Service Intervals

This section describes how to use service intervals in TRASER DMS 365.
You can use service intervals to deposit regular maintenances, inspections (TÜV, Health and Safety Measures, break test etc.) at the service item.
The service intervals can be setup by using periods or on the basis of counter readings. After the expiration of the specified period or upon reaching a certain counter reading, you will get a message showing that a service interval is due.

Note

To deposit service intervals at the service item, we recommend defining standard service codes. Standard service codes contain predefined items and resources which represent the scope of services for a service item.

The contents of this chapter are divided into the following sections:

Show Service Intervals

This section describes how to show the service intervals for a service item.

To see the ongoing service intervals for a service item, do the following:

  • Use the quick search in TRASER DMS 365 (ALT+Q) to find the page Service Items.
  • The page Service Items is displayed.
  • Select from the table the service item for which you want to show the service intervals.
  • Open the service item card.
  • Select Home > Show Service Intervals from the menu bar.

Tip

You can also select the option Show Service Intervals on the service item card by using the quick search (ALT+Q).

  • The page Service Intervals is displayed.

Service Intervals

All defined service intervals for this service item are shown on this page. The factbox area (ALT+F2) on the right side of the screen shows the used items and resources of the standard service code.

Creating a service interval for a service item

This section describes how to create a service interval for a service item.

Note

The following example shows how to deposit an interval for a TÜV inspection of the service item.

In order to explain the function and the use of the service intervals in detail, a standard service code was created which contains the labor (in hours) of the auditor (resource) as well as some items (fixed amounts for consumables).

To create a service interval for a service item, please do the following:

  • Use the quick search in TRASER DMS 365 (ALT+Q) to find the page Service Items.
  • The page Service Items is displayed.
  • Select from the table the service item for which you want to show the service intervals.
  • Open the service item card.
  • Select Home > Show Service Intervals from the menu bar.

Tip

You can also select the option Show Service Intervals on the service item card by using the quick search (ALT+Q).

  • The page Service Intervals is displayed.

Service Intervals

  • To create a new service interval for the service Item, click New in the menu bar.
  • A blank line is added to the table Service Intervals .
  • Complete the following information:
Column Description
Interval Type Enter the type of the interval here. The following types can be selected:

Inspection – Select this type if you for example want to deposit an appointment for the inspection for the service item.
Brake Test – Select this type if you for example want to deposit an appointment for the brake test for the service item.
Health and Safety Measures – Select this type if you for example want to deposit an appointment for the Health and Safety Measures for the service item.
Warranty – Select this type if you for example want to deposit an appointment for the warranty for the service item.
General Inspection – Select this type if you for example want to deposit an appointment for the general inspection for the service item.
Description Enter a description for the service interval in this column.
Starting Date Enter the starting date for the service interval in this column.
Standard Service Code Here you can enter a standard service code.
Service Order Type Specify the service order type in this column. For more information on service order types, see the Setting Up Service Order Types section.
Counter Type In this column you can enter a counter that is used for the service interval. By using the counter, the message for open service intervals of a service item can be triggered. For more information, see the Service Item Counters section.
Counter Due Value In this column you specify the value for the service item counter from which point in time you want to be notified when an inspection or maintenance is due according to the set service interval.
Minimum Counter Tolerance In this column you specify the minimum value of the service item counter from which the service interval is due.
Maximum Counter Tolerance In this column you specify the maximum value of the service item counter from which the service interval is due. If the value is exceeded the service interval is considered as not fulfilled (this may become important in case of warranty claims against the machine manufacturer).
Due Date In this column you specify the date on which the service interval is shown as due.
Interval Duration In this column you specify the duration until the next service interval, if you want to set up a temporal interval. Possible values are among others: 1Y (1 year) or 6M (6 months).
Interval Counter Value In this column you specify the value by which the values in the fields Minimum Counter Tolerance and Maximum Counter Tolerance are to be increased if a new service interval is created based on the set up service interval.
Create new interval Activate this checkbox if a new service interval shall be created once the set up service interval is finished.
  • You have created a service interval. The following columns in the table are for summary purposes:
Column Description
Finished This column shows if the service interval has been finished. Finished service intervals are highlighted in green. Due service intervals are highlighted in red.
Finished On This column shows when the service interval was finished.
Finished on Counter Value This column shows the value of the counter when the service interval was marked as finished.
Document No. This column shows in which document the service interval was finished.
Maintenance Contract No. This column shows in which maintenance contract the service interval is included.
Maintenance Contract Line No. This column shows in which line of the maintenance contract the service interval is included.
Interval No. In this column, the interval number is displayed.

Tip

You can also enter a combination of a due date and a counter value for the service intervals. As a result you could create a service interval for an oil change of a machine (every 6 months or every 4000 operating hours). By using the standard service codes, you can also add the standard work performance (in hours) and the items necessary for the service (engine oil, filter and copper ring washer) to the interval. You can then create a service order from the page Service Intervals. For more information, see the Creating service order for an outstanding service interval section.

After having set up the service interval you will receive a notification once the interval is due. The notifications are shown in the Worksheet window for the service item (inside a service order) or when you open the respective Service Item Card.

Creating default service intervals for a service item model

This section describes how to create default service intervals for a service item model. Default service intervals are automatically added when a service item is created with the respective model.

To create default service intervals for a service item model, please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Service Item Models.
  • The page Service Item Models is displayed. The table shows all service item models saved in the system.
  • Select a service item models from the table for which you want to create an default service interval.
  • Select Navigate > Default Service Intervals from the menu bar.

Creating default service intervals

  • To create a new default service interval for the service item model, click New in the menu bar.
  • A blank line is added to the table Default Service Intervals.
  • Complete the following information:

Note

Unlike the service intervals, you can’t set a start date or due date for the default service intervals.

