Maintenance · Reference

Actions and results

What each Maintenance button and automatic behaviour does, with worked numbers and what the system refuses.

On this page (37)

Assets Asset 360 Report an Issue Request record New Work Order Work order Work order > Tasks Work order > Labor Work order > Parts Work Orders list Downtime Preventive Maintenance Plan record Meter-Based Plans Maintenance Calendar Workload Log Meter Reading Alert Rules Meters IoT Sensors Inspections Inspection record Calibration Contracts (AMC)Vendors Maintenance Costs Work order > Costs Asset Lifecycle Cost Reports Dashboard Configuration Configuration lists Technicians Maintenance Settings Applications > Maintenance > Features Applications > Maintenance > Fields Activity

Assets

Action	When	What you do	What happens
Create an asset with an automatic code	maintenance.edit	Assets > New Asset; leave Asset Code empty; name 'Test Chiller 1', type HVAC, criticality High; Create	Asset AST-00000n created (count + 1, skipping taken codes), status Active; Asset 360 opens; History 'Asset created'
Duplicate code refused (case-insensitive by upper-casing)	An asset HVAC-DXB-001	New Asset with code 'hvac-dxb-001'	Refused 'Another asset already has that code.' (codes are stored in capitals)
Filters and search	Assets of several types and statuses	Filter Type = HVAC, Status = 'Down (not working)'; search part of a serial number	Down = Under Maintenance + Breakdown + Out of Service only; search matches code, name, serial, barcode, manufacturer, model

Asset 360

Action	When	What you do	What happens
Edit and save with a revision check	Asset open in two tabs	Tab 1: Edit, change Model, Save. Tab 2: Edit, change Name, Save	Tab 1 saves; tab 2 refused 'Someone else changed this asset. Reload it and try again.'
Hierarchy and roll-up	Parent 'Line 1' with child 'Motor M1'	Record a 500 AED labour cost on a Motor M1 job; open Line 1	Line 1 Total Cost (YTD) includes the 500; Open WOs, downtime and failures include the child's; path shows Location > Line 1 > Motor M1 on the child
Refuse a hierarchy loop	Line 1 > Motor M1	Edit Line 1, Parent Asset = Motor M1, Save	Refused 'An asset cannot sit under itself or its own child.'
QR code, scan and print card		Generate QR; on My Work type the asset code (or 'a2n:asset:<company>:<code>', the barcode, or the NFC tag) and Open Asset; Print Asset Card	QR encodes a2n:asset:<company>:<code>; scan opens the asset; unknown code -> 'Asset not found.'; empty -> 'Scan or type the code.'
Key metrics arithmetic	Asset installed 1 Jan; one repair WO started 10:00 finished 13:00 (3 h); 6 h unplanned downtime; 1 failure	Read Key Metrics	MTTR 3.0 h; availability = (hours since 1 Jan - 6) / hours since 1 Jan x 100; MTBF = hours since 1 Jan / 1; Due Soon counts plans due within the Settings window (14 days)
Warranty state		Add warranty ending today + 30 days; then one ending yesterday on another asset	First shows Expiring (within 60 days), second Expired; Create Warranty Claim offered only while Valid / Expiring
Maintenance Assistant	Asset with 2 ELEC failures 40 days apart	More > Maintenance Assistant	Failure history, 'Recurring fault' (same code within 90 days), next-failure risk, abnormal readings, suggested parts; cost estimate only with cost.view; each answer lists its evidence
New child asset		More > New Child Asset; name 'Fan motor'; Create	Child created under this asset with its location; opens; parent's counts include it
Add meters	maintenance.edit	Add Meter Operating Hours; then add it again	Meter with unit h, counter; second refused 'This asset already has that meter.'
Warranty claim	Valid warranty	Create Warranty Claim: ref, amount 2400	Claim WCL-0000n Draft, filed today; Warranty card shows the claim reference; listed under Warranty > Claims

