Maintenances — User Guide

Module: Fixed Equipment
Audience: IT administrators, facilities staff, asset managers, finance reviewers
Version: 1.0.0
Last updated: 2026-07-22

Overview

Maintenances lets you log service work performed on company assets — routine maintenance, repairs, upgrades, calibration, PAT testing, and vendor support. Each record captures who did the work (supplier), what was done, when it happened, and how much it cost.

Maintenance costs can affect depreciation calculations for the linked asset. You can also create maintenance records while processing audits or return orders for repair, so the service history stays tied to the original workflow.

Prerequisites

Setup before logging maintenance:

1. Assets must exist in the register (physical assets, not licenses).
2. Settings → Suppliers should list vendors who perform the work.

Step-by-step: View and filter maintenances

1. Go to Fixed Equipment → Maintenances.
2. Use the filters at the top:
   • Maintenance type — e.g. Repair, Calibration
   • From date / To date — filter by start date
3. The table refreshes when you change a filter.

Expected result: A list of maintenance records with asset name, serial, location, type, title, dates, notes, and cost.

Step-by-step: Add a maintenance record (global list)

1. On the Maintenances page, click Add.
2. Complete the form:
   • Asset (required) — select the equipment serviced
   • Supplier (required) — vendor who performed the work
   • Maintenance type (required) — see types below
   • Title (required) — short description of the work
   • Start date (required)
   • Completion date (optional)
   • Warranty improvement (optional) — check if the work extended warranty coverage
   • Cost — amount paid for the service
   • Notes — additional detail
3. Click Submit.

Expected result: The record appears in the list. If the asset is on a depreciation schedule, future depreciation may recalculate to include this cost (see Depreciations guide).

Step-by-step: Add maintenance from an asset

1. Open Fixed Equipment → Assets and click View on an asset.
2. Open the Maintenances tab.
3. Click Add and complete the same form (asset is pre-selected).
4. Click Submit.

Expected result: The record appears on that asset's maintenance tab and in the global Maintenances list.

Step-by-step: Edit or delete

From the global list

1. Find the row and click Edit in the row menu.
2. Update fields and Submit, or click Delete to remove the record.

From the asset tab

1. On the asset's Maintenances tab, use Edit or Delete on the row.

Bulk delete (global list only)

1. Select checkboxes on multiple rows.
2. Click Bulk delete and confirm.

Maintenance types

Creating maintenance from other workflows

During an asset audit

When reviewing an audit request, you can create a maintenance record for a specific asset line. The system links that maintenance entry to the audit item and returns you to the audit screen after save.

From a return order (maintenance/repair)

For approved return orders marked return for maintenance/repair, each asset line shows a wrench button. Use it to create or edit the linked maintenance record. The cost can later be included when generating a customer estimate from the order.

How maintenance affects depreciation

When an asset has a depreciation profile assigned, maintenance costs recorded in a given month can increase the amount the system depreciates in remaining months. Depreciation recalculates when:

• The daily system job runs, or
• Someone opens Fixed Equipment → Depreciations

See the Depreciations user guide for full detail.

Column reference (global list)

Common issues

Related guides

• Assets — asset register and detail tabs
• Depreciations — how maintenance cost adjusts depreciation