Column Description
Interval Type Enter the type of the interval here. The following types can be selected:

Inspection – Select this type if you for example want to deposit an appointment for the TÜV inspection for the service item model.
Brake Test – Select this type if you for example want to deposit an appointment for the brake test for the service item model.
Health and Safety Measures – Select this type if you for example want to deposit an appointment for the Health and Safety Measures for the service item model.
Warranty – Select this type if you for example want to deposit an appointment for the warranty for the service item model.
General Inspection – Select this type if you for example want to deposit an appointment for the general inspection for the service item.
Description Enter a description for the default service interval in this column.
Standard Service Code Here you can enter a standard service code.
Service Order Type Specify the service order type in this column. For more information on service order types, see the Setting Up Service Order Types section.
Counter Type In this column you can enter a counter that is used for the default service interval. By using the counter, the message for open service intervals of a service item can be triggered later. For more information, see the Service Item Counters section.
Counter Due Value In this column you specify the code for the service item counter from which point in time you want to be notified when an inspection or maintenance is due according to the set default service interval.
Minimum Counter Tolerance In this column you specify the minimum value of the service item counter from which the service interval is due.
Maximum Counter Tolerance In this column you specify the maximum value of the service item counter from which the service interval is due. If the value is exceeded the service interval is considered as not fulfilled (this may become important in case of warranty claims against the machine manufacturer).
Interval Duration In this column you specify the duration until the next service interval, if you want to set up a temporal interval. Possible values are among others: 1Y (1 year) or 6M (6 months).
Interval Counter Value In this column you specify the value by which the values in the fields Minimum Counter Tolerance and Maximum Counter Tolerance are to be increased if a new service interval is created based on the set up service interval.
Create new interval Activate this checkbox if a new service interval shall be created once the set up default service interval is finished.
No. Of Intervals To Create In this field you can enter how many intervals shall be created.

You have created a default service interval for a service item model.

Creating a service order for an outstanding service interval

This section describes how to create a service order for an outstanding service interval. The following description assumes that you have already set up a standard service code and a due service interval.

The notification about a due service interval is shown on the service item card.

Notification on the service item card

It is also possibe that the notification is shown on the worksheet:

Notification on the service worksheet

  • Select Open Service Intervals or Open and Link Service Intervals.

Note

Alternatively you can also call the Service Intervals page by selecting Home > Show Service Intervals from the menu bar on the service item card.

  • The page Service Intervals is displayed. Outstanding service intervals are highlighted in red.
  • Select the outstanding service interval.
  • To create a service order for the service interval, select Home > Create Service Order from the menu bar.
  • The window Service Order Types is displayed. Select a service order type for the service order that is to be created.
  • After selecting the service order type, click OK.
  • The service order was created and linked to the service interval.

Note

If you have defined a standard service code for the service interval, the respective entries are copied into the Service Worksheet window.

This section describes how to remove the link between a service interval and a service order.
To remove the link between a service interval and a service order, please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Service Items.
  • The page Service Items is displayed.
  • Select from the table the service item for which you want remove the link between the service order and the service interval.
  • The service item card is displayed.
  • Select Home > Show Service Interval from the menu bar.
  • The window Service Intervals is displayed.

Service Intervals

  • Select from the table the service interval for which you want remove the link to a document.
  • Select Connect/Disconnect Service Order > Delete Document Connection from the menu bar.

The link between the document and the service interval has been removed. You can link the service interval to another document.

This section describes how to link a service order to a service interval.
To link a service order to a service interval, please do the following:

Note

If you have created a service order for the service interval based on a notification at the service item, a link has already been created.

  • Use the quick search (ALT+Q) to find the page Service Orders.
  • The page Service Orders is displayed.
  • Select from the table the service order in which works for a service interval of the service item have been performed.
  • The service order is displayed.
  • Scroll down to the register Lines.
  • Select from the Lines register the service item that you want to link to a service interval.
  • Select Line > Worksheet from the menu bar in the Lines register.
  • The window Edit - Worksheet - ... is displayed.

Show and Link Service Intervals

  • Select Intervals > Show and Link Service Intervals from the menu bar.
  • The window Edit – Service Intervals is displayed.
  • Select from the table the service interval which you want to link to the service order selected in the steps before.
  • Select Connect/Disconnect Service Order > Link to Order from the menu bar.

You have linked the service order to a service interval of the service item.

Closing s service interval manually

This section describes how to close a service interval manually.
To close a service interval manually, please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Service Items.
  • The page Service Items is displayed.
  • Select from the table the service item for which you want to manually close the service interval.
  • The service item card is displayed.
  • Select Home > Show Service Interval from the menu bar.
  • The window Service Intervals is displayed.

Service Intervals

  • Select from the table the service interval that you want to close manually.
  • Select Actions > Close Service Interval from the menu bar.

Close Service Interval

You have closed the service interval manually. The status of the service interval inside the table is automatically set to Finished. Concurrently, the date in the field Finished On as well as the counter value of the field Finished on Counter Value are set as well.

Reseting a service interval manually

This section describes how to reset a service interval manually.
To reset a service interval manually, please proceed as follows:

  • Use the quick search (ALT+Q) to find the page Service Items.
  • The page Service Items is displayed.
  • Select from the table the service item for which you want to manually reset the service interval.
  • The service item card is displayed.
  • Select Home > Show Service Interval from the menu bar.
  • The window Service Intervals is displayed.

Service Intervals

  • Select from the table the service interval that you want to reset manually.
  • Select Actions > Reopen Service Interval from the menu bar.

Reopen service interval

You have reopened the service interval.