Report an Issue

Action	When	What you do	What happens
Report a request	maintenance.request.create	Report Issue; asset CHL-001; issue 'Chiller tripping'; Submit Request	Request MR-00000n, status New, source Manual, requested by you, location copied from the asset; History 'Request created'
Breakdown request takes the asset down	Asset Active	Report Issue with type Breakdown on the asset	Asset status becomes Breakdown at once ('reported in MR-...'); Assets Down tile +1
Double submit is one request	Slow network	Click Submit Request twice quickly (same client id)	Only one request is created

Request record

Action	When	What you do	What happens
Review then approve	Request New; user with request.approve	Review; then Approve	New -> Review -> Approved; decided by/at shown; History 'Review', 'Approval'
Approval needs an asset	Request with no asset	Approve	Refused 'Say which asset it is about before approving it.'
Reject with a reason	Request New / Review / Approved	Reject; leave reason empty; then give a reason	Empty refused 'Say why it is rejected.'; with reason status Rejected; Close then offered
Convert to a work order	Request Approved, asset set	Create Work Order; technician chosen; Create	New WO in Draft with the technician set and notified; issue, description, priority, type and source copied, source ref = MR number; request status Work Order Created linked to it
Convert without approval when the company allows it	Settings: requests need approval OFF	Open a New request; Create Work Order	Hint 'This company does not require approval...'; WO created directly. With the setting ON a New request -> 'Approve the request before making a work order from it.'
Closing the job closes the request	Converted request	Complete and Close the work order	Request moves to Closed automatically ('with WO-...')
Decided request is read-only	Request Approved	(API) PUT the request to change the issue	Refused 'A request is changed only before it is decided.'

New Work Order

Action	When	What you do	What happens
Create a work order	maintenance.workorder.create	New Work Order; asset CHL-001; issue; type Corrective; no technician; Create	WO-00000n in Draft; criticality, branch, cost centre, project, team copied from the asset; History 'Work order created'

