen.
3) On the "Service" toolbar toward the bottom of the screen, click the "Add" button.
4) Enter the Service Name, Type, Days, and Mi/Km/Hr interval. All other information is optional.
5) Click "Save".
See also:
Editing a PM service
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Editing a PM service
To edit a PM service in a schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule for which you wish to edit a PM service using the drop-down combo box in the
"Schedule" section at the top of the screen.
3) Click on the service you wish to edit on the grid display.
4) On the "Service" toolbar toward the bottom of the screen, click the "Edit" button.
5) Make the necessary changes.
6) Click "Save".
See also:
Deleting a PM service
3.3.1.7
Deleting a PM service
To delete a PM service in a schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule that you wish to delete a PM service from using the drop-down box in the
"Schedule" section at the top of the screen.
3) Click on the service you wish to delete on the grid display.
4) On the "Service" toolbar toward the bottom of the screen, click the "Delete" button to delete the
selected service. A confirmation message will be displayed.
5) Click "Yes" to delete the selected PM service.
3.3.1.8
PM Service Entry Screen
Use the Service Entry screen to add or edit PM service entries on the "Maintenance Schedule Setup"
screen. Clicking "Add" or "Edit" on the "Maintenance Schedule Setup" screen will display this screen.
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The following data is required:
Service Name - The name of the PM service.
Service Type - The type of PM service. See the "PM Types" topic for information on adding, editing, or
deleting maintenance types.
Days - The maintenance interval in days for which this item needs flagged. Enter "0" to disable days
tracking.
Mi/Km/Hrs - The maintenance interval in mileage, kilometers, or hours for which this item needs flagged.
Enter "0" to disable odometer tracking.
Advanced Button:
· Seasonal Task- Lets you set date parameters so that the task will be ignored during the dates
selected.
· Terminate Task (date) - Gives you the option of setting the date you would like to terminate the task
tracking.
· Terminate Task (mileage) - Gives you the option of setting the mileage would like to terminate the task
tracking.
· Include service with email notifications - Gives you the option of including the service in email
notifications.
Click the "Save" button when you are completed.
3.3.1.9
Import Maintenance Services Screen
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.
Import Maintenance Services Screen:
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On the left side of the import screen is the maintenance schedule you are importing from (the source
schedule). On the right side of the screen is the schedule you are importing to (the destination
schedule).
You can select multiple services in either list by holding the <Ctrl> key and clicking on the PM services
you wish to select. 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.
Use the ">" button to add the selected service(s) to the destination schedule.
Use the "<" button to delete the selected service(s) from the destination schedule.
IMPORTANT: Remember that changes made to a maintenance schedule are reflected on all
equipment assigned to that schedule!
3.3.1.10 Importing a maintenance service
To import a maintenance service:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule for which you wish to import PM services using the drop-down box in the
"Schedule" section.
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3) Click on the "Import" button to display the "Import Maintenance Services" screen.
4) On the left side of the screen, click on the service(s) you wish to add (import) to the schedule you
selected in Step #2.
Note: You can select multiple services b y holding the <Ctrl> key and clicking on the PM services you wish to
select. If you wish to import ALL services, click the "Select All Services" check b ox b elow the source list to
highlight ALL maintenance services in the source list.
5) Click the ">" button to add the selected service(s) to the schedule you selected in Step #2.
6) Click "OK" to import the services and return to the "Maintenance Schedule Setup" screen.
7) Click the "Close" button to return to the Main Menu.
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PM Check Wizard
The Perform Maintenance Check Wizard is designed to calculate and report PM services due based on
your PM interval data. Scheduled repairs that are due will also be reported. The PM Wizard will take
you through a series of simple steps and automatically calculate exactly what equipment and PM
services are currently due for your equipment.
To perform a maintenance check using the PM Wizard:
1) Click the Fleet --> PM Check Wizard --> All Equipment button from the Main Menu.
The "PM Check Wizard" screen will be displayed, describing the maintenance check procedure. You
may uncheck the "Show this screen when performing a maintenance check " check box to avoid
displaying this introduction in the future.
2) Click "Next" to advance to the next screen.
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(Shop Edition shown)
The "Maintenance Check Setup" screen contains default settings for the PM check. You can change
these default settings at any time using the File-->Options menu item.
"Perform maintenance check on" - Choose which equipment you wish to perform a maintenance
check.
· All equipment - A maintenance check will be performed on your entire list of equipment.
· Selected equipment only - A maintenance check will be performed on only the selected
equipment on the Fleet Manager screen.
· Selected Department - A maintenance check will be performed on the selected department only.
· Selected Location - A maintenance check will be performed on the selected location only.
"Equipment Status Filter" - By default, only "Active" equipment will be checked.
"Intervals to be checked" - Choose either "Date" or "Meter" intervals, or both. At least one interval
must be selected to perform a maintenance check.
"Show Maintenance" -You can specify to display only maintenance currently due -OR- maintenance
that is due within a date period. The date period option is a resourceful look into the near future for
maintenance that will soon be due.
"Maintenance services to check" - If you want to see only maintenance due for certain PM services,
choose the "Select Maintenance Service(s)" option. A "Select PM Services" screen will be displayed
allowing you to choose which services you would like to check. For example, if you only wanted to see
which pieces of equipment were due for an oil change, select the "Oil & Filter Change" service.
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"Maintenance Types To Check" - Use this area to select the PM maintenance types that you want to
check. By default, they are all selected.
3) Click "Next" to advance to the next screen.
The next screen displays the list of equipment that have been selected for the maintenance check and
their corresponding meter readings. Use this screen to update the meter readings to the most current
information. This is to ensure accuracy when calculating which maintenance is due for each piece of
equipment.
If there are many pieces of equipment in this list, it may help to check the "Group by location/
category" check box to view the list in an organized tree format by department.
4) Type the current odometer readings into the grid display. Press <ENTER> after entering each
odometer reading to advance to the next piece of equipment in the list.
5) After you are done, click "Next" to accept. Fleet Maintenance Pro will begin calculating what
maintenance is due and, if necessary, will advance to the final screen:
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Finally, choose which reporting option you prefer:
· "View on screen"- This will show results on your screen and allow you to print your results
from there.
· "Print maintenance due overview report - Prints a list of equipment due for service based
on the maintenance check parameters you specified in "Step #1" of the maintenance check.
· "Print maintenance due detailed report" - Prints a detailed list of maintenance due based
on the maintenance check parameters you specified in "Step #1" for each piece of
equipment individually. Each of the equipment details will be printed on a separate page.
"Automatically generate work orders based on results" (Shop Edition Only)
In the Shop edition, you also have the option of automatically generating work orders based on the
maintenance due. When this box is checked, work orders will be automatically generated for each
piece of equipment which will include the PM and scheduled repair maintenance due based on the
maintenance check parameters you specified in "Step #1" of the maintenance check.
You can also check the "Auto print work orders" check box to automatically print work orders that are
generated. Or, you can simply view (or print) the work orders from the "Work Order Management"
screen after the maintenance check process is complete.
TIP: In the event that m aintenance (PM or repair) is already assigned to a different w ork order that is still in
"Open" status, the m aintenance w ill not be re-issued to a new w ork order.
6) Finally, click the "Finish" button to activate the maintenance check.
7) Depending on your reporting choice in Step #5, you will see your maintenance check results on
screen or as a printed pages.
3.3.3
PM/Repairs Due Screen
To view or print maintenance due, select a piece of equipment on the Fleet Manager screen. Then, click
the "Maintenance Due" button.
PM and Repair Maintenance Due screen:
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The information that is shown on this screen is the maintenance that is currently due. Warning
maintenance is also shown, which is maintenance that will SOON be due (shown in yellow).
If you used the Maintenance Notifier to generate these results, the top of the screen will have a
"Vehicles/Equipment due for service" box. Using this drop-down, you can switch between equipment
using the mouse or by simply pressing the down arrow key on the keyboard to scroll through equipment
in the listing. When a piece of equipment is selected, its corresponding maintenance due is shown on
the "Preventive Maintenance Due" tab. The scheduled repairs that are due (if any) are shown on the
"Scheduled Repairs Due" tab. Only equipment with PM and/or repair maintenance due will be listed in
the "Vehicle/Equipment Due" box.
The "Preventive Maintenance Due" tab:
The "Preventive Maintenance" tab contains all of the preventive maintenance that is currently due. For
each service that is due, the following information is provided:
(Shop Edition shown)
PM Service Name - The PM service name that is currently due (ie: Oil Change).
Type - The maintenance type of the PM service (ie: Normal, Inspection, ...etc.)
WO (Shop Edition Only) - The work order for which the PM service is assigned (show in green).
Linked Service (Shop Edition Only) - The service task that is linked to the PM service. (will only
appear if schedule uses linked services)
Last Performed:
Date - The date the service was last performed.
Mi/Km/Hr - The mi/km/hr of the equipment from the last PM service performed.
Track ing Parameters:
Date Interval - The maintenance interval in days for which this item needs flagged.
Mi/Km/Hr - The maintenance interval in mileage,kilometers and hours for which this item needs flagged.
Next Due:
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Date - This will be calculated from your tracking parameters and give you the date of when the next PM
service needs to be performed.
Mi/Km/Hr - This will be calculated from your tracking parameters and give you the mi/km/hr of when the
next PM service needs to be performed.
Intervals that flag the maintenance due are shown in red (default). Intervals that are SOON due for
service will be shown in yellow(default). Intervals that are not due and/or not close to being due will be
shown in plain text. The color codes can be changed permanently using the Configure Fleet
Maintenance Pro screen.
Note: There is a secondary Mi/Km/Hr tracking parameter availab le in the Shop Edition.
The "Scheduled Repairs Due" tab:
The "Scheduled Repairs Due" tab contains all of the scheduled repairs that are currently due. For each
repair that is due, the following information is provided:
Due - The date at which the repair was scheduled.
Repair - The name of the repair that needs to be done.
WO (Shop Edition Only) - The work order for which the repair is assigned.
Requested By - The name of the individual that requested the repair.
Comments - Any additional comments associated with the repair.
Printing the results:
You can print the results by clicking the "Print" button.
1) Choose your "Print Options":
"Maintenance Due (Detailed)" - Prints a detailed list of maintenance due based on the
maintenance check parameters you specified in "Step #1" for each piece of equipment
individually. Each equipment's details will be printed on a separate page.
"Work Orders (Open)" (Shop Edition Only) - Prints all open work orders.
2) Click "OK" to print the report.
3.3.4
PM/Repair Status
You can view the current status of the PM services defined for a piece of equipment at any time. This
function will allow you to see what PM services are currently in need of attention and the status of the
other maintenance operations that are not in need of attention. To ONLY report the maintenance
due, click the "Maintenance Due" button instead.
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To view the Current Maintenance Status:
1) Select a piece of equipment.
2) Click the "PM Status" button.
Current Maintenance Status screen:
(Shop Edition shown)
3) The PM and Repair Maintenance Status screen displays a list of PM services that detail the following
for each:
· Date and mi/km/hr that the service was last performed.
· Desired interval at which the service should be performed.
· The calculated date and odometer reading at which the service will be due.
4) You can easily see what is currently due by the RED color coded interval data. The YELLOW interval
data is what will soon be due. The GREEN color code indicates services are due and have already been
assigned to a work order. These parameters can be changed on the Configure Fleet Maintenance Pro
screen. Plain interval text simply indicates the service is not currently due.
3.3.5
Configuring Last PM Data
The accuracy of all PM maintenance data is crucial when calculating when maintenance is due. The
"Last Date Performed" and "Last Mi/Km/Hrs Performed" parameters for each PM service are particularly
important when the calculations are performed. There are 3 methods by which the "Last Performed"
maintenance data can be updated while using Fleet Maintenance Pro:
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1) Base Information - When adding a piece of equipment into Fleet Maintenance Pro, you are required to
enter a "Base Date" and "Base Mi/Km/Hrs" value. The base information (date and mi/km/hr) is used to
initialize the PM service's last performed data for the equipment. For example, when the equipment is
saved, ALL of its PM services (for the chosen schedule) will have the "Last Date Performed" and "Last
Performed Meter" set to the "Base Date" and "Base Mi/Km/Hrs" respectively (i.e. Oil Change; last
performed on 1/22/2005 @ 24,736 mi/km/hrs). When adding a piece of equipment, Fleet Maintenance
Pro will assume that you are starting from scratch tracking maintenance for this equipment and the base
information will default to the current date and current meter as a starting point. If you have old
maintenance records you plan to enter into Fleet Maintenance Pro, enter in the earliest date and
mileage for which you have records for the "Base Date" and "Base Mi/Km/Hrs" fields when adding
equipment into the software.
2) Last PM Setup screen - After a piece of equipment has been added, you can adjust the "Last
Performed" data for each PM service using the PM Setup Screen. To activate the "Last PM Setup"
Screen, select a piece of equipment and click the "Last PM" button.
3) Recording Maintenance Performed -OR- Entering Work Orders - After initially setting up your
"Last Performed" data, Fleet Maintenance Pro will take over from there. When maintenance is
performed on a piece of equipment, it is recorded using the "Record Maintenance Performed" screen and
the "Last Performed" data is updated.
In the Shop Edition, when the work order is tagged as "Closed", the services and repairs performed are
written to the history. When the "Closed" status is reached for the work order, Fleet Maintenance Pro
will automatically adjust the "Last Performed" data for the PM services that were performed to the date
the work order was tagged as "Closed".
3.3.6
Switching a vehicle's maintenance schedule
If desired, a user can switch a piece of equipment's maintenance schedule at any time. However, there
are a few important issues that should be noted before doing so.
If a user switches a maintenance schedule to a schedule that contains less maintenance services, the
extra services in the original maintenance schedule will be deleted. If the new schedule contains an
item NOT in the original schedule assigned to the equipment, it will be added AND the "Last Performed"
data will be set to the "Base Date" and "Base Mi/Km/Hr" for the equipment.
For services that exist in both schedules, the "Last Performed" information will be maintained from the
original schedule as long as the maintenance services have the exact same name.
For example: We switch a piece of equipment's schedule from "Schedule 1" (below) to "Schedule 2"
which does not include a "Tire Rotation" service, but does include "Spark Plugs" service:
Schedule 1 - (Original Schedule)
Service
Last Date
Last Mi/Km/Hr
Oil Change
1/2/2001
23,894
Air Filter
4/5/2001
26,784
Tire Rotation
5/29/2001
28,937
Schedule 2 - (Newly Assigned Schedule)
Service
Oil Change
Air Filter
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Spark Plugs
THE RESULT:
Schedule 2
Service
Oil Change
Air Filter
Spark Plugs
Last Date
1/2/2001
4/5/2001
1/1/2001 (the base date)
Last Mi/Km/Hr
23,894
26,784
10,000 (the base mi/km/hr)
Note that the "Tire Rotation" service has been removed and the "Spark Plugs" service has been added.
Also note that the base information is used as the "Last Date" and "Last Mi/Km/Hr" data for the "Spark
Plugs" service since the service didn't exist in the original schedule.
3.3.7
PM Types
PM (preventive maintenance) types can be defined to organize your maintenance services. Maintenance
services can be defined on the "Pick List Maintenance" screen.
To add, edit, or delete maintenance types:
1) On the Main Menu, scroll to Setup -> Choice Lists -> Maintenance -> Maintenance Types.
2) Click on the "Maintenance Types..." menu item. The "Pick List Maintenance" screen will be
displayed:
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3) To:
· Add a PM type - Click the "Add" button.
· Edit a PM type - Select the PM type you wish to edit. Click the "Edit" button.
· Delete a PM type - Select the PM type you wish to delete. Click the "Delete" button. Click "Yes"
to permanently delete the PM type -OR- "No" to abort the deletion.
3.4
Equipment Service Calendar
3.4.1
Equipment Service Calendar Features_2
Fleet Maintenance Pro includes an Equipment Service Calendar which allows you to view PM tasks and
repairs that are scheduled on your equipment. This allows you to quickly see what services will be due
on particular dates. You can review maintenance and repairs due, and even issue work orders (Shop
Edition) or create maintenance entries (Deluxe Edition) from within this window.
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Equipment Service Calendar screen:
(Shop Edition shown)
Date Selection:
The default calendar view will be focused on the current date. At the top left of the screen, you will see
the month selection area. This is where you can select the month you wish to view in the calendar
window. The default selection is always the current month. You can cycle through the months by
clicking on the left and right arrows on either side of the month boxes. Additionally, you may click on the
“Current Month” button along the lower toolbar and jump to the current month. Jump to a specific day by
clicking on it within this area.
Days that are listed in red in the month selection area are dates that equipment was or is due for
service.
Filtering Options :
At the top right of the screen, you will see the filtering options section of the screen. Use these options
to determine what will display on the calendar.
· “Equipment Selection” filter - You may select to only see the selected equipment from the "Fleet
Manager" window or All Equipment .
· “Maintenance Due” filter – Choose “Show All” to display equipment that’s due for all PM services and
repairs from any PM schedule.
· Choose “Selected:” to show only particular PM tasks that are due. You can select one or many tasks
to filter for.
· “Hide Repeated Equipment” - Mask or hide equipment that is repeated (due on more dates in the
future)
· “Hide equipment satisfied by an open work order” - hide equipment that has all due tasks already
assigned to an open work order.
Lower Toolbar functions:
· “First Service” button – Jump to the first date that any piece of equipment was due for a currently
overdue service. This date may be very far back depending on how recent your entered data is.
· “Previous Service” button – This will take you to the previous chronological day/month that service was
due for equipment.
· “Next Service” button – This will take you to the next chronological day/month that service is due for
equipment.
· “Last Service” button – Jump to the last date that any piece of equipment is due for a service. This
date may be very far ahead depending on last performed dates for tasks, as well as predicted
maintenance needs. This service may be up to one year later than the current date.
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· “Current Month” button – This will take you to the current month.
· “Search” button – Clicking on this button brings up a box you can type a vehicle number into so that
you may quickly locate that equipment if it’s on the service calendar.
Recording Maintenance/Generating Work Orders from the Calendar:
You may select one or many (Shop Edition only) due pieces of equipment on the calendar and
automatically issue work orders for the services due.
Click the checkbox beside the equipment title to select it. You may RIGHT click on the equipment to
bring up a list of all items due. Then you can select which of those tasks you wish to be placed on the
work order(s) you generate. Now, click on the “Issue WO” OR "Enter Maintenance" (Deluxe Edition)
button. If you're using Shop Edition, this will create new, open work orders for each unit that will already
be populated with the services that were due or selected within the calendar. The “Work Order
Generation Results” window brings up a summary of all work orders that were just created and allows
you to visit the work order management screen, email the work orders, and print the work orders. If you
are using Deluxe Edition, a maintenance entry containing the selected tasks will be recorded.
RIGHT click options:
(Shop Edition shown)
When you RIGHT click on a due unit, you will be able to select which services you would like to record
as well as issue a work order (Shop Edition Only!) or enter a maintenance entry (Deluxe Edition).
3.5
Repairs
3.5.1
Repair Features
Fleet Maintenance Pro includes a repair scheduling utility which allows you to schedule unexpected
repairs that may occur with your equipment. Fleet Maintenance Pro will keep track of these repairs and
notify you when they are due or soon due. When the repairs are completed in a work order, they will
automatically be removed from the scheduled repairs database and logged to the history for that
equipment.
Scheduling a repair:
For example, lets say a driver notices that the right front parking light is out on the piece of equipment.
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The repair maintenance can be easily entered into the repair utility by selecting the appropriate
equipment and clicking the "Schedule Repair" button. Then, the user can enter the parking light repair
and any other repairs that are needed. If necessary, the repair can be scheduled for a particular date in
the event the equipment is unavailable until a certain date.
Reporting the repair:
Once the repair is scheduled, it can be outputted to a report which will list the repair along with the PM
services that are due. If desired, this repair can be automatically assigned to a work order.
Logging the repair to the history:
When a work order is tagged as "Closed" that includes the scheduled repair, it will be automatically
logged to the maintenance history for that equipment and removed from the scheduled repairs database.
See also:
Adding a scheduled repair
Editing a scheduled repair
Deleting a scheduled repair
Scheduled Repair Management
3.5.2
Scheduled Repairs Management Screen
The "Scheduled Repairs Management" screen is the control center for your repairs that have been
scheduled. From this screen, you can add, edit, delete, or print scheduled repairs.
Scheduled Repairs Management screen:
Use the toolbar on the bottom of the screen to add, edit, delete, or print scheduled repairs.
Note: When you print the scheduled repairs, a report w ill be generated listing all scheduled repairs grouped
by equipm ent.
See also:
Adding a scheduled repair
Editing a scheduled repair
Deleting a scheduled repair
3.5.3
Adding a scheduled repair
To add a schedule a repair:
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1)Select a piece of equipment.
2) Then, click the "Schedule Repair" button.
3) If you already selected the equipment on the Fleet Manager, you don't have to select it again in the "
Equipment" field.
4) Choose a "Repair By/On" date. Fleet Maintenance Pro will flag the repair when a PM Check is
activated as long as the current date is equal to or greater than this date. This field is useful if the repair
can't be performed until a future date when the equipment is available.
5) Select a driver or employee from the "Requested By" list. This is the employee that requested the
repair.
6) Check the "Delay notification until next PM" button to delay repair notifications until a PM Service is
due.
7) In the "Enter Repairs Needed" list, click the "Add" button to insert a new row.
8) Begin typing the repair needed in the "Repair" column, such as "Replace parking light" and then
press the <TAB> key to move to the "Type" field. Now add or select any type description that best fits
the repair. By pressing the <TAB> key once more, you may add additional information to the "
Comments" field.
9) Click the smaller "Save" button below the repair list to save the repair record. (You can continue to
enter multiple repairs in this list by repeating steps #7 though #9.)
10) Once you are completely finished entering repair records, click the LARGE "Save" button on the
bottom left of the screen to save changes and return to the previous screen.
Now that the repairs are scheduled, they will be reported when the reports are activated (as long as the
repair dates are within range of course).
3.5.4
Editing a scheduled repair
To edit a scheduled repair:
1) On the Main Menu screen, click the "Repairs" button.
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2) Select the repair you wish to edit. If many repairs are present, use the filtering features of the grid
display to filter the data. See the "Filtering Data" topic for more information on filtering techniques.
3) Then, click the "Edit" button to activate the "Edit Schedule Repair" screen:
4) Make the necessary changes to the repair entry.
5) Click the LARGE "Save" button on the bottom left of the screen to save changes and return to the
"Schedule Repair Management" screen.
Now that the repairs are scheduled, they will be reported when the reports are activated (as long as the
repair dates are within range of course).
3.5.5
Deleting a scheduled repair
To delete a scheduled repair:
1) On the Main Menu screen, click the "Repairs" button.
2) Select the repair you wish to delete. If many repairs are present, use the filtering features of the grid
display to filter the data. See the "Tips & Tricks" topic for more information on filtering techniques.
3) Then, click the "Delete" button. One of the following confirmation messages will be displayed: (see "
A" or "B".)
A) "Are you sure you wish to delete the selected repair?"
Click "Yes" to permanently delete the repair. Click "No" to abort the deletion and return the "Scheduled
Repair Management" screen.
B) (Shop Edition Only) "The repair order you requested to delete is referenced in open work
order #X. Deleting this repair order will remove it from this work order. Are you sure you wish
to delete this repair order?"
This message is warning you that the repair is scheduled in a work order that has not yet been
completed. If you delete the repair, it will also be removed from the outstanding work order. Click "Yes"
to permanently delete the repair and remove it from the outstanding work order. Click "No" to abort the
deletion and return the "Scheduled Repair Management" screen.
3.5.6
Printing a scheduled repair
To print scheduled repairs:
1) On the Main Menu screen, click the "Repairs" button.
2) If you wish to print all scheduled repairs, skip to step #3. Otherwise, use the filtering features of the
grid display. See the "Tips & Tricks" topic for more information on filtering techniques.
3) Click the "Print" button.
4) Choose to either "Print" or "Preview" the report using the option buttons.
5) Click "OK" to print/preview the report.
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Recording Maintenance Performed
3.6.1
Recording Maintenance Performed
149
When preventive or repair maintenance is physically performed on your equipment, you need
to inform Fleet Maintenance Pro by recording a maintenance entry. When a maintenance
entry is recorded, Fleet Maintenance Pro will reset the PM 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 equipment indicating the services
performed, costs, and other details.
To record a maintenance entry:
1. Select a piece of equipment.
2. Click the "Record Maintenance" button. If you are using the Deluxe Edition, you will be
presented with the following screen providing you options to automatically populate the
maintenance entry with the maintenance due for the equipment.
3. Click "OK" to proceed to the "Record Maintenance Performed" screen. You will notice
that if you checked the boxes to include maintenance that was due and soon due, the
maintenance tasks necessary will be pre-populated for you:
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Record Maintenance Performed Screen:
(Deluxe Edition shown)
4. Enter the required data for the maintenance entry: Date, Meter, and at least one
preventive maintenance or repair entry. If using the "Deluxe" or "Shop" edition, the "
Maintenance Tasks" 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 the "Add" 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 equipment will not longer be color shaded on the "Fleet Manager" screen.
The maintenance data has been updated for the tasks performed, and the date/meter values
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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 equipment.
Expirations:
Equipment expirations such as registration renewals, MVI notifications, emissions, etc. may
be updated from the Fleet 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.
3.6.2
Adding Maintenance Performed
To record maintenance performed:
1) Select a piece of equipment.
2) Click the "Enter Maintenance" button.
3) Enter the required data for the maintenance entry: Date, Mi/Km/Hrs, and at least one preventive
maintenance or repair entry. For this example, we will add a preventive maintenance entry.
4) Click on the "Quick Select" button to display the "Select Maintenance Performed" screen.
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5) Highlight a PM service item in the "Available PM Services" list on the left side of the screen and click
the > button to move it to the "PM Services Performed" list. (Note: You can select multiple services by
holding the <Ctrl> key and clicking the mouse)
6) Click "OK" to save the selected PM Services to the "Record Maintenance Performed" screen.
We have entered the minimal information on the "Record Maintenance Performed" screen. You can
enter additional information if you like. There is more discussion on the details of this screen in the "
Record Maintenance Performed" screen help topic. This is simply to get us started!
7) Click the "OK" button to save the maintenance entry.
3.6.3
Editing Maintenance Performed
To edit a maintenance entry:
1) On the Fleet Manager screen, click the "History" button to display the "Maintenance History" screen:
2) Select the history entry you wish to edit. If many entries are present, use the Date Interval Settings
to filter the data.
3) Then, click the "Edit/View" button to display the "Edit Maintenance Performed" screen:
4) Make the necessary changes to the maintenance history.
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5) Click the "Save" button to save changes and return to the "Maintenance History" screen.
3.6.4
Deleting Maintenance Performed
To delete a maintenance entry:
1) On the Fleet Manager screen, click the "History" button to display the "Maintenance History" screen.
2) Select the maintenance entry you wish to delete. If many entries are present, use the Date Interval
Settings to filter the data.
3) Then, click the "Delete" button. A confirmation message will be displayed.
Click "Yes" to permanently delete the history entry along with the associated PM, repairs, labor, and
parts. Click "No" to abort the deletion and return the "Maintenance History" screen.
3.7
Parts Database
3.7.1
Parts Database
The "Parts List" screen is the control center for your parts. From this screen you can add, edit, delete,
or print parts defined in the parts database.
Parts List Management screen:
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The parts inventory listing contains a list of all parts entered into Fleet Maintenance Pro. You can add,
edit, delete, or print the parts listing using the lower toolbar. This screen also supports advanced filtering
methods. See the filtering topics in the "Tips & Tricks" help topic.
To leave this screen, click the "Close" button.
See also:
Adding a part
Editing a part
Deleting a part
3.7.2
Adding a part
To add a part to the parts inventory:
1) On the Main Menu, click the "Parts" button.
2) Click on the "Add" button.
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(Shop Edition shown - The Deluxe Edition DOES NOT track inventory levels or cross-referencing!)
3) Type in the information about the part. The only required field is "Part #". If you are categorizing your
parts, you can add, edit, or delete part categories by clicking on the three dotted button to the right of
the drop down, or by going to the main menu item of Setup -> Choice Lists -> Parts and then choosing
"Part Categories".
4) If you have the Shop Edition, you can track inventory levels for the part. There will be an "Inventory"
tab where you can add warehouses that store this part by RIGHT clicking in the "Warehouse" grid:
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(Shop Edition shown - The Deluxe Edition DOES NOT track inventory levels or cross referencing!)
Choose "Add" to display the "Add Location" entry screen:
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Enter the warehouse "Location". You can also pre-populate warehouse locations for the drop down using
the "Setup-->Choice Lists-->Parts-->Warehouse" menu item. "Aisle", "Row", "Bin", and "Vendor" are
optional. Click "Save" to save the location and enable the "Part Valuation" grid.
Right click in the "Part Valuation" grid and select "Adjust/Receive into inventory" to bring up the "
Adjust Inventory" screen.
Enter the "Quantity", "Unit Cost","Date Received", "Type", and "Vendor". "Reason" is optional. Click "
Save" to save the receipt.
5) If you have the Shop Edition, you can track cross references for the part. There will be a "Cross
Referencing" tab you can use to add in cross referenced parts as well as substitutions.
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Right-click in the "UPC Codes" area to select "Add Reference". Enter in the manufacturer, vendor, and
UPC that is to be cross referenced. When you scan the UPC here instead of the one listed on the
"Identification" tab, it will still bring up this part.
You can also right-click in the "Part Substitutions" area to add in new part substitutions. If the part you
are editing here is out of stock, the program can use a part substitution option instead.
6) Photo Tab - This enables you to add a picture of the part.
7) Once the information is entered, click the "Save" button to save the part and return to the "Parts
Inventory Management" screen.
