Service Intervals

This chapter describes how to create and manage service intervals in TRASER DMS 365. You can use service intervals to store regular maintenances, inspections (TÜV, Health and Safety Measures, break test etc.) on a service item. The service intervals can be set up either based on time periods or meter values. After the expiration of the specified period or upon reaching a certain meter value, you will receive a notification that a service interval is due.

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

• Showing Service Intervals
  • Viewing Pending Service Intervals
• Creating Service Intervals
  • Creating Service Intervals for Service Items
  • Creating Service Interval Batches
  • Creating Default Service Intervals for Service Item Models
• Creating Service Orders for Due Service Intervals
  • Creating Multiple Service Orders from Service Intervals
• Linking Service Orders to Service Intervals
• Deleting Links Between Service Interval and Service Orders
• Setting Responsibility Centers
• Canceling Service Intervals
• Manually Closing Service intervals
• Manually Resetting Service Intervals
• Viewing Contact Persons

Showing Service Intervals

This section describes how to show the service intervals for a service item. To do so, please proceed as follows:

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

All defined service intervals for this service item are shown on this page. You’ll find more information on a selected service interval in the FactBox area (ALT+F2). It shows the customer statistics, the items and resources used in the standard service code, and the persons of contact of the customer.

Viewing Pending Service Intervals

You can access an overview of pending service intervals filtered by due date via the role center. To do so, please proceed as follows:

• Navigate to the Pending Service Intervals FastTab in the role center.
• Click on the Current Month, Next Month, or Last Month cue to view the pending service intervals for the corresponding month.
• The Service Intervals page is displayed in a filtered view. Only service items with an empty Status are displayed, sorted by Due Date.

You have successfully accessed an overview of pending service intervals.

Creating Service Intervals

The following sections describe how to create a service interval for one or multiple service items.

Creating Service Intervals for Service Items

You can store service intervals for regular inspections or maintenance on a service item. This simplifies the management and compliance with required inspection and maintenance measures. Please proceed as follows to create a service interval for a service item:

• Use the quick search (ALT+Q) to find the Service Items page.
• Open the service item for which you want to display the service intervals.
• Click Home > Show Service Intervals in the menu bar of the service item card.
• The Service Intervals page is displayed in a filtered view to show the intervals for the service item.
• To create a new service interval for the service Item, click on New in the menu bar.
• A blank line is added to the Service Intervals table.
• Complete the following information:

You have successfully created a service interval. The following columns in the table are for summary purposes:

After setting up the service interval, you will receive a notification once the interval is due. The notification will be displayed in the Service Item Card or in the Worksheet for the respective service item inside a service order. More information on creating a service order for a due service interval can be found here.

Creating Service Interval Batches

You can create a service interval for multiple service items at the same time. The service items are selected based on the filter criteria you choose. Please proceed as follows to create a service interval batch:

• Use the quick search (ALT+Q) to find the Service Items page.
• Click Actions > Create Intervals in the menu bar.
• The Create Service Intervals – Filter Service Items window opens.
• Fill in the following fields as needed to filter for the desired service items:

• Click OK to proceed with the filtered service items.
• The Create Service Intervals – Setup Interval Details window is displayed.
• Fill in the fields according to the information in the following table:

• Click OK to continue.
• The Create Service Intervals – Summary window is displayed. In this window, you can review the specified interval details and service items, and make changes to the Editable Interval Settings, if needed.
• Click OK to create the service intervals.
• Confirm the following dialog window, which displays the amount of created and skipped service intervals, with OK.

You have successfully created a service interval batch. The newly created intervals are displayed on the Service Intervals page and can also be accessed via the related service item cards. You can now create service orders for due service intervals as usual.

Creating Default Service Intervals for Service Item Models

You can define default service intervals for specific service item models. Default service intervals are automatically added when a service item with the respective model is created. To create default service intervals for a service item model, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Item Models page.
• The Service Item Models page is displayed. The table shows all service item models stored in the system.
• Select a service item model from the table for which you want to create an default service interval.
• Click on Navigation > Default Service Intervals in the menu bar.
• To store a new default service interval on the service item model, click on New in the menu bar.
• A new line is added to the Default Service Intervals table.
• Complete the following information:

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

Creating Service Orders for Due Service Intervals

This section describes how to create a service order for a due service interval. The following description assumes that you have already set up a standard service code and have defined a service interval that is now due. Notifications about due service intervals are displayed on the service item card or the worksheet of a service item. To create a service order for a due service interval, please proceed as follows:

• Click on Open Service Intervals or Open and Link Service Intervals in the notification.
• The Service Intervals page is displayed. Due service intervals are highlighted in red.

Tip

Alternatively, you can access the Service Intervals page via the following pages:

• From the quick search (ALT+Q), by searching for the Service Intervals page.
• From the service item card, by navigating to the desired service item card and clicking on Home > Show Service Intervals in the menu bar.
• From the role center, by clicking on a cue in the Pending Service Intervals FastTab.

