Introduction

While the Machinery Control system is used to keep track of all machines in the Municipalities possession, this form shows a subset of those machines. In fact, this form, as shown below, is almost identical to the Machines form. The main difference is it will only show machines that do not have time cards. Since the time card controlled machines are primarily public works, and the non time card controlled machines are in other departments, the following form has been separated into its own asset control system.

Only vehicles or machines that do not get issued time cards are shown on this screen. That is, all records on the machine form that do not have a check in the Time Cards box of the Machines screen in the Machinery Control system will appear on this form. With this form you can add and edit incidents of vehicle maintenance, or just view the most recent events. 

Fields

• Code: Each machine must have a unique identifying code. It can be up to 6 characters in length.
• Description: Key in a useful description here.
• Serial No: Store the vehicle's or equipment's serial number here.
• GVW: If desired, you can store the Gross Vehicle Weight in this box.
• Purchase Date: This is a convenient place to store the date of purchase for future reference.
• Date Sold: Vehicles with a sold date will not be available for time cards.
• Location: This tracks where the equipment is usually stored or to which yard it belongs.
• Search: Quickly jump to a particular machine's record by selecting it from this list rather than moving through the records one by one or guessing its record number using the navigation buttons on the bottom left of the form.
   

Buttons

• New: Clicking this button will send you to a blank record where you can fill in the new machine's details and any service records that already exist.
• Delete: You will be asked if you chose the correct machine before it is removed.
• List: Click this button to see a list of all machines.
• Print: This button will let you preview a report on this machine.
• Close: You can use this button to close the form.
   

Service History

The middle section in the picture above shows the Service History window. The purpose of this window is to keep track of how often maintenance is done and how much it has cost. This is useful when selling the vehicle. It provides the needed history when trying to prove a proper maintenance schedule was followed. It can also give insight into which vehicles are costing too much and should soon be replaced. 

Adding, Editing, and Deleting Service Records

To add a new record, simply fill in the fields along the bottom blank row. The service pull down list contains codes from the Service Codes form. You do not need to enter a description especially if it is the same as the service code's description. Unlike committed time cards, editing of service entries can be done at any time. If you put a service record against the wrong machine, you can delete it by clicking on its grey record selector button on the far left then pressing the Delete key on the keyboard.  Next, find the right machine and re-enter the data there.
 

Recent Service

This window, shown on the right, shows the most recent data from the Service History window. Each type of service that appears on the Service History window will be shown once. Included will be the most recent date of that type of maintenance. As well, some service types are perpetual. These will included a due date for the next time that type of service will be required.