3.7.3
Editing a part
To edit a part in the parts inventory:
1) On the Main Menu, click the "Parts" button.
2) Select the part you wish to edit from the parts listing.
3) Click on the "Edit" button.
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4) Make the necessary modification to the data.
5) Click the "Save" button to save the changes and return to the "Parts Inventory Management" screen.
3.7.4
Deleting a part
To delete a part from parts inventory:
1) On the Main Menu, click the "Parts" button.
2) Select the part you wish to delete from the parts listing.
3) Click on the "Delete" button. A confirmation message will be displayed.
4) Click "Yes" to permanently delete the part -OR- click "No" to abort the deletion and return to the "
Parts Inventory Management" screen.
3.7.5
Part Categories
Part categories can be defined to organize your parts. Part categories can either be typed into the drop
down window when adding/editing a part, and also be defined on the "Pick List Maintenance" screen.
To add, edit, or delete part categories:
1) On the Main Menu, scroll to Setup -> Choice Lists -> Parts - > Part Categories:
2) Click on the "Part Categories..." menu item. The "Pick List Maintenance" screen will be displayed:
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3) To:
· Add a category - Click the "Add" button.
· Edit a category - Select the category name you wish to edit. Click the "Edit" button.
· Delete a category - Select the category name you wish to delete. Click the "Delete" button. Click
"Yes" to permanently delete the category -OR- "No" to abort the deletion.
3.8
Employee Tracking
3.8.1
Employee/Driver Information Screen
Fleet Maintenance Pro will track employees that operate and/or perform maintenance on your fleet.
Employees can be assigned as drivers and/or technicians that perform the work on the equipment.
Each employee defined as a technician can have a labor rate that is used to calculate labor costs when
creating work orders. Please note that an employee must be listed as a "Technician" type to be
assigned to or added as a labor entry for a work order or maintenance entry.
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Employee Information:
Many types of employee information can be tracked using Fleet Maintenance Pro. Some of the
information includes driver licensing, personnel information, and contact information. Driver certifications
can also be tracked. Employees that have certifications and renewals due or soon due will be
highlighted if the corresponding checkbox in the bottom left corner of the "Employee Management"
screen is checked. Several reports are also available that will report contact information, driver license
information, driver license renewals, and other certifications & renewals.
See also:
Adding an employee
Editing employee information
Deleting an employee
3.8.2
Adding an employee
To add an employee:
1) On the Main Menu, click the "Employees" button.
2) Click the "Add" button to display the new employee data entry screen:
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(Deluxe/Shop Edition shown)
3) There are 4 tabs on the employee entry screen. These tabs are described below:
· General - Includes general information such as name, hire date, and driver license data. You can
also define your own custom fields for tracking details not provided within the program. Please note
that an employee must be listed as a "Technician" type to be assigned to or added as a labor entry for
a work order.
· Contact - Includes general contact information such as address, phone numbers, and email.
· Expirations - Define any certifications/renewals the employee may have. Fleet Maintenance Pro will
track the certifications/renewals by date and notify you when they are due for renewal if employee
expiration notifications are enabled in the Configuration screen.
· Photo (Deluxe and Shop Edition only) - Add multiple photos of an employee.
Enter as much or as little employee information as you like. The only required information is "
Employee #", "First Name", and "Last Name" on the "General" tab. All other fields are optional.
4) To save the employee data entered, click the "Save" button.
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Editing an employee
To edit an employee:
1) On the Main Menu, click the "Employees" button.
2) Select the employee you wish to edit by double-clicking on them, or click the "Edit" button.
3) Make the necessary changes to the data.
4) To save the changes, click the "Save" button.
3.8.4
Deleting an employee
To delete an employee:
1) On the Main Menu, click the "Employees" button.
2) Select the employee you wish to delete.
3) Click the "Delete" button. A confirmation message will be displayed.
4) Click "Yes" to permanently delete the selected employee -OR- click "No" to abort the deletion and
return to the "Employee/Driver Information" screen.
3.8.5
Printing employee information
Many employee based reports are available in Fleet Maintenance Pro. The following reports can be
printed for each employee:
Employee Listing (Overview)
Employee Listing (Detailed)
Employee Personnel Information
Employee License Information
Employee Expirations/Renewals
Employee Labor (Summary) - Shop Edition only
Employee Labor (Detailed) - Shop Edition only
These reports can be generated from the "Reports" drop-down menu located on the Main Menu.
3.9
Fuel Tracking
3.9.1
Fuel History Screen
Using the "Fuel History Log" screen, you can track a piece of equipment's fuel consumption by recording
information from fuel purchases. Fleet Maintenance Pro calculates a wide range of statistics based on
the recorded transactions.
To access the fuel history screen, select piece of equipment and click the "Fuel" button.
Fuel History Screen:
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The "Fuel History" contains a list of fuel transactions that have been recorded for the equipment. There
are numerous pieces of information that can be recorded when an entry is added:
· Purchase Date - The date of the transaction.
· Fill Meter - The odometer reading of the transaction.
· Difference - After entering the "Fill Mileage" data, the "Difference" column will automatically be
calculated by subtracting the last fill meter that does not exceed the new meter. The "Difference" will
then be used to calculate distance traveled.
· Consumed - The amount of fuel consumed during fueling. After this is entered and you tab to the
next field, the MPG or L/100km will automatically be calculated and displayed in the "MPG or
L/100km" box.
· Price - The price per unit of fuel (gallon or liter). Once entered and you tab to the next column, the
"Total Cost" will be automatically calculated by multiplying Price * Gallons/Liters Consumed.
· Fuel Type - The type of fuel.
· Brand - The brand of fuel.
· State (Deluxe and Shop Edition only) - State/province where the fuel was purchased.
· Vendor - Vendor where the fuel was purchased.
· Driver - Driver at the time of fueling.
· Stock Tank (Shop Edition only) - Stock fuel tank used for fueling.
· Cost Center - Fund that fuel costs are retrieved from.
· Comments - Comments you wish to associate to the fuel entry.
Date Interval Settings:
The date interval parameters allow you to view the fuel purchases within a certain date period. For
example, companies with large fuel histories may want to only view fuel purchases for the current year.
The date intervals can be set in the "Date Interval Settings" section using the calendar selection
controls. The date interval parameters can also be configured on the "Configure Fleet Maintenance Pro"
screen to maintain the same date interval settings each time the "Fuel History" screen is displayed.
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Fuel Statistics:
The "Fuel Statistics" section contains important statistical information based on the fuel entries for a
piece of equipment. The fuel statistics reflects only the data being viewed. Therefore, if a date interval is
specified, the statistics will only reflect the data between the date intervals provided. Each statistic is
defined below:
·
·
·
·
·
·
·
·
Total Cost – The sum of all fuel entries listed.
Total Gallons – The sum of all fuel consumed for the entries listed.
Total Mileage - The total distance traveled based on the entries listed.
Cost Per Mile – The actual fuel cost per mile based on the mi/km/hr range between the first and
last entry listed.
Average Cost – The average fueling cost based on the entries listed.
Average Gallons – The average fuel consumed per fill-up.
Average Mileage - The average distance traveled between purchases.
Overall MPG – The average MPG based on the entries listed.
See also:
Adding a fuel purchase
Editing a fuel purchase
Deleting a fuel purchase
3.9.2
Adding a fuel purchase
To add a fuel entry:
From the Fleet Manager window:
1) Click on the unit you wish to add a fuel entry to.
2) Click the "Record Fuel" button on the upper toolbar.
3) Enter the purchase date. By default, the current date will be entered as the default in the "Purchase
Date" box. Edit the date by typing or using the drop-down calendar.
4) Enter the "Fill Meter" value (or current mi/km). After entering the "Fill Meter" data, the "Difference"
column will automatically be calculated by subtracting the last "Fill Meter" value from the new "Fill
Meter" value.
5) Next, enter the "Consumed" amount. As soon as the "Consumed" amount is entered and you
navigate to the next column, the MPG or L/100km will automatically be calculated and displayed as the
"MPG or L/100km" value.
6) Enter the "Price" value. Once this is entered and you tab to the next column, the "Total Cost" will be
automatically calculated by multiplying Price * Consumed.
Note: The automatic calculations can be enabled/disabled on the "Configure Fleet
Maintenance Pro" screen.
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7) The remaining information is optional:
·
·
·
·
·
·
·
·
Fuel Type - The type of fuel.
Brand - The brand of fuel.
State (Deluxe and Shop Edition only) - State/province where the fuel was purchased.
Vendor - Vendor where the fuel was purchased.
Driver - Driver at the time of fueling.
Stock Tank (Shop Edition only) -Stock fuel tank used for fueling.
Cost Center - Fund that fuel costs are retrieved from.
Comments - Comments you wish to associate to the fuel entry.
7) Click the "Save" button to save the fuel entry.
On the "Fuel History" screen,
1) Click the "Add" button to insert a new entry in the grid display.
2) Enter the purchase date. By default, the current date will be entered as the default in the "Purchase
Date" box. Edit the date by typing or using the drop-down calendar.
3) Enter the "Fill Meter" value (or current mi/km). After entering the "Fill Meter" data, the "Difference"
column will automatically be calculated by subtracting the last "Fill Meter" value from the new "Fill
Meter" value.
4) Next, enter the "Consumed" amount. As soon as the "Consumed" amount is entered and you
navigate to the next column, the MPG or L/100km will automatically be calculated and displayed as the
"MPG or L/100km" value.
5) Enter the "Price" value. Once this is entered and you tab to the next column, the "Total Cost" will be
automatically calculated by multiplying Price * Consumed.
Note: The automatic calculations can be enabled/disabled on the "Configure Fleet
Maintenance Pro" screen.
6) The remaining information is optional:
·
·
·
·
·
·
·
·
Fuel Type - The type of fuel.
Brand - The brand of fuel.
State (Deluxe and Shop Edition only) - State/province where the fuel was purchased.
Vendor - Vendor where the fuel was purchased.
Driver - Driver at the time of fueling.
Stock Tank (Shop Edition only) -Stock fuel tank used for fueling.
Cost Center - Fund that fuel costs are retrieved from.
Comments - Comments you wish to associate to the fuel entry.
7) Click the "Save" button to save the fuel entry.
3.9.3
Editing a fuel purchase
To edit a fuel entry:
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On the "Fuel History" screen,
1) Select the information you wish to edit by double-clicking on the appropriate record.
2) Make the necessary changes to the data.
3) To save changes to the fuel transaction data, click the "Save" button.
3.9.4
Deleting a fuel purchase
To delete a fuel entry:
On the "Fuel History" screen,
1) Select the entry you wish to delete by clicking the entry in the grid display.
2) Click the "Delete" button. A confirmation message will be displayed.
3) Click "Yes" to permanently delete the entry -OR- "No" to abort the deletion.
3.9.5
Printing fuel purchases
To print the "Fuel History":
On the "Fuel History" screen,
1) Click on the "Print" button. The print pop-up screen will be displayed.
2) Set date interval options if desired.
3) Choose to either "Print" or "Preview" the report using the option buttons. See the topic: Print
Preview Screens for more information about previewing reports.
4) Click "OK" to print/preview the report.
3.10
Vendors
3.10.1 Vendor Database Management Screen
Fleet Maintenance Pro's Vendor Database stores your vendor information such as name, contact,
address, phone number, e-mail, and numerous other data fields. Vendors are available for data entry on
the "Add New Equipment", "Parts Inventory", "Purchase Order", "Tire Entry", "Work Order" and "Fuel
Tracking" screens. Use the "Vendor Database Management" screen to add, edit, or delete vendors.
Please note that a vendor MUST be listed as an appropriate "Type" so that it will appear in the correct
drop down boxes throughout the program. For instance, only a vendor listed as a "Dealer" type will show
in the "Purchase" tab when adding/editing your equipment.
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The following information is stored for each vendor:
Name (required)
Contact
Address1
Address2
City
State/Prov.
Postal Code
Country
Phone1
Phone2
Fax
E-mail Address
Type
Terms
Website
Comments
Note: The only required vendor inform ation is "Nam e".
See also:
Adding a vendor
Editing vendor information
Deleting a vendor
Printing vendor information
3.10.2 Adding a vendor
To add a vendor:
1) On the Main Menu, click the "Vendors" button.
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2) Click the "Add" button.
3) Type a new vendor name. This is the only required information. Please note that a vendor MUST be
listed as an appropriate "Type" so that it will appear in the correct drop down boxes throughout the
program. For instance, only a vendor listed as a "Dealer" type will show in the "Purchase" tab when
editing your equipment.
4) To save the vendor data entered, click the "Save" button.
3.10.3 Editing a vendor
To edit a vendor:
1) On the Main Menu, click the "Vendors" button.
2) Double-click on the vendor you wish to edit, or select the vendor you wish to edit and click the "Edit"
button.
3) Make the necessary changes to the data.
4) To save changes to the vendor data, click the "Save" button.
3.10.4 Deleting a vendor
To add a vendor:
1) On the Main Menu, click the "Vendors" button.
2) Click on the vendor name you wish to delete.
3) Click the "Delete" button to delete the selected vendor. A confirmation message will be displayed.
4) Click "Yes" to permanently delete the selected vendor -OR- click "No" to abort the deletion and return
to the "Vendor Database Management" screen.
3.10.5 Printing Vendor Information
To print vendor information:
1) On the Main Menu, click the "Vendors" button.
2) Use the filtering abilities of the grid to display only vendors you wish to print. See "Filtering Methods"
in the "Tips & Tricks" help topic. If you wish to print all vendors, do nothing and move to the next step.
3) Click the "Print" button to and choose a particular vendor report.
4) Choose to either "Print" or "Preview" the report using the option buttons.
5) Click "OK" to print/preview the report.
3.11
Tires
3.11.1 Tire Inventory Managment screen
The "Tire Inventory Management" screen lists all tires stored in inventory. From this screen, you can
add, edit, or delete tires. There are also procedures for filtering tire data and printing reports.
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Tire Inventory Management screen:
The Tire Inventory screens contains a list of all tires listed in Fleet Maintenance Pro. You can add, edit,
delete, or print tire information using the lower toolbar. This screen also supports advanced filtering
methods. See the filtering topics in the "Tips & Trick s" help topic.
The "View Options" section directly below the tires lists controls which tires are displayed in the listing.
Default View Options:
·
·
·
·
·
All - Displays "All" tires regardless of status (default).
Available - Displays only tires that have an "Available" status.
Mounted - Displays only tires that have a "Mounted" status.
In Service - Displays only tires that have a "In Service" status.
Scrapped - Displays only tires that have a "Scrapped" status.
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By default, the "All" option is chosen. However, this option can be changed using the "Configure Fleet
Maintenance Pro" screen. Note that you can also define your own tire status values via the "Setup"
menu on the main menu screen.
Highlight tires at or below tread depth threshold:
Check this box to highlight tires that are currently below the tread depth specified in the "Configure Fleet
Maintenance Pro" screen on the "Equipment" tab. This is particularly useful when "All" is chosen in the
"View Options" section.
Tire History:
Right-click on a tire to view the tire history options available from this screen.
Select "Record Tire History" to add history records for tire services such as Inspections, Plugs,
Retreads, etc...
Select "View History" to view all history records for the selected tire.
3.11.2 Adding a tire
To add a tire:
1) On the Main Menu screen, select "Inventory", then scroll down to and click the "Tire Inventory"
button to display the "Tire Inventory Management" screen:
2) Then, click the "Add" button.
3) Enter the required information for the tires Serial Number and Cost.
4) Click the "Save" button to save the tire and return to the "Tire Inventory Management" screen.
Note : Right click on any inventoried tire, and select "Add Duplicate", to add a tire with
duplicate information.
3.11.3 Editing a tire
To edit an existing tire:
1) On the Main Menu screen, select "Inventory", then scroll down to and click the "Tire Inventory"
button to display the "Tire Inventory Management" screen:
2) Select the tire you wish to edit. If many tires are present, use the filtering features of the grid display
by clicking the
button to filter the data. See the "Tips & Trick s" topic for more information on
filtering techniques.
3) Then, click the "Edit" button.
4) Make the necessary changes to the tire.
5) Click the "Save" button to save changes and return to the "Tire Inventory Management" screen.
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3.11.4 Deleting a tire
To delete a tire:
1) On the Main Menu screen, select "Inventory", then scroll down to and click the "Tire Inventory"
button to display the "Tire Inventory Management" screen:
2) Select the tire you wish to delete. If many tires are present, use the filtering features of the grid
display by clicking the
button to filter the data. See the "Tips & Trick s" topic for more information
on filtering techniques.
3) Then, click the "Delete" button. A confirmation message will be displayed
Click "Yes" to permanently delete the tire along with the any tire history records. Click "No" to abort the
deletion and return to the "Tire Inventory Management" screen.
3.11.5 Tire History screens
The "Tire History" and "Equipment Tire History" screens can be used to Edit/View history for tires in
inventory. From the main menu, select "Equipment", and then scroll down to "Histories". The "
Histories" sub menu will display the "Tire History (All)" and "Tire History (Selected)" buttons.
Tire History (All):
Select the "Tire History" to display the "Tire History" screen.
This screen will display all tire history records. You can add, edit, delete, or print tire history information
using the toolbar just below the tire history listing. This screen also supports the advanced filtering
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methods. See the filtering topics in the "Tips & Trick s" help topic.
Tire History (Selected):
Select a piece of equipment from the Fleet Manager screen, and then click the "Tire History (Selected)
" to display the "Tire History" screen:
The "Tire History" screen is similar to the "Tire History" screen. You can add, edit, print, and filter tire
history information from the bottom toolbar,
however, this screen will only display history for the piece of equipment specified in the Equipment drop
down box located above the tire history listing.
3.11.6 Tire Assignment
The "Tire Assignment" screen may be accessed from the main menu by selecting the "Equipment"
menu item and then scrolling down and clicking the
"Tire Assignment" button. This screen will allow you to mount/dismount tires and record tire history for
Inspections, Plugs, Retreads, etc...
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Overview
The "Tire Layout" panel will display the tire configuration that was designed on the "Add New Equipment"
screen.
Available tires from the Tire Inventory are listed on the "Tire Inventory" tab. This tab lists the Purchase
Date, Serial Number, Brand, Model, and Size for each tire.
Clicking on a black tire hub will display information about the mounted tire on the "Selected Tire" tab.
All actions performed can be viewed in the "Description of Actions" box. These actions can be copied to
the clipboard by right clicking on the box and choosing
"Copy", or by clicking the "Copy to clipboard" button.
The "Reset" button located on the bottom left of the screen will undo all changes made since the screen
loaded.
Any actions performed can be saved by clicking the "Save" button. Clicking the "Cancel" button will
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display a confirmation message. Click "Yes" to cancel any changes made, or click "No" to continue
making changes.
Mounting Tires
Option 1:
1) Select the "Tire Inventory" tab.
2) Select the tire you wish to mount from the tire list.
3) Using the mouse, right click on the gray tire hub you wish to add the tire to, and select the "Mount"
option. The "Add to Tire History" screen will be displayed.
4) The history screen will allow you to enter the following optional information: Cost Center, Cost,
Comments, Date, Meter, Tread, and Pressure.
5) Once all of the information has been entered, click the "Save" button. If you wish to
stop the tire from mounting, click the "Cancel" button instead. A confirmation message will be
displayed. Click "Yes" to cancel the mount, or click "No" to continue.
6) If you clicked "Save", the tire hub will turn black, indicating that the tire has been mounted.
Option 2:
1) Select the "Tire Inventory" tab.
2) Hold the left mouse button down on the tire you wish to mount and drag it from the tire list to the gray
tire hub you wish to add the tire to.
3) Release the left mouse button once you are over the gray tire hub. The "Add to Tire History" screen
will be displayed.
4) The history screen will allow you to enter the following optional information: Cost Center, Cost,
Comments, Date, Meter, Tread, and Pressure.
5) Once all of the information has been entered, click the "Save" button. If you wish to
stop the tire from mounting, click the "Cancel" button instead. A confirmation message will be
displayed. Click "Yes" to cancel the mount, or click "No" to continue.
6) If you clicked "Save", the tire hub will turn black, indicating that the tire has been mounted.
Dismounting Tires
Option 1:
1) Using the mouse, right click on the black tire hub you wish dismount the tire from, and select the "
Dismount" option. The "Add to Tire History" screen will be displayed.
2) The history screen will allow you to enter the following optional information: Cost Center, Cost,
Comments, Date, Meter, Tread, and Pressure.
3) Once all of the information has been entered, click the "Save" button. If you wish to stop the tire
from dismounting, click the "Cancel" button instead. A confirmation
message will be displayed. Click "Yes" to cancel the dismount, or click "No" to continue.
4) If you clicked "Save", the tire hub will turn gray, indicating that the tire has been dismounted.
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Option 2:
1) Hold the left mouse button down on the black tire hub you wish dismount the tire from and drag it to
the tire list. The "Add to Tire History" screen will be displayed.
2) The history screen will allow you to enter the following optional information: Cost Center, Cost,
Comments, Date, Meter, Tread, and Pressure.
3) Once all of the information has been entered, click the "Save" button. If you wish to stop the tire
from dismounting, click the "Cancel" button instead. A confirmation
message will be displayed. Click "Yes" to cancel the dismount, or click "No" to continue.
4) If you clicked "Save", the tire hub will turn gray, indicating that the tire has been dismounted.
Recording Tire History
You may also record history for different tire services. Just right click on any black tire hub, or tire
inventory item to display the different tire services available. The "Add to Tire History" screen will be
displayed, allowing you to enter optional information based on the tire service selected.
Work Orders (Shop Edition only)
The Shop Edition allows the "Tire Assignment" screen to be accessed from the "Add Maintenance Task
" screen when creating/editing a work order. By going through this screen, all actions performed will
automatically be populated onto a work order. Mounting/Dismounting services will be recorded as parts,
with the total cost being equal to the amount entered on the "Add to Tire History" screen.
For all other services, you must select an employee/vendor from the "Labor Details" group. Once an
employee/vendor has been chosen, you must enter the labor rate and hours information to get a total
cost. This total cost will be split among the remaining tire services and added to their respective tire
history records. The work performed will then be populated onto the work order as a single labor cost.
Note: The "Maintenance Task" on the "Add Maintenance Task" screen must have the word "Tire" or
"Tyre" in it, or the "Tire Assignment" button will not be shown.
3.11.7 Tire stats
Fleet Maintenance Pro will automatically track and calculate statistics for tires listed in inventory. These
calculations are based on information entered on the "Add Tire to Inventory" and "Add Tire to History"
screens.
Tire Statistics:
Statistics for tires can be viewed from the "Tire Inventory Management" screen, or the "Edit Tire
Inventory" screen:
(Edit Tire Inventory screen)
The following information is tracked and calculated:
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· Total Mi/Km/Hr - The total mi/km/hr the tire has been in use.
· Total Service Cost - Total cost for all services (history) performed on the tire, including the initial tire
price.
· Cost Per Mi/Hr/Km - Average cost per mi/hr/km for the tire.
· Tread Depth - Last recorded tread depth found in the tires history records.
4
- Shop Edition -
4.1
Getting Started
4.1.1
Introduction
Welcome to Fleet Maintenance Pro! The tutorials in this guide provide a quick introduction
to setting up and using Fleet Maintenance Pro. They are intentionally kept brief so that you
can actually start using the program as quickly as possible. The objective is not to teach you
every single detail, but to familiarize you with the basic principles, and the most common
features. For additional detail, please see the online help or full manual.
Fleet Maintenance Pro ships with a small amount of sample data which includes many
different types of equipment. We recommend using the sample data provided to try some of
the popular features included with Fleet 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 Fleet Manager, which are the primary
screens of the program. Then we will step through the procedure for setting up the program
and entering your equipment. Finally, we will cover some of the more common features of the
program such as recording maintenance performed, work orders (Shop Edition), viewing
maintenance history, and reporting.
Please note: there are also Help buttons located on nearly every screen within Fleet
Maintenance Pro. Clicking on the Help button will take you to the desired help topic that
discusses the screen in question. The full online help is also available in the Help->Contents menu item.
4.1.2
The Main Menu
The main menu is the central location where all features can be accessed from within the
program. There is a drop-down menu and also a main menu toolbar which contains the
most commonly accessed features. The main menu toolbar buttons are discussed below:
Toolbar Button Reference:
Click the "Add" button to add new equipment.
Click the "Edit" button to modify or view the selected equipment's general information.
Click the "Delete" button to delete the selected equipment on the "Fleet Manager" screen.
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Click the "Work Orders" button to display the "Work Order Management" screen. From this
screen, you can add, edit, delete, or print work orders.
Click the "Calendar" button to easily view current and predicted maintenance dates for your
equipment. Use the calendar to quickly generate work orders for upcoming service.
Click the "PM Schedule" button to display the "PM Schedule Setup" screen. From this screen,
you can add, modify, or delete maintenance schedules. Maintenance schedules contain the
preventive maintenance services that you wish to track on your equipment
Click the "Repairs" button to display the "Scheduled Repairs Management" screen. This screen
lists all outstanding repairs for your equipment that have been reported.
Click the "Meter" button to display the "Update Meter Readings" screen. From this screen, you can
easily update the current meter reading values of your metered equipment.
Clicking the "Employees" button displays the "Employee Management" screen. Use this screen to
manage employee information including the ability to monitor employee certifications and renewals.
Clicking the "Vendors" button displays the "Vendor Database Management" screen. Use this
screen to add, edit, or delete vendor information.
Clicking the "Parts" button displays the "Parts Inventory Management" screen. Use this screen to
manage the parts listed in your inventory.
Clicking the "Reports" button displays the "Report Viewer" screen. Use this screen to generate,
preview, print, or export any report within the software.
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 Fleet Maintenance Pro.
File - Add, edit, duplicate, or delete equipment. Also includes database backup / restore features and
access to program options.
Setup - Edit PM schedules, equipment categories, employees, vendors, part data, and drop-down
choices lists.
Equipment - Equipment specific functions such as recording maintenance performed, scheduling a
repair, viewing maintenance history, etc.
Fleet - Contains "batch" functions such as WO Management, update meter readings, graphing, cost
analysis, etc.
Inventory - View parts inventory, record receipts, purchase orders, and fuel inventory.
Billing - Generate invoices, browse invoices, or record invoice payments.
Tools - Contains database features such as backup / restore, optimize/repair, and program options.
Reports - Contains a categorized list of all of the reports available within the program.
Window - If applicable, options in this menu allow you to tile and/or cascade open windows on the
screen.
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Security - An add-on that allows you to set access restrictions for individual users or groups of users at
a component level (i.e., add, edit, and delete functionality).
Help - Supplies online help, common help issues, technical support information, contact information,
version information, and website access.
4.1.3
The Fleet Manager
Just like the main menu, the Fleet Manager screen displays automatically when you launch
Fleet Maintenance Pro. The Fleet Manager is the primary control center for your fleet, where
you can perform view maintenance due, issue work orders (Shop Edition), record
maintenance performed, schedule repairs, view maintenance history, recording fuel data, and
more.
Fleet Manager Screen:
(Shop Edition Shown)
The Fleet Manager Controls
Location/Category Selection:
Fleet Maintenance Pro allows you to categorize your equipment into "Locations" and "
Categories". You will see how to define "Locations" and "Categories" in the Establishing
Locations/Categories section.
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You can use the Location and Category selection controls to filter the equipment displayed in
the equipment listing. In the above picture, the location "All Locations" and category "All
Categories" are selected. Therefore, all equipment within your fleet will be displayed in the
equipment listing.
You will notice in the screen above that two pieces of equipment are highlighted "red" and two
are highlighted "yellow". This red highlight indicates the equipment is due or overdue for
service. The yellow highlight indicates that the equipment is soon due for service. The color
coded indicators automatically appear when the equipment is due or soon due for service
based on the preventive maintenance schedule settings you define for your equipment. The
configuration of preventive maintenance schedules will be discussed in a later section.
So you can easily see why the equipment is due for service, icon indicators will display to the
left of the equipment due for service. By glancing at the icon displayed to the left of the
equipment row, you can quickly determine whether the equipment is due for preventive
maintenance, a repair, or a date based expiration (i.e. registration renewal)
If you assign priorities to your maintenance tasks, you may also see priority icons displayed in
the far left column indicating the equipment has a "high priority" maintenance task due so
immediate action may be taken.
In order to determine the maintenance due details for any equipment asset, simply click the "
+" indicator to the left of the equipment due for service. The equipment row will expand to
show the exact PM services, repairs, and equipment expirations that are due or soon due as
seen in the image below:
Above the equipment list, there is also a "Due Status" drop-down box which provides the
ability to filter the equipment list. You can use it to display only equipment due, soon due, high
priority equipment, and more.
You will notice on the bottom left of the "Fleet Manager" screen that there are 2 supported
views; "List View" and "Spreadsheet View":
Spreadsheet View (default)
Use the spreadsheet view to display your equipment list in row and column format. With this
view, you may sort, search, and filter your equipment data in many different ways. By default,
your equipment is sorted by "Unit #". To sort your data differently, simply click on the column
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heading of your choice. For example, to sort by "Make", click on the word "Make" in the
column title and your equipment list will be sorted by "Make" in ascending order. If the column
you click is already sorted in ascending order, then it will be sorted in descending order and
vice versa.
List View
The list view displays your equipment records in an individual page format, so you can see
the details for each piece of equipment in an organized manner. To switch equipment,
simply click on the equipment desired on the left side of the screen.
Filtering & Searching
There are several ways to search and filter your equipment list for the data you need. When
you are searching and filtering equipment, it is easiest to be in "Spreadsheet View".
To search for any type of data for your equipment, simply click the "Search" toolbar button
located beneath the equipment list. You will be presented with a "Search" window where you
can type the data you are searching, and click "Find".