Work order

Action	When	What you do	What happens
Approve	Draft; request.approve	More > Approve	Draft -> Approved
Approval switch blocks drafts	Settings: work orders need approval ON; Draft WO	Schedule, Assign, Start	Refused 'Approve the work order before scheduling it.' / '...before assigning it.' / '...before starting it.'
Schedule	workorder.assign	More > Schedule; start 05 Oct 08:00, finish 12:00	Status Scheduled; shows on the calendar; finish before start refused 'It cannot finish before it starts.'
Assign notifies the technician	Technician linked to a user	Assign; choose the technician	Status Assigned; that user's bell shows 'WO-... assigned to you'
Start	Assigned WO on an Active asset; workorder.start	Start	Status In Progress; actual start stamped; a labour segment opens for the technician at his rate; asset -> Under Maintenance; a downtime period opens (planned for preventive types, unplanned 'BREAKDOWN' for repairs)
Start needs a technician	Scheduled WO without technician	Start	Refused 'Assign a technician before starting.'
Breakdown request downtime attaches to the job	Asset in Breakdown with a running downtime from a manual record	Start the job	No second downtime opens; the running one is linked to this work order
Pause and resume: waiting time is not worked time	In Progress since 09:00; technician rate 80 AED/h	At 10:30 Pause (reason 'permit'); at 11:30 Resume; at 12:00 Complete	Two labour segments: 1.50 h = 120.00 AED and 0.50 h = 40.00 AED; labour cost 160.00; the hour on hold is not paid; downtime runs the whole 3 h
Waiting for parts / vendor	In Progress	More > Waiting for Parts; then Waiting for Vendor; then Resume	Labour segment closed each time; status Waiting Parts -> Waiting Vendor -> In Progress; Waiting Parts / Waiting Vendor tiles count it
Reassign while working	In Progress with technician A	Assign technician B	A's segment closes and is costed; a new segment opens for B
Complete needs tasks done or skipped	WO with 3 tasks, 1 Open	Complete	Refused '1 task(s) are still open. Finish or skip them first.'
Repair needs a failure	Corrective WO with no failure	Complete without choosing a failure code	Refused 'Record what failed (failure code and cause) before completing a repair.'; with failure code ELEC it completes and the failure is saved
Complete	In Progress; all tasks done	Complete with notes, signature 'Test Supervisor'	Status Completed; actual finish stamped; open labour and downtime closed and costed; reservations released; asset back to Active; plan job moves the plan on
Downtime cost at completion	Settings downtime rate 500 AED/h; job ran 2.5 h	Complete	Downtime 2.50 h costs 1250.00 AED in the ledger (category downtime) and in the WO Other cost; WO downtime hours 2.5
Close	Completed; workorder.close	Close	Status Closed, closed by/at; costs final: adding a cost now -> 'A closed work order's costs are final. Reopen it first.'
Close needs costs when switched on	Settings close-needs-costs ON; Completed WO with 0 cost	Close	Refused 'This company closes a job only with its costs recorded.'
Reopen	Completed or Closed; workorder.complete	More > Reopen with reason	Status In Progress, reopen count +1, closed by/at cleared, a labour segment opens. Without reason -> 'Say why it is reopened.'
Cancel	Assigned WO	More > Cancel Work Order with reason	Status Cancelled; reservations released; asset back to Active if it was Under Maintenance; plan link freed so the plan can generate again
Cancel refused with issued parts	WO with 2 parts issued, not returned (Waiting Parts)	Cancel	Refused 'Return the issued parts before cancelling.'
Cancel not offered while In Progress	In Progress WO	Look for Cancel; via API post cancel	Not in the menu; API -> 'A work order that is in progress cannot be canceld.' (pause first)
Wrong-state action refused	Completed WO	(API) post start	Refused 'A work order that is completed cannot be startd.'
Outside work purchase order	In Progress	Create Purchase Order: vendor, 'Rewind motor', 1 x 1200	Purchase order in Purchase (product MNT-SERVICE, 5 % VAT); WO -> Waiting Vendor; Purchase Orders smart button = 1; second PO refused
Failure analysis	Repair WO	More > Failure Analysis: code MECH, root cause LUBRICATION, 5 Why x3, fishbone Environment 'dust'; Save	Saved; Overview shows it; Failure Analysis report and dashboard Failure Categories count it; editing updates the same record
Meter reading on completion moves the plan	Plan job with meter 'Operating Hours'	Complete with reading 12650	Reading recorded with source Work Order; plan's next due meter = 12650 + interval

Work order > Tasks

Action	When	What you do	What happens
Add, edit, skip and delete tasks	Open WO	Add Task 'Clean coil' 0.5 h; set Actual 0.75; Result 'dirty'; Status Skipped; delete a task	Saved on blur; skip without result refused 'Say why the task is skipped.'; delete removes it; completed WO -> 'A completed or closed work order is changed by reopening it.'

Work order > Labor

Action	When	What you do	What happens
Typed-in hours	Technician rate 85 AED/h	Record Labor 2.5 h; then delete it	Line 'Typed in' 2.50 h, cost 212.50 AED in the ledger (labor); deleting removes the cost; timer lines cannot be deleted ('Only typed-in hours can be removed.')
Company default labour rate	Technician with hourly cost 0; Settings labour rate 60	Record Labor 3 h	Cost 180.00 AED

