Logging Maintenance on Inventory

• Overview
• Logging Maintenance on a Serial Unit
• Editing a Maintenance Log
• Creating a New Maintenance Procedure
• Deleting a Maintenance Procedure
• Printing a Maintenance Report

Overview

Flex allows you to log maintenance activities on inventory items—such as repairs, updates, cleanings, and more—so you can keep a complete service history for each unit. You can create unlimited custom maintenance procedures tailored to your organization’s needs.

Maintenance records can be viewed in detailed reports filtered by date range, giving you insight into past work and ongoing care. To access these records, navigate to the Maintenance History page under the Inventory menu, where you'll find a comprehensive list of maintenance activity across all inventory models.

Logging Maintenance on a Serial Unit

1. Open a serial unit information page. You can do this by scanning or entering the serial unit barcode while on the Home tab, or by selecting a serial unit from the Serial Numbers tab of an inventory model.
2. Within the Maintenance Log tab, select the  New Maintenance Log icon in the bottom menu.
3. Enter applicable information.
   • Summary: Enter a summary of the maintenance being performed.
   • Procedure: Choose a procedure to perform. See how to create new maintenance procedures below.
   • Details: Include as many details as possible.
   • Service Date: The date the unit was maintained.
   • Service Location: The location where the maintenance procedure was done.
   • Currency: The currency type used to pay the cost of maintenance. 
   • Maintenance Cost: Enter the cost of the maintenance (if applicable).
   • Reported By: The person who reported the issue.
   • Mark as OOC: Check the box if you also want to mark the item as out of commission. This will take the item out of available inventory. (If you check the OOC box, the Out of Commission Record window will appear next)
   • Images: Click ADD IMAGE to upload an image to the maintenance log.
4. Click ADD.

You will now see a maintenance log entry on the Maintenance Log tab of the serial unit information page. If you created an OOC record along with the maintenance record, then you will see an entry on the Out Of Commission tab. When the item is fixed and ready to be used again, you will click the Resolve button for the item on the Out Of Commission tab. This will put the item back into your available inventory.

Editing a Maintenance Log

You can edit the details of a maintenance log by double clicking the row of the maintenance log entry.

Creating a New Maintenance Procedure

You can create as many maintenance procedures as you need to. Examples: External Repair, Internal Repair, Cleaning, Fader Replacement, Screen Replacement. You can be as specific as you want with each procedure name.

1. In the  Main Menu, go to the Inventory menu and click Maintenance Procedures.
2. Click  New Maintenance Procedure icon in the bottom menu. 
3. Enter applicable information.
   • Name: The name of the maintenance procedure.
   • Procedure Number: Optional number for tracking purposes.
   • Type: The applicable resource type. Recommended selection: Repair or Maintenance.
   • Description: A description of the maintenance procedure.
   • Completion Time: Estimated time to complete the procedure.
   • Estimated Cost: Estimated cost to complete the procedure.
4. Click OK.

Deleting a Maintenance Procedure

1. In the  Main Menu, go to the Inventory menu and click Maintenance Procedures.
2. Select the check-box next to the maintenance procedure(s) that you want to delete.
3. Click  Delete Selected Lines in the bottom menu.

Printing a Maintenance Report

1. In the  Main Menu, go to the Reports menu and select the Maintenance Report.
2. Enter a Start Date and an End Date. The report will pull maintenance logs between these dates.
3. Choose a report format, paper size, and page orientation.
4. Click GENERATE REPORT.