In spreadsheet view, you can also filter your equipment data using the drop down filter arrow
located in each column heading. For example, you may only want to list the "2011" model
year equipment -OR- show equipment with meter readings greater than 2,000. The filtering
possibilities are virtually limitless. You can read more about searching, filtering, and sorting in
our "Filtering Data" area in the "Tips & Tricks" section of the online help.
Another filtering method worth mentioning is accomplished by checking the "Show Row Filter"
check box located on the lower toolbar. This will display an empty row in your spreadsheet
for you to type various filter criteria for any data column in the spreadsheet. This is useful if
you wish to filter by more than one column of data.
Note: Most data grids throughout the Fleet Maintenance Pro screens support filtering and auto searching
capability.
The Fleet Manager screen also supports multi-selection so you can select equipment you
desire for creating work orders, scheduling repairs, reporting, and more. To multi-select
individual equipment records, hold down the <CTRL> key and click to select individual
equipment records. To select groups of equipment, use the <SHIFT> key for multi-selection.
TIP: You can resize the Fleet Manager window any way you like to display more or less equipment without
the need to scroll. You can also resize or rearrange any of the columns in spreadsheet view. To move a
column to a different position, simply click on the column header and drag the column to the position you
desire. Fleet Maintenance Pro will retain your layout settings even after exiting the program. This feature
applies to most data grids throughout the program.
Fleet Manager Toolbar:
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Issue WO - (Shop Edition) - Issues a work order for the selected equipment. The "Generate
Work Order" screen will be displayed so you may auto-populate the work order with the PM
services and repairs that are due along with the part and labor requirements (if applicable).
-OREnter Maintenance (Standard & Deluxe Edition) - Records preventive or repair
maintenance that has been performed on the selected equipment. In order to save data entry
time, the Deluxe Edition will auto-populate the maintenance entry with the PM services and
repairs that are due.
Schedule Repair - Provides the ability to schedule or log an unexpected repair that needs to
be performed on the selected equipment. Just like the preventive maintenance that is due,
the scheduled repairs will highlight the equipment red when the scheduled date (or meter) is
reached or passed.
Record Fuel - Click this button to quickly log a fuel transaction for the selected equipment.
Maintenance Due - If you need specific details on why maintenance is due for your
equipment, you can click this button. The "Maintenance Due" screen will display showing all
services due, when they were last performed, the tracking interval, and more. If you wish to
view maintenance due for more than one piece of equipment, you can print/preview the
"Maintenance Due" report instead which can be accessed via the "REPORTS -->
MAINTENANCE --> Maintenance Due (Detailed)" menu item.
PM Status - Click this button to view the current status of ALL preventive maintenance
services for the selected piece of equipment. The PM Status screen will display showing
when the services were last performed, the tracking interval, and when they are next due. If
PM services are due (or soon due), they will be color coded on this screen as well.
History - Click this button to display a complete maintenance history for the selected
equipment. This screen will display all completed preventive maintenance, repairs, parts,
labor, and associated costs for the selected equipment.
Last PM - Click this button if you need to manually configure the "Last Performed"
parameters (date or metered units) for the PM services assigned to the selected equipment.
When you initially 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 Fleet
Maintenance Pro can accurately determine when they are next due. Once initially configured,
you should not need to visit this screen again as Fleet Maintenance Pro will automatically
update these values when history is recorded via a maintenance entry or work order.
Fuel - Click this button to display a complete fuel transaction history for the selected
equipment. This screen will display all fuel transactions including fuel economy statistics and
associated costs. Fuel records can be added, edited, or deleted here as well.
4.1.4
Step #1 - Establishing Locations/Departments
Fleet Maintenance Pro allows you to categorize your equipment by Location and Category.
Although categorizing your equipment is not required, it will make it much easier to manage
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and organize your equipment. It also provides the ability to generate and filter reports by
location and category. You can create as many locations and categories as you wish.
For example, if you have 2 separate locations, you can have 2 locations named "Location A"
and "Location B" respectively. Then, you can define the categories for each location such as
"Cars & Trucks", "Excavating Equipment", and "Trailers" for "Location A". "Location B" may
have "Air Compressors", "Fork Lifts", and "Generators".
Use the "Location/Category Setup" screen to define the different locations and/or categories
for your fleet. If you do not want to categorize your equipment, simply use the default
location/category provided when adding your vehicles and equipment into Fleet Maintenance
Pro. If desired, the location or category assignments can always be configured at a later time
by double-clicking on the equipment, and changing the Location/Category assignment on the
"General" tab.
To get to the "Location/Category Setup" screen, on the main menu, click the "Setup" menu
item and then choose "Location/Categories".
The Location/Category Setup screen:
To add a location:
Click the "Add Location" button. A small screen will be displayed requesting a location
name. Type the name of the new location and click "OK". The new location will be created
and displayed in the listing.
To add a category:
Select the location for which you wish to add a category. Then, click the "Add Category"
button. A small screen will be displayed requesting a category name. Type the name of the
new category and click "OK". The new category will be created within the selected location.
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TIP: A location must contain at least one category before the location can be assigned to a
piece of equipment. This screen also allows you to copy-paste location structures using the
right click method. This will save you typing effort if you have multiple locations with basically
the same categories.
4.1.5
Step #2 - PM Schedule Setup
Before adding your equipment into Fleet Maintenance Pro, you should define the maintenance
schedules that will be assigned to your equipment using the "PM Schedule Setup" screen. A
maintenance schedule contains one or more preventive maintenance services (PM) that are
required to be performed on a date and/or meter interval.
A simple example of a preventive maintenance service that we can relate to would be an "Oil
& Filter Change" with a 3 month or 3,000 mi, km interval. There are various tracking intervals
that can be specified for your PM services such as days, weeks, months, years, mileage,
kilometers, or hours. Fleet Maintenance Pro uses these interval settings to automatically
inform you when maintenance is due for your equipment.
When defining your maintenance schedules, if possible, it is recommended that you define
them for the "groups" of similar equipment you will be tracking. For example, if you have 10
fork lifts that all follow the same routine maintenance cycles, you can create one
maintenance schedule in Fleet Maintenance Pro for all 10 "Fork Lifts". That way, if changes
are made to the schedule at a later time (i.e. you alter a maintenance interval, add a PM
service, etc), all equipment assigned to that schedule will inherit the change instead of
making the change in 10 individual maintenance schedules.
Once your maintenance schedules are defined, when adding equipment into Fleet
Maintenance Pro, you can choose a maintenance schedule for the equipment to follow.
When you assign equipment to a schedule, the equipment inherits all the PM services
defined by the schedule you choose. As indicated above, you can assign the same
maintenance schedule to as many pieces of equipment as you like. Also, you can define as
many PM services within each schedule as you like.
TIP: Even though more than one piece of equipment can be assigned to a common
maintenance schedule, each piece of equipment will still have its own unique last performed
date and/or meter for each PM service in the maintenance schedule. In other words,
equipment assigned to the same maintenance schedule can still be due at different times.
To add a maintenance schedule:
1. On the main menu, click the "PM Schedule" icon.
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2. Next, click the "New" button in the "Schedule" section at the top of the screen.
3. Type the name of your new schedule. For example: "Fork Lifts".
4. Below the schedule name, check the boxes next to the intervals you wish to track for this
schedule. For example, if some of the PM services you define for this schedule will be
tracked by a date interval, check the "Track by date" check box. If some PM services you
define will be tracked by an odometer interval, check the "Track by meter" check box and
select the type of meter. The Deluxe and Shop Editions of Fleet Maintenance Pro also allow
for multiple meter tracking where you can track by a secondary meter if desired.
5. Finally, click the "Save" button.
You can now add PM services to this schedule.
To add a PM service to your schedule:
1. On the "PM Service" toolbar located at the bottom of the screen, click the "Add" button.
2. You can enter the Service Name and set your desired date and/or meter interval values.
3. Click the "Save" button.
TIP: 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 have already entered in another schedule.
To import services from another schedule:
1. Click on the "Import" button to display the "Import Maintenance Services" screen.
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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" 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.
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.
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Step #3 - Adding vehicles/equipment
Adding equipment is a simple process and does not require a wealth of equipment details.
As an example, we will add a piece of equipment with the most basic information.
To add a new piece of equipment:
1. On the Main Menu or Fleet Manager screen, click the "Add" button.
(Shop Edition shown)
2. Enter a unique "Unit #" for your equipment.
TIP: The "Identification" field will be automatically populated as you populate the "Unit #", "
Make", or "Model" fields. The "Identification" is used on many of the reports to easily identify
the equipment. You can alter this to your liking or simply let the software set this field for you.
3. In the "Maintenance Tracking" group, choose the "Maintenance Schedule" you wish to
assign to this piece of equipment which contains the PM services assignments you wish to
track.
4. Next, you can enter the "Base Date". If the schedule you chose is meter enabled, you
may also enter the "Current" and "Base" meter reading value. The base information (date
and meter reading) is used to initialize the PM service's (i.e. Oil Change) last performed
parameters for this equipment. The last performed parameters are used when calculating
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maintenance due. For example, referring to the screen above, when this equipment is
saved, ALL of its PM services (for the chosen schedule) will have the last performed date set
to "5/15/2008", and last performed meter set to "0" (i.e. Oil Change; last performed on
5/15/2008 @ 0 hrs). When adding a piece of equipment, Fleet Maintenance Pro will by
default, assume that you are starting from scratch tracking maintenance for this equipment.
The base information will default to the current date and current meter as your starting point.
If you have old maintenance records you plan to enter into Fleet Maintenance Pro, enter in
the earliest date and meter for which you have records for the "Base Date" and "Base Meter"
fields.
Note: The last performed parameters (date and meter) for each PM service can be adjusted for
accuracy after the new equipment is added. You will see this in Step #7.
5. Next, in the "Assignment" area, choose the "Location" and "Category" if you are
categorizing your equipment. If you do not want to assign Locations or Categories, simply
use the defaults. You can always change them later by editing the equipment information.
6. We have just entered all of the required information. You can enter as much information
as you like in the other fields and tabs.
There are also 25+ custom fields you can define on the equipment information tabs. Tabs
that contain the custom labels are "General" (5), "Specifications" (18), "Purchase" (2),
"Expirations" (2), and "Loan/Lease" (1).
By default, all custom fields read "(click to define)" when you are adding a new piece of
equipment. Simply click on the "(click to define)" text to define the label. A small screen 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, to save data entry time, they can be
saved as defaults for each subsequent equipment you enter by checking the "Save Custom
Labels as Default" check box on the bottom of the screen. In addition, if you wish to alter data
or custom fields for multiple pieces of equipment that have already been added, you can multiselect equipment on the "Fleet Manager" screen and then click "Edit".
6. Click the "Save" button to save your equipment.
7. Finally, you will be asked if you wish to configure the "Last Performed" data at this time.
Again, the "Last Performed" data is used when calculating maintenance due. You should tell
Fleet Maintenance Pro when the PM services in the assigned schedule were last performed,
or let Fleet Maintenance Pro assume the Base Date and Base Mileage figures for the last
performed data as a starting point. Choose "Yes" or "No". You can always configure the
"Last Performed" data at a later time by clicking the "Last PM" button on the Fleet Manager
screen.
4.1.7
Scheduling and Tracking Repairs
Fleet Maintenance Pro includes a repair scheduling utility which allows you to schedule or
report unexpected repairs that are noticed while your equipment is on duty. The software will
keep a log of these repairs until they are completed. Scheduled repairs are also a factor
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when determining when the equipment is due for service.
For example, let's say a driver notices that the right front parking light is out on the equipment.
The operator (or anyone) can log this problem into Fleet Maintenance Pro so the repair can
be flagged, tracked, and followed through completion.
TIP: Alternatively, in the Shop Edition, you could simply generate a work order for an
unexpected repair. However, in cases where you would not want to create a work order for a
minor repair, the repair scheduling utility may be a handy alternative.
To record an unexpected repair that needs to be performed:
1. Select the appropriate equipment on the "Fleet Manager" screen and click the"Schedule
Repair" button.
2. On the "Schedule Repair" screen, you can record the item(s) that require attention in the "
Enter Repairs Needed" section. Just click the "Add" button to add a new repair item to the
list and enter the details to identify the problem.
3. If necessary, the repair can be scheduled for a future date based on the equipment's
availability. If this is a minor repair that does not require immediate attention, check the "
Delay notification until next PM" check box and the repair will be suppressed from notification
until the equipment is due for the next preventive maintenance service.
4. Click the "Save" button.
Once the repair is logged, assuming the date, units, or delay option has not been adjusted,
the equipment will be flagged as due on the "Fleet Manager" screen with the repair(s) that
have been requested. The repair will be indicated with a "red" wrench icon as discussed in
the "Fleet Manager" section.
Note: To indicate repairs (or PM) have been completed, you can log a maintenance entry
(Standard and Deluxe Editions) or generate/close a work order (Shop Edition). This procedure
will be discussed in a later section.
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Scheduled Repairs Management Screen
To view a master list of outstanding repairs for all of your equipment, you can view the "
Scheduled Repairs Management" screen. To display the "Scheduled Repairs Management"
screen, click the "Repairs" button on the main menu toolbar. You can add, edit, or delete
scheduled repairs using this screen.
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Notification Popups
During the first program startup of the day, Fleet Maintenance Pro will run a "Notification"
check for maintenance due, equipment renewals (i.e. registrations), and employee renewals
(i.e. drivers license, physical, etc). If there are any new notifications other than what has
already been reported to you in the past, Fleet Maintenance Pro will display a popup
notification screen:
New Maintenance Notifications:
You may click on the plus signs to the left of the equipment to see what is due. Use the
"Create work orders" check box (Shop Edition only) to automatically generate work orders for
all new maintenance notifications. Use the "Send E-mail Notifications" check box to generate
e-mails according to the e-mail contacts configured for your equipment.
Once you have selected your options, you may click "Continue". If you wish to skip this
process until a later time, click "Remind me Later".
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Service Calendar
Fleet Maintenance Pro includes an Equipment Service Calendar which allows you to view PM
tasks and repairs that are scheduled on your equipment. This allows you to quickly view
what services will be due on particular dates. You can review maintenance and repairs due,
and even issue work orders using the calendar.
Equipment Service Calendar screen:
(Shop Edition shown)
Equipment due or soon due for service will be displayed on the corresponding day
maintenance is due for that particular piece of equipment. To view maintenance due, hover
your mouse pointer over the equipment or double-click the equipment for a detailed view of
the services required.
You may select one or many due pieces of equipment on the calendar to automatically issue
work orders (Shop Edition) or record maintenance entries (Deluxe Edition) for the services
due. To generate a single work order or maintenance entry, simply click on a piece of
equipment within the calendar and click "Issue WO" or "Record Maintenance". In the Shop
Edition, to generate multiple work orders, simply click the check boxes next to the equipment
you desire and click "Issue WO".
The are various navigating, filtering, and additional features also included with the calendar
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which are fully explained in the online help or manual.
4.1.10 Issuing/Updating a Work Order
Fleet Maintenance Pro contains a built-in work order system that will create and keep track of
work orders that you generate for your equipment. Work orders can contain preventive
maintenance, repairs, part details, labor details, and more.
You can issue work orders on your equipment individually or create a batch of work orders all
at once. When work orders are created, they have a default status of "Open", meaning "not
complete". When the work order maintenance is physically performed, the work order
"Status" can be switched to "Closed". When a work order is closed, if applicable, Fleet
Maintenance Pro will reset the preventive maintenance service's "Last Performed"
parameters and clear any outstanding repairs that were indicated by your work order. In
addition, a historical record will be written for the equipment's maintenance history indicating
the services performed, costs, and other details.
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To issue a work order:
1. "On the Fleet Manager" screen, select a piece of equipment that is due for service. If you
wish to create work orders for multiple equipment, use the <CTRL> or <SHIFT> keys to
multi-select equipment.
2. Then, click the "Issue WO" button. If the chosen equipment is due for service, the
following screen will appear:
Generate Work Order Screen:
From this screen, you have the choice to "Generate work orders" for "All Equipment", "
Selected Equipment", "Selected Category", or "Selected Location". The default choice is "
Selected Equipment".
By default, to save data entry time, Fleet Maintenance Pro will automatically include
maintenance due and soon due on your work order(s). You can avoid this by un-checking the
boxes. You may also select additional maintenance to be populated on your work order(s) by
checking the "Selected Maintenance" check box.
In most cases, the remaining choices on this screen can probably be left alone and you can
click "OK". However, we will explain the other options as well:
You may use the "PM Interval Criteria" section to only include maintenance due by date or
meter. Of course, the default choice is "All".
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If desired, you may check the "Close work orders" check box to automatically close your work
orders. This is useful if you are creating work orders for tasks that have already been
completed. If using this option, you can click the "Meter Update" tab to key in your updated
meter readings before the work orders are officially closed.
3. When you have made your choices click the "OK" button.
If only a single work order is generated:
The "New Work Order" screen will be displayed:
New Work Order Screen:
You will notice that much of the information is already pre-populated for the work order
including the maintenance that is currently (or soon) due. At this point, you could simply
save, print, or e-mail the work order unless you wish to indicate additional maintenance tasks
or fill in additional details. Prior to saving, you optionally check one of the check boxes on the
lower left of the screen to immediately print, e-mail, or generate an invoice from the work
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order. Once you are finished, click "Save".
TIP: Fleet Maintenance Pro also provides the ability for you to associate parts and labor with
preventive maintenance. Therefore, when preventive maintenance tasks are due and populated
on the work order, Fleet Maintenance Pro will also automatically indicate the parts and/or labor
required to perform the PM or repair tasks. You can configure Service Associations via the
"SETUP --> Service Associations" menu item on the main menu screen.
If more than one work order is generated:
You will be presented with a "Work Order Generation Results" screen which will provide you
a summarized list of the work orders generated. You will also be provided with options for
viewing, printing, or e-mailing the batch of work orders that have been created:
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4.1.11 Work Order Management
The "Work Order Management" screen is the control center for your work orders. From this
screen, you can modify, delete, or print work orders. You are also able to add work orders
here, but the most efficient method is to create work orders directly from the "Fleet Manager"
screen using the "Issue WO" button.
Work Order Management screen:
When the "Work Order Management" screen opens, by default, it will display the "Open"
work orders currently in the system. However, you can alter the "View Options" area on the
lower left corner of the screen to show work orders in other statuses.
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TIP: If desired, you can change the default view status of the "Work Order Management" screen
in the program options.
Closing Work Orders
If you need to add or update information for the work order prior to closing, simply double-click
on the work order you wish to edit, or select the work order and click the "Edit" button. The "
Edit Work Order" screen will be displayed. Make any necessary adjustments (i.e. add parts,
indicate labor details, additional maintenance, etc) and then set the "Status" of the work order
to "Closed". Finally, set the "Date Complete" to the appropriate completion date and click "
Save".
If you simply want to close the work order without editing, use the "Toggle Status" button on
the lower right corner of the "Work Order Management" screen. Upon clicking the "Toggle"
button on an "Open" work order, the status of the work order will be automatically set to "
Closed" and the "Date Complete" will be set to the current date. Note that you can also use
the "Toggle Status" button to re-open a closed work order.
At the moment a work order is closed, provided all due (or soon due) maintenance has been
satisfied by the work order, the equipment will not longer be color shaded on the "Fleet
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 work order details will be automatically recorded in the maintenance history for
the equipment.
To leave this screen, click the "Close" button.
4.1.12 Viewing the Maintenance History
When maintenance is performed on a piece of equipment or work orders are closed (Shop
Edition), a record is logged to the maintenance history indicating the preventive maintenance,
repair maintenance, parts, labor, costs, and more. The maintenance history is useful for
analyzing costs and detecting trends in neglect, abuse, or aging equipment.
To view the maintenance history for your equipment:
1. Select a piece of equipment.
2. Click the "History" button.
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Maintenance History screen:
(Shop Edition shown)
Depending on which edition of Fleet Maintenance Pro you purchased, there may be 5 tabs
located on the history screen: "History Entries", "PM Services", "Repairs", "Parts", and "
Labor".
(Shop Edition shown)
The "History Entries" tab displays the history records logged for the chosen equipment on
the "Fleet 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, labor, 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
, Parts, and Labor 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:
(Shop Edition shown)
The date interval settings allow you to view the history between a certain date period. For
example, companies with extensive histories for their equipment may want to only view
history for the current year. Check the "Enable date range" check box and use the calendar
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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.
4.1.13 Generating Reports
Fleet Maintenance Pro ships with numerous reports that detail nearly every aspect of your
fleet data.
The easiest way to access the reports is to click the "Reports" toolbar button on the main
menu screen to display the "Report Viewer". The reports are categorized so you can easily
find the report you are looking for.
Report Viewer Screen:
(Shop Edition shown)
Upon selecting a report, it will be immediately displayed in the preview window.
Filtering Options
Fleet 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 various filtering
options to choose from.
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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 your entire fleet.
· "Selected equipment only" - prints the selected report for the selected equipment on the
"Fleet Manager" screen. You may multi-select equipment on the "Fleet Manager"
screen.
· "Selected Category" - prints the selected report for the equipment in the selected
category as chosen on the "Fleet Manager" screen.
· "Selected Location" - prints the selected report for the equipment in the selected
location as chosen on the "Fleet Manager" screen.
You can also assign a status filter to the report using the "Status Filter" drop-down list. This
allows you to display equipment that has a specific Status assigned to it, such as Active,
Inactive, Sold, or you can choose "Any Status" to ignore the equipment status for the report.
Date Filtering
If the selected report contains date information, the date filtering option will be displayed:
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, Fleet 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. However, if desired,
you may also adjust the dates manually.
Additional Filter Criteria
If you need to be more specific, Fleet 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 "
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Condition", and finally the "Value".
Other Options
"Customize Report" (Deluxe and Shop Editions only) - Click this button to load the "Report
Designer" utility. From there, you can alter the report layout by adding fields, deleting fields,
or simply re-arranging the report to your liking.
"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. You can even export the report to various file types using this screen.
This concludes the Fleet Maintenance Pro "Getting Started" section. There are many
additional program features which we did not cover. Other features include the tracking of
parts inventory (Shop Edition), purchase orders (Shop Edition), employees, vendors, and
more. For additional information, please view the online help provided with the program or
obtain the full manual from the website or CD-ROM. Please visit www.mtcpro.com
frequently for the latest updates and information.
4.2
Vehicles/Equipment
4.2.1
Vehicle Information
Many types of information can be entered for each piece of equipment. Below are the different detail
tabs available when adding a new piece of equipment:
"General" tab screen - contains information most significant to the equipment such as equipment #,
year, make, model, mi/km/hr, and a few custom fields you can define on your own.
"Specifications" tab screen - This tab contains additional details you can record about the piece of
equipment including additional custom fields. Click on the labels to the left of the data fields to redefine any label value. All data is optional on this tab.
"Purchase" tab screen - Contains information regarding purchase date, mi/km/hrs, dealership, cost,
depreciation (Deluxe and Shop Edition only), and 2 custom fields. All data is optional on this tab.
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"Expirations" tab screen - Contains expiration specific information such as plate #, registration, MVI,
and 2 custom fields. All data is optional on this tab.
"Tires" tab screen (Deluxe and Shop Edition only)- Configure tire options such as number of axles,
size, pressure, and layout . All data is optional on this tab.
"Loan/Lease" tab screen - Enter information about the financial institution and contacts. All data is
optional on this tab.
"Insurance" tab screen - Contains insurance information such as company, policy #, term dates,
premium, deductible, ...etc. All data is optional on this tab.
"Photo" tab screen (Deluxe and Shop Edition only) - Select to store a photo of the equipment in
JPEG format. Imported photos must be in JPEG or BMP format. Use the "Add" and "Delete" buttons
to add/delete photos from this tab. You can also RIGHT click on the photo box, choose "Add Image",
and then browse to the desired photo. All data is optional on this tab.
"Attachments" tab screen (Deluxe and Shop Edition only) - Enter a description and directory path
to open documents directly from the Fleet Maintenance Pro software. This is simply a shortcut to the
external file or document. The file is not stored or saved within Fleet Maintenance Pro's database. All
users must have access to the specified directory to access saved attachments. All data is optional
on this tab.
"Notes" tab screen - Enter any other information for the equipment. All data is optional on this tab.
"Configure" tab screen - Contains equipment setup information for detail tabs and virtual meters. All
data is optional on this tab.
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4.2.2
Fleet Maintenance Pro Version 12
Adding a vehicle/equipment
Adding equipment is a simple process and does not require a wealth of equipment details.
As an example, we will add a piece of equipment with the most basic information.
To add a new piece of equipment:
1. On the Main Menu or Fleet Manager screen, click the "Add" button.
(Shop Edition shown)
2. Enter a unique "Unit #" for your equipment.
TIP: The "Identification" field will be automatically populated as you populate the "Unit #", "
Make", or "Model" fields. The "Identification" is used on many of the reports to easily identify
the equipment. You can alter this to your liking or simply let the software set this field for you.
3. In the "Maintenance Tracking" group, choose the "Maintenance Schedule" you wish to
assign to this piece of equipment which contains the PM services assignments you wish to
track.
4. Next, you can enter the "Base Date". If the schedule you chose is meter enabled, you
may also enter the "Current" and "Base" meter reading value. The base information (date
and meter reading) is used to initialize the PM service's (i.e. Oil Change) last performed
parameters for this equipment. The last performed parameters are used when calculating
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maintenance due. For example, referring to the screen above, when this equipment is
saved, ALL of its PM services (for the chosen schedule) will have the last performed date set
to "5/15/2008", and last performed meter set to "0" (i.e. Oil Change; last performed on
5/15/2008 @ 0 hrs). When adding a piece of equipment, Fleet Maintenance Pro will by
default, assume that you are starting from scratch tracking maintenance for this equipment.
The base information will default to the current date and current meter as your starting point.
If you have old maintenance records you plan to enter into Fleet Maintenance Pro, enter in
the earliest date and meter for which you have records for the "Base Date" and "Base Meter"
fields.
Note: The last performed parameters (date and meter) for each PM service can be adjusted for
accuracy after the new equipment is added. You will see this in Step #7.
5. Next, in the "Assignment" area, choose the "Location" and "Category" if you are
categorizing your equipment. If you do not want to assign Locations or Categories, simply
use the defaults. You can always change them later by editing the equipment information.
6. We have just entered all of the required information. You can enter as much information
as you like in the other fields and tabs.
There are also 25+ custom fields you can define on the equipment information tabs. Tabs
that contain the custom labels are "General" (5), "Specifications" (18), "Purchase" (2),
"Expirations" (2), and "Loan/Lease" (1).
By default, all custom fields read "(click to define)" when you are adding a new piece of
equipment. Simply click on the "(click to define)" text to define the label. A small screen 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, to save data entry time, they can be
saved as defaults for each subsequent equipment you enter by checking the "Save Custom
Labels as Default" check box on the bottom of the screen. In addition, if you wish to alter data
or custom fields for multiple pieces of equipment that have already been added, you can multiselect equipment on the "Fleet Manager" screen and then click "Edit".
6. Click the "Save" button to save your equipment.
7. Finally, you will be asked if you wish to configure the "Last Performed" data at this time.
Again, the "Last Performed" data is used when calculating maintenance due. You should tell
Fleet Maintenance Pro when the PM services in the assigned schedule were last performed,
or let Fleet Maintenance Pro assume the Base Date and Base Mileage figures for the last
performed data as a starting point. Choose "Yes" or "No". You can always configure the
"Last Performed" data at a later time by clicking the "Last PM" button on the Fleet Manager
screen.
4.2.3
Editing Vehicle Data
After a piece of equipment is added into Fleet Maintenance Pro, the equipment information can be edited
from the Fleet Manager screen.
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To edit a piece of equipment:
1) On the Fleet Manager screen, double click the equipment that you wish to edit -OR- click once on the
piece of equipment and click the "Edit" button.
2) At this point, you can modify any information on any of the tabs. If modifications are made, you will
need to click the "Save" button to save your changes.
4.2.4
Deleting a vehicle/equipment
Deleting a piece of equipment from your fleet will delete all work orders, scheduled repairs,
maintenance data, history, accident data, fluid data, trip data, odometer data, tire data,
miscellaneous expense data, and fuel data for the equipment. It will be as if the equipment
were never entered into Fleet Maintenance Pro. If you want to maintain this information, do not
delete the equipment. Instead, change the equipment's status to "Inactive" and Fleet Maintenance Pro
will ignore the equipment when printing reports. Additionally, maintenance services will not track and flag
as due on the equipment when it is in a status that is not "Active".
To delete a piece of equipment:
1) Select the equipment you wish to delete.
2) Then, click the "Delete" button on the Fleet Manager screen.
3) Click "Yes" to permanently delete the equipment -OR- click "No" to cancel the deletion of the piece of
equipment.
Note: When deleting equipment, only one piece of equipment may be deleted at a time. As a
precaution, multi-selected deletions are not supported.
4.2.5
Issuing a work order
Fleet Maintenance Pro contains a built-in work order system that will create and keep track of
work orders that you generate for your equipment. Work orders can contain preventive
maintenance, repairs, part details, labor details, and more.
You can issue work orders on your equipment individually or create a batch of work orders all
at once. When work orders are created, they have a default status of "Open", meaning "not
complete". When the work order maintenance is physically performed, the work order
"Status" can be switched to "Closed". When a work order is closed, if applicable, Fleet
Maintenance Pro will reset the preventive maintenance service's "Last Performed"
parameters and clear any outstanding repairs that were indicated by your work order. In
addition, a historical record will be written for the equipment's maintenance history indicating
the services performed, costs, and other details.
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To issue a work order:
1. "On the Fleet Manager" screen, select a piece of equipment that is due for service. If you
wish to create work orders for multiple equipment, use the <CTRL> or <SHIFT> keys to
multi-select equipment.
