Maintenance

Modified on Sat, 20 Jul at 10:30 AM

Maintenance

Maintenance expenses are routine periodic costs undertaken to preserve the value of fixed assets. Unlike capital improvements, they do not increase value of the fixed asset.

You can record and maintain an up-to-date file on maintenance and service of your fixed assets to have complete maintenance records on a fixed asset easily accessible. Each time a fixed asset is sent to service, you record all relevant information such as date of service, vendor number and service agent's phone number. Maintenance registration is recorded for each fixed asset from the relevant fixed asset card.

Recording maintenance work on a fixed asset

Every time maintenance has been performed, such as a service visit, you can record it for the relevant fixed asset on the Maintenance Registrations page.

To record maintenance work on a fixed asset:

Choose the icon that opens the Tell Me feature, enter Fixed Assets, and then choose the related link.
The Fixed Assets list page displays.
Select the fixed asset that you want to record maintenance for.
The Fixed Asset card displays.
Choose Navigate, Fixed Asset, Maintenance Registration.
The Maintenance Registration page displays.
On the Maintenance Registration page, fill in the fields as necessary.

Posting maintenance costs from Purchase Invoice

When you receive the maintenance invoice, you can record the maintenance costs.

To record maintenance cost using the Purchase Invoice:

Create a Purchase Invoice by following the process applicable to your organization.
Make sure that on the Lines FastTab, you set the Type field to Fixed Asset and the FA Posting Type field to Maintenance.
In the No. field select the fixed asset number for which you which to record the cost.

Note: The FA Posting Type field is not included in the standard layout. However, you can insert it using the Personalize function.
Populate the rest of the fields as necessary.
To post the invoice follow the process applicable to your organization.

Following up on fixed assets service visits

To follow up on fixed assets service visits print the Fixed Asset Maintenance Next Service report to see which assets you have scheduled a service visit for. You can also use this report when you are updating the Next Service Date field on fixed asset cards.

To print the Fixed Asset Maintenance Next Service report:

Choose the icon that opens the Tell Me feature, enter Fixed Asset Maintenance Next Service, and then choose the related link.

The Fixed Asset Maintenance Next Service page displays.
Fill in the Starting Date and Ending Date fields.
Choose Print or Preview.
To save the report in PDF, Microsoft Word, or Microsoft Excel format, choose the Send to… button.
The Maintenance – Next Service report displays:

Viewing or printing maintenance ledger entries for multiple fixed assets

In the Maintenance - Details report, you can view or print maintenance ledger entries for one or many fixed assets.

To print the Maintenance – Details report:

Choose the icon that opens the Tell Me feature, enter Fixed Asset Maintenance Details, and then choose the related link.

The Fixed Asset Maintenance Details page displays.
Fill in the fields as necessary.
To print maintenance ledger entries for all fixed assets, leave all fields in the Filter FastTab empty.
Using fields in the Filter FastTab, specify asset(s) for which you want to view and print maintenance ledger entries. Select an option from drop-down lists in No., FA Class Code and/or FA Subclass Code fields.
Note: Using the pipe symbol ‘|’ you can select more than one record. For example: FA000170|FA000210.
Using the symbol ‘.. ’ you can select a range of records. For example: FA000170..FA000210.
Choose OK to calculate the depreciation as of the posting date.
Choose Print or Preview.
To save the report in PDF, Microsoft Word, or Microsoft Excel format, choose the Send to… button.
The Maintenance – Details report displays: