NetAsset - Maintenance Add-On
USE CASE: Keeping track of the maintenance, cleanings, and inspections of your assets is crucial. Luckily, these maintenance records can be associated with and visible directly on asset records in NetAsset. All maintenance details are then available for reporting and tracking. The "Maintenance" NetAsset add-on is available to all NetAsset users at no additional cost.
ONE-TIME SETUP PROCESS:
- Follow the instructions on NetAsset Bundle Installation and download bundle ID 297747 Netgain | Maintenance
- Navigate to Customization > List, Record, & Fields > Record Types
- Select the link to the record, NG Maintenance
- On the Fields subtab, select the "New Field" button to add a field to the record with the following information
- Label: Asset
- ID: _ngmnt_maint_asset
- Type: List/Record
- List/Record: NetAsset
- Record Is Parent: checked
- Parent Subtab: Maintenance
- Going forward, once you create and save a new asset, you will see the new "Maintenance" subtab on the asset record
ADDING A NEW MAINTENENCE RECORD:
- To create a new maintenance record, start by navigating to NetAsset > View Asset Register > Asset Register and open the asset record you want to add maintenance information to
- Open the "Maintenance" subtab and click on the "New NG Maintenance" button which will load a new maintenance record
- Because the maintenance record is being created directly from the asset record, the asset will automatically be tagged to the maintenance record under the "Asset" field
- Create the maintenance record by entering the appropriate information in the "Maintenance Information" and "Maintenance Triggers" section of the record (the "Completed Maintenance Details" section will be filled out once the maintenance is completed)
| Field | Example | Details |
| Maintenance Information | ||
| Inactive | Un-Checked | Check this box if you want to inactivate the maintenance record |
| Maintenance Type | Preventative | Choose an option from the dropdown list or add to the list by clicking the "+" |
| Maintenance Activity | Oil Change | Choose an option from the dropdown list or add to the list by clicking the "+" |
| Mandatory | Checked | Check this box if the maintenance is mandatory |
| Description | Standard Oil Change | Basic text field to add any additional helpful information |
| Maintenance Triggers | ||
| Basis for Maintenance | Asset Usage | Choose an option from the dropdown list or add to the list by clicking the "+" |
| Expected Maintenance Date | 8/1/2024 | Enter the expected maintenance date |
| Usage Total for Maintenance | 5,000 | Indicate the usage at which the maintenance should be performed on the underlying asset |
- Save your record
- You should now see the new maintenance record under the "Maintenance" subtab on the asset record
UPDATING MAINTENENCE RECORDS UPON COMPLETION OF MAINTENANCE:
- Once the maintenance on the asset has been completed, you will need to update the maintenance record and fill out the fields in the "Completed Maintenance Details" section
- Navigate to the asset record the maintenance has been completed on
- Under the "Maintenance" subtab, select "Edit" next to the maintenance record you want to update
- Complete the maintenance record by filling out the fields in the "Completed Maintenance Details" section
| Field | Example | Details |
| Completed Maintenance Details | ||
| Maintenance Complete | Checked | Check this box to indicate the maintenance is completed |
| Actual Maintenance Date | 8/8/2024 | List the actual date the maintenance was completed |
| Completed Transaction Reference | ref no #8/8/2024 | Provide a reference to the associated transaction for the maintenance activity |
| Completed Transaction Link | netsuite.com/app/accounting/transactions/vendbill | Provide a reference to the associated transaction for the maintenance activity |
| Completion Notes | Maintenance was delayed due to vehicle being in use | Provide any additional information regarding the completion of the maintenance. |
| Files | Maintenance Receipt.PDF | Attach any additional files you would like to save to the record. |
- Save your record
CREATING & UPDATING MAINTENENCE RECORDS VIA CSV IMPORT:
Individual maintenance records are easily created or updated directly on NetAsset's user interface. However, if records need to be created or updated in bulk, we recommend this is done via CSV import.
MAINTENANCE REPORTING:
By creating reports, you can easily track upcoming or overdo maintenance items. Luckily, configuring reports to track maintenance is simple. Follow the steps in this article to set up your own custom maintenance reports.