Work order > Parts

Action	When	What you do	What happens
Add and reserve a part	Product V-belt (goods) 10 free in Main warehouse	Add Part qty 4, reserve ticked	Line Required 4, Reserved 4, Available shows the free stock; Inventory free quantity drops by 4 (a sale cannot take them)
Partial reservation shows the shortage	Only 3 free	Add Part qty 5	Reserved 3; shortage 2 shown with 'short 2'; Request Shortage appears; Reorder Alerts lists the product
Issue parts: stock, valuation and journal	Part line 4 reserved; unit cost 25.00 AED (average); post-journals ON	Issue all	Done internal transfer from warehouse stock to consumption (origin WO number); quant -4; reservation released; part cost 100.00 in the ledger (parts); journal 'Maintenance parts issued WO-... ': Dr 5200 Operating expense 100.00 / Cr product stock account (default 1200 Inventory) 100.00, with cost centre/branch/project dimensions
Return unused at the cost it left at	4 issued at 25.00	Return Unused 1	Reverse transfer; quant +1; part cost 75.00; net consumed 3; journal Dr 1200 / Cr 5200 25.00
Issue limits	Required 4, issued 4	Issue again; issue 5 on a line needing 2; issue when only 1 free	'Every part needed has already been issued.'; '<part>: at most 2 can be issued.'; 'Only 1 of <code> is available at <warehouse>.'
Remove and change a part line	Line reserved 2, not issued	Change Required to 1; delete the line; try deleting an issued line	Required 1 releases 1; delete releases all; issued line -> 'Issued parts are returned, not deleted.'
Post-journals switched off	Settings post-journals OFF	Issue a part	Transfer and valuation happen, ledger cost recorded, no journal entry
Shortage to RFQ	Line short 2; vendor chosen	Request Shortage	Draft purchase document (RFQ) for 2 at product cost, VAT 5 %; WO In Progress -> Waiting Parts and labour stops

Work Orders list

Action	When	What you do	What happens
Queues and counts	Jobs in many states	Click each pill	Counts match rows for Open, My Work, Overdue, Emergency, Waiting Parts, Waiting Vendor, On Hold; Today = open jobs planned to start by today
Overdue	Open job with planned finish yesterday	Look at the row and the Overdue pill / report	Red Overdue chip; in the Overdue queue, Overdue tile and Overdue Work Orders report

Downtime

Action	When	What you do	What happens
Record downtime manually	maintenance.edit; downtime rate 500	Record Downtime: asset, start 09:00, end 13:30, unplanned, reason Utility failure	4.50 h; cost 2250.00 AED in the ledger (downtime) when you have cost.view to see it; asset availability falls
Running downtime		Record downtime with no end	Shown 'Running' with hours counting to now; a later Start on the asset links it to the job

Preventive Maintenance

Action	When	What you do	What happens
Create a calendar plan	maintenance.plan.edit	New Plan: 'Quarterly service', Time, every 3 Months, First Due 2026-10-15, lead 7 days, 2 assets, checklist 3 lines	Plan MP-0000n; each asset next due 2026-10-15; shows in Due in the next 30 days and on the calendar as 'Preventive due'
Generate due work orders (lead time)	Plan above; today 2026-10-08 (due 15th - 7 days)	Generate Due Work Orders	One WO per asset, issue = plan name, planned start 2026-10-15 08:00, finish + estimated hours, status Scheduled (Assigned with default technician), 3 tasks, plan snapshot kept; message lists the numbers
Generation is idempotent	Jobs already generated and open	Generate Due Work Orders again	'Nothing is due.'; no second job while one from the plan is open for that asset

Plan record

Action	When	What you do	What happens
Snapshot does not change	Generated job exists	(API) edit the plan's checklist; open the old job	The old job keeps the tasks and plan revision it was made with; only new jobs get the change
Completing moves the next due date from the real finish	Due 15 Oct, job completed 20 Oct	Complete the job	Asset's last done 20 Oct; next due 20 Jan (3 months from completion), not 15 Jan
Generate next now	Nothing due	Generate Next Now	Creates the next job even though it is not due (force)
Deactivate	Active plan	Deactivate	Plan Inactive; Generate makes nothing for it; Activate restores
Plan on a retired asset	Plan asset set Disposed / Inactive	Generate	No job for that asset
Plan with an inspection checklist	Plan with Inspection Checklist set	Generate	Each job gets a planned inspection with the template's checks, inspector = job technician

Meter-Based Plans

Action	When	What you do	What happens
Meter plan fires on a reading	Plan every 500 h on Operating Hours; meter at 12000 (next due 12500)	Log reading 12510	A work order is generated at once (no button needed), due meter 12500; Due list shows meter 12510 / 12500 h
Whichever comes first	Every 3 months or 500 h	Log a reading past the mark before the date	Job generated by the meter; on completion both the date and the meter move on

Maintenance Calendar

Action	When	What you do	What happens
Calendar content and filters	Jobs, due plans, inspections, warranty ends, contract expiry, vendor visit	Month view; filter technician; filter asset; click events	All kinds shown with legend colours; technician filter shows only that technician's jobs; range over 6 months refused 'Choose a range of up to six months.'

