If you have an employee that is only in charge of making sure inventory items are placed into maintenance when due and you want them to be able to add maintenance records to the inventory items within Essentials, you want to first set them up as a user with the role of maintenance. Please review our Adding New Employees help document under Administration for further assistance on how to add them as a user within Essentials.
Once the employee is created with the maintenance role, when they log into Essentials, they will only see a maintenance option on the counter menu. From here, they can scan the serialized item if it has its own unique barcode, or they can type in the serial number of the inventory item that needs to go into maintenance. Scanning the barcode will automatically add the inventory item into maintenance. Entering the serial number will bring up a list of units for the item the serial number belongs to.
Don’t use barcodes? Don’t know the serial number? No problem. Just type in the name of the serialized inventory item. From here, a list of serialized units will show. Just click the arrow next to the unit that maintenance is being performed. Now you will see the specific unit listed in maintenance.
Is the maintenance completed and the inventory item needs to be returned to stock? No problem. From the same maintenance screen, click the maintenance icon next to the inventory item that needs to be returned to stock. From here, you can add any notes, maintenance cost and any meter readings if the item has this. Click Return to Service and the item is now out of maintenance and back into your inventory availability.
If you are the admin and adding inventory items into maintenance, you can very easily follow the same steps by clicking Maintenance under the Inventory selection within the Admin menu.
Want to be able to see the maintenance history for this or any unit? From the inventory list, click the edit icon next to the inventory item. From the Stock tab, click the maintenance icon next to the unit and you will be able to see all maintenance history for this unit.
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