2. Then, click the "Issue WO" button. If the chosen equipment is due for service, the
following screen will appear:
Generate Work Order Screen:
From this screen, you have the choice to "Generate work orders" for "All Equipment", "
Selected Equipment", "Selected Category", or "Selected Location". The default choice is "
Selected Equipment".
By default, to save data entry time, Fleet Maintenance Pro will automatically include
maintenance due and soon due on your work order(s). You can avoid this by un-checking the
boxes. You may also select additional maintenance to be populated on your work order(s) by
checking the "Selected Maintenance" check box.
In most cases, the remaining choices on this screen can probably be left alone and you can
click "OK". However, we will explain the other options as well:
You may use the "PM Interval Criteria" section to only include maintenance due by date or
meter. Of course, the default choice is "All".
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If desired, you may check the "Close work orders" check box to automatically close your work
orders. This is useful if you are creating work orders for tasks that have already been
completed. If using this option, you can click the "Meter Update" tab to key in your updated
meter readings before the work orders are officially closed.
3. When you have made your choices click the "OK" button.
If only a single work order is generated:
The "New Work Order" screen will be displayed:
New Work Order Screen:
You will notice that much of the information is already pre-populated for the work order
including the maintenance that is currently (or soon) due. At this point, you could simply
save, print, or e-mail the work order unless you wish to indicate additional maintenance tasks
or fill in additional details. Prior to saving, you optionally check one of the check boxes on the
lower left of the screen to immediately print, e-mail, or generate an invoice from the work
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order. Once you are finished, click "Save".
TIP: Fleet Maintenance Pro also provides the ability for you to associate parts and labor with
preventive maintenance. Therefore, when preventive maintenance tasks are due and populated
on the work order, Fleet Maintenance Pro will also automatically indicate the parts and/or labor
required to perform the PM or repair tasks. You can configure Service Associations via the
"SETUP --> Service Associations" menu item on the main menu screen.
If more than one work order is generated:
You will be presented with a "Work Order Generation Results" screen which will provide you
a summarized list of the work orders generated. You will also be provided with options for
viewing, printing, or e-mailing the batch of work orders that have been created:
4.2.6
Scheduling a repair
Fleet Maintenance Pro includes a repair scheduling utility which allows you to schedule unexpected
repairs that may occur with your equipment. When the repairs are completed in a work order or
maintenance entry, they will automatically be removed from with scheduled repairs database and logged
to the history for that piece of equipment.
For example, let's say a driver notices that the right front parking light is out on the piece of equipment.
The repair maintenance can be easily entered into the repair utility by selecting the appropriate piece of
equipment and clicking the "Schedule Repair" button on the Fleet Manager screen. Then, the user
can enter the parking light repair and any other repairs that are needed. If necessary, the repair can be
scheduled for a particular date in the event the equipment is unavailable until a certain date. Once the
repair is scheduled, it can be viewed on a report using the "PM Check Wizard", which will list the repair
along with the PM services that are due. When the parking light repair is completed in a work order or
maintenance entry, it will be automatically logged to the maintenance history for that piece of equipment
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and removed from the scheduled repairs database.
To schedule a repair:
1) Select a piece of equipment.
2) Click the "Schedule Repair" button.
3) If you already selected the equipment on the Fleet Manager, you don't have to select it again in the "
Equipment" field.
4) Choose a "Repair By/On" date. Fleet Maintenance Pro will flag the repair when a PM Check is
activated as long as the current date is equal to or greater than this date. This field is useful if the repair
can't be performed until a future date when the equipment is available.
5) Select a driver or employee from the "Requested By" list. This is the person who reported the repair.
6) Check the "Delay notification until next PM" button to delay repair notifications until a PM Service is
due. This can be useful if the repair is very minor and can wait to be performed until a PM task is due.
7) In the "Enter Repairs Needed" list, click the "Add" button.
8) Begin typing the repair needed in the "Repair" box, such as "Replace parking light" and then press
the <TAB> key to move to the "Type" field. Now add or select any type description that best fits the
repair. By pressing the <TAB> key once more, you may add additional information to the "Comments"
field. Additionally, you may select a "Priority" for this repair, flagging it as High, Medium, or Low priority.
9) Click the "Save" button on the Add Scheduled Repair screen. (You can continue to enter multiple
repairs in this list by repeating steps #7 though #9.)
10) Once you are completely finished entering repair records, click the LARGE "Save" button on the
bottom right of the screen to save changes and return to the previous screen.
Now that the repairs are scheduled, they will be reported when the "WO Wizard" is activated (as long
as the repair dates are within range) in Shop Edition.
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211
Configuring Last PM data
The accuracy of all PM maintenance data is crucial when calculating when maintenance is due. The
"Last Date Performed" and "Last Mi/Km/Hrs Performed" parameters for each PM service are particularly
important when the calculations are performed. There are 3 methods by which the "Last Performed"
maintenance data can be updated while using Fleet Maintenance Pro:
1) Base Information - When adding a piece of equipment into Fleet Maintenance Pro, you are required to
enter a "Base Date" and "Base Mi/Km/Hrs" value. The base information (date and mi/km/hr) is used to
initialize the PM service's last performed data for the equipment. For example, when the equipment is
saved, ALL of its PM services (for the chosen schedule) will have the "Last Date Performed" and "Last
Performed Meter" set to the "Base Date" and "Base Mi/Km/Hrs" respectively (i.e. Oil Change; last
performed on 1/22/2005 @ 24,736 mi/km/hrs). When adding a piece of equipment, Fleet Maintenance
Pro will assume that you are starting from scratch tracking maintenance for this equipment and the base
information will default to the current date and current meter as a starting point. If you have old
maintenance records you plan to enter into Fleet Maintenance Pro, enter in the earliest date and
mileage for which you have records for the "Base Date" and "Base Mi/Km/Hrs" fields when adding
equipment into the software.
2) Last PM Setup screen - After a piece of equipment has been added, you can adjust the "Last
Performed" data for each PM service using the PM Setup Screen. To activate the "Last PM Setup"
Screen, select a piece of equipment and click the "Last PM" button.
3) Recording Maintenance Performed -OR- Entering Work Orders - After initially setting up your
"Last Performed" data, Fleet Maintenance Pro will take over from there. When maintenance is
performed on a piece of equipment, it is recorded using the "Record Maintenance Performed" screen and
the "Last Performed" data is updated.
In the Shop Edition, when the work order is tagged as "Closed", the services and repairs performed are
written to the history. When the "Closed" status is reached for the work order, Fleet Maintenance Pro
will automatically adjust the "Last Performed" data for the PM services that were performed to the date
the work order was tagged as "Closed".
4.2.8
Viewing PM Status
You can view the current status of the PM services defined for a piece of equipment at any time. This
function will allow you to see what PM services are currently in need of attention and the status of the
other maintenance operations that are not in need of attention. To ONLY report the maintenance
due, click the "Maintenance Due" button instead.
To view the Current Maintenance Status:
1) Select a piece of equipment.
2) Click the "PM Status" button.
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Current Maintenance Status screen:
(Shop Edition shown)
3) The PM and Repair Maintenance Status screen displays a list of PM services that detail the following
for each:
· Date and mi/km/hr that the service was last performed.
· Desired interval at which the service should be performed.
· The calculated date and odometer reading at which the service will be due.
4) You can easily see what is currently due by the RED color coded interval data. The YELLOW interval
data is what will soon be due. The GREEN color code indicates services are due and have already been
assigned to a work order. These parameters can be changed on the Configure Fleet Maintenance Pro
screen. Plain interval text simply indicates the service is not currently due.
4.2.9
Viewing Maintenance History
When maintenance is performed on a piece of equipment or work orders are closed (Shop
Edition), a record is logged to the maintenance history indicating the preventive maintenance,
repair maintenance, parts, labor, costs, and more. The maintenance history is useful for
analyzing costs and detecting trends in neglect, abuse, or aging equipment.
To view the maintenance history for your equipment:
1. Select a piece of equipment.
2. Click the "History" button.
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Maintenance History screen:
(Shop Edition shown)
Depending on which edition of Fleet Maintenance Pro you purchased, there may be 5 tabs
located on the history screen: "History Entries", "PM Services", "Repairs", "Parts", and "
Labor".
(Shop Edition shown)
The "History Entries" tab displays the history records logged for the chosen equipment on
the "Fleet 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, labor, 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
, Parts, and Labor 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:
(Shop Edition shown)
The date interval settings allow you to view the history between a certain date period. For
example, companies with extensive histories for their equipment may want to only view
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history for the current year. 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.
4.2.10 Fuel Tracking
Using the "Fuel History Log" screen, you can track a piece of equipment's fuel consumption by recording
information from fuel purchases. Fleet Maintenance Pro calculates a wide range of statistics based on
the recorded transactions.
To access the fuel history screen, select piece of equipment and click the "Fuel" button.
Fuel History Screen:
(Shop Edition Shown)
The "Fuel History" contains a list of fuel transactions that have been recorded for the equipment. There
are numerous pieces of information that can be recorded when an entry is added:
· Purchase Date - The date of the transaction.
· Fill Meter - The odometer reading of the transaction.
· Difference - After entering the "Fill Mileage" data, the "Difference" column will automatically be
calculated by subtracting the last fill meter that does not exceed the new meter. The "Difference" will
then be used to calculate distance traveled.
· Consumed - The amount of fuel consumed during fueling. After this is entered and you tab to the
next field, the MPG or L/100km will automatically be calculated and displayed in the "MPG or
L/100km" box.
· Price - The price per unit of fuel (gallon or liter). Once entered and you tab to the next column, the
"Total Cost" will be automatically calculated by multiplying Price * Gallons/Liters Consumed.
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·
·
·
·
·
·
·
215
Fuel Type - The type of fuel.
Brand - The brand of fuel.
State (Deluxe and Shop Edition only) - State/province where the fuel was purchased.
Vendor - Vendor where the fuel was purchased.
Driver - Driver at the time of fueling.
Stock Tank (Shop Edition only) - Stock fuel tank used for fueling.
Cost Center - Fund that fuel costs are retrieved from.
Comments - Comments you wish to associate to the fuel entry.
Date Interval Settings:
The date interval parameters allow you to view the fuel purchases within a certain date period. For
example, companies with large fuel histories may want to only view fuel purchases for the current year.
The date intervals can be set in the "Date Interval Settings" section using the calendar selection
controls. The date interval parameters can also be configured on the "Configure Fleet Maintenance Pro"
screen to maintain the same date interval settings each time the "Fuel History" screen is displayed.
Fuel Statistics:
The "Fuel Statistics" section contains important statistical information based on the fuel entries for a
piece of equipment. The fuel statistics reflects only the data being viewed. Therefore, if a date interval is
specified, the statistics will only reflect the data between the date intervals provided. Each statistic is
defined below:
·
·
·
·
·
·
·
·
Total Cost – The sum of all fuel entries listed.
Total Gallons – The sum of all fuel consumed for the entries listed.
Total Mileage - The total distance traveled based on the entries listed.
Cost Per Mile – The actual fuel cost per mile based on the mi/km/hr range between the first and
last entry listed.
Average Cost – The average fueling cost based on the entries listed.
Average Gallons – The average fuel consumed per fill-up.
Average Mileage - The average distance traveled between purchases.
Overall MPG – The average MPG based on the entries listed.
See also:
Adding a fuel purchase
Editing a fuel purchase
Deleting a fuel purchase
4.2.11 Fluid Consumption History
Using the "Fluid Consumption History" screen enables you to track and view your fluid usage (ie.
engine oil, transmission fluid, brak e fluid...etc.).
To access the Fluid Consumption History screen, select a piece of equipment. Then, click on the "
Equipment" menu, scroll down to "Histories", and then select "Fluid Consumption History".
Fluid Consumption Screen:
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Enable Date Range allows you to view those fluid entries that are within the specified date period.
To add a fluid consumption entry:
1) Click on the "Add" button then enter the "Date", "Meter", "Fluid," "Part (optional)","Quantity
Used","Cost Center", and any "Notes" that are needed. Choosing the part(optional) and entering the
quantity used will generate the "Unit Cost" and "Extended cost".
Note: Part warehouse selections are only available in the Shop Edition.
(Shop Edition Shown)
2) Click the "Save" button when you are done.
To edit a fluid consumption entry:
1) Select a fluid consumption entry on the "Fluid Consumption History" screen.
2.) Double-click or click the "Edit" button. The "Edit Fluid Consumed" screen will appear. You will be
able to change your information on this screen.
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3) Click "Save" when you are done.
To delete a fluid consumption entry:
1) Select a fluid consumption entry on the "Fluid Consumption History" screen.
2.) To DELETE click on the "Delete" button. A confirmation screen will appear asking if you want to
Delete the selected entry.
3) Click "Yes" to permanently delete -OR- click "No" to cancel the deletion.
4.2.12 General Expense History
Using the "General Expense History" screen enables you to record, track and view miscellaneous
expenses. (ie. insurance, registration, loan/lease)
To access the "General Expense History" screen, select a piece of equipment. Then, click on the "
Equipment" menu, then "Histories", and select "General Expense History".
General Expense History screen:
"Enable Date Range" allows you to view entries that are within the specified date period.
To add a general expense entry:
1) Click on the "Add" button and then enter the expense (ie.insurance,registration, loan/lease ect), the
cost, and notes.
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2) Click the "Save" button when you are complete.
To edit a general expense entry:
1) Select a general expense entry on the "General Expense History" screen.
2.) Double-click or click the "Edit" button. The "Edit General Expense" screen will appear. Edit the
entry to your liking.
3) Click "Save" when you are done.
To delete a general expense entry:
1) Select a general expense entry on the "General Expense History" screen.
2.) To DELETE click on the "Delete" button. A confirmation screen will appear asking if you want to
Delete the selected entry.
3) Click "Yes" to permanently delete -OR- click "No" to cancel the deletion.
4.2.13 Accident Log
Using the "Accident History" screen enables you to record, track and view all accidents for your
equipment.
To access the"Accident History" screen, select a vehicle then on the Main Menu toolbar click on "
Equipment", scroll down to "Histories", and then select "Accident History".
Accident Log screen:
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To add an accident entry:
1) Click on the "Add" button and then enter the accident details.
2) Click the "Save" button when you are complete.
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To edit an accident entry:
1) Select an accident entry on the "Accident History" screen.
2.) Double-click or click the "Edit" button. The "Edit Accident Entry" screen will appear. You will be
able to change your information on this screen.
3) Click "Save" when you are done.
To delete an accident entry:
1) Select an accident entry on the "Accident History" screen.
2.) To DELETE click on the "Delete" button. A confirmation screen will appear asking if you want to
Delete the selected entry.
3) Click "Yes" to permanently delete -OR- click "No" to cancel the deletion.
4.2.14 Trip Log
The "Equipment Usage" screen enables you to track and view all usage by your equipment.
To access the"Equipment Usage" screen, select a vehicle and then on the Main Menu toolbar click on "
Equipment", scroll down to "Histories", and then select "Equipment Usage History".
To add an equipment usage entry:
1) Click on the "Add" button and then enter the Equipment Usage details.
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2) Enter the Date, Time, and Meter values for when the equipment was checked out. All other fields are
optional.
3) Click the "Save" button when you are done.
To check in a piece of equipment:
1) Click on the "Edit" button and then enter the check in details.
2) Enter the Date, Time, and Meter values for when the equipment was checked back in. All other fields
are optional.
3) Click the "Save" button when you are done.
To delete an entry:
1) Select an entry on the "Equipment Usage" screen.
2.) To DELETE click on the "Delete" button. A confirmation screen will appear asking if you want to
Delete the selected entry.
3) Click "Yes" to permanently delete -OR- click "No" to cancel the deletion.
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4.2.15 Cost Statistics
The cost statistics screen displays detailed cost statistics for each unique PM service and repair.
Statistics can be viewed for your entire fleet, a particular location, a particular department, or by selected
pieces of equipment. The Deluxe Edition will also display part statistics and the Shop Edition will add
labor statistics.
PM Cost Statistics screen:
(Shop Edition shown)
Selected
Choose which piece of equipment for which you wish to calculate statistics:
· All equipment - Your entire fleet will be analyzed.
· Selected equipment only - Only the selected equipment on the Fleet Manager screen will be
analyzed.
· Selected Category - Only the selected department on the Fleet Manager screen will be analyzed.
· Selected Location - Only the selected location on the Fleet Manager screen will be analyzed.
The Grid Columns
· PM Service – This column lists the PM maintenance services that are available to the equipment.
· Total Cost – This column provides the total costs for each PM maintenance service. For example, if
you have 2 "Oil Changes" in the history at $19.95 each, this column will display $39.90.
· % of Total – This column represents the percent of the total history costs for which each maintenance
operation accounts. This column can easily show you where most of you money is invested in the
piece of equipment.
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Note: The GRAND TOTAL for all of the maintenance in the history is beneath the "Total Cost" column.
View Settings
Here, you can specify a date interval and view the cost statistics within the date range. By default, this
will be set to the "Maintenance History" date interval settings.
To print this information, click the "Print" button.
To exit this screen, click the "Close" button.
4.2.16 Meter Replacement
Using the "Meter Replacements" screen allows you to replace the meter in a piece of equipment and
track it.
To get to the Meter Replacement screen, select a piece of equipment, then on the Main Menu click on
"Equipment", then scroll down and select "Meter Replacements".
Meter Replacement Screen:
1.) To Add a new meter, click the "Add" button and then enter the "Identification","Date", "Current
Reading", "Replacement" and a "Description" of why you are replacing the meter or any other comments
you wish to add. The current reading is the reading on the meter that's being replaced. The replacement
reading is the reading on your new meter.
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Click the "Save" button when you are done.
2.) To Edit click the "Edit" button on the "Meter Replacements" screen, this will bring up the "Edit Meter
Replacement" screen. Make any necessary changes to the information that you have previously entered.
Then click the "Save" button when you are done.
3.) To Delete click the "Delete" button on the "Meter Replacements" screen. A delete confirmation will
appear.
4) Click "Yes" to permanently delete the equipment -OR- click "No" to cancel the deletion of the
equipment.
Note: When deleting, only one item may be deleted at a time. As a precaution, multi-selection
item deletions are not supported.
4.2.17 E-mail Contacts
You may add e-mail contacts to your equipment while accessing the "Add New Equipment" screen.
Click the "Recipients" drop down menu on the "General" tab to display the equipment contact list:
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This screen lists all contacts for the current equipment. There are three options available for each
contact:
· Notify Maintenance - check this option to notify a contact about new maintenance services that are
due.
· Notify Expirations - check this option to notify a contact about new equipment expirations that are
due.
· Notify WO (Shop Edition only) - check this option to allow work orders to be e-mailed to the
contact.
Contacts may be deleted by clicking the "Delete Contact" button. A confirmation message will appear
asking if you wish to delete the selected item. Click "Yes" to delete the contact, or click "No" to cancel
the action.
Click the "Add Contact" button to display the "Select Email Address" screen:
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(Shop Edition shown)
The available contacts are chosen from the the "Customers"(Shop Edition only), "Employees", and "
Vendors" databases. A contact must have an email address to be listed. You may navigate through the
contacts by selecting the different tabs at the top of the screen.
Confirm your selection by either double clicking on a contact or by clicking the "OK" button. Click "
Cancel" to exit the screen without making a selection.
4.2.18 Tire Configuration
You may design the layout of the current equipment tires on the "Tires" tab while accessing the "Add
New Equipment" screen.
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The "Tire Configuration" layout is based on the number of axles. You may choose up to 10 axles for the
equipment.
Axles have two options available to them:
· Duals - Check this option to display dual tires on each side of the axle.
· Axle Type - Click on the text located in the middle of the axle to choose from three axle types: "Steer
", "Drive", and "Free".
You may also configure the the size and pressure for the front and rear tires from this screen.
Once the tire layout has been designed, you can check the box for "Show Tire Assignment screen on
save" and click the "Save" button to save the configuration and access the Tire Assignment window. Or,
return to the "Main Menu" screen where you can now add
Tire Assignments to the equipment.
4.3
Preventive Maintenance
4.3.1
Schedules
4.3.1.1
Schedule Setup Screen
Use the "PM Schedule Setup" screen to define preventive maintenance schedules that you will assign to
your equipment. Maintenance schedules contain preventive maintenance services that are required to
be done on a date and/or mileage/km/hr interval.
You will want to define your maintenance schedules according to the "groups" of equipment you will be
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tracking. For example, you may want to have a maintenance schedule for your delivery trucks, and have
another maintenance schedule for your fork lifts.
PM Schedule Setup screen:
Schedules: At the top of the screen, you will see the "Schedule" section of the screen. This is where
you can add, edit/rename, or delete maintenance schedules. The drop-down combo box displays the
name of the schedule currently selected. The selected schedule's corresponding maintenance services
will be displayed in the PM service grid display.
Services: Toward the bottom of the screen, you will see the "Services" toolbar in which you can add,
edit, or delete maintenance services assigned to the selected schedule. You can also "Import"
maintenance services from other schedules to avoid re-typing the information. (See the "Importing
Maintenance Schedules" topic for additional information). Use the "Print" button to print the selected
schedule information.
Note: It is important to remember that changes made to a maintenance schedule such as adding,
editing, or deleting a PM service will be reflected in all equipment assigned to the schedule that has
been altered. For example, if you change a date interval for a particular PM service, the new interval will
be used for ALL equipment assigned to that schedule. Adding or deleting a maintenance service will
also add/delete the maintenance service in all equipment assigned to that schedule.
PM Schedules functions:
Adding a schedule
Editing a schedule name
Deleting a schedule
PM Service functions:
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Adding a PM service
Editing a PM service
Deleting a PM service
Importing maintenance services
4.3.1.2
Adding a schedule
To add a maintenance schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Next, click the "New" button in the "Schedule" section at the top of the screen.
(Deluxe/Shop Edition shown)
3) Enter the following information about your schedule:
Schedule Name - The name to identify your schedule (i.e. "Fork Lifts", "Trucks", "Golf Carts", ...etc).
Track By Date - Check this box if you wish to track equipment assigned to this schedule by date.
When you begin to add PM services to the schedule you will be able to choose the date tracking units
(i.e. "Days", "Weeks", "Months", "Years").
Track By Meter (Primary) - Check this box if you wish to track equipment assigned to this schedule by
meter (i.e. Mileage, Kilometers, Hours). Then, choose the appropriate meter type for the maintenance
schedule. This will be considered your primary tracking meter.
Track By Meter (Secondary) - Deluxe and Shop Edition Only - Check this box if you wish to track
equipment assigned to this schedule by an additional meter (i.e. Mileage, Kilometers, Hours). Then,
choose the appropriate meter type for the maintenance schedule. This will be considered your
secondary tracking meter.
4) Finally, click the "Save" button.
Your new maintenance schedule has been created! You can now add PM services to this schedule.
See also:
Adding a PM service
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Renaming a schedule
To edit a maintenance schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule you wish to rename using the drop-down box in the "Schedule" section at the
top of the screen.
3) Next, click the "Edit" button.
3) Type the name that will replace the original schedule name and/or make changes to the tracking
meters. Click the "Save" button when finished.
4.3.1.4
Deleting a schedule
To delete a maintenance schedule:
Note: In order to delete a schedule, the schedule cannot be assigned to any equipment. If the
schedule is still assigned to any piece of equipment, you will receive a warning message and won't be
able to delete the schedule.
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule you wish to delete using the drop-down box in the "Schedule" section at the top
of the screen.
3) Next, click the "Delete" button. A confirmation message will be displayed.
3) Click "Yes" to delete the schedule and all maintenance services associated with the schedule.
4.3.1.5
Adding a PM service
To add a PM service to a schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule for which you wish to add a PM service using the drop-down box in the
"Schedule" section at the top of the screen.
3) On the "Service" toolbar toward the bottom of the screen, click the "Add" button.
4) Enter the Service Name, Type, Days, and Mi/Km/Hr interval. All other information is optional.
5) Click "Save".
See also:
Editing a PM service
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Editing a PM service
To edit a PM service in a schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule for which you wish to edit a PM service using the drop-down combo box in the
"Schedule" section at the top of the screen.
3) Click on the service you wish to edit on the grid display.
4) On the "Service" toolbar toward the bottom of the screen, click the "Edit" button.
5) Make the necessary changes.
6) Click "Save".
See also:
Deleting a PM service
4.3.1.7
Deleting a PM service
To delete a PM service in a schedule:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule that you wish to delete a PM service from using the drop-down box in the
"Schedule" section at the top of the screen.
3) Click on the service you wish to delete on the grid display.
4) On the "Service" toolbar toward the bottom of the screen, click the "Delete" button to delete the
selected service. A confirmation message will be displayed.
5) Click "Yes" to delete the selected PM service.
4.3.1.8
Service Entry Screen
Use the Service Entry screen to add or edit PM service entries on the "Maintenance Schedule Setup"
screen. Clicking "Add" or "Edit" on the "Maintenance Schedule Setup" screen will display this screen.
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The following data is required:
Service Name - The name of the PM service.
Service Type - The type of PM service. See the "PM Types" topic for information on adding, editing, or
deleting maintenance types.
Days - The maintenance interval in days for which this item needs flagged. Enter "0" to disable days
tracking.
Mi/Km/Hrs - The maintenance interval in mileage, kilometers, or hours for which this item needs flagged.
Enter "0" to disable odometer tracking.
The Parts/Labor button will open the Part Associations screen which allows you to designate parts and
labor costs that are automatically populated on work orders. This option is only available when editing a
service.
Advanced Button:
· Linked PM Service - Lets you designate a service that will automatically be populated on work orders
when the linking service is due, regardless of whether the linked service is also due. Linked services
may only use one tracking parameter, and the linked service tracking value must be divisible by the
current PM service tracking value.
· Seasonal Task- Lets you set date parameters so that the task will be ignored during the dates
selected.
· Terminate Task (date) - Gives you the option of setting the date you would like to terminate the task
tracking.
· Terminate Task (mileage) - Gives you the option of setting the mileage would like to terminate the task
tracking.
· Include service with email notifications - Gives you the option of including the service in email
notifications.
Click the "Save" button when you are completed.
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Import Maintenance Services Screen
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.
Import Maintenance Services Screen:
On the left side of the import screen is the maintenance schedule you are importing from (the source
schedule). On the right side of the screen is the schedule you are importing to (the destination
schedule).
You can select multiple services in either list by holding the <Ctrl> key and clicking on the PM services
you wish to select. 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.
Use the ">" button to add the selected service(s) to the destination schedule.
Use the "<" button to delete the selected service(s) from the destination schedule.
IMPORTANT: Remember that changes made to a maintenance schedule are reflected on all
equipment assigned to that schedule!
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4.3.1.10 Importing a maintenance services
To import a maintenance service:
1) On the main menu, click the "PM Schedule" icon.
2) Choose the schedule for which you wish to import PM services using the drop-down box in the
"Schedule" section.
3) Click on the "Import" button to display the "Import Maintenance Services" screen.
4) On the left side of the screen, click on the service(s) you wish to add (import) to the schedule you
selected in Step #2.
Note: You can select multiple services b y holding the <Ctrl> key and clicking on the PM services you wish to
select. If you wish to import ALL services, click the "Select All Services" check b ox b elow the source list to
highlight ALL maintenance services in the source list.
5) Click the ">" button to add the selected service(s) to the schedule you selected in Step #2.
6) Click "OK" to import the services and return to the "Maintenance Schedule Setup" screen.
7) Click the "Close" button to return to the Main Menu.
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PM Check Wizard
The Perform Maintenance Check Wizard is designed to calculate and report PM services due based on
your PM interval data. Scheduled repairs that are due will also be reported. The PM Wizard will take
you through a series of simple steps and automatically calculate exactly what equipment and PM
services are currently due for your equipment.
To perform a maintenance check using the PM Wizard:
1) Click the Fleet --> PM Check Wizard --> All Equipment button from the Main Menu.
The "PM Check Wizard" screen will be displayed, describing the maintenance check procedure. You
may uncheck the "Show this screen when performing a maintenance check " check box to avoid
displaying this introduction in the future.
2) Click "Next" to advance to the next screen.
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The "Maintenance Check Setup" screen contains default settings for the PM check. You can change
these default settings at any time using the File-->Options menu item.
"Perform maintenance check on" - Choose which equipment you wish to perform a maintenance
check.
· All equipment - A maintenance check will be performed on your entire list of equipment.
· Selected equipment only - A maintenance check will be performed on only the selected
equipment on the Fleet Manager screen.
· Selected Department - A maintenance check will be performed on the selected department only.
· Selected Location - A maintenance check will be performed on the selected location only.
"Equipment Status Filter" - By default, only "Active" equipment will be checked.
"Intervals to be checked" - Choose either "Date" or "Meter" intervals, or both. At least one interval
must be selected to perform a maintenance check.
"Show Maintenance" -You can specify to display only maintenance currently due -OR- maintenance
that is due within a date period. The date period option is a resourceful look into the near future for
maintenance that will soon be due.
"Maintenance services to check" - If you want to see only maintenance due for certain PM services,
choose the "Select Maintenance Service(s)" option. A "Select PM Services" screen will be displayed
allowing you to choose which services you would like to check. For example, if you only wanted to see
which pieces of equipment were due for an oil change, select the "Oil & Filter Change" service.
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"Maintenance Types To Check" - Use this area to select the PM maintenance types that you want to
check. By default, they are all selected.
3) Click "Next" to advance to the next screen.
The next screen displays the list of equipment that have been selected for the maintenance check and
their corresponding meter readings. Use this screen to update the meter readings to the most current
information. This is to ensure accuracy when calculating which maintenance is due for each piece of
equipment.
If there are many pieces of equipment in this list, it may help to check the "Group by location/
category" check box to view the list in an organized tree format by department.
4) Type the current odometer readings into the grid display. Press <ENTER> after entering each
odometer reading to advance to the next piece of equipment in the list.