Workload

Action	When	What you do	What happens
Load %	Technician with 3 jobs of 8 h each in the week	Open Workload for that week	Planned 24 h; capacity = working days x 8; load % = 24 / capacity x 100 (red over 100)

Log Meter Reading

Action	When	What you do	What happens
Counter cannot go back; reset	Hours meter at 12600	Log 12500; then tick reset and log 5	First refused with the counter message; second saved, note 'Meter reset.', current value 5, previous 12600
Readings are insert-only		Look for edit/delete on readings	No edit or delete anywhere; each reading keeps source and the value it replaced

Alert Rules

Action	When	What you do	What happens
Condition rule raises one alert and one request	Rule Temperature > 45, raise request, priority urgent	Log 47 three times	One open alert '<asset>: Temperature 47 °C > 45 (<rule>)' and one request 'Condition alert: <rule>', type Condition Based, priority urgent; later readings add no new alert while it is open

Meters

Action	When	What you do	What happens
Acknowledge an alert	Open alert; maintenance.edit	Acknowledge	Alert leaves the open list; the next breach raises a new alert

IoT Sensors

Action	When	What you do	What happens
Sensor ingest	Sensor TS-CHL-01 linked to a meter	(API) POST .../maintenance/sensors/ingest {sensor: 'TS-CHL-01', value: 47}	Reading with source IoT, rules evaluated; unknown code -> 'No active sensor has that code.'; sensor without meter -> 'Link the sensor to a meter first.'

Inspections

Action	When	What you do	What happens
Plan and perform an inspection	Template Safety (3 checks)	New Inspection; answer Pass x2; Save; then Complete	Number INS-00000n, status planned -> in_progress on Save -> done on Complete; result PASS

Inspection record

Action	When	What you do	What happens
Failed line raises one request	Settings failed-inspection-request ON; check with 'fail raises request'	Answer Fail on 2 checks; Complete	Result FAIL; one request 'Failed inspection INS-...' priority high, severity high, source Inspection, description listing both failed checks; Request smart button shows 1
Measurement limits	Check 'Operating pressure' 5-8 bar	Answer 8.5	Marked failed (red); Complete gives result FAIL
Done inspection is locked	Done inspection	(API) PUT answers	Refused 'This inspection is already done.'; screen shows answers read-only

Calibration

Action	When	What you do	What happens
Record a passing calibration	Asset interval 180 days; maintenance.calibration	Record: performed 2026-10-02, Pass, certificate, cost 350 with vendor	CAL-0000n; asset last 2026-10-02, next 2027-03-31; register Valid; 350.00 AED vendor cost in the ledger
Failed calibration		Record with Fail	Register status Failed; next calibration = performed date; a high-priority request 'Calibration failed CAL-...' is raised
Due soon and expired	Next calibration in 20 days; another yesterday	Open the register	Due Soon (within 30 days) and Expired

Contracts (AMC)

Action	When	What you do	What happens
Create a contract	maintenance.configure	New Contract: AMC, vendor, 2026-01-01 to 2026-12-31, 4 visits, SLA 24 h, value 24000	AMC-0000n; status active (expiring within 60 days of the end, expired after); visits 0 / 4; Value only with cost.view

Vendors

Action	When	What you do	What happens
Visit inside vs outside the contract	Contract 2026-01-01..2026-12-31	Record Visit Done, cost 800, date 2026-10-02 with the contract; then one with no contract	First: Within Contract ✓, no cost booked, contract visits used +1. Second: 800.00 AED vendor cost booked (needs an asset)

Maintenance Costs

Action	When	What you do	What happens
Add and remove a manual cost	cost.view	Add Cost: asset, Travel, 120; open the asset Costs tab; (API) delete it	Entry in the ledger and asset lifecycle; WO totals recalculated when on a job; system costs cannot be deleted ('This cost comes from its source record; change it there.')

