Introduction
This guide provides a step-by-step walkthrough of how to schedule and manage asset maintenance in XFlow ERP. It covers scheduling maintenance through both the Asset Register and the BUY Module (Vendor Invoice), how to link maintenance records with vendor invoices, and when to categorize expenses under General Expenses (GE) or Direct Cost (DC) for proper accounting.
1. Scheduling Maintenance via the Asset Register
This method allows for planned maintenance, providing more control and visibility over maintenance tasks.
Step-by-Step Process:
1. Access the Asset Register:
- Navigate to the Asset Register from the main dashboard.
- Locate the asset that requires maintenance using the search feature or scrolling through the list.
- Click the the action dropdown for the selected asset which requires maintenance. From the dropdown, click View Maintenance to schedule maintenance for the specific asset.
2. Select Schedule Maintenance:
- From the Asset Register Maintenance Record, click Schedule Maintenance.
3. Fill in Maintenance Details:
- Scheduled Date: Enter the date when the maintenance task is due.
- Nature of Repair: Provide details about the type of maintenance (e.g., "Fix broken chair").
- Date of Repair: If the repair has already been completed, provide the date it was performed.
- Operating Hours/Mileage: Enter the asset's current operating hours or mileage, if applicable, as this helps track usage and future maintenance needs.
4. Save the Maintenance Task:
- Once you’ve completed the form, save the task. This creates an entry in the asset’s Maintenance Record.
Why Use This Approach:
- This method is ideal for routine, preventive maintenance tasks where you want to plan and track tasks in advance. It allows for better visibility and control over the maintenance schedule.
2. Scheduling Maintenance via Vendor Invoice in the BUY Module
This method is typically used for reactive maintenance, where a task is created as part of the invoice submission process.
Step-by-Step Process:
1. Access the Vendor Invoice in the BUY Module:
- Go to the BUY Module and select Add Vendor Invoice Without Purchase Order to create a new entry for the maintenance.
2. Fill in the Vendor Invoice Form:
- Fill in the necessary details of the invoice as previously discussed in the Buy Module.
- Next, select OPEX under Items/Services to fill in the details of the maintenance service.
- Name: Enter a description for the maintenance task.
- Account Category: Select Direct Cost or General Expenses based on the asset’s usage.
- Account Charge: Choose the appropriate category (e.g., “Factory - Repair and Maintenance”).
- Asset Name: Select the asset undergoing maintenance from the dropdown list.
- Asset Item: Pick the asset item from the list.
-MaintenanceRecord: Once you have selected the asset name and asset item, MaintenanceRecord field will appear. Click +Add to add a new Maintenance Record. You are then required to fill in the record before submitting.
3. Submit the Vendor Invoice:
- Once all fields are filled in, click Submit to complete the process. This links the maintenance task to the vendor invoice for proper record-keeping.
Why Use This Approach:
- This method is useful for ad-hoc or reactive repairs, such as unexpected breakdowns, where you can directly create or link a maintenance record while processing the invoice.
3. Finalizing the Process: Filling in the Vendor Invoice Form
Regardless of whether you scheduled maintenance via the Asset Register or created it on the fly through the Vendor Invoice, you will need to complete the Vendor Invoice Form to finalize the process.
Vendor Invoice Form Fields:
- Name: A brief description of the maintenance.
- Account Category: Choose between GE (General Expenses) or DC (Direct Cost) based on the asset’s usage.
- Account Charge: Select the proper repair and maintenance charge (e.g., “Factory - Repair and Maintenance”).
- Asset Name: Select the asset that was maintained.
- Maintenance Record: If the maintenance was scheduled in the Asset Register, it will appear here. If not, create a new maintenance record.
Key Considerations:
- Ensure you’re tracking the remaining budget for maintenance tasks, which is displayed in the form. This helps you stay within the allocated maintenance budget.
- Properly categorize the maintenance cost as General Expenses (GE) or Direct Cost (DC) depending on how the asset is used.
4. Understanding Maintenance Categories: General Expenses (GE) vs Direct Costs (DC)
Before diving into the scheduling process, it’s important to understand when to categorize maintenance costs as General Expenses (GE) or Direct Costs (DC).
General Expenses (GE)
Definition:
- General Expenses (GE) are overhead costs that are essential for running the business but cannot be directly attributed to a specific project or revenue-generating activity.
When to Use GE:
- Use GE when the asset being maintained is for general business operations and supports multiple functions or departments. These assets are not specific to a particular client or project.Examples:
- Repairing office equipment like air conditioners, printers, or office chairs.
- Maintenance of general-use vehicles or IT equipment used across departments.
Direct Costs (DC)
Definition:
- Direct Costs (DC) are expenses that can be directly attributed to a specific project, client, or revenue-generating activity.
When to Use DC:
- Use DC when the asset being maintained is tied to a specific project or is used to generate revenue directly.Examples:
- Repairing a factory machine used solely for a client’s manufacturing contract.
- Servicing equipment that is part of a specific construction or production project.
5. Key Takeaways
- Use the Asset Register to schedule planned maintenance for better visibility and proactive management.
- Use the BUY Module (Vendor Invoice) for reactive maintenance tasks, allowing you to create or link maintenance records when uploading invoices.
- Categorize costs correctly between General Expenses (GE) and Direct Cost (DC) to ensure accurate financial reporting and avoid double counting
By following this guide, you’ll ensure that all asset maintenance tasks are properly scheduled, tracked, and invoiced in XFlow ERP, maintaining both operational and financial accuracy.