NetAsset - Maintenance Management: Operational Guide

Overview

Once the Maintenance Module is properly configured, the system will automatically generate native NetSuite Case records for NetAsset or NetRental records based on the defined criteria. This article outlines the operational side of this process.

Prerequisites

Ensure that all required setup has been properly configured:

• Overview & Setup
• Case Events
• Case Templates
• Case Rules
• Script Deployment

Step-by-Step Instructions

The general process and mechanics of the Maintenance Management module are outlined below for both NetAsset and NetRental. 

Automatic Case Creation

When properly configured, Case records can be automatically generated for both Asset and Rental records. 

NetAsset

• Once setup is complete, the system will automatically generate Case records for NetAsset Asset records that meet the defined criteria.
• Under the Maintenance subtab of a NetAsset Asset record, two sublists are available:
  • Active Maintenance Rules – Displays all maintenance rules currently applied to the Asset record: View full size
  • Maintenance Cases – Displays all Cases that have been created and linked to the Asset record: View full size
• To access the Case record, select Edit next to the Case listed in the sublist. 
• After the Case record is created by the system, it should be managed according to standard NetSuite Case procedures.

NetRental

• Once setup is complete, the system will automatically generate Case records for NetRental Rental records that meet the defined criteria.

Manual Case Creation

Case records can also be created on an ad hoc basis. The process for doing so is outlined below.

Maintenance Dashboard

While Case Rules can be configured to automatically generate Case records for NetAsset and NetRental based on defined criteria, Case records can also be created manually—and in bulk—through the Maintenance Dashboard. 

Step-by-Step Process:

• Navigate to NetAsset > Maintenance > Maintenance Dashboard—or alternatively, go to NetRental > Manage Rentals > Maintenance Dashboard.
• Select the Case Template that will be used by the system when generating new Case records.
• Select the Assets or Rentals subtab based on whether cases are being created for Assets or Rentals. 
• The filters section automatically adjusts based on the selected subtab. Use the available filters to narrow down the search results and identify the relevant Asset(s) or Rental(s) for case creation.
• Select the appropriate Asset or Rental records for which cases should be generated:

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• After selecting all relevant Asset or Rental records, click Submit to begin the case creation process:

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• A notification in the top-right corner will confirm when the process is complete and the Case record(s) have been created:

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• Once the case has been created, it will show up on the Maintenance Cases sublist on the Asset (or Rental) record:

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• To access the Case record, select Edit next to the Case listed in the sublist.
• After the Case record is created by the system, it should be managed according to standard NetSuite Case procedures. 

Maintenance Button

Case records can also be created as needed for individual Asset or Rental records by using the Maintenance button.

Step-by-Step Process:

• Navigate to the relevant NetAsset or NetRental record for which a Case record needs to be created.
• Regardless of whether the record is a NetAsset or NetRental, select the Maintenance button at the top of the record. 

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• This action opens a screen similar to the Maintenance Dashboard, filtered specifically for the selected record. Choose the Case Template to be used by the system when generating a new Case record for the Asset or Rental. 
• Click Submit to initiate the Case creation process.