Work order > Costs

Action	When	What you do	What happens
Work order cost totals	Labour 160, parts 75, vendor 800, downtime 1250, travel 120	Open the Costs tab	Labor 160.00, Parts 75.00, Vendor 800.00, Other 1370.00 (downtime + travel), Total 2405.00 AED

Asset Lifecycle Cost

Action	When	What you do	What happens
Lifecycle	Purchase 185000; maintenance costs 2405	Open Asset Lifecycle Cost	Lifecycle 187405.00 = purchase + labour + parts + vendor + downtime + other (children included)

Reports

Action	When	What you do	What happens
KPIs	Year so far: 4 jobs created, 1 emergency, 2 failures same asset same code, 2 assets	Open Reports > MTBF	Emergency Work 25 %; Repeat Failure 50 % (second of the same code); availability = (asset hours - unplanned downtime) / asset hours x 100; preventive compliance = plan jobs done within planned finish + 1 day / plan jobs
Export CSV	A report with rows	Export CSV	File <report>-<from>-<to>.csv with the visible columns; button disabled with no rows
Cost reports need cost.view	User without cost.view	Open .../reports/costs, vendor_costs, parts by URL	Menu entries hidden; API refused 'You do not have permission for this action.'

Dashboard

Action	When	What you do	What happens
Tiles match their lists	Mixed data	Compare each tile with the list it opens	Open, Overdue, Waiting Parts, Waiting Vendor, Assets Down, Preventive Due agree; see Security for the Emergency tile

Configuration

Action	When	What you do	What happens
First visit fills the lists	New company opens Maintenance	Open Configuration lists	15 asset types, 8 categories, 11 maintenance types, 8 failure codes, 7 root causes, 8 meter types, 4 warranty types, 7 cost categories, 5 downtime reasons, 6 skills, 4 inspection templates exist

Configuration lists

Action	When	What you do	What happens
Add and switch off a value	maintenance.configure	Asset Types: add 'ROOFTOP'; untick Active	Added (code upper-cased); inactive values disappear from form drop-downs

Technicians

Action	When	What you do	What happens
Technician links My Work	Employee linked to a user	Add him as technician; assign him a job; sign in as him; My Work	His open jobs show as cards; Start / Pause / Resume work from the card

Maintenance Settings

Action	When	What you do	What happens
Save settings	maintenance.configure	Change Due Soon Window to 21; Save	'Saved.'; History 'Settings changed'; asset Due Soon uses 21 days

Applications > Maintenance > Features

Action	When	What you do	What happens
Switch off Inspections	Company admin	Turn Inspections Off; open the Maintenance menu; try New Inspection via API	Operations > Inspections and Reports > Inspection menus gone; existing inspections readable by link; new / perform refused 'Inspections is disabled for this company.'
Switch off Warranty / Calibration / Contracts / Meters	Company admin	Turn each off in turn and try to save its records	Saves refused with '<feature> is disabled for this company.'; menus Warranty / Calibration / Contracts (AMC) and Vendors / Meters go; reads still work

Applications > Maintenance > Fields

Action	When	What you do	What happens
Field rules	Company admin	Set Asset serial number = Required; create an asset without it. Set Request location = Hidden; report an issue	Asset refused 'Asset serial number is required by this company.'; Location field gone from Report an Issue and a value sent by API refused

Activity

Action	When	What you do	What happens
Every action is in the trail		Do create, start, pause, complete, close; open History	One line per action with who, when and 'before -> after' status; Audit trail entries too

Updated 3 October 2026