Updated: 20.01.2023

Service Intervals

This section describes how to use 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 counter values. After the expiration of the specified period or upon reaching a certain counter value, you will receive a notification that a service interval is due.

Note

To store service intervals on a 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:

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.

Tip

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

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

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.

Note

When opening the *Service Intervals page via a cue in the role center, the displayed lines cannot be edited. In order to edit the fields of a service interval, click into the relevant line, then click on Home > Service Intervals in the menu bar. All important information regarding editing and creating service intervals for service items can be found here.

You have successfully accessed an overview of pending service intervals.

Creating a Service Interval for a Service Item

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

Note

The following description assumes that you want 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 several items (fixed amounts for consumables).

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

  • 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.

Tip

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

  • The Service Intervals page is displayed.
  • 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:
Column Description
Interval Type Enter the type of the interval here. The following types can be selected:

Inspection – Select this type if you e.g. want to store an appointment for the inspection on the service item.
Brake Test – Select this type if you e.g. want to store an appointment for the brake test on the service item.
Health and Safety Measures – Select this type if you e.g. want to store an appointment for the Health and Safety Measures on the service item.
Warranty – Select this type if you e.g. want to store an appointment for the warranty on the service item.
General Inspection – Select this type if you e.g. want to store an appointment for the general inspection on 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. You’ll find more information on service order types in the Setting up Service Order Types chapter.
Counter Type Select a counter that is used for the service interval in this column. By using the counter, the message for open service intervals of a service item can be triggered. You’ll find more information on counters in the Service Item Counters chapter.
Counter Due Value In this column, specify the value of the service item counter from which you want to be notified when an inspection or maintenance is due according to the set service interval.
Minimum Counter Tolerance In this column, specify the minimum value of the service item counter from which the service interval is due.
Maximum Counter Tolerance In this column, 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 (which may become important in case of warranty claims against the machine manufacturer).
Interval Duration In this column, specify the duration until the next service interval, if you want to set up a temporal interval. Possible values include: 1Y (1 year) or 6M (6 months).
Due Date In this column you specify the date on which the service interval is shown as due.
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 successfully created a service interval. The following columns in the table are for summary purposes:

Column Description
Status 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 which maintenance contract includes the service interval.
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, e.g. to create a service interval for an oil change of a machine (every 6 months or every 4000 operating hours). By using 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.

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 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:

Note

Unlike other service intervals, you cannot set a starting date or due date for 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 e.g. want to store an appointment for the TÜV inspection on the service item model.
Brake Test – Select this type if you e.g. want to store an appointment for the brake test on the service item model.
Health and Safety Measures – Select this type if you e.g. want to store an appointment for the Health and Safety Measures on the service item model.
Warranty – Select this type if you e.g. want to store an appointment for the warranty on the service item model.
General Inspection – Select this type if you e.g. want to store an appointment for the general inspection on 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 successfully created a default service interval for a service item model.

Creating a Service Order for a Due Service Interval

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:

Note

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

  • 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 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.

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.

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 window Edit - Worksheet - ... is displayed.
  • Click on Intervals > Show and Link Service Intervals in the menu bar.
  • The window Edit – Service Intervals is displayed.
  • Select the service interval you want to link to the previously selected service order.
  • Click on Connect/Disconnect > Link to Order in the menu bar.

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

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.

Tip

You can also access the Service Intervals page via the role center by clicking on a cue in the Pending Service Intervals FastTab.

  • 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.

Canceling a Service Interval

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

  • Use the quick search (ALT+Q) to find the Service Items page.
  • Select the service item for which you want to cancel the service interval.
  • The service item card is displayed.
  • Click on Home > Show Service Intervals in the menu bar.
  • The Service Intervals page is displayed.

Tip

You can also access the Service Intervals page via the role center by clicking on a cue in the Pending Service Intervals FastTab.

  • Select the service interval you want cancel.
  • Click on Actions > Cancel Service Interval in the menu bar.
  • Click Yes to confirm the dialog window.

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 Items page.
  • Select the service item for which you want to manually close the service interval.
  • The service item card is displayed.
  • Click on Home > Show Service Intervals in the menu bar.
  • The Service Intervals page is displayed.

Tip

You can also access the Service Intervals page via the role center by clicking on a cue in the Pending Service Intervals FastTab.

  • Select from the table the service interval that you want to close manually.
  • Click on Actions > Close Service Interval in the menu bar.
  • Click Yes to confirm the dialog window.

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 counter value is automatically entered into the Finished on Counter 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 Items page.
  • Select from the table the service item for which you want to manually reset the service interval.
  • The service item card is displayed.
  • Click on Home > Show Service Intervals in the menu bar.
  • The Service Intervals page is displayed.

Tip

You can also access the Service Intervals page via the role center by clicking on a cue in the Pending Service Intervals FastTab.

  • Select the service interval that you want to reopen.
  • Click on Actions > Reopen Service Interval in the menu bar.
  • Click Yes to confirm the dialog window.

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 Items page.
  • Select the service item of which you want to view the contact persons.
  • Open the service item card.
  • Click on Home > Show Service Intervals in the menu bar.
  • The Service Intervals page is displayed.

Tip

You can also access the Service Intervals page via the role center by clicking on a cue in the Pending Service Intervals FastTab.

  • Open the FactBox 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.