5) After you are done, click "Next" to accept. Fleet Maintenance Pro will begin calculating what
maintenance is due and, if necessary, will advance to the final screen:
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Finally, choose which reporting option you prefer:
· "View on screen"- This will show results on your screen and allow you to print your results
from there.
· "Print maintenance due overview report - Prints a list of equipment due for service based
on the maintenance check parameters you specified in "Step #1" of the maintenance check.
· "Print maintenance due detailed report" - Prints a detailed list of maintenance due based
on the maintenance check parameters you specified in "Step #1" for each piece of
equipment individually. Each of the equipment details will be printed on a separate page.
"Automatically generate work orders based on results" (Shop Edition Only)
In the Shop edition, you also have the option of automatically generating work orders based on the
maintenance due. When this box is checked, work orders will be automatically generated for each
piece of equipment which will include the PM and scheduled repair maintenance due based on the
maintenance check parameters you specified in "Step #1" of the maintenance check.
You can also check the "Auto print work orders" check box to automatically print work orders that are
generated. Or, you can simply view (or print) the work orders from the "Work Order Management"
screen after the maintenance check process is complete.
TIP: In the event that m aintenance (PM or repair) is already assigned to a different w ork order that is still in
"Open" status, the m aintenance w ill not be re-issued to a new w ork order.
6) Finally, click the "Finish" button to activate the maintenance check.
7) Depending on your reporting choice in Step #5, you will see your maintenance check results on
screen or as a printed pages.
4.3.3
PM/Repairs Due screen
To view or print maintenance due, select a piece of equipment on the Fleet Manager screen. Then, click
the "Maintenance Due" button.
PM and Repair Maintenance Due screen:
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The information that is shown on this screen is the maintenance that is currently due. Warning
maintenance is also shown, which is maintenance that will SOON be due (shown in yellow).
If you used the Maintenance Notifier to generate these results, the top of the screen will have a
"Vehicles/Equipment due for service" box. Using this drop-down, you can switch between equipment
using the mouse or by simply pressing the down arrow key on the keyboard to scroll through equipment
in the listing. When a piece of equipment is selected, its corresponding maintenance due is shown on
the "Preventive Maintenance Due" tab. The scheduled repairs that are due (if any) are shown on the
"Scheduled Repairs Due" tab. Only equipment with PM and/or repair maintenance due will be listed in
the "Vehicle/Equipment Due" box.
The "Preventive Maintenance Due" tab:
The "Preventive Maintenance" tab contains all of the preventive maintenance that is currently due. For
each service that is due, the following information is provided:
(Shop Edition shown)
PM Service Name - The PM service name that is currently due (ie: Oil Change).
Type - The maintenance type of the PM service (ie: Normal, Inspection, ...etc.)
WO (Shop Edition Only) - The work order for which the PM service is assigned (show in green).
Linked Service (Shop Edition Only) - The service task that is linked to the PM service. (will only
appear if schedule uses linked services)
Last Performed:
Date - The date the service was last performed.
Mi/Km/Hr - The mi/km/hr of the equipment from the last PM service performed.
Track ing Parameters:
Date Interval - The maintenance interval in days for which this item needs flagged.
Mi/Km/Hr - The maintenance interval in mileage,kilometers and hours for which this item needs flagged.
Next Due:
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Date - This will be calculated from your tracking parameters and give you the date of when the next PM
service needs to be performed.
Mi/Km/Hr - This will be calculated from your tracking parameters and give you the mi/km/hr of when the
next PM service needs to be performed.
Intervals that flag the maintenance due are shown in red (default). Intervals that are SOON due for
service will be shown in yellow(default). Intervals that are not due and/or not close to being due will be
shown in plain text. The color codes can be changed permanently using the Configure Fleet
Maintenance Pro screen.
Note: There is a secondary Mi/Km/Hr tracking parameter availab le in the Shop Edition.
The "Scheduled Repairs Due" tab:
The "Scheduled Repairs Due" tab contains all of the scheduled repairs that are currently due. For each
repair that is due, the following information is provided:
Due - The date at which the repair was scheduled.
Repair - The name of the repair that needs to be done.
WO (Shop Edition Only) - The work order for which the repair is assigned.
Requested By - The name of the individual that requested the repair.
Comments - Any additional comments associated with the repair.
Printing the results:
You can print the results by clicking the "Print" button.
1) Choose your "Print Options":
"Maintenance Due (Detailed)" - Prints a detailed list of maintenance due based on the
maintenance check parameters you specified in "Step #1" for each piece of equipment
individually. Each equipment's details will be printed on a separate page.
"Work Orders (Open)" (Shop Edition Only) - Prints all open work orders.
2) Click "OK" to print the report.
4.3.4
PM/Repair Status
You can view the current status of the PM services defined for a piece of equipment at any time. This
function will allow you to see what PM services are currently in need of attention and the status of the
other maintenance operations that are not in need of attention. To ONLY report the maintenance
due, click the "Maintenance Due" button instead.
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To view the Current Maintenance Status:
1) Select a piece of equipment.
2) Click the "PM Status" button.
Current Maintenance Status screen:
(Shop Edition shown)
3) The PM and Repair Maintenance Status screen displays a list of PM services that detail the following
for each:
· Date and mi/km/hr that the service was last performed.
· Desired interval at which the service should be performed.
· The calculated date and odometer reading at which the service will be due.
4) You can easily see what is currently due by the RED color coded interval data. The YELLOW interval
data is what will soon be due. The GREEN color code indicates services are due and have already been
assigned to a work order. These parameters can be changed on the Configure Fleet Maintenance Pro
screen. Plain interval text simply indicates the service is not currently due.
4.3.5
Configuring Last PM data
The accuracy of all PM maintenance data is crucial when calculating when maintenance is due. The
"Last Date Performed" and "Last Mi/Km/Hrs Performed" parameters for each PM service are particularly
important when the calculations are performed. There are 3 methods by which the "Last Performed"
maintenance data can be updated while using Fleet Maintenance Pro:
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1) Base Information - When adding a piece of equipment into Fleet Maintenance Pro, you are required to
enter a "Base Date" and "Base Mi/Km/Hrs" value. The base information (date and mi/km/hr) is used to
initialize the PM service's last performed data for the equipment. For example, when the equipment is
saved, ALL of its PM services (for the chosen schedule) will have the "Last Date Performed" and "Last
Performed Meter" set to the "Base Date" and "Base Mi/Km/Hrs" respectively (i.e. Oil Change; last
performed on 1/22/2005 @ 24,736 mi/km/hrs). When adding a piece of equipment, Fleet Maintenance
Pro will assume that you are starting from scratch tracking maintenance for this equipment and the base
information will default to the current date and current meter as a starting point. If you have old
maintenance records you plan to enter into Fleet Maintenance Pro, enter in the earliest date and
mileage for which you have records for the "Base Date" and "Base Mi/Km/Hrs" fields when adding
equipment into the software.
2) Last PM Setup screen - After a piece of equipment has been added, you can adjust the "Last
Performed" data for each PM service using the PM Setup Screen. To activate the "Last PM Setup"
Screen, select a piece of equipment and click the "Last PM" button.
3) Recording Maintenance Performed -OR- Entering Work Orders - After initially setting up your
"Last Performed" data, Fleet Maintenance Pro will take over from there. When maintenance is
performed on a piece of equipment, it is recorded using the "Record Maintenance Performed" screen and
the "Last Performed" data is updated.
In the Shop Edition, when the work order is tagged as "Closed", the services and repairs performed are
written to the history. When the "Closed" status is reached for the work order, Fleet Maintenance Pro
will automatically adjust the "Last Performed" data for the PM services that were performed to the date
the work order was tagged as "Closed".
4.3.6
Service Associations
4.3.6.1
Overview
With Fleet Maintenance Pro Shop Edition, you can associate parts, labor, costs, and special
instructions to any PM service or repair. Use the "Service Associations" to do this. Click on "
Equipment-->Service Associations" from the main menu to access this screen. This is a very powerful
feature that can save you countless hours entering data and for the technician(s) that performs the PM/
repair on the vehicles and equipment. There are four types of associations that can be defined:
1) Part Associations - Assign parts from the parts database to a particular PM service/repair for a
specific unit. When generating a work order, these parts will automatically be populated in the "Parts"
section when that PM service/repair is selected. In addition, these parts can be displayed on the
maintenance due report when the PM service/repair is flagged as due. For example, you can assign a
particular oil and oil filter (or any part) to the "Oil Change" service for a unit. Then, when the service is
flagged as due on the maintenance due report, the corresponding oil and filter required to perform the
maintenance/repair will be printed under the service. When issuing a work order, the oil and filter will be
automatically populated in the "Parts" section when the "Oil Change" service is selected.
2) Labor Associations - Assign an employee or vendor to a particular PM service/repair for a unit. When
generating a work order, the employee/vendor will automatically be populated in the "Labor" section
when the particular PM service is selected. In addition, the employee/vendor can be displayed on the
maintenance due report when the PM service/repair is flagged as due. For example, you can assign a
Technician to the "Oil Change" service for a unit. Then, when the service is flagged as due on the
maintenance due report, the corresponding technician required to perform the maintenance will be
printed under the service. And, when issuing a work order, the Technician will be automatically
populated in the "Labor" section when the "Oil Change" service is selected.
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3) Cost Associations - Assign cost values to each PM service/repair. This is particularly useful if you
don't keep track of parts and/or labor and just want to simply enter fixed cost values for the PM service/
repair. Then, when the PM service/repair is chosen for the work order, the fixed cost values are
automatically filled.
4) Special Instructions - Use this area to enter any special instructions for performing the PM service/
repair on the chosen equipment. This information will also print on the maintenance due report under the
PM service/repair for which it is assigned.
4.3.6.2
Service Associations Configuration
The "Service Associations" screen is the control center for assigning parts, labor, cost, and procedural
associations. From this screen, you can assign associations for parts, labor, costs, and special
instructions.
To get to the "Service Association Management" screen:
On the Main Menu, click the "Setup" menu item, then "Service Associations..."
The available PM schedules are listed in the "Schedule" drop-down listing. When you select a
particular maintenance schedule, the corresponding equipment assigned to the selected schedule will
be listed in the "Equipment" list box. You can then begin assigning parts, labor, costs, or instructions
to the PM services and repairs.
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To assign a part for a PM service/repair:
1) First, click on the piece of equipment for which you wish to associate the SAME part. To multi-select
equipment, use "Ctrl-Click and/or Shift-Click.
2) On the lower toolbar, click the "Add" button. Then select the task for which you want to associate the
part from the "Service" drop-down list.
3) Next, add on the parts necessary.
4) Finally, click "Save" to save the part association.
To assign a part cost association for a PM service/repair:
1) First, click on the piece of equipment for which you wish to associate the SAME cost value. To
multi-select equipment, use "Ctrl-Click" and/or "Shift-Click".
2) On the lower toolbar, click the "Add" button. Then select the task for which you want to associate the
cost from the "Service" drop-down list.
3) Next, select the "Specify parts cost only" button.
4) Type the cost value in the "Cost" box provided. The cost value will save automatically.
5) Finally, click "Save" to save the part cost association.
To assign a labor cost association for a PM service/repair:
1) First, click on the piece of equipment for which you wish to associate the SAME cost value. To
multi-select equipment, use "Ctrl-Click" and/or "Shift-Click".
2) Select the "Labor Associations" tab.
3) On the lower toolbar, click the "Add" button. Then select the task for which you want to associate the
labor entry from the "Service" drop-down list.
4) Next, select the "Specify labor cost only" button.
5) Type the cost value in the "Cost" box provided. The cost value will save automatically
6) Finally, click "Save" to save the labor cost association.
To assign a technician for a PM service/repair:
1) First, click on the piece of equipment for which you wish to associate the SAME part. To multi-select
equipment, use "Ctrl-Click and/or Shift-Click.
2) Select the "Labor Associations" tab.
3) On the lower toolbar, click the "Add" button. Then select the task for which you want to associate the
labor entry from the "Service" drop-down list.
4) Next, select the "Itemize labor requirements" button.
5) Choose the Technician type (Vendor or Employee), "Technician", and then enter the "Rate" and "
Hours" for the selected PM service.
6) Finally, click "Save" to save the labor association.
To assign an instruction association for a PM service/repair:
1) First, click on the piece of equipment for which you wish to associate the SAME instructions. To
multi-select equipment, use "Ctrl-Click and/or Shift-Click.
2) Next, click the "Procedure" tab.
3) Then select the task for which you want to associate the labor entry from the "Service" drop-down
list.
4) Type the special instructions in the box provided.
5) Finally, click "Save" to save the instruction association.
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4.3.7
Fleet Maintenance Pro Version 12
Switching a piece of equipment's PM schedule
If desired, a user can switch a piece of equipment's maintenance schedule at any time. However, there
are a few important issues that should be noted before doing so.
If a user switches a maintenance schedule to a schedule that contains less maintenance services, the
extra services in the original maintenance schedule will be deleted. If the new schedule contains an
item NOT in the original schedule assigned to the equipment, it will be added AND the "Last Performed"
data will be set to the "Base Date" and "Base Mi/Km/Hr" for the equipment.
For services that exist in both schedules, the "Last Performed" information will be maintained from the
original schedule as long as the maintenance services have the exact same name.
For example: We switch a piece of equipment's schedule from "Schedule 1" (below) to "Schedule 2"
which does not include a "Tire Rotation" service, but does include "Spark Plugs" service:
Schedule 1 - (Original Schedule)
Service
Last Date
Last Mi/Km/Hr
Oil Change
1/2/2001
23,894
Air Filter
4/5/2001
26,784
Tire Rotation
5/29/2001
28,937
Schedule 2 - (Newly Assigned Schedule)
Service
Oil Change
Air Filter
Spark Plugs
THE RESULT:
Schedule 2
Service
Oil Change
Air Filter
Spark Plugs
Last Date
1/2/2001
4/5/2001
1/1/2001 (the base date)
Last Mi/Km/Hr
23,894
26,784
10,000 (the base mi/km/hr)
Note that the "Tire Rotation" service has been removed and the "Spark Plugs" service has been added.
Also note that the base information is used as the "Last Date" and "Last Mi/Km/Hr" data for the "Spark
Plugs" service since the service didn't exist in the original schedule.
4.3.8
PM Types
PM (preventive maintenance) types can be defined to organize your maintenance services. Maintenance
services can be defined on the "Pick List Maintenance" screen.
To add, edit, or delete maintenance types:
1) On the Main Menu, scroll to Setup -> Choice Lists -> Maintenance -> Maintenance Types.
2) Click on the "Maintenance Types..." menu item. The "Pick List Maintenance" screen will be
displayed:
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3) To:
· Add a PM type - Click the "Add" button.
· Edit a PM type - Select the PM type you wish to edit. Click the "Edit" button.
· Delete a PM type - Select the PM type you wish to delete. Click the "Delete" button. Click "Yes"
to permanently delete the PM type -OR- "No" to abort the deletion.
4.4
Equipment Service Calendar
4.4.1
Equipment Service Calendar
Fleet Maintenance Pro includes an Equipment Service Calendar which allows you to view PM tasks and
repairs that are scheduled on your equipment. This allows you to quickly see what services will be due
on particular dates. You can review maintenance and repairs due, and even issue work orders (Shop
Edition) or create maintenance entries (Deluxe Edition) from within this window.
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Equipment Service Calendar screen:
(Shop Edition shown)
Date Selection:
The default calendar view will be focused on the current date. At the top left of the screen, you will see
the month selection area. This is where you can select the month you wish to view in the calendar
window. The default selection is always the current month. You can cycle through the months by
clicking on the left and right arrows on either side of the month boxes. Additionally, you may click on the
“Current Month” button along the lower toolbar and jump to the current month. Jump to a specific day by
clicking on it within this area.
Days that are listed in red in the month selection area are dates that equipment was or is due for
service.
Filtering Options :
At the top right of the screen, you will see the filtering options section of the screen. Use these options
to determine what will display on the calendar.
· “Equipment Selection” filter - You may select to only see the selected equipment from the "Fleet
Manager" window or All Equipment .
· “Maintenance Due” filter – Choose “Show All” to display equipment that’s due for all PM services and
repairs from any PM schedule.
· Choose “Selected:” to show only particular PM tasks that are due. You can select one or many tasks
to filter for.
· “Hide Repeated Equipment” - Mask or hide equipment that is repeated (due on more dates in the
future)
· “Hide equipment satisfied by an open work order” - hide equipment that has all due tasks already
assigned to an open work order.
Lower Toolbar functions:
· “First Service” button – Jump to the first date that any piece of equipment was due for a currently
overdue service. This date may be very far back depending on how recent your entered data is.
· “Previous Service” button – This will take you to the previous chronological day/month that service was
due for equipment.
· “Next Service” button – This will take you to the next chronological day/month that service is due for
equipment.
· “Last Service” button – Jump to the last date that any piece of equipment is due for a service. This
date may be very far ahead depending on last performed dates for tasks, as well as predicted
maintenance needs. This service may be up to one year later than the current date.
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· “Current Month” button – This will take you to the current month.
· “Search” button – Clicking on this button brings up a box you can type a vehicle number into so that
you may quickly locate that equipment if it’s on the service calendar.
Recording Maintenance/Generating Work Orders from the Calendar:
You may select one or many (Shop Edition only) due pieces of equipment on the calendar and
automatically issue work orders for the services due.
Click the checkbox beside the equipment title to select it. You may RIGHT click on the equipment to
bring up a list of all items due. Then you can select which of those tasks you wish to be placed on the
work order(s) you generate. Now, click on the “Issue WO” OR "Enter Maintenance" (Deluxe Edition)
button. If you're using Shop Edition, this will create new, open work orders for each unit that will already
be populated with the services that were due or selected within the calendar. The “Work Order
Generation Results” window brings up a summary of all work orders that were just created and allows
you to visit the work order management screen, email the work orders, and print the work orders. If you
are using Deluxe Edition, a maintenance entry containing the selected tasks will be recorded.
RIGHT click options:
(Shop Edition shown)
When you RIGHT click on a due unit, you will be able to select which services you would like to record
as well as issue a work order (Shop Edition Only!) or enter a maintenance entry (Deluxe Edition).
4.5
Repairs
4.5.1
Repair Features
Fleet Maintenance Pro includes a repair scheduling utility which allows you to schedule unexpected
repairs that may occur with your equipment. Fleet Maintenance Pro will keep track of these repairs and
notify you when they are due or soon due. When the repairs are completed in a work order, they will
automatically be removed from the scheduled repairs database and logged to the history for that
equipment.
Scheduling a repair:
For example, lets say a driver notices that the right front parking light is out on the piece of equipment.
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The repair maintenance can be easily entered into the repair utility by selecting the appropriate
equipment and clicking the "Schedule Repair" button. Then, the user can enter the parking light repair
and any other repairs that are needed. If necessary, the repair can be scheduled for a particular date in
the event the equipment is unavailable until a certain date.
Reporting the repair:
Once the repair is scheduled, it can be outputted to a report which will list the repair along with the PM
services that are due. If desired, this repair can be automatically assigned to a work order.
Logging the repair to the history:
When a work order is tagged as "Closed" that includes the scheduled repair, it will be automatically
logged to the maintenance history for that equipment and removed from the scheduled repairs database.
See also:
Adding a scheduled repair
Editing a scheduled repair
Deleting a scheduled repair
Scheduled Repair Management
4.5.2
Scheduled Repairs Management screen
The "Scheduled Repairs Management" screen is the control center for your repairs that have been
scheduled. From this screen, you can add, edit, delete, or print scheduled repairs.
Scheduled Repairs Management screen:
Use the toolbar on the bottom of the screen to add, edit, delete, or print scheduled repairs.
Note: When you print the scheduled repairs, a report w ill be generated listing all scheduled repairs grouped
by equipm ent.
See also:
Adding a scheduled repair
Editing a scheduled repair
Deleting a scheduled repair
4.5.3
Adding a scheduled repair
To add a schedule a repair:
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1)Select a piece of equipment.
2) Then, click the "Schedule Repair" button.
3) If you already selected the equipment on the Fleet Manager, you don't have to select it again in the "
Equipment" field.
4) Choose a "Repair By/On" date. Fleet Maintenance Pro will flag the repair when a PM Check is
activated as long as the current date is equal to or greater than this date. This field is useful if the repair
can't be performed until a future date when the equipment is available.
5) Select a driver or employee from the "Requested By" list. This is the employee that requested the
repair.
6) Check the "Delay notification until next PM" button to delay repair notifications until a PM Service is
due.
7) In the "Enter Repairs Needed" list, click the "Add" button to insert a new row.
8) Begin typing the repair needed in the "Repair" column, such as "Replace parking light" and then
press the <TAB> key to move to the "Type" field. Now add or select any type description that best fits
the repair. By pressing the <TAB> key once more, you may add additional information to the "
Comments" field.
9) Click the smaller "Save" button below the repair list to save the repair record. (You can continue to
enter multiple repairs in this list by repeating steps #7 though #9.)
10) Once you are completely finished entering repair records, click the LARGE "Save" button on the
bottom left of the screen to save changes and return to the previous screen.
Now that the repairs are scheduled, they will be reported when the reports are activated (as long as the
repair dates are within range of course).
4.5.4
Editing a scheduled repair
To edit a scheduled repair:
1) On the Main Menu screen, click the "Repairs" button.
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2) Select the repair you wish to edit. If many repairs are present, use the filtering features of the grid
display to filter the data. See the "Filtering Data" topic for more information on filtering techniques.
3) Then, click the "Edit" button to activate the "Edit Schedule Repair" screen:
4) Make the necessary changes to the repair entry.
5) Click the LARGE "Save" button on the bottom left of the screen to save changes and return to the
"Schedule Repair Management" screen.
Now that the repairs are scheduled, they will be reported when the reports are activated (as long as the
repair dates are within range of course).
4.5.5
Deleting a scheduled repair
To delete a scheduled repair:
1) On the Main Menu screen, click the "Repairs" button.
2) Select the repair you wish to delete. If many repairs are present, use the filtering features of the grid
display to filter the data. See the "Tips & Tricks" topic for more information on filtering techniques.
3) Then, click the "Delete" button. One of the following confirmation messages will be displayed: (see "
A" or "B".)
A) "Are you sure you wish to delete the selected repair?"
Click "Yes" to permanently delete the repair. Click "No" to abort the deletion and return the "Scheduled
Repair Management" screen.
B) (Shop Edition Only) "The repair order you requested to delete is referenced in open work
order #X. Deleting this repair order will remove it from this work order. Are you sure you wish
to delete this repair order?"
This message is warning you that the repair is scheduled in a work order that has not yet been
completed. If you delete the repair, it will also be removed from the outstanding work order. Click "Yes"
to permanently delete the repair and remove it from the outstanding work order. Click "No" to abort the
deletion and return the "Scheduled Repair Management" screen.
4.5.6
Printing scheduled repairs
To print scheduled repairs:
1) On the Main Menu screen, click the "Repairs" button.
2) If you wish to print all scheduled repairs, skip to step #3. Otherwise, use the filtering features of the
grid display. See the "Tips & Tricks" topic for more information on filtering techniques.
3) Click the "Print" button.
4) Choose to either "Print" or "Preview" the report using the option buttons.
5) Click "OK" to print/preview the report.
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4.6
Work Orders
4.6.1
Work Order Features
253
Fleet Maintenance Pro contains a built-in work order system that will issue and keep track of work
orders that you generate for your equipment. Work Orders can be issued manually from the Fleet
Manager screen -OR- automatically by the WO Wizard.
Manual Work Orders:
Work orders can be issued manually on any equipment from the Fleet Manager screen. Select the
equipment for which you want to generate a work order, and then click the "Issue WO" button. If there
are PM services or repairs due, the "Generate Work Orders" screen will be displayed. Leave the
maintenance to include options unchecked, and then click "OK" to bring up the "Issue Work Order"
screen. If no services are due for the selected equipment, the "Issue Work Order" screen will display
immediately after selecting "Issue WO".
The "Issue Work Order" screen provides areas where you can enter PM, repairs, parts, and labor. You
can also indicate which technician or vendor is to perform the work. You can enter as much or as little
information as you like. Once the work order details are entered, the work order can be saved.
Automatic Work Orders:
You also have the option of automatically generating work orders. Automatic work orders are generated
using the WO Wizard. Select the "WO Wizard" menu item from the main menu toolbar to bring up the
"Generate Work Order" screen. This screen presents various options for generating work orders. Once
you have made your option selections click "OK" to begin the automatic work order generation.
Work Order Management:
Work orders can be viewed and printed from the "Work Order Management" screen. This screen
provides a listing of all outstanding work orders. You can also view completed work orders if you like.
Fleet Maintenance Pro provides work order reports that detail the maintenance required (both PM and
Repair) for the technicians. The report is printed in a checklist format so the technician can mark items
completed.
Once a work order is complete, you should tag the work order as complete on the "Work Order
Management" screen. Selecting the completed work order and then clicking "Toggle Status" will update
the status of the work order.
Once work orders are complete, they are automatically written to the maintenance history for the
equipment. They will be included with cost calculations, statistics, and history reports.
See also:
Issuing a manual work order
Issuing work orders automatically
Work Order Management
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4.6.2
Fleet Maintenance Pro Version 12
Work Order Management screen
The "Work Order Management" screen is the control center for your work orders. From this
screen, you can modify, delete, or print work orders. You are also able to add work orders
here, but the most efficient method is to create work orders directly from the "Fleet Manager"
screen using the "Issue WO" button.
Work Order Management screen:
When the "Work Order Management" screen opens, by default, it will display the "Open"
work orders currently in the system. However, you can alter the "View Options" area on the
lower left corner of the screen to show work orders in other statuses.
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TIP: If desired, you can change the default view status of the "Work Order Management" screen
in the program options.
Closing Work Orders
If you need to add or update information for the work order prior to closing, simply double-click
on the work order you wish to edit, or select the work order and click the "Edit" button. The "
Edit Work Order" screen will be displayed. Make any necessary adjustments (i.e. add parts,
indicate labor details, additional maintenance, etc) and then set the "Status" of the work order
to "Closed". Finally, set the "Date Complete" to the appropriate completion date and click "
Save".
If you simply want to close the work order without editing, use the "Toggle Status" button on
the lower right corner of the "Work Order Management" screen. Upon clicking the "Toggle"
button on an "Open" work order, the status of the work order will be automatically set to "
Closed" and the "Date Complete" will be set to the current date. Note that you can also use
the "Toggle Status" button to re-open a closed work order.
At the moment a work order is closed, provided all due (or soon due) maintenance has been
satisfied by the work order, the equipment will not longer be color shaded on the "Fleet
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 work order details will be automatically recorded in the maintenance history for
the equipment.
To leave this screen, click the "Close" button.
4.6.3
New Work Order screen
Many types of information can be included when entering a work order. A work order can include
information on PM services, repairs, parts, and labor that were performed on the piece of equipment.
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WO # - The work order number is automatically assigned by Fleet Maintenance Pro. This number is
used to track the maintenance associated with a work order.
Status:
· "Open" specifies the work order is NOT complete. PM and/or repairs are assigned to the work order
and cannot be assigned to other work orders until they are "Closed". The maintenance is not written
to the history.
· "Closed" specifies the work order IS closed. Using the "Configure Fleet Maintenance Pro" screen,
you can have the status set to "Closed" automatically when entering new work orders. This is useful if
your maintenance is always complete when recording it into Fleet Maintenance Pro.
Date Issued - The date the work order is being created. This automatically defaults to the current date.
Date Started - The date and time that work started on the equipment. This automatically defaults to the
current date and time.
Date Completed - When the "Closed" option is chosen, the current date and time is specified for the
completion date.
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Mi/Km/Hr - The current mi/km/hr of the equipment.
Work Order Assignment - Specify the Employee/Vendor for which the work order is assigned.
Type - Type of work order service being performed.
Priority - Choose from HIGH, MEDIUM, or LOW priority.
Cost Center - Funding account.
Invoice Number - Specify the Invoice number.
PO Number - Specify the Purchase Order number.
User Define 1 and 2 - The user can define these areas to whatever is needed in the work order (i.e.
towing etc.) Click on the name and you can change it to whatever is needed.
Notes - Type any additional information about the work order.
Tabbed Information:
· Maintenance Task - List the preventive maintenance and repairs that are to be assigned to the work
order.
· Parts Used - List the parts that were used to perform the maintenance. Parts can also be entered
from scratch. They do not have to be in the parts inventory database.
· Labor Details - Enter the employee/vendor that performed the work, the hours, rate, and total cost.
· Document Attachments - Provides links to documents important to the work order. Users must have
access to where the documents are stored to view them.
Totals
Parts - This will be generated from all part costs assigned to a work order.
Labor - This will be generated from all labor costs assigned to a work order.
UDF Cost - This is an amount that can be entered manually for whatever extra expenses that will need
to be added to your total. (click on UDF to change to name.)
Discount % - Specify the discount percent for the work order. The check box enables you to set a
"fixed discount" amount.
Taxes - Specify the amount of tax or check the box to enable/disable automatic tax calculation (rate
specified in "options").
Total Cost:
By default, the "Total Cost" value is automatically calculated by summing the "Parts", "Labor", "UDF
Cost", and "Taxes". You can override the "Total Cost" value simply by unchecking the check box next
to the "Total Cost" field and entering a value. If you wish to enable the automatic calculation again,
simply click the check box next to the "Total Cost" field.
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4.6.4
Fleet Maintenance Pro Version 12
Issuing a manual work order
To issue a manual work order:
1)Select a piece of equipment.
2) Then, click the "Issue WO" button. If there are PM services due, the "Generate Work Orders" screen
will be displayed. Leave the maintenance to include options unchecked, and then click "OK" to bring up
the "Issue Work Order" screen. If no services are due for the selected equipment, the "Issue Work
Order" screen will display immediately after selecting "Issue WO".
