Creating an Unplanned Maintenance Work Order

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You can use a unit maintenance plan record to create a work order immediately, rather than following the specified timing. For example, suppose you have a unit maintenance plan that describes an oil change on a particular vehicle. You can use this record to create an immediate oil change work order, even if the usual oil change hasn't come due.

Creating this kind of work order automatically updates the schedule of maintenance on the associated unit. In other words, MainBoss sets the clock back to zero when calculating future service. For example, suppose that a job is supposed to be done every 30 days. However, after 10 days, you create an unplanned work order for the job immediately. MainBoss sets the clock back to zero; the next time the job will be scheduled is 30 days after the work order you just created.

Important: If you use New Unplanned Maintenance Work Order (from Unit Maintenance Plans) to create a new work order, the new work order will become a basis for future scheduling. The date when you create the work order becomes both the "Work Start Date" and the "Scheduled Date" for the work order. As a result:

If the unit maintenance plan's timing basis is "Scheduled Date", the date you made the unplanned work order will be the basis for future scheduling.
If the unit maintenance plan's timing basis is "Work Start Date", the "Work Start Date" of the unplanned work order will be the basis for future scheduling. By default, this is the date when you created the work order.
If the unit maintenance plan's timing basis is "Work End Date", the "Work End Date" of the unplanned work order will be the basis for future scheduling. By default, this is the date when you created the work order plus the "Duration" of the task.

You may change the "Work Start Date" and/or "Work End Date" of the unplanned work order, in which case the new date will be used as the schedule basis. (This is also true for preventive maintenance work orders that are generated using Unit Maintenance Plans | Generate Planned Maintenance.)

If a preventive maintenance job is scheduled by meter reading, creating an unplanned maintenance work order causes MainBoss to calculate an estimated meter reading based on the current date. For best results, you should take an actual meter reading on the unit when you carry out the unplanned work order; this will avoid any inaccuracies that may arise by MainBoss calculating an estimate rather than using a real meter reading.

To create this kind of work order, you go to Coding Definitions | Unit Maintenance Plans, select the plan you want to use, then click New Unplanned Maintenance Work Order. This opens a window that contains the following:

Unit Maintenance Plan: The unit maintenance plan that you want to use as a basis for the work order.

Purchase Order Creation State: This field may be useful if "Scheduled Work Order" has an associated template for creating purchase orders. The unit maintenance plan will specify the state of a purchase order created from such a template: Draft, Issued, Closed, Voided. When you create a work order "by hand," you may decide that a different state is more appropriate. Therefore, you can use "Purchase Order Creation State" to specify the state of any purchase order that's created. (For more on purchase order templates, see Purchase Order Templates.)

Work Order Creation State: Similar to "Purchase Order Creation State". By default, each generated work order is created in the draft state. However, you may wish to put generated work orders into some other state instead—most likely the open state, indicating that the work order is ready to be printed. (Remember though that if a work order is open, some of its information is locked down and can't be changed unless you first Suspend the work order.)

For Access Code options: Let you specify what to do when the access code for a unit is different than the access code for the plan's task description:

Prefer value from Task: If both the task and the unit record specify an access code, MainBoss assigns generated work orders the access code from the task. However, if the task record doesn't have an access code, MainBoss uses the code from the unit.

Prefer value from Unit: If both the task record and the unit record specify an access code, MainBoss assigns generated work orders the access code from the unit. However, if the unit record doesn't have an access code, MainBoss uses the code from the task.

Only use value from Task: MainBoss always uses the access code from the task record. (If the task record doesn't have an access code, generated work orders won't have an access code either.)

Only use value from Unit: MainBoss always uses the access code from the unit record. (If the unit record doesn't have an access code, generated work orders won't have an access code either.)

For Expense Model options: Let you specify what to do when the expense model in the unit record is different from the one in the task record. The options work the same way as the options in For Access Code.

Comments: Any comments you want to record about what you're doing.

Save & Close: Clicking this button creates the work order. The work order will be recorded in the Scheduling History section of the unit maintenance plan record.

Close: Closes the window. MainBoss will ask if you really want to close the window without creating a work order.

For more on unit maintenance plans, see Unit Maintenance Plans. For more on work orders, see Work Orders. For more on editors in general, see Using Editors.

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