• Select the outstanding service interval.
• To create a service order for the service interval, click on Home > Create Service Order in the menu bar.
• The Service Order Types page is displayed. Select a service order type for the service order that is to be created.
• Then, click OK.
• Confirm the dialog window with Yes, if you want to open the created service order.

The service order is created and linked to the service interval. Once the service order is posted, the corresponding service interval will no longer be displayed on the Service Intervals page.

Creating Multiple Service Orders from Service Intervals

This section describes how to simultaneously create multiple service orders for due service intervals of multiple service items. This facilitates the processing of service work for a larger machine fleet. To create multiple service orders for due service intervals, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Intervals page.
• Select the desired service intervals using multiple selection (CTRL + LEFT CLICK).
• Click on Home > Create Multiple Orders in the menu bar.
• In the following window, click in the Service Intervals field to display an overview of the selected service intervals grouped by customer and service item. The No. of Intervals column shows the number of service intervals for the respective service item.
• Click on Show Duplicates in the menu bar to filter by service items with more than one service interval. You can reset the filter by clicking on Show All in the menu bar.
• Clear the checkbox in the Select column to remove service interval duplicates for which no service order should be created. We recommend creating service orders with the same Interval Type for the last due interval, e.g., the highest operating hours value for a Maintenance.
• Click Close to confirm your selection. You are automatically redirected to the previous window.
• Select the desired order type in the Order Type field, e.g., MAINTENANCE.
• In the Items Needed By Date field, enter the date by which all (replacement) parts required for the service order must be available.
• Click OK to create the service orders.

You have successfully created multiple service orders from service intervals and can now process them as usual on the Service Orders page. You’ll find more information on processing service order types in the Service Order Processing chapter.

Linking a Service Order to a Service Interval

This section describes how to link service orders to service intervals. A service order created via the displayed notification for a due service interval is linked automatically. To manually link a service order to a service interval, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Orders page.
• Select from the table the service order in which works for a service interval of the service item have been performed.
• Navigate to the Lines FastTab and select the line of the service item for which you want to link a service interval.
• Select Line > Worksheet from the menu bar in the Lines FastTab.
• The Edit - Worksheet - ... window is displayed.
• Click on Intervals > Show and Link Service Intervals in the menu bar.
• The Edit – Service Intervals window is displayed.
• Select the service interval you want to link to the previously selected service order.
• Click Connect/Disconnect > Link to Order in the menu bar.

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

Deleting Links Between Service Interval and Service Orders

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 Service Items page.
• Select the service item for which you want remove the link between the service order and the service interval.
• The service item card is displayed.
• Click on Home > Show Service Interval in the menu bar.
• The Service Intervals page is displayed.

• Select the service interval for which you want remove the link to a document.
• Click on Connect/Disconnect > Unlink from Order in the menu bar.

You have successfully deleted the connection between the document and the service interval. You can now link the service interval to another document.

Setting Responsibility Centers

You can set responsibility centers manually for individual service intervals, e.g., to perform inspections at a specific location. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Intervals page.
• Select the service interval for which you want to set a responsibility center.
• Click Actions > Other > Set Responsibility Center in the menu bar.
• Select the desired responsibility center and confirm your selection with OK.

You have successfully set up a responsibility center for service intervals. It is displayed on the Service Intervals page in the Responsibility Center column.

Canceling Service Intervals

You can cancel a service interval that is no longer required and thus remove it from the overview of service intervals. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Intervals page.
• Select the service interval you want cancel.
• Click Actions > Cancel Service Interval in the menu bar.
• Confirm the dialog window with Yes.

You have successfully canceled a service interval. The status of the service interval is automatically set to Canceled. Simultaneously, the current date is automatically entered into the Finished On field.

Manually Closing a Service Interval

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

• Use the quick search (ALT+Q) to find the Service Intervals page.
• Select from the table the service interval that you want to close manually.
• Click Actions > Close Service Interval in the menu bar.
• Confirm the dialog window with Yes.

You have successfully closed the service interval manually. The status of the service interval inside the table is automatically set to Finished. Simultaneously, the current date is automatically entered into the Finished On field an the current meter value is automatically entered into the Finished on Meter Value field.

Manually Resetting a Service Interval

You can manually reset the status of a service interval by reopening it. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Intervals page.
• Select the service interval that you want to reopen.
• Click Actions > Reopen Service Interval in the menu bar.
• Confirm the dialog window with Yes.

You have successfully reset the status of a service interval by reopening it.

Viewing Contact Persons

You can view the contact persons responsible for a service item with due service intervals To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Intervals page.
• Select the service item of which you want to view the contact persons.
• Open the FactBox area on the right side of the screen (ALT+F2).
• Click on the number in the No. of Contacts line in the Contact Persons FastTab.
• The Contact Card of the corresponding customer is displayed.

You have successfully viewed the contact persons responsible for a service item and can contact them via the stored Phone No. or Email.