3) Enter the required data for the work order: Date Issued, Mi/Km/Hrs, and at least one preventive
maintenance or repair entry.
4) Click on the "Quick Select" button to display the "Select Maintenance Performed" screen. Highlight a
Maintenance Task in the "Available Maintenance Services" list on the left side of the screen and click
the ">" button to move it to the "Maintenance Services Performed" list. (Note: You can select multiple
services by holding the <Ctrl> key and selecting services with the mouse)
5) Click OK to save the selected Maintenance Services to the "Issue Work Order" screen.
We have entered the minimal information on the "Issue Work Order" screen. You can enter additional
information if you like. There is far more discussion on the details of this screen in the "Issue Work
Order" screen help topic. This is simply to get us started!
6) Click the "Save" button to save the work order.
4.6.5
Issuing work orders automatically
Automatically generating work orders consists of activating the WO Wizard. Select the "WO Wizard"
menu item from the main menu toolbar to bring up the "Generate Work Order" screen. This screen
presents various options for generating work orders. Once you have made your selections click "OK" to
begin the automatic work order generation.
4.6.6
Editing a work order
To edit an existing work order:
1) On the Main Menu screen, click the "Work Orders" button.
2) Select the work order you wish to edit. If many work orders are present, use the filtering features of
the grid display by clicking the
button to filter the data. See the "Tips & Trick s" topic for more
information on filtering techniques.
3) Then, click the "Edit" button.
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4) Make the necessary changes to the work order.
5) Click the LARGE "Save" button to save changes and return to the "Work Order Management"
screen.
4.6.7
Deleting a work order
To delete a work order:
1) On the Main Menu screen, click the "Work Orders" button.
2) Select the work order you wish to delete. If many work orders are present, use the filtering features of
the grid display by clicking the
button to filter the data. See the "Tips & Tricks" topic for more
information on filtering techniques.
3) Then, click the "Delete" button. The following confirmation message will be displayed:
Click "Yes" to permanently delete the work order along with the associated PM, repairs. parts, labor,
and external services. Click "No" to abort the deletion and return to the "Work Order Management"
screen.
4.6.8
Updating the status
To update the status of a work order (Close a work order):
1) On the Main Menu screen, click the "Work Orders" button.
2) Select the work order you wish to tag as "Closed".
3) Click the "Toggle Status" button. The following confirmation message will be displayed: "You are
about to close (complete) Work Order #X and write to the history for this equipment. All PM data will be
updated with the performed date and odometer reading specified in the work order. Continue?".
4) Click "Yes" to tag the work order as "Closed" and write all PM, repairs, parts, and labor to the
maintenance history for the equipment.
To update the status of a work order (re-open a work order):
1) On the Main Menu screen, click the "Work Orders" button.
2) Select the work order you wish to re-open and tag as "Open".
3) Click the "Toggle Status" button. The following confirmation message will be displayed: "You are
about to re-open Work Order #X that has already been tagged as "Complete". Are you sure you wish to
re-open this work order?"
4) Click "Yes" to re-open the work order and tag the work order as "Open". The work order will be
removed from the maintenance history along with all PM, repairs, parts, and labor associated with the
work order.
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4.6.9
Fleet Maintenance Pro Version 12
Printing work orders
You can print one or more work orders from the "Work Order Management" screen.
To print one or more work orders:
1) On the Main Menu screen, click the "Work Orders" button.
2) If you only want to print one work order, select the work order you wish to print.
3) Click the "Print" button to display the "Print Work Orders" popup.
4) Choose the "Report Type" option you prefer:
· Selected Work Order - prints ONLY the selected work order on the "Work Order Management"
screen.
· Work Orders (Open) - prints ALL work orders with "Open" status.
· Work Orders (Closed) - prints ALL work orders with "Closed" status.
· Work Order Summary - (Open) - prints a summary report of all work orders with "Open" status.
· Work Order Summary - (Closed) - prints a summary report of all work orders with "Closed" status.
Note: The sum m ary reports print an overview list of w ork orders, m uch like the listing on the "Work Order
Managem ent" screen.
5) Choose "Preview" or "Print" from the "Print Options" section.
6) Click "OK" to print the report.
4.7
Parts Inventory
4.7.1
Parts Inventory Features
Fleet Maintenance Pro Shop Edition includes a parts inventory system which will keep track of parts,
stock levels, and re-order points.
Parts Information:
Fleet Maintenance Pro will keep track of many details about your parts. Some of the details include part
number, descriptions, location information, vendors, and warranty details. Fleet Maintenance Pro also
allows you to organize your parts by setting up user-defined categories.
Stock Tracking & Re-order Points:
Fleet Maintenance Pro will also keep track of part quantities and re-order points. When maintenance is
performed on a piece of equipment, parts can be easily charged to a work order using the "Part
Selection Browser" screen. Part quantities are automatically decremented when parts are used for a
work order. When a particular part reaches or falls below the specified re-order point, a re-order report
can be generated. Parts that need re-ordered are very easy to see on the "Parts Inventory Management"
screen as they are highlighted by default.
See also:
Adding a part
Editing a part
Deleting a part
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4.7.2
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Parts Inventory Management screen
The "Parts Inventory Management" screen is the control center for your parts. From this screen, you
can add, edit, delete, or print parts defined in the parts inventory database. This screen also includes
filtering methods and part statistics.
Parts Inventory Management screen:
The parts inventory listing contains a list of all parts entered into Fleet Maintenance Pro. You can add,
edit, delete, or print the parts listing using the toolbar just below the part listing. This screen also
supports the advanced filtering methods. See the filtering topics in the "Tips & Tricks" help topic.
The "Warehouse" drop down menu lists all warehouses that parts are assigned to. You may filter by a
specific warehouse by selecting it from the list, or by choosing a default warehouse from the
Configuration screen.
The "Category" drop down menu lists all categories that parts are assigned to. You may filter by a
specific category by selecting it from the list, or by choosing a default category from the Configuration
screen.
The "Show" drop down menu provides options for viewing "All Parts", "Need to Reorder" parts, parts
currently "Assigned to PO", and parts just for the "Selected Equipment". By default, the "All Parts"
option is chosen.
The "View Options" section directly on the lower right of the parts inventory screen also controls which
parts are highlighted in the listing.
Highlight parts that need re-ordered:
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Check this box to highlight all parts that are currently at or below the re-order point specified for each
part. This is particularly useful when "All" is chosen in the "View Options" section.
Highlight parts assigned to a PO:
Check this box to highlight all parts currently assigned to a purchase order.
Click the "Generate PO" button to create purchase orders for selected parts. You may choose to add
parts to an existing PO with the same vendor, or generate a new PO for each part.
See also:
Adding a part
Editing a part
Deleting a part
4.7.3
Adding a part
To add a part to the parts inventory:
1) On the Main Menu, click the "Parts" button.
2) Click on the "Add" button.
(Shop Edition shown - The Deluxe Edition DOES NOT track inventory levels or cross-referencing!)
3) Type in the information about the part. The only required field is "Part #". If you are categorizing your
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parts, you can add, edit, or delete part categories by clicking on the three dotted button to the right of
the drop down, or by going to the main menu item of Setup -> Choice Lists -> Parts and then choosing
"Part Categories".
4) If you have the Shop Edition, you can track inventory levels for the part. There will be an "Inventory"
tab where you can add warehouses that store this part by RIGHT clicking in the "Warehouse" grid:
(Shop Edition shown - The Deluxe Edition DOES NOT track inventory levels or cross referencing!)
Choose "Add" to display the "Add Location" entry screen:
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Enter the warehouse "Location". You can also pre-populate warehouse locations for the drop down using
the "Setup-->Choice Lists-->Parts-->Warehouse" menu item. "Aisle", "Row", "Bin", and "Vendor" are
optional. Click "Save" to save the location and enable the "Part Valuation" grid.
Right click in the "Part Valuation" grid and select "Adjust/Receive into inventory" to bring up the "
Adjust Inventory" screen.
Enter the "Quantity", "Unit Cost","Date Received", "Type", and "Vendor". "Reason" is optional. Click "
Save" to save the receipt.
5) If you have the Shop Edition, you can track cross references for the part. There will be a "Cross
Referencing" tab you can use to add in cross referenced parts as well as substitutions.
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Right-click in the "UPC Codes" area to select "Add Reference". Enter in the manufacturer, vendor, and
UPC that is to be cross referenced. When you scan the UPC here instead of the one listed on the
"Identification" tab, it will still bring up this part.
You can also right-click in the "Part Substitutions" area to add in new part substitutions. If the part you
are editing here is out of stock, the program can use a part substitution option instead.
6) Photo Tab - This enables you to add a picture of the part.
7) Once the information is entered, click the "Save" button to save the part and return to the "Parts
Inventory Management" screen.
4.7.4
Editing a part
To edit a part in the parts inventory:
1) On the Main Menu, click the "Parts" button.
2) Select the part you wish to edit from the parts listing.
3) Click on the "Edit" button.
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4) Make the necessary modification to the data.
5) Click the "Save" button to save the changes and return to the "Parts Inventory Management" screen.
4.7.5
Deleting a part
To delete a part from parts inventory:
1) On the Main Menu, click the "Parts" button.
2) Select the part you wish to delete from the parts listing.
3) Click on the "Delete" button. A confirmation message will be displayed.
4) Click "Yes" to permanently delete the part -OR- click "No" to abort the deletion and return to the "
Parts Inventory Management" screen.
4.7.6
Part Categories
Part categories can be defined to organize your parts. Part categories can either be typed into the drop
down window when adding/editing a part, and also be defined on the "Pick List Maintenance" screen.
To add, edit, or delete part categories:
1) On the Main Menu, scroll to Setup -> Choice Lists -> Parts - > Part Categories:
2) Click on the "Part Categories..." menu item. The "Pick List Maintenance" screen will be displayed:
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3) To:
· Add a category - Click the "Add" button.
· Edit a category - Select the category name you wish to edit. Click the "Edit" button.
· Delete a category - Select the category name you wish to delete. Click the "Delete" button. Click
"Yes" to permanently delete the category -OR- "No" to abort the deletion.
4.7.7
Printing parts inventory
There are numerous parts inventory reports available. Some of these reports include the following:
· Inventory Listing - Generates a list of parts in your database.
· Inventory Listing (Need Reordered) - Generates a list of parts at or below the specified reorder
point for the part.
· Inventor Stock Value (Detailed) - Details each part's receipts and calculates the total value.
· Inventory Stock Value (Summary) - List each part and the total value.
· Inventory Usage (Detailed) - Generates a detailed history of parts used on a particular piece of
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equipment or a group of equipment.
· Inventory Usage (Summary) - Includes a summary of costs for each piece of equipment, which
includes parts cost statistics.
4.7.8
Recording part receipts (3 methods)
4.7.8.1
Adjust/Receive into inventory
Use the "Adjust/Receive into inventory" screen to receive parts into inventory. Once the adjustment is
saved, the quantity on hand for the part will be incremented.
NOTE: If you are receiving parts assigned to a purchase order you recorded in Fleet Maintenance Pro, use
the "PO Received Screen" instead.
To adjust or receive a part into inventory using the "Adjustment" screen:
1) From the main screen, click the "Inventory" drop-down menu, and then choose "Adjust/Receive
into inventory" to display the "Adjust Part" screen:
2) Choose the part number that was received from the "Part Number" drop-down box.
3) Next, enter the "Quantity" and "Unit Cost" amount. The "Unit Cost" amount will be auto-filled with
the "Base Unit Cost" for the part. If desired, this can be altered.
4) The "Warehouse" field will be filled automatically if there is only one warehouse that stocks the
selected part. If more than one warehouse exists, then you may choose which location to add the
part to.
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5) Choose the adjustment type. A "Receipt" adjustment will add a new receipt to the chosen
warehouse. "Issued" parts will be removed from the existing quantity.
6) Finally, click "OK" to record the receipt and allocate the "Quantity Received" amount into
inventory.
4.7.8.2
Update Physical Inventory
Occasionally, you may need to reconcile the inventory you physically have on hand versus the quantities
listed in Fleet Maintenance Pro.
1) Go to the "Inventory-->Update Physical Inventory" menu item.
2) Type in the actual amount you have on hand in the "Actual Quantity" column for each part if it differs
from the "Quantity" column. You may also enter a note or comment in the "Comments" column.
3) Once all adjustments have been made, click on the "Save" button to save your changes.
4.7.8.3
Transfer Inventory
You can easily transfer inventory from one warehouse to another.
1) Open the "Parts Inventory Management" window.
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2) Right click on the part you wish to transfer a quantity of, and select "Transfer Inventory".
3) Select the warehouse you wish to transfer to, enter the quantity, and enter in a reason or note if your
wish. Then click the "Transfer" button.
4.7.8.4
PO Receipt (by PO #)
Use the "Purchase Order Parts Received (by Purchase Order)" screen to record a full or partial receipt
for an outstanding purchase order. Once the receipt is saved, the receipt will be recorded into parts
inventory, and the quantity on hand will be incremented based on the parts received.
To record a purchase order receipt:
1) From the main screen, click the "Inventory" drop-down menu, and then choose "PO Receipt - by
PO #".
2) Choose the purchase order number that was received from the outstanding "PO #" drop-down box.
3) Select the "Date Received" for this receipt.
4) Select either "Partial order received" or "Received in full" from the "Receipt Status" drop-down box.
If you chose "Partial order received", enter the quantity received for each part you received in the
parts listing at the bottom of the screen. If you chose "Received in full" receipt from the "Receipt
Status" drop-down, all "Received (This receipt)" amounts will automatically be set to the "Number
Ordered" amounts since all parts have been received.
5) Click "OK" to record the receipt and allocate the part receipt(s) into inventory.
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4.8
Purchase Orders
4.8.1
Purchase Order Features
271
With Fleet Maintenance Pro, you can generate purchase orders for your parts and other items, and
monitor receipts of the parts you order. This allows you to use one software package to integrate your
parts inventory directly with a purchase order system.
Fleet Maintenance Pro generates purchase order forms that can be sent directly to your vendor. The
purchase order form includes many descriptive details about your purchase orders. You can include as
much or as little information as you require in the purchase orders you generate. When the purchase
orders are generated, they are tagged as "Outstanding" until they are received. When they are received,
the software tags the purchase order as "Closed".
When a purchase order is received, you should tell Fleet Maintenance Pro that it has been received.
You can do this as a full or partial receipt. For example, if you only receive part of a purchase order,
Fleet Maintenance Pro will keep track of the part quantities for the partial receipt. Once all of the
quantities for your parts are received, the purchase order will be tagged as "Closed" and logged in the
purchase order history.
Fleet Maintenance Pro also includes a wide variety of reports that can be generated for your purchase
orders. You can print purchase order forms, receipt reports, vendor summaries, and cost summary
reports.
4.8.2
Browse Purchase Orders screen
Use the Browse Purchase Orders screen to view and monitor your purchase order activity. Your
purchase orders will be listed on the screen. When you click on the plus sign to the left of the purchase
order, the associated parts/items for the purchase order will be displayed in the list that drops down.
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By default, "Outstanding" purchase orders are displayed when you first enter the "Browse" screen. At
the top of the "Browse" screen, you can alter the status filter for the purchase orders displayed. You
can use the filter options to choose "Requisition", "Outstanding", "Closed", or "All".
· "Outstanding" Lists the purchase orders NOT yet received. This includes partial receipts, which
remain in "Outstanding" status until they are received in full.
· "Requisition" Lists the purchase orders requested. These have not been fulfilled nor submitted to
your vendor yet.
· "Closed" Lists the purchase orders that have been received in full.
· "All" Lists ALL purchase orders regardless of status.
Adding, Editing, or Deleting Purchase Orders
The "Browse" screen can also be used to add, edit, or delete purchase orders. At the bottom of the
purchase order list there is a toolbar to add, edit, or delete purchase orders. To add a purchase order,
simply click the "Add" button. For more information on adding a purchase order, please see the "
Adding a purchase order" help topic. To edit a purchase order, select the purchase order you wish to
edit, then, click "Edit". Finally, to delete a purchase order, select the purchase order you wish to
delete. Then, click the "Delete" button. A confirmation message will be displayed. Choose "Yes" to
permanently delete the purchase order, or "No" to cancel. Finally, you can use the "PO Received"
button to record a partial for full receipt for the purchase order. See the "PO Received Screen" help topic
for additional information on recording a PO receipt.
Items Listing
When you select a purchase order from the top list, the corresponding parts/items associated with the
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selected purchase order are displayed in the parts/items list at the bottom of the screen. For each item,
its name, description, quantity ordered, and quantity received are displayed. By default, parts with the
quantity received BELOW the quantity ordered amount are highlighted so they can be easily recognized.
To disable highlighting, uncheck the "Highlight" box on the bottom of the screen, or permanently disable
this option under the "Tools –> Options" menu item on the main screen.
4.8.3
Adding a purchase order
There are two methods to add a purchase order which are described below:
To create a new purchase order:
1) From the main screen, click the "Inventory" drop-down menu, and then choose "Purchase Order –
Add". OR, from the main screen, click the "Inventory" drop-down menu, and then choose "
Purchase Order – Browse" to display the "Purchase Orders – Browse" screen. Then, click the "
Add" button.
2) The "Add Purchase Order" screen will be displayed.
3) Enter the purchase order date and number for the new purchase order. This is the only required
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information on the "Purchase Order" tab. All other information is optional.
4) Next, click on the "Parts To Order" tab to add the parts/items you wish to order.
5) Next, click the "Add" button to display the "Add Item to Purchase Order" screen:
6) Select the type of item you wish to order from the "Item Type" drop down. If adding an item other
than a part, enter the name of it in the "PO Items" box. If selecting a part, then select the part number
from the "PO Items" combo box.The "Qty Ordered" field will be auto-filled with the "Reorder Quantity"
specified for the selected part. The "Unit Cost" field will be auto-filled with the "Base Unit Cost" as
specified for the part. Both the "Qty Ordered" and "Unit Cost" can be adjusted manually if the default
values do not apply. The "Warehouse" field will be filled automatically if only one warehouse stocks the
selected part, otherwise you may choose which warehouse to add the part to. Any additional comments
can be entered in the "Notes" field.
7) Finally, click "Save" to save the part to this purchase order.
4.8.4
Editing a purchase order
To edit an existing purchase order:
1) From the main screen, click the "Inventory" drop-down menu, and then choose "Purchase Order –
Browse".
2) Click on the purchase order you wish to edit.
3) Then, click the "Edit" button.
4) Make the necessary changes to the purchase order.
5) Click "Save".
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Deleting a purchase order
To delete an existing purchase order:
1) From the main screen, click the "Inventory" drop-down menu, and then choose "Purchase Order –
Browse".
2) Click on the purchase order you wish to delete.
3) Then, click the "Delete" button. A delete confirmation message will be displayed.
4) Click "Yes" to permanently delete the purchase order. Click "No" to abort the deletion.
4.8.6
PO Received Screen
Use the "Purchase Order Parts Received (by Purchase Order)" screen to record a full or partial receipt
for an outstanding purchase order. Once the receipt is saved, the receipt will be recorded into parts
inventory, and the quantity on hand will be incremented based on the parts received.
To record a purchase order receipt:
1) From the main screen, click the "Inventory" drop-down menu, and then choose "PO Receipt - by
PO #".
2) Choose the purchase order number that was received from the outstanding "PO #" drop-down box.
3) Select the "Date Received" for this receipt.
4) Select either "Partial order received" or "Received in full" from the "Receipt Status" drop-down box.
If you chose "Partial order received", enter the quantity received for each part you received in the
parts listing at the bottom of the screen. If you chose "Received in full" receipt from the "Receipt
Status" drop-down, all "Received (This receipt)" amounts will automatically be set to the "Number
Ordered" amounts since all parts have been received.
5) Click "OK" to record the receipt and allocate the part receipt(s) into inventory.
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4.8.7
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Adjust/Receive Into Inventory Screen
Use the "Adjust/Receive into inventory" screen to receive parts into inventory. Once the adjustment is
saved, the quantity on hand for the part will be incremented.
NOTE: If you are receiving parts assigned to a purchase order you recorded in Fleet Maintenance Pro, use
the "PO Received Screen" instead.
To adjust or receive a part into inventory using the "Adjustment" screen:
1) From the main screen, click the "Inventory" drop-down menu, and then choose "Adjust/Receive
into inventory" to display the "Adjust Part" screen:
2) Choose the part number that was received from the "Part Number" drop-down box.
3) Next, enter the "Quantity" and "Unit Cost" amount. The "Unit Cost" amount will be auto-filled with
the "Base Unit Cost" for the part. If desired, this can be altered.
4) The "Warehouse" field will be filled automatically if there is only one warehouse that stocks the
selected part. If more than one warehouse exists, then you may choose which location to add the
part to.
5) Choose the adjustment type. A "Receipt" adjustment will add a new receipt to the chosen
warehouse. "Issued" parts will be removed from the existing quantity.
6) Finally, click "OK" to record the receipt and allocate the "Quantity Received" amount into
inventory.
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Billing
4.9.1
Overview
277
Fleet Maintenance Pro Shop Edition includes a billing system that can generate invoices based on work
orders and/or miscellaneous items. When an invoice is generated, it is tagged as "Outstanding". When
an invoice is paid, it is tagged as "Paid in full". Partial payments can also be applied to invoices. You
can browse the invoices you generate on the "Invoice Management" screen. From there, you can view a
list of all invoices and filter them by "Outstanding" and/or "Paid in full". The "Invoice Management"
screen also allows you to add, edit, or delete invoices.
Fleet Maintenance Pro will also monitor the payments received for the invoices you generate. Again,
invoices payments can be partial or full. You can browse the payments received using the "Payments
Received" screen. This screen will list all payments received (partial and full) for each invoice. When
logging payments, you can enter the "Date Received", "Payment Amount", and "Payment Type" (i.e.
Check, Credit Card, Wire, ...etc). When the payment amount equals the invoice amount, the invoice is
automatically tagged as "Paid in full". The "Payments Received" screen also allows you to add, edit , or
delete payment records.
4.9.2
Invoicing
4.9.2.1
Invoice Management Screen
The "Invoice Management" screen is the control center for invoices. You can add, edit, or delete
invoices from this screen. You can also record invoice payments from the "Invoice Management"
screen.
To access the "Invoice Management" screen:
1) From the main menu, click the "Billing" menu and then choose "Browse Invoices".
The upper portion of the "Invoice Management" screen contains the list of invoices for the current view.
You can add, edit, delete, or print invoices using the toolbar just below the work order listing. This
screen also supports the advanced filtering methods. See the filtering topic in the "Tips & Tricks"
section.
The "View Options" section directly below the invoice list controls which invoices are displayed
according to their status:
View Options:
· All - Displays ALL invoices regardless of status ("Outstanding" or "Paid In Full").
· Outstanding - Displays only invoices that have an "Outstanding" status (default).
· Paid In Full - Displays only invoices that have an "Paid In Full" status.
By default, the "Outstanding" option is chosen.
TIP: You can record a payment for an invoice on the "Invoice Management" screen simply by
RIGHT clicking on the invoice, and choosing "Record Payment".
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See also:
Adding an invoice
Editing an invoice
Deleting an invoice
4.9.2.2
Adding an invoice
To add an invoice:
1) From the main menu, click the "Billing" menu and then choose "Generate Invoice". OR, from the
"Invoice Management" screen, click "Add".
2) The invoice date and number will be automatically filled. You can change the fields if needed.
3) Select the customer from the "Customer" drop down that the invoice is being made for.
3) Click the "Add" button. Select the item type you wish to invoice. You may check or uncheck for
applying primary and secondary taxes and the discount (if applicable). You can add as many items onto
an invoice as you like, even multiple work orders.
4) Next, choose the "Payment Terms", "Due Date", "PO #", and/or "Notes". "Internal Notes" will not print
on the Invoice report and may be used for notes you don't want the customer to view. All of these fields
are optional.
5) If you would like to print the invoice after it is saved, check the "Print invoice upon saving" check box.
The invoice will be automatically sent to the printer.
6) Finally, click "Save" to save the invoice.
4.9.2.3
Editing an invoice
To edit an invoice:
1) From the main menu, click the "Billing" menu and then choose "Browse Invoices" .
2) Click on the invoice entry you wish to edit and click "Edit" button. Or, simply double-click on the
invoice you wish to edit.
3) The "Edit Invoice" screen will be displayed.
4) Make the necessary changes to the invoice details.
5) Finally, click "Save" to save your changes and return to the "Invoice Management" screen.
4.9.2.4
Deleting an invoice
To delete an invoice:
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1) From the main menu, click the "Billing" menu and then choose "Browse Invoices".
2) Select the invoice you wish to delete and click "Delete" button. Or, RIGHT click on the invoice you
wish to delete and click "Delete".
3) A confirmation message will be displayed.
Note that all payments associated with the invoice will also be deleted!!!
4) If you wish to continue with the deletion, click "Yes". Otherwise, click "No" to cancel the deletion.
4.9.3
Payments
4.9.3.1
Payments Received Screen
The "Payments Received" screen displays all payments received for your invoices. From this screen,
you can also add, edit, or delete payments.
To access the "Payments Received" screen:
From the main menu, click the "Billing" menu and then choose "Browse Payments". The "Payments
Received" screen will be displayed.
You can add, edit, delete, or print payments using the toolbar just below the payment listing. This
screen also supports the advanced filtering methods. See the filtering topic in the "Tips & Tricks" help
topic.
See also:
Adding a payment
Editing a payment
Deleting a payment
4.9.3.2
Adding a payment
To add (record) a payment:
1) From the main menu, click the "Billing" menu and then choose "Record Payment". OR, from the "
Payments Received" screen, click "Add". OR, from the "Invoice Management" screen, simply RIGHT
CLICK on the invoice for which you received payment and choose "Record Payment".
2) If you used the RIGHT CLICK method from the "Invoice Management" screen, the "Invoice #" and
"Amount" values will be auto-filled. If you used another method, simply choose the "Invoice #" for which
you received payment from the drop-down list. When the "Invoice #" is chosen, the "Amount" value will
be auto-filled with the outstanding balance.
3) Modify the "Amount" value if it is a partial payment.
4) Next, choose the "Date Received" if it is something different than the current date.
5) Next, enter the payment details whether payment was made using a check, credit card, electronic
transfer, or other method.
6) Finally, click "Save" to save the payment entry.
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4.9.3.3
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Editing a payment
To edit an invoice:
1) From the main menu, click the "Billing" menu and then choose "Browse Payments".
2) Click on the payment entry you wish to edit and click "Edit" button. Or, simply double-click on the
payment entry you wish to edit.
3) The "Edit Payment" screen will be displayed.
4) Make the necessary changes to the payment details.
5) Finally, click "Save" to save your changes and return to the "Payments Received" screen.
4.9.3.4
Deleting a payment
To delete a payment entry:
1) From the main menu, click the "Billing" menu and then choose "Browse Payments".
2) Click on the payment entry you wish to delete and then click the "Delete" button. Or, RIGHT click on
the payment entry you wish to delete and click "Delete".
3) A confirmation message will be displayed.
4) If you wish to continue with the deletion, click "Yes". Otherwise, click "No" to cancel the deletion.
4.10
Employee Tracking
4.10.1 Employee/Driver Information screen
Fleet Maintenance Pro will track employees that operate and/or perform maintenance on your fleet.
Employees can be assigned as drivers and/or technicians that perform the work on the equipment.
Each employee defined as a technician can have a labor rate that is used to calculate labor costs when
creating work orders. Please note that an employee must be listed as a "Technician" type to be
assigned to or added as a labor entry for a work order or maintenance entry.
Employee Information:
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Many types of employee information can be tracked using Fleet Maintenance Pro. Some of the
information includes driver licensing, personnel information, and contact information. Driver certifications
can also be tracked. Employees that have certifications and renewals due or soon due will be
highlighted if the corresponding checkbox in the bottom left corner of the "Employee Management"
screen is checked. Several reports are also available that will report contact information, driver license
information, driver license renewals, and other certifications & renewals.
See also:
Adding an employee
Editing employee information
Deleting an employee
4.10.2 Adding an employee
To add an employee:
1) On the Main Menu, click the "Employees" button.
2) Click the "Add" button to display the new employee data entry screen:
(Deluxe/Shop Edition shown)
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3) There are 4 tabs on the employee entry screen. These tabs are described below:
· General - Includes general information such as name, hire date, and driver license data. You can
also define your own custom fields for tracking details not provided within the program. Please note
that an employee must be listed as a "Technician" type to be assigned to or added as a labor entry for
a work order.
· Contact - Includes general contact information such as address, phone numbers, and email.
· Expirations - Define any certifications/renewals the employee may have. Fleet Maintenance Pro will
track the certifications/renewals by date and notify you when they are due for renewal if employee
expiration notifications are enabled in the Configuration screen.
· Photo (Deluxe and Shop Edition only) - Add multiple photos of an employee.
Enter as much or as little employee information as you like. The only required information is "
Employee #", "First Name", and "Last Name" on the "General" tab. All other fields are optional.
4) To save the employee data entered, click the "Save" button.
4.10.3 Editing employee information
To edit an employee:
1) On the Main Menu, click the "Employees" button.
2) Select the employee you wish to edit by double-clicking on them, or click the "Edit" button.
3) Make the necessary changes to the data.
4) To save the changes, click the "Save" button.
4.10.4 Deleting an employee
To delete an employee:
1) On the Main Menu, click the "Employees" button.
2) Select the employee you wish to delete.
3) Click the "Delete" button. A confirmation message will be displayed.
4) Click "Yes" to permanently delete the selected employee -OR- click "No" to abort the deletion and
return to the "Employee/Driver Information" screen.
4.10.5 Printing employee information
Many employee based reports are available in Fleet Maintenance Pro. The following reports can be
printed for each employee:
Employee Listing (Overview)
Employee Listing (Detailed)
Employee Personnel Information
Employee License Information
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Employee Expirations/Renewals
Employee Labor (Summary) - Shop Edition only
Employee Labor (Detailed) - Shop Edition only
These reports can be generated from the "Reports" drop-down menu located on the Main Menu.
4.11
Fuel Tracking
4.11.1 Fuel History screen
Using the "Fuel History Log" screen, you can track a piece of equipment's fuel consumption by recording
information from fuel purchases. Fleet Maintenance Pro calculates a wide range of statistics based on
the recorded transactions.
To access the fuel history screen, select piece of equipment and click the "Fuel" button.
Fuel History Screen:
(Shop Edition Shown)
The "Fuel History" contains a list of fuel transactions that have been recorded for the equipment. There
are numerous pieces of information that can be recorded when an entry is added:
· Purchase Date - The date of the transaction.
· Fill Meter - The odometer reading of the transaction.
· Difference - After entering the "Fill Mileage" data, the "Difference" column will automatically be
calculated by subtracting the last fill meter that does not exceed the new meter. The "Difference" will
then be used to calculate distance traveled.
· Consumed - The amount of fuel consumed during fueling. After this is entered and you tab to the
next field, the MPG or L/100km will automatically be calculated and displayed in the "MPG or
L/100km" box.
· Price - The price per unit of fuel (gallon or liter). Once entered and you tab to the next column, the
"Total Cost" will be automatically calculated by multiplying Price * Gallons/Liters Consumed.
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·
·
·
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Fuel Type - The type of fuel.
Brand - The brand of fuel.
State (Deluxe and Shop Edition only) - State/province where the fuel was purchased.
Vendor - Vendor where the fuel was purchased.
Driver - Driver at the time of fueling.
Stock Tank (Shop Edition only) - Stock fuel tank used for fueling.
Cost Center - Fund that fuel costs are retrieved from.
Comments - Comments you wish to associate to the fuel entry.
Date Interval Settings:
The date interval parameters allow you to view the fuel purchases within a certain date period. For
example, companies with large fuel histories may want to only view fuel purchases for the current year.
The date intervals can be set in the "Date Interval Settings" section using the calendar selection
controls. The date interval parameters can also be configured on the "Configure Fleet Maintenance Pro"
screen to maintain the same date interval settings each time the "Fuel History" screen is displayed.
Fuel Statistics:
The "Fuel Statistics" section contains important statistical information based on the fuel entries for a
piece of equipment. The fuel statistics reflects only the data being viewed. Therefore, if a date interval is
specified, the statistics will only reflect the data between the date intervals provided. Each statistic is
defined below:
·
·
·
·
·
·
·
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Total Cost – The sum of all fuel entries listed.
Total Gallons – The sum of all fuel consumed for the entries listed.
Total Mileage - The total distance traveled based on the entries listed.
Cost Per Mile – The actual fuel cost per mile based on the mi/km/hr range between the first and
last entry listed.
Average Cost – The average fueling cost based on the entries listed.
Average Gallons – The average fuel consumed per fill-up.
Average Mileage - The average distance traveled between purchases.
Overall MPG – The average MPG based on the entries listed.
See also:
Adding a fuel purchase
Editing a fuel purchase
Deleting a fuel purchase
4.11.2 Adding a fuel purchase
To add a fuel entry:
From the Fleet Manager window:
1) Click on the unit you wish to add a fuel entry to.
2) Click the "Record Fuel" button on the upper toolbar.
3) Enter the purchase date. By default, the current date will be entered as the default in the "Purchase
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Date" box. Edit the date by typing or using the drop-down calendar.
4) Enter the "Fill Meter" value (or current mi/km). After entering the "Fill Meter" data, the "Difference"
column will automatically be calculated by subtracting the last "Fill Meter" value from the new "Fill
Meter" value.
5) Next, enter the "Consumed" amount. As soon as the "Consumed" amount is entered and you
navigate to the next column, the MPG or L/100km will automatically be calculated and displayed as the
"MPG or L/100km" value.
6) Enter the "Price" value. Once this is entered and you tab to the next column, the "Total Cost" will be
automatically calculated by multiplying Price * Consumed.
Note: The automatic calculations can be enabled/disabled on the "Configure Fleet
Maintenance Pro" screen.
7) The remaining information is optional:
·
·
·
·
·
·
·
·
Fuel Type - The type of fuel.
Brand - The brand of fuel.
State (Deluxe and Shop Edition only) - State/province where the fuel was purchased.
Vendor - Vendor where the fuel was purchased.
Driver - Driver at the time of fueling.
Stock Tank (Shop Edition only) -Stock fuel tank used for fueling.
Cost Center - Fund that fuel costs are retrieved from.
Comments - Comments you wish to associate to the fuel entry.
7) Click the "Save" button to save the fuel entry.
On the "Fuel History" screen,
1) Click the "Add" button to insert a new entry in the grid display.
2) Enter the purchase date. By default, the current date will be entered as the default in the "Purchase
Date" box. Edit the date by typing or using the drop-down calendar.
3) Enter the "Fill Meter" value (or current mi/km). After entering the "Fill Meter" data, the "Difference"
column will automatically be calculated by subtracting the last "Fill Meter" value from the new "Fill
Meter" value.
4) Next, enter the "Consumed" amount. As soon as the "Consumed" amount is entered and you
navigate to the next column, the MPG or L/100km will automatically be calculated and displayed as the
"MPG or L/100km" value.
5) Enter the "Price" value. Once this is entered and you tab to the next column, the "Total Cost" will be
automatically calculated by multiplying Price * Consumed.
Note: The automatic calculations can be enabled/disabled on the "Configure Fleet
Maintenance Pro" screen.
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6) The remaining information is optional:
·
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·
·
·
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Fuel Type - The type of fuel.
Brand - The brand of fuel.
State (Deluxe and Shop Edition only) - State/province where the fuel was purchased.
Vendor - Vendor where the fuel was purchased.
Driver - Driver at the time of fueling.
Stock Tank (Shop Edition only) -Stock fuel tank used for fueling.
Cost Center - Fund that fuel costs are retrieved from.
Comments - Comments you wish to associate to the fuel entry.
7) Click the "Save" button to save the fuel entry.
4.11.3 Editing a fuel purchase
To edit a fuel entry:
On the "Fuel History" screen,
1) Select the information you wish to edit by double-clicking on the appropriate record.
2) Make the necessary changes to the data.
3) To save changes to the fuel transaction data, click the "Save" button.
4.11.4 Deleting a fuel purchase
To delete a fuel entry:
On the "Fuel History" screen,
1) Select the entry you wish to delete by clicking the entry in the grid display.
2) Click the "Delete" button. A confirmation message will be displayed.
3) Click "Yes" to permanently delete the entry -OR- "No" to abort the deletion.
4.11.5 Printing fuel purchases
To print the "Fuel History":
On the "Fuel History" screen,
1) Click on the "Print" button. The print pop-up screen will be displayed.
2) Set date interval options if desired.
3) Choose to either "Print" or "Preview" the report using the option buttons. See the topic: Print
Preview Screens for more information about previewing reports.
4) Click "OK" to print/preview the report.
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4.11.6 Fuel Tank Inventory
The "Fuel Tank Inventory" feature is only available in the Shop Edition of Fleet Maintenance Pro and is
used by companies that utilize their own fuel tanks in order to fill their vehicles and equipment. This
screen enables you to track the inventory of your fuel tanks.
To access the "Fuel Tank Inventory" screen, click on "Inventory" on the main toolbar and scroll down to
select "Fuel Inventory".
Fuel Tank Inventory screen:
Click on the tank in which you want to add information to and enter it on the right side of the screen.
When you are finished click the "Save" button.
1.)To ADD a new Fuel Tank click on the "Add" button and the "Add New Fuel Tank " screen will display.
Enter the new tank name and click OK when you are finished. Now, you can enter the details on the
right side of the screen for the newly added fuel tank.
2.)To EDIT fuel tank information, simply click on the fuel tank you wish to edit and make the changes on
the right side of the screen. When you are finished, click the "Save" button.
3.)To DELETE click on the "Delete" button. A confirmation screen message will display.
4) Click "Yes" to permanently delete the fuel tank -OR- click "No" to cancel the deletion.
Current Fuel Level:
The "Current Level" is incremented by adding fuel receipts to the "Inventory Receipts" tab. Right click in
the receipts grid to access options to Add, Edit, and Delete receipts. You can change the "Current
Level" by adding and editing receipts.
When a tank drops below its reorder level, it will be highlighted on the left side of the screen.
Highlighting may be disabled by un-checking the highlight box located at the bottom left of the screen.
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Vendors
4.12.1 Vendor Database Management screen
Fleet Maintenance Pro's Vendor Database stores your vendor information such as name, contact,
address, phone number, e-mail, and numerous other data fields. Vendors are available for data entry on
the "Add New Equipment", "Parts Inventory", "Purchase Order", "Tire Entry", "Work Order" and "Fuel
Tracking" screens. Use the "Vendor Database Management" screen to add, edit, or delete vendors.
Please note that a vendor MUST be listed as an appropriate "Type" so that it will appear in the correct
drop down boxes throughout the program. For instance, only a vendor listed as a "Dealer" type will show
in the "Purchase" tab when adding/editing your equipment.
The following information is stored for each vendor:
Name (required)
Contact
Address1
Address2
City
State/Prov.
Postal Code
Country
Phone1
Phone2
Fax
E-mail Address
Type
Terms
Website
Comments
Note: The only required vendor inform ation is "Nam e".
See also:
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Adding a vendor
Editing vendor information
Deleting a vendor
Printing vendor information
4.12.2 Adding a vendor
To add a vendor:
1) On the Main Menu, click the "Vendors" button.
2) Click the "Add" button.
3) Type a new vendor name. This is the only required information. Please note that a vendor MUST be
listed as an appropriate "Type" so that it will appear in the correct drop down boxes throughout the
program. For instance, only a vendor listed as a "Dealer" type will show in the "Purchase" tab when
editing your equipment.
4) To save the vendor data entered, click the "Save" button.
4.12.3 Editing vendor information
To edit a vendor:
1) On the Main Menu, click the "Vendors" button.
2) Double-click on the vendor you wish to edit, or select the vendor you wish to edit and click the "Edit"
button.
3) Make the necessary changes to the data.
4) To save changes to the vendor data, click the "Save" button.
4.12.4 Deleting a vendor
To add a vendor:
1) On the Main Menu, click the "Vendors" button.
2) Click on the vendor name you wish to delete.
3) Click the "Delete" button to delete the selected vendor. A confirmation message will be displayed.
4) Click "Yes" to permanently delete the selected vendor -OR- click "No" to abort the deletion and return
to the "Vendor Database Management" screen.
4.12.5 Printing vendor information
To print vendor information:
1) On the Main Menu, click the "Vendors" button.
2) Use the filtering abilities of the grid to display only vendors you wish to print. See "Filtering Methods"
in the "Tips & Tricks" help topic. If you wish to print all vendors, do nothing and move to the next step.
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3) Click the "Print" button to and choose a particular vendor report.
4) Choose to either "Print" or "Preview" the report using the option buttons.
5) Click "OK" to print/preview the report.
4.13
Tires
4.13.1 Tire Inventory Management screen
The "Tire Inventory Management" screen lists all tires stored in inventory. From this screen, you can
add, edit, or delete tires. There are also procedures for filtering tire data and printing reports.
Tire Inventory Management screen:
The Tire Inventory screens contains a list of all tires listed in Fleet Maintenance Pro. You can add, edit,
delete, or print tire information using the lower toolbar. This screen also supports advanced filtering
methods. See the filtering topics in the "Tips & Trick s" help topic.
The "View Options" section directly below the tires lists controls which tires are displayed in the listing.
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Default View Options:
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·
·
·
·
All - Displays "All" tires regardless of status (default).
Available - Displays only tires that have an "Available" status.
Mounted - Displays only tires that have a "Mounted" status.
In Service - Displays only tires that have a "In Service" status.
Scrapped - Displays only tires that have a "Scrapped" status.
By default, the "All" option is chosen. However, this option can be changed using the "Configure Fleet
Maintenance Pro" screen. Note that you can also define your own tire status values via the "Setup"
menu on the main menu screen.
Highlight tires at or below tread depth threshold:
Check this box to highlight tires that are currently below the tread depth specified in the "Configure Fleet
Maintenance Pro" screen on the "Equipment" tab. This is particularly useful when "All" is chosen in the
"View Options" section.
Tire History:
Right-click on a tire to view the tire history options available from this screen.
Select "Record Tire History" to add history records for tire services such as Inspections, Plugs,
Retreads, etc...
Select "View History" to view all history records for the selected tire.
4.13.2 Adding a tire
To add a tire:
1) On the Main Menu screen, select "Inventory", then scroll down to and click the "Tire Inventory"
button to display the "Tire Inventory Management" screen:
2) Then, click the "Add" button.
3) Enter the required information for the tires Serial Number and Cost.
4) Click the "Save" button to save the tire and return to the "Tire Inventory Management" screen.
Note : Right click on any inventoried tire, and select "Add Duplicate", to add a tire with
duplicate information.
4.13.3 Editing a tire
To edit an existing tire:
1) On the Main Menu screen, select "Inventory", then scroll down to and click the "Tire Inventory"
button to display the "Tire Inventory Management" screen:
2) Select the tire you wish to edit. If many tires are present, use the filtering features of the grid display
by clicking the
button to filter the data. See the "Tips & Trick s" topic for more information on
filtering techniques.
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3) Then, click the "Edit" button.
4) Make the necessary changes to the tire.
5) Click the "Save" button to save changes and return to the "Tire Inventory Management" screen.
4.13.4 Deleting a tire
To delete a tire:
1) On the Main Menu screen, select "Inventory", then scroll down to and click the "Tire Inventory"
button to display the "Tire Inventory Management" screen:
2) Select the tire you wish to delete. If many tires are present, use the filtering features of the grid
display by clicking the
button to filter the data. See the "Tips & Trick s" topic for more information
on filtering techniques.
3) Then, click the "Delete" button. A confirmation message will be displayed
Click "Yes" to permanently delete the tire along with the any tire history records. Click "No" to abort the
deletion and return to the "Tire Inventory Management" screen.
4.13.5 Tire History screens
The "Tire History" and "Equipment Tire History" screens can be used to Edit/View history for tires in
inventory. From the main menu, select "Equipment", and then scroll down to "Histories". The "
Histories" sub menu will display the "Tire History (All)" and "Tire History (Selected)" buttons.
Tire History (All):
Select the "Tire History" to display the "Tire History" screen.
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This screen will display all tire history records. You can add, edit, delete, or print tire history information
using the toolbar just below the tire history listing. This screen also supports the advanced filtering
methods. See the filtering topics in the "Tips & Trick s" help topic.
Tire History (Selected):
Select a piece of equipment from the Fleet Manager screen, and then click the "Tire History (Selected)
" to display the "Tire History" screen:
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The "Tire History" screen is similar to the "Tire History" screen. You can add, edit, print, and filter tire
history information from the bottom toolbar,
however, this screen will only display history for the piece of equipment specified in the Equipment drop
down box located above the tire history listing.
4.13.6 Tire Assignment
The "Tire Assignment" screen may be accessed from the main menu by selecting the "Equipment"
menu item and then scrolling down and clicking the
"Tire Assignment" button. This screen will allow you to mount/dismount tires and record tire history for
Inspections, Plugs, Retreads, etc...
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Overview
The "Tire Layout" panel will display the tire configuration that was designed on the "Add New Equipment"
screen.
Available tires from the Tire Inventory are listed on the "Tire Inventory" tab. This tab lists the Purchase
Date, Serial Number, Brand, Model, and Size for each tire.
Clicking on a black tire hub will display information about the mounted tire on the "Selected Tire" tab.
All actions performed can be viewed in the "Description of Actions" box. These actions can be copied to
the clipboard by right clicking on the box and choosing
"Copy", or by clicking the "Copy to clipboard" button.
The "Reset" button located on the bottom left of the screen will undo all changes made since the screen
loaded.
Any actions performed can be saved by clicking the "Save" button. Clicking the "Cancel" button will
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display a confirmation message. Click "Yes" to cancel any changes made, or click "No" to continue
making changes.
Mounting Tires
Option 1:
1) Select the "Tire Inventory" tab.
2) Select the tire you wish to mount from the tire list.
3) Using the mouse, right click on the gray tire hub you wish to add the tire to, and select the "Mount"
option. The "Add to Tire History" screen will be displayed.
4) The history screen will allow you to enter the following optional information: Cost Center, Cost,
Comments, Date, Meter, Tread, and Pressure.
5) Once all of the information has been entered, click the "Save" button. If you wish to
stop the tire from mounting, click the "Cancel" button instead. A confirmation message will be
displayed. Click "Yes" to cancel the mount, or click "No" to continue.
6) If you clicked "Save", the tire hub will turn black, indicating that the tire has been mounted.
Option 2:
1) Select the "Tire Inventory" tab.
2) Hold the left mouse button down on the tire you wish to mount and drag it from the tire list to the gray
tire hub you wish to add the tire to.
3) Release the left mouse button once you are over the gray tire hub. The "Add to Tire History" screen
will be displayed.
4) The history screen will allow you to enter the following optional information: Cost Center, Cost,
Comments, Date, Meter, Tread, and Pressure.
5) Once all of the information has been entered, click the "Save" button. If you wish to
stop the tire from mounting, click the "Cancel" button instead. A confirmation message will be
displayed. Click "Yes" to cancel the mount, or click "No" to continue.
6) If you clicked "Save", the tire hub will turn black, indicating that the tire has been mounted.
Dismounting Tires
Option 1:
1) Using the mouse, right click on the black tire hub you wish dismount the tire from, and select the "
Dismount" option. The "Add to Tire History" screen will be displayed.
2) The history screen will allow you to enter the following optional information: Cost Center, Cost,
Comments, Date, Meter, Tread, and Pressure.
3) Once all of the information has been entered, click the "Save" button. If you wish to stop the tire
from dismounting, click the "Cancel" button instead. A confirmation
message will be displayed. Click "Yes" to cancel the dismount, or click "No" to continue.
4) If you clicked "Save", the tire hub will turn gray, indicating that the tire has been dismounted.
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Option 2:
1) Hold the left mouse button down on the black tire hub you wish dismount the tire from and drag it to
the tire list. The "Add to Tire History" screen will be displayed.
2) The history screen will allow you to enter the following optional information: Cost Center, Cost,
Comments, Date, Meter, Tread, and Pressure.
3) Once all of the information has been entered, click the "Save" button. If you wish to stop the tire
from dismounting, click the "Cancel" button instead. A confirmation
message will be displayed. Click "Yes" to cancel the dismount, or click "No" to continue.
4) If you clicked "Save", the tire hub will turn gray, indicating that the tire has been dismounted.
Recording Tire History
You may also record history for different tire services. Just right click on any black tire hub, or tire
inventory item to display the different tire services available. The "Add to Tire History" screen will be
displayed, allowing you to enter optional information based on the tire service selected.
Work Orders (Shop Edition only)
The Shop Edition allows the "Tire Assignment" screen to be accessed from the "Add Maintenance Task
" screen when creating/editing a work order. By going through this screen, all actions performed will
automatically be populated onto a work order. Mounting/Dismounting services will be recorded as parts,
with the total cost being equal to the amount entered on the "Add to Tire History" screen.
For all other services, you must select an employee/vendor from the "Labor Details" group. Once an
employee/vendor has been chosen, you must enter the labor rate and hours information to get a total
cost. This total cost will be split among the remaining tire services and added to their respective tire
history records. The work performed will then be populated onto the work order as a single labor cost.
Note: The "Maintenance Task" on the "Add Maintenance Task" screen must have the word "Tire" or
"Tyre" in it, or the "Tire Assignment" button will not be shown.
4.13.7 Tire stats
Fleet Maintenance Pro will automatically track and calculate statistics for tires listed in inventory. These
calculations are based on information entered on the "Add Tire to Inventory" and "Add Tire to History"
screens.
Tire Statistics:
Statistics for tires can be viewed from the "Tire Inventory Management" screen, or the "Edit Tire
Inventory" screen:
(Edit Tire Inventory screen)
The following information is tracked and calculated:
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· Total Mi/Km/Hr - The total mi/km/hr the tire has been in use.
· Total Service Cost - Total cost for all services (history) performed on the tire, including the initial tire
price.
· Cost Per Mi/Hr/Km - Average cost per mi/hr/km for the tire.
· Tread Depth - Last recorded tread depth found in the tires history records.
5
Configuration
5.1
Configure FMP Screen
The Configure Fleet Maintenance Pro screen allows you to setup default options in the program. To get
to the "Configure Fleet Maintenance Pro" screen, on the Main Menu, click the "Tools" menu item and
then choose "Options..." from the drop-down menu. Depending on which edition of Fleet Maintenance
Pro you have, there will be numerous options that can be set from this screen.
5.2
Location / Department Setup
This screen is used for defining Locations and Categories within your fleet. On the left side is a tree view
of the current locations and categories defined in your fleet. You can add, edit, or delete any of the
locations and/or categories displayed.
The tree view can be collapsed or expanding using the "+" or "-" signs to the left of the location names.
This is solely for viewing purposes in case your location/category structure is quite large.
Adding a Location:
To add a location, click the "Add Location" button. An input box will be displayed requesting a location
name. Type the name of the new location and choose "OK". The new location will be created.
If you wish to create duplicate locations, right click on the location name and select Copy. Once the
location is copied, right click once more and select Paste to recreate the selected location.
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Adding a Category:
To add a category, select the location for which you wish to add a category. Then, click the "Add
Category" button. Type the name of the new category and choose "OK". The new category will be
created under the selected location.
To move categories to a new location you must first select the categories to be relocated. Once the
categories are selected, hold down the left mouse button and drag the categories to the location they
are to be moved to. Once the new location name is highlighted, release the mouse button, and the
categories will move automatically.
Deleting a Location or Category:
To delete a location or category, click on the location or category you wish to delete. Then, click the "
Delete" button. A confirmation message will be displayed. Choose "Yes" to delete the selected
location/category.
Note: In order to delete a location or category, vehicles cannot be assigned to the location/category you are
deleting. You must assign these vehicle/equipment to a different location/category prior to deleting.
Editing a Location/Category:
To edit a location or category, click on the location or category you wish to edit. Then, click the "Edit"
button. An input box will be displayed with the current name. Type a new name and click "OK" to save
changes.
Click "Close" to leave the
5.3
Networking Fleet Maintenance Pro
Provided you have a "Network" version of Fleet Maintenance Pro, the application can be
networked in a variety of environments including client/server, peer-to-peer, and terminal
server. In order to utilize the network support of the program, you must have a
network version of Fleet Maintenance Pro. Network licenses are available in 2, 5, 10,
and 25+ users. Network configuration is simple and can be set up during installation or from
within the Fleet Maintenance Pro program. We will discuss both procedures in this section.
Important Tips (please read!)
1. Be certain you are logged into your server as an "administrator" with full access privileges
prior to installing the application.
2. Prior to installing, we strongly advise that you temporarily disable your anti-virus software
as it can interfere with the database server configuration. It can then be re-enabled once the
application is up and running successfully.
3. If you have a firewall in place, be sure ports 12010 and 12011 are freed for database
communication.
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4. Be aware that you will be required to re-start the server after performing the "Server Only"
installation.
Installation
During installation, you will be prompted to configure the installation and network options:
With the Fleet Maintenance Pro network install, there are 3 installation choices that can be
performed. Use these options to install the programs and/or data for Fleet Maintenance Pro.
The "programs" are the actual files used to run Fleet Maintenance Pro on a computer
system. The "data" contains all of your fleet data. This installation screen simply allows you
to specify the type of installation and the location of the "programs" and "data". The
installation options are explained:
Client/Server - Select this option to install BOTH the Fleet Maintenance Pro "programs"
AND "data" to the same PC. This option is common in peer-to-peer environments when
installing the host machine or the server in a terminal server environment. You can also use
this option to install the software in a stand-alone (non-networked) environment.
Client Only - Select this option to install ONLY the Fleet Maintenance Pro "programs". This
option is typically used for a workstation in a LAN or WAN environment where the data
resides on a central server. Note that the "Server" installation MUST be performed prior to
performing a "Client Only" installation. This option does not install the data files.
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Server Only - Select this option to install ONLY the Fleet Maintenance Pro "data". The
server installation MUST BE PERFORMED AT THE SERVER. This option installs the
database server on the dedicated central server in a LAN or WAN environment. Follow this
install with "Client Only" installations at each workstation computer. This option does not
install the program files.
Once you choose one of the installation methods, click "Next>".
Server Configuration
If you chose the "Server Only" option, the next screen allows you to choose the storage
location of the database files on the server. Remember that you MUST PERFORM THE
SERVER INSTALLATION AT THE SERVER. You cannot install the server software via a
mapped drive from one of the workstations.
By default, the Fleet Maintenance Pro data files will be installed to the "C:\FMP_DATA" folder.
If desired, you can alter this location. Clicking "Next>" will proceed and install the necessary
Fleet Fleet Maintenance Pro data files on the server.
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Client Configuration
If you chose the "Client Only" option, the next screen allows you to choose the storage
location of the program files on the workstation.
By default, the Fleet Fleet Maintenance Pro data files will be installed to the "C:\Program
Files\Fleet Fleet Maintenance Pro" folder. If desired, you can alter this location. Clicking "
Next>" will proceed to the next screen in the client configuration.
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Now you must indicate how the client should connect to the database on the server. There
are three (3) options to connect to the server which are explained below:
Remote Host Name (recommended) - Simply type the computer name of the server (ie:
Server). To determine the name of the server, in Windows XP, RIGHT click on the server's "
My Computer" icon and choose "Properties". Next, click on the "Computer Name" tab and
obtain the "Full Computer Name" parameter.
Server IP Address - Enter the IP address of the server. The IP address can be determined
by running "IPCONFIG" from the command line at the server.
Data Share Location - Use this option as a last resort. If you have non-Windows based
server software such as Novell, you must use this option. Simply navigate to the location on
the server where the data resides.
Once you have configured one of the options, click "Next>" to proceed through the remaining
installation choices.
Altering the client network configuration from within Fleet Maintenance Pro
If you have a network version, at any time, you can alter the network connection parameters
from within Fleet Maintenance Pro. To do this, follow these instructions:
1. On the Main Menu, click the "Tools" menu item. Then, choose "Options..." from the dropdown menu.
2. Then, select the "Network" tab on the configuration screen:
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3. Make the necessary changes to the network configuration.
4. Click "OK" to accept and return to the main menu.
5. Re-start Fleet Maintenance Pro.
6
Reports
6.1
Printing Reports
There are two methods by which to print reports in Fleet Maintenance Pro:
1) You can print reports from many of the data screens in Fleet Maintenance Pro. Screens that contain
a print button will generate a report for the data on that screen. When you click the "Print" button a
popup menu will allow you to choose from the available reports for that screen. Once you choose a
report, a screen will appear that will allow you to provide filtering to the data (if desired). For additional
information on filtering, see "Data filtering methods" in the "Tips & Trick s" help topic.
2) On the main menu, click on the "Reports" drop-down menu at the top of the screen and choose a
report. Once you choose a report, a screen will appear that will allow you to provide filtering to the data
(if desired). For additional information on filtering, see "Data filtering methods" in the "Tips & Trick s"
help topic.
6.2
Report Filter Criteria
Fleet Maintenance Pro ships with numerous reports that detail nearly every aspect of your
fleet data.
The easiest way to access the reports is to click the "Reports" toolbar button on the main
menu screen to display the "Report Viewer". The reports are categorized so you can easily
find the report you are looking for.
Report Viewer Screen:
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(Shop Edition shown)
Upon selecting a report, it will be immediately displayed in the preview window.
Filtering Options
Fleet 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 various filtering
options to choose from.
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 your entire fleet.
· "Selected equipment only" - prints the selected report for the selected equipment on the
"Fleet Manager" screen. You may multi-select equipment on the "Fleet Manager"
screen.
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· "Selected Category" - prints the selected report for the equipment in the selected
category as chosen on the "Fleet Manager" screen.
· "Selected Location" - prints the selected report for the equipment in the selected
location as chosen on the "Fleet Manager" screen.
You can also assign a status filter to the report using the "Status Filter" drop-down list. This
allows you to display equipment that has a specific Status assigned to it, such as Active,
Inactive, Sold, or you can choose "Any Status" to ignore the equipment status for the report.
Date Filtering
If the selected report contains date information, the date filtering option will be displayed:
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, Fleet 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. However, if desired,
you may also adjust the dates manually.
Additional Filter Criteria
If you need to be more specific, Fleet 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".
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Other Options
"Customize Report" (Deluxe and Shop Editions only) - Click this button to load the "Report
Designer" utility. From there, you can alter the report layout by adding fields, deleting fields,
or simply re-arranging the report to your liking.
"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. You can even export the report to various file types using this screen.
This concludes the Fleet Maintenance Pro "Getting Started" section. There are many
additional program features which we did not cover. Other features include the tracking of
parts inventory (Shop Edition), purchase orders (Shop Edition), employees, vendors, and
more. For additional information, please view the online help provided with the program or
obtain the full manual from the website or CD-ROM. Please visit www.mtcpro.com
frequently for the latest updates and information.
6.3
Print Preview Screen
The "Print Preview" screen will display the a report on the screen with the option of sending to the
printer. The "Print Preview" screen has several toolbar commands described below:
The "Print Preview" toolbar:
Starting from the left of the toolbar:
· Click on
to preview the report.
· Click on
to send the displayed report to the printer.
· Click on
to email the displayed report.
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· Click on
to search for text in the report.
· Click on
to display the report as a whole page in the print preview window .
· Click on
to scale the report to the width of the print preview window.
· Click on
to scale the report to 100%.
· Use the
box to manually adjust the print preview scale of the report.
· Click on
to go back to the beginning of the report.
· Click on
to go to the previous page of the report.
· Click on
to go to the next page of the report.
· Click on
to go to the end of the report.
7
Security Module
7.1
Introduction
With the security module, you can define users/passwords for the program and set individual
permissions to main menu items, screen accessibility, and record operations (add, edit, delete) on most
screens. If your equipment is categorized by location, you can also restrict users to viewing equipment
data from certain locations.
You can define as many users as you like and create common security profiles to make your security
settings easier to manage. When Fleet Maintenance Pro starts, the user must enter his or her login
name and password in order to use the program.
Fleet Maintenance Pro automatically creates a default "IMS" (administrator) user during the installation
process. If you have purchased the security module add-on, the default login is:
User: IMS
Password: imsuser
(case sensitive!)
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Configure Security Window
Once you are logged into Fleet Maintenance Pro, to configure the security options, from the
main menu, select the "Security/User Administration..." menu item. The "Configure
Security" window appears. This window and corresponding functions are described in the
Configure Security Window topic.
To change your password, select the "Security/Change Password..." menu item.
Login names and passwords are case-sensitive. For added security, a mixture of upper- and
lower-case letters and numbers should be included in each password.
Users Tab
Under the "Users" tab, you can add, edit, and delete individual users and associated data.
Please note that the "IMS" user is the default user. Fleet Maintenance Pro automatically
creates the "IMS" user during the installation process.
1. To establish a new user, click the "Add User..." button. The application then prompts you
to enter the user login name. The login name is case-sensitive.
2. Next, fill in the "Password:" field at the right of the window. You must create a password
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before you can save the new user. Passwords are case-sensitive. For added
security, a mixture of upper- and lower-case letters and numbers should be included in each
password.
3. Specify the "First:", "Middle:", and "Last:" entries to identify the user accounts within other
security windows.
4. The "Profile:" field designates the user profile and, therefore, the associated security
access restrictions. (Enter profile information under the "Profile Restrictions" tab.) To
provide the user with access to all menu items and screen commands, select the "None
Selected" item.
6. The "Location:" field restricts users to equipment from specific locations which are
checked. The application blocks equipment from all other locations. To provide the user with
access to all equipment, deselect any selected locations.
7. The "Warehouse:" field restricts users to parts from a specific warehouse location. The
application blocks parts from all other locations. To provide the user with access to all parts,
select the "All Locations" option.
8. When you have finished entering the user information, click the "Save User..." button to
store the user.
To edit user data, select the user from the list at the left of the window. Next, change the
desired information. Finally, click the "Save User" button to store the new information.
"Enable Global Data Filter":
When this option is selected, the program will automatically assign a location to any future
record added to a form, i.e. PM Schedules, Purchase Orders, Work Orders, Invoices, etc...
The location assigned will depend on the location selected in the "Location" filter box located
on the Fleet Manager screen. The application will then block any records on these forms that
are not assigned to the selected location. To provider the user with access to all records on
the forms, uncheck the "Enable global data filter" checkbox.
If you create a new user or change the data for an existing user, click the "Save User..."
button to store the new information.
If you wish to remove a user, select the user from the list at the left of the window. Click the "
Delete User" button.
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Profile Restrictions Tab
Under the "Profile Restrictions" tab, you can add, edit, and delete individual profiles, to restrict
easily groups of users to specific menu items and screens.
To create a new profile of restrictions, click the "Add..." button. The application then prompts
you to enter the profile name. To add restrictions to the profile, follow the instructions for the
"Profile Components Section" below.
To change the name of an existing profile, click the "Edit..." button.
To delete an existing profile, click the "Delete..." button below the "Profiles" list.
Profile Components Section
The "Profile Components" section enables you to specify the restricted components of each
profile. First, select the desired profile from the "Profiles" list at the left of the window. All
assigned components appear in the "Current Profile Restrictions" list. Next, select the form,
or screen, from the "Form:" drop-down list. The "* Main Menu Screen *" item represents all of
the menu items of the main menu and the main toolbar buttons. When you select an item
from this list, the application updates the "Components:" drop-down list to contain the
corresponding menu items and/or buttons. Select the component you wish to restrict, and,
from the "Access:" drop-down list, select the type of restriction. If you select "Disabled", the
corresponding component is "grayed-out", and the user cannot select or click it. "Hidden"
hides the component from the user. Finally, click the "Save" button to add the component
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restriction to the profile. The component then appears within the "Current Profile
Restrictions" list.
To add a new component restriction to the selected profile, click the "Save" button.
To delete an existing component restriction from the selected profile, first, select the
component from the "Current Profile Restrictions" list at the right of the window. Click the "D
elete" button above the components list.
Notes
To prevent users from changing the security configuration itself, be sure to add the "Security
(Drop Down Menu)" component restriction to all but the "IMS" profile. This component is
found under the "* Main Menu Screen *" form selection.
User Exceptions Tab
Under the "User Exceptions" tab, you can specify profile restriction exceptions for individual
users. You can provide user access to menu items and/or buttons, which the corresponding
user profile restricts. In addition, you can apply component restrictions, which the profile
does not include, to a specific user. These exceptions override the restrictions of the profile
on a per-user basis.
User Component Exceptions Section
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The "User Component Components" section enables you to specify the exceptions for each
user. First, select the profile of the user from the "Profile:" drop-down list at the left of the
window. If the user has no profile, select the "None Selected" item. Secondly, within the
"User Exceptions" list, select the desired user. All assigned components appear in the
"Current User Exceptions" list. Next, select the form, or screen, from the "Form:" drop-down
list. The "* Main Menu Screen *" item represents all of the menu items of the main menu and
the main toolbar buttons. When you select an item from this list, the application updates the
"Components:" drop-down list to contain the corresponding menu items and/or buttons.
Select the component, for which you wish to change accessibility. From the "Access:" dropdown list, select the type of access. If you select "Enabled", the user has unrestricted
access to the component, regardless of the profile settings. For "Disabled", the
corresponding component is "grayed-out", and the user cannot select or click it. "Hidden"
hides the component from the user. Finally, click the "Save" button to add the component
exception to the user. The component then appears within the "Current User Exceptions" list.
To add a new component exception to the selected user, click the "Save" button.
To delete an existing component exception from the selected user, first, select the
component from the "Current User Exceptions" list at the right of the window. Click the "D
elete" button.
Notes
To prevent users from changing the security configuration itself, be sure to add the "Security
(Drop Down Menu)" component restriction to all but the "IMS" profile. This component is
found under the "* Main Menu Screen *" form selection.
Login History Tab
The "Login History" tab displays all login/logout transactions for the application. All open
sessions have blank "Logout Date" and "Logout Time" fields.
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To clear all closed login/logout transactions from the list, click the "Clear" button. All open
sessions remain in the list.
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Security Log
The "Security Log" tab will display add, edit, and deletes made by specific users. This can be
useful for determining if someone may have deleted or edited a record but shouldn't have.
8
Tips & Tricks
8.1
UDF Label Template
Custom label assignments below are surrounded in red for the corresponding equipment fields:
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320
8.2
Fleet Maintenance Pro Version 12
Filtering Data
Most data grids in Fleet Maintenance Pro support advanced filtering methods. Use the advanced filtering
methods to search or specify viewing criteria for your data.
Each grid that supports advanced filtering methods will contain a
button in each column of the grid
display. For example, the "Fleet Manager" screen contains a filtering button on each column in "
Spreadsheet View".
By clicking the
button in the "Year" column, we may be presented with the following:
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The listing includes all possible year choices for the listed piece of equipment. To only view the "1996"
piece of equipment, click on "1996" and the "Fleet Manager" will only display equipment with a "1996"
date in the "Year" column. To view all equipment, click the
again and choose "(All)".
Another method of filtering is a "Custom" filter. Once again, click the
button on the "Year" column
and then choose "(Custom...)". The following "Custom Filter" screen will be displayed:
Using this screen, you can filter the data by certain criteria. There are numerous filtering functions on
this screen that can be used to filter your data.
You may also filter the data grids by checking the row filter checkbox located on the bottom toolbar of
some screens:
This will show a filter row that you may enter filtering criteria into:
8.3
Exporting Data
Most data grids in Fleet Maintenance Pro support exporting capability. Exporting is a powerful feature
that lets you export your data for use in other applications such as spreadsheets or text files.
To export the data in a particular grid, RIGHT click on the grid display and choose "Export..." from the
pop up menu. The following screen will be displayed:
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Export To - Choose a destination for the export from the options listed above. The following exports are
supported:
·
·
·
·
Text File
Microsoft Excel (XLS)
HTML File
XML File
Export Options
· Export all records - Exports ALL records listed in the grid. If certain records are not listed due to
filtering methods that have been applied (See the Filtering Data topic for more information), those
records will not be exported.
· Export selected records - Exports ONLY the selected record(s). Some grids support single
selection and others support multi-selection. To multi-select in a data grid that support multiselection, hold down the <Ctrl> key while clicking on the rows you wish to be selected.
Text File Options (only applicable when "Text File" is chosen)
· Column Separator/Delimiter - This character will be used to separate the column data when it is
exported.
· Begin/End symbol strings for cell values - Specify symbols to be used at the beginning and end of
each data value in a column.
When you are finished setting your options, click the "Export..." button. You will be prompted to select
a location for the file using a save dialog box. Select a location and type the name for your file. Click "
Save" to export the data.
8.4
Batch Printing
Fleet Maintenance Pro's reporting capabilities allow batch printing. Batch printing is when you can
generate reports for a number of equipment at one time. You do not have to print reports for your
equipment individually.
Using Fleet Maintenance Pro's report filtering features, you can create batch reports based on selected
equipment, by category, by location, or all equipment. The "Selected equipment" choice will print the
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equipment that are selected on the "Fleet Manager" screen. To multi-select equipment on the "Fleet
Manager" screen, hold down the <Ctrl> key while clicking the equipment for which you wish to have
reports.
You can also generate batch reports by selecting the equipment for which you wish to generate reports
on the "Fleet Manager" screen. Then, click the "Reports" menu item on the top of the main menu
screen. Choose a report from the drop-down menu to generate a report based on the selected vehicles
on the "Fleet Manager" screen.
8.5
History Viewing
While viewing the history screen, there are numerous ways your can view and manipulate your data.
Each record on the "History Entries" tab is considered the main history record. For each record on the
"History Entries" tab there can be many "PM Services", "Repairs", "Parts", or "Labor" on the
corresponding tabs. For example, if you select the first record on the "History Entries" tab, the
corresponding PM, repairs, parts, and labor will be displayed based on the selected entry.
You can multi-select entries on the "History Entries" tab as well. When you do this, ALL PM, repairs,
parts, and labor will be displayed for the selected entries. This can be useful to see how much is spent
on a particular maintenance service for the year. To do this:
1) Navigate to the history screen.
2) Right click on the history grid and choose "Select All" to select all history entries.
3) Click the "PM Services" tab to display ALL PM that was performed for the selected entries.
4) Using the filtering box on the bottom of the "PM Services" tab, right click and choose "Unselect All".
5) Then, click to check a single PM service like "Oil Change". You will see the total cost adjust on the
"PM Service" tab for the selected service only.
This can be done with any tab on the history screen. You can also view "Cost Statistics" for your PM
Services. This will detail how much was spent on each PM service within a specified date period. See
the "Cost Statistics" topic for more information.
9
Contact Information
9.1
Contact Information
Please feel free to contact us using any of the methods listed below:
E-mail
Sales
Support
General
[email protected]
[email protected]
[email protected]
Web site
http://www.mtcpro.com
Telephone
Sales (U.S. Toll Free)
Support
Fax
1-888-449-2405
724-282-3557
919-435-8220
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US Mail
Innovative Maintenance Systems
PO Box 74
Wake Forest, NC 27587
9.2
Technical Support Policy
All of our products are designed, developed, and supported by our company. When you purchase a
license for one of our products, you automatically receive one year of free technical support. This
includes technical support e-mail ([email protected]) and online technical support resources.
Upgrades
Maintenance upgrades (i.e. 1.01, 1.1, 1.5) are released periodically and based on customer feedback,
provide minor enhancements and correct any bugs reported by our customers. Maintenance upgrades
can be accessed and downloaded from our website in the "Support" area.
Major upgrades (i.e. 1.0 to 2.0) add features and significantly enhance the product. If you purchase one
of our products and a major upgrade becomes available within 60 days from your purchase date, you are
entitled to a free upgrade to the new version. Major upgrades are discounted to all customers with prior
versions of the software.
Contact Information
Web Site:
http://www.mtcpro.com/support.htm
On our support web site, you will find maintenance upgrades, FAQs, and online forms to report a bug
or make suggestions for our products.
Email:
[email protected]
10
Frequently Asked Questions
10.1
FAQ - General Questions
Question: "If I enter data into the evaluation version, can I transfer it to the full version?"
Answer: YES. All of the data you enter in the evaluation version will be maintained in the full version.
Question: "What are differences between the Standard, Deluxe, and Shop Editions of Fleet
Maintenance Pro?"
Answer: View our comparison chart on the website by visiting this link: http://www.mtcpro.com/compare.
htm
Question: "If I choose to order the CD-ROM, do I receive manuals with the program?"
Answer: When you choose the CD-ROM option, you receive a CD-ROM and Quick-Start manual. The
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Quick-Start manual is about 30 pages in length and describes program navigation, equipment data
setup, and common equipment maintenance functions. This manual is also downloadable if you choose
e-mail delivery. The FULL manual can be printed from the CD-ROM or downloaded and printed from the
web site.
Question: "If I choose to order a CD or disks, how long until I receive the software?"
Answer: All orders are processed and shipped the same day via Priority Mail using the United States
Postal Service. Generally, you can expect to receive your software within 3-5 business days.
Question: "If I choose to have the software shipped via e-mail, how long until I receive the
software?"
Answer: All orders are processed and shipped the same day via e-mail. Generally, you can expect to
receive your software via e-mail within 24 hours, but usually within an hour or less.
Question: "What kind of support can I expect to receive if I purchase Fleet Maintenance Pro?"
Answer: We offer one year of free e-mail support. E-mail support is answered hourly during normal
business hours.
Question: "How can I check for updates to Fleet Maintenance Pro?"
Answer: First, go to the website at http://www.mtcpro.com. Click "Support", and then click "Software
Updates and Downloads". Finally, choose your program (Fleet Maintenance Pro) and edition (Standard,
Deluxe, or Shop).
Question: "What is your upgrade policy?"
Answer: All maintenance and minor upgrades are issued free of charge via the web site. These updates
are posted monthly or more frequently if required. Upgrades (major revisions) that significantly enhance
the software by providing major feature enhancements are priced at a discount to existing customers.
Upgrading is always optional.
10.2
FAQ - Program Specific
Question: "How many pieces of equipment can I track using Fleet Maintenance Pro?"
Answer: Fleet Fleet Maintenance Pro can track an unlimited number of equipment. In fact, other than
system resources (ie: hard disk space, memory, ...etc, there are no limits to the database for any type
of data.
Question: "What are the system requirements for running Fleet Maintenance Pro?"
Answer: See the "Systems Requirements" help topic.
Question: "How do I backup my Fleet Maintenance Pro data files?"
Answer: From the main menu screen, click the "File" menu and then choose "Backup data files". The
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backup utility can generate a compressed backup to any location you specify. To restore your data,
click the "File" menu from the main menu screen, and choose "Restore". Then, choose the backup file
you wish to restore into Fleet Maintenance Pro.
Question: "How do I switch a piece of equipment from one department/location to another?"
Answer: On the Fleet Manager screen, double click on the equipment you wish to switch to a different
department/location. The equipment information screen will be displayed. Click the "General" tab and
change the location and/or department using the drop-down lists. Click "Save".
Question: "How do I switch a piece of equipment's maintenance schedule?"
Answer: On the Fleet Manager screen, double click on the equipment you wish to switch to a different
maintenance schedule. The equipment information screen will be displayed. Click the "General" tab
and change the maintenance schedule using the drop-down list. Click "Save".
Question: "How do I modify the locations and/or category?"
Answer: From the main menu screen, click the "Setup" menu and choose "Locations/Categories" to
display the "Location/Categories Setup" screen.
Question: "How do I edit the common repairs list that is displayed when I enter maintenance
performed or issue a work order?"
Answer: From the main menu screen, navigate to Setup -> Choice Lists -> Maintenance and choose
"Common Repairs List" to display the "Common Repairs Editor". Make the necessary alterations to the
list from there.
Question: "How do I modify the last performed date and/or meter after a piece of equipment
has been entered into the program?"
Answer: From the Fleet Manager screen, click on the equipment for which you wish to adjust the last
performed information. Then, click the "Last PM" button on the Fleet Manager screen to display the
"Last PM" screen. From there, you can alter any PM service's last performed data.
Question: "How do I set a default location and/or category when the program starts?"
Answer: From the main menu screen, click "Tools" and then "Options". In the "Default Location/
Category" section, choose a default "Location". Then, choose a default "Category". Finally, click "OK".
The next time the program is started, the selected location and/or category will display.
Question: "I receive a "header information corrupt" error message during program execution
and my data does not display. What do I do?"
Answer: The "Header Information Corrupt" error is usually caused by a power outage or unexpected
program termination. The corrupt database error can easily be fixed. On the main menu screen, click
"Tools" menu and choose "Optimize/Repair Utility". Next, click the "Optimize/Repair Now" button to
repair the database. After it is complete, click "OK" to the "success" message. You may need to exit
and re-start the program after the utility is complete. That will take care of the problem.
Question: "How do I export data from Fleet Maintenance Pro?"
Answer: Most of the data grids in the program have a built-in export feature. To use it, RIGHT click on
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the data grid and choose "Export". You can export to an Excel spreadsheet, text file, HTML, or XML
formats. For example, RIGHT click on the equipment listing and choose "Export". Choose your export
format, and click the "Export" button. The report data is also exportable via the preview window.
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Index
-Aadding
20, 31, 88, 102, 187, 204
drivers
70, 161, 281
employees
70, 161, 281
equipment
20, 31, 88, 102, 187, 204
fuel purchases
73, 165, 284
maintenance schedules
48, 127, 229
parts to inventory
154, 262
PM services
49, 128, 230
scheduled repairs
146, 250
tires
171, 291
vehicles
20, 31, 88, 102, 187, 204
vendors
77, 168, 289
adjusting inventory
268, 276
advanced PM setup
244
All
169, 290
associations
costs
243, 244
instructions
243, 244
parts
243, 244
automatic work orders
253, 258
Available
169, 290
-Bbackup
325
batch printing
322
billing
adding an invoice
278
deleting an invoice
278
deleting payments
280
editing an invoice
278
editing payments
280
invoices
277
invoicing
277
overview
277
payments
277, 279
recording payments
279
-Ccalculations
54, 133, 235
categories
159, 266
changing schedules
62, 141, 246
check
54, 133, 235
color coding
38, 58, 60, 109, 137, 139, 211, 239,
241
complete
197, 253, 254
configure
29, 100, 202
configure security
exceptions
309
login history
309
profiles
309
restrictions
309
configuring last PM dates
37, 61, 108, 140, 211,
242
contact
323
cost assocations
243, 244
cost statistics
44, 120, 222
costing
44, 120, 222
current maintenance status
38, 60, 109, 139, 211,
241
custom fields
20, 31, 88, 102, 187, 204
custom filtering
320
-Ddate interval
25, 27, 39, 41, 72, 96, 98, 110, 112,
163, 198, 200, 212, 214, 283, 304
default
name
308
password
308
deleting
drivers
71, 163, 282
employees
71, 163, 282
parts from inventory
159, 266
scheduled repairs
148, 252
tires
172, 292
vendors
77, 169, 289
work orders
259
deleting a vehicle
33, 104, 206
departments
15, 83, 182
adding
15, 83, 182
general information
15, 83, 182
driver data
69, 160, 280
drivers
adding
70, 161, 281
deleting
71, 163, 282
editing
71, 163, 282
printing
71, 163, 282
© 2011, Innovative Maintenance Systems, all rights reserved
Index
due
54, 133, 235
statistics
41, 72, 112, 163, 214, 283
-E-
-G-
editing
drivers
71, 163, 282
employees
71, 163, 282
parts inventory
158, 265
scheduled repairs
147, 251
tires
171, 291
vendor data
77, 169, 289
work orders
258
editing vehicle data
32, 103, 205
electronic
324
email
324
employee data
69, 160, 280
employees
adding
70, 161, 281
deleting
71, 163, 282
editing
71, 163, 282
printing
71, 163, 282
equipment
20, 31, 88, 102, 187, 204
adding
20, 31, 88, 102, 187, 204
custom fields
20, 31, 88, 102, 187, 204
new
20, 31, 88, 102, 187, 204
expirations
29, 100, 202
exporting data
321
general
29, 100, 202
global filter
locations
309
-FFAQ
324, 325
filtering
27, 98, 200, 304
filtering data
320
fleet manager
12, 80, 179
expirations
12, 80, 179
screen
12, 80, 179
toolbar
12, 80, 179
vehicle functions
12, 80, 179
fleet reporting
322
fuel
adding purchases
73, 165, 284
data
41, 72, 112, 163, 214, 283
date interval viewing
41, 72, 112, 163, 214, 283
deleting purchases
75, 167, 286
editing purchases
75, 166, 286
history
41, 72, 112, 163, 214, 283
printing purchases
75, 167, 286
© 2011, Innovative Maintenance Systems, all rights reserved
329
-Hhistory
25, 39, 96, 110, 198, 212, 323
costs
25, 39, 96, 110, 198, 212
date interval viewing
25, 39, 96, 110, 198, 212
external services
25, 39, 96, 110, 198, 212
labor
25, 39, 96, 110, 198, 212
parts
25, 39, 96, 110, 198, 212
PM
25, 39, 96, 110, 198, 212
repairs
25, 39, 96, 110, 198, 212
tabbed information
25, 39, 96, 110, 198, 212
viewing
25, 39, 96, 110, 198, 212
history screen
25, 39, 96, 110, 198, 212
history viewer
25, 39, 96, 110, 198, 212
How to
add a driver
70, 161, 281
add a maintenance schedule
48, 127, 229
add a part to inventory
154, 262
add a PM service
49, 128, 230
add a tire
171, 291
add a vehicle/equipment
20, 31, 88, 102, 187,
204
add a vendor
77, 168, 289
add an employee
70, 161, 281
add fuel purchases
73, 165, 284
configure last PM data
37, 61, 108, 140, 211,
242
delete a driver
71, 163, 282
delete a maintenance schedule
49, 128, 230
delete a part from inventory
159, 266
delete a PM service
50, 129, 231
delete a scheduled repair
148, 252
delete a tire
172, 292
delete a vehicle
33, 104, 206
delete a vendor
77, 169, 289
delete a work order
259
delete an employee
71, 163, 282
delete fuel purchases
75, 167, 286
dismount
173, 294
edit a PM service
49, 129, 231
330
Fleet Maintenance Pro Version 12
How to
edit a scheduled repair
147, 251
edit a tire
171, 291
edit a work order
258
edit driver data
71, 163, 282
edit employee data
71, 163, 282
edit fuel purchases
75, 166, 286
edit parts inventory
158, 265
edit vehicle data
32, 103, 205
edit vendor data
77, 169, 289
import a PM service
52, 131, 234
issue a work order
193, 206
mount
173, 294
print a scheduled repair
148, 252
print a work order
260
print driver data
71, 163, 282
print employee data
71, 163, 282
print fuel purchases
75, 167, 286
print parts inventory
267
print vendor data
77, 169, 289
record tire history
173, 294
rename a maintenance schedule
48, 128, 230
schedule a repair
36, 107, 145, 146, 209, 249,
250
update WO status
259
view maintenance history
25, 39, 96, 110, 198,
212
view PM status
38, 60, 109, 139, 211, 241
HTML
321
-Iimport PM services screen
51, 130, 233
importing a PM service
52, 131, 234
In Service
169, 290
instruction asslocations
243, 244
insurance
29, 100, 202
introduction
9, 10, 78, 177
inventory
adjusting
268, 276
invoicing
adding an invoice
278
deleting an invoice
278
deleting payments
280
editing an invoice
278
editing payments
280
invoice management
277
monitoring payments
279
recording payments
279
Issue work order
255
issuing a work order
193, 206
-Llast PM data
37, 61, 108, 140, 211, 242
license
29, 100, 202
licensing
323, 324
loan/lease
29, 100, 202
locations
15, 83, 182
adding
15, 83, 182
general information
15, 83, 182
login
name
308
password
308
-Mmaintenance
PM status
38, 60, 109, 139, 211, 241
maintenance associations
243, 244
maintenance due
54, 58, 133, 137, 235, 239
maintenance schedule
17, 85, 184
maintenance schedule setup
125, 227
maintenance summary
44, 120, 222
maintenance types
63, 142, 246
manual work orders
253, 258
manually adjusting inventory
268, 276
Mounted
169, 290
-Nnew vehicle/equipment
20, 31, 88, 102, 187, 204
Notifications
92, 191
certifications
92, 191
e-mail
92, 191
employee expiration
92, 191
expiration
92, 191
maintenance due
92, 191
Print
92, 191
Report
92, 191
Report Generation
92, 191
work order
92, 191
work order generation
92, 191
© 2011, Innovative Maintenance Systems, all rights reserved
Index
-Oopen
197, 253, 254
ordering
323, 324
-Ppart categories
159, 266
parts
adding
154, 262
adjusting inventory
268, 276
associations
243, 244
deleting
159, 266
editing
158, 265
parts management screen
261
printing
267
statistics
261
parts inventory
260
payments
browsing
279
deleting
280
editing
280
recording
279
PM
54, 133, 235
pm assocations
243, 244
PM schedule
17, 85, 184
PM schedule setup
125, 227
PM service costing
44, 120, 222
PM services
49, 128, 230
adding
49, 50, 128, 129, 230, 231
deleting
50, 129, 231
editing
49, 50, 129, 231
entry screen
50, 129, 231
PM setup
37, 61, 108, 140, 211, 242
PM status
38, 60, 109, 139, 211, 241
PM types
63, 142, 246
preview screen
307
previewing reports
307
print preview
307
printing
drivers
71, 163, 282
employee data
71, 163, 282
fuel purchases
75, 167, 286
maintenance due
58, 137, 239
parts inventory
267
PM check results
58, 137, 239
© 2011, Innovative Maintenance Systems, all rights reserved
scheduled repairs
148, 252
vendor data
77, 169, 289
work orders
260
printing reports
304
purchase
29, 100, 202
purchase orders
adding
273
browse
271
deleting
275
editing
274
overview
271
receipts (by PO #)
270, 275
-Rreceipts
(byPO #)
270, 275
receiving
parts
270, 275
reorder points
260
repairs
54, 133, 235
adding
146, 250
deleting
148, 252
editing
147, 251
management screen
146, 250
printing
148, 252
scheduling
36, 107, 145, 209, 249
repairs due
54, 58, 133, 137, 235, 239
Report Generator
27, 98, 200, 304
reporting
322
methods
304
preview screen
307
Report Generator
27, 98, 200, 304
screen based
304
reports
27, 98, 200, 304
report generator
27, 98, 200, 304
screen based
27, 98, 200, 304
sorting
27, 98, 200, 304
types
27, 98, 200, 304
-Sschedule setup
125, 227
scheduled repairs
58, 137, 239
schedules
adding
48, 127, 229
deleting
49, 128, 230
331
332
Fleet Maintenance Pro Version 12
schedules
renaming
48, 128, 230
scheduling a repair
36, 107, 145, 209, 249
Scrapped
169, 290
searching
307, 320
service costing
44, 120, 222
services
54, 133, 235
setting up schedules
125, 227
shipping
324
specifications
29, 100, 202
spreadsheet
321
status
PM services
38, 60, 109, 139, 211, 241
stock tracking
260
switching schedules
62, 141, 246
system requirements
9
system requirments
325
-Ttechnical support
324
text file
321
Tire Assignment
dismount
173, 294
equipment
173, 294
history
173, 294
mount
173, 294
work orders
173, 294
Tire History
delete
172, 292
edit
172, 292
print
172, 292
Tire Statistics
Total Cost
176, 297
Total Hours
176, 297
Total Kilometers
176, 297
Total Mileage
176, 297
Tread Depth
176, 297
tires
add
169, 290
adding
171, 291
delete
169, 290
deleting
172, 292
edit
169, 290
editing
171, 291
print
169, 290
toggle WO status
197, 253, 254, 259
types
63, 142, 246
-Uupdating WO status
197, 253, 254, 259
upgrade
324
user-defined
part categories
159, 266
PM Types
63, 142, 246
-Vvehicle
20, 31, 88, 102, 187, 204
adding
20, 31, 88, 102, 187, 204
custom fields
20, 31, 88, 102, 187, 204
deleting
33, 104, 206
editing
32, 103, 205
new
20, 31, 88, 102, 187, 204
tabbed information
29, 100, 202
vehicle data
29, 32, 100, 103, 202, 205
vehicle information
29, 100, 202
vehicles
last PM data
37, 61, 108, 140, 211, 242
vendor
data
75, 167, 288
management screen
75, 167, 288
vendors
adding
77, 168, 289
deleting
77, 169, 289
editing
77, 169, 289
printing
77, 169, 289
-Wwork orders
193, 197, 206, 254
about
253
automatic
253, 258
data
255
deleting
259
editing
258
history
253
issue work order screen
255
issuing
193, 206
management screen
197, 254
manual
193, 206, 253, 258
printing
260
toggle status
197, 253, 254
update status
259
© 2011, Innovative Maintenance Systems, all rights reserved
Index
-XXML
321
© 2011, Innovative Maintenance Systems, all rights reserved
333
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