DSM Instructional – Service Records

This document covers some basic usage of service records in DSM.  It is a basic walkthrough using one service type, category and truck.

First, let’s go set up service types.  Go to file > Maintain Tables > Service/Maintenance > Service Types.  You will see the following screen:

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Put the dot next to “Trucks” and click Add.  You will see the following screen:

 

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For now, let’s put in LOF (lube, oil, filter) and the estimated hours it will take to perform.  This is general information only.

 

Next, go to action > Trucks.  You will see the following screen.

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Click NEW TRUCK.

Enter in the new truck:

 

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With the basic information entered, let’s go to the MAINT SCHED tab.  (F4)

With the new truck, you must put in the mileage first.  Do so by clicking ADJUST MILES:

 

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Once complete, click OK.  Now, let’s add a service item.

 

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This screen will appear.  Notice that our previously entered service type appears:

 

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For this example, we’re saying that at every 3000 miles, or 90 days, this truck should have the LOF.  We’ve put in the service last performed at the exact truck mileage currently so we can go through the process of HOW service records get created and performed.

For now, enter the items shown above and click OK.

 

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With the Maintenance Schedule now in place, we’ll see that nothing needs to happen at the current time. 

To get this record to show up in red or become something that action needs to be taken, something will have to happen.  You can either generate the service now and perform it, or you can wait for the criteria to be met.  (e.g.  the date, or 63000 miles)

In this case, we’ll just enter a job and use truck 1001.

 

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Remember, the truck record is where you assign a worker to the truck.  So if you want to have the truck number appear here, make sure your truck is assigned to the worker you assigned to the job.

In the system, the job ticket was updated with the current mileage that this job took. 

 

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Ok, so regardless of whether the job was billed or not, this truck now has a mileage entry that should trip the service record process.

 

Now, go to ACTION > SERVICE > CREATE SERVICE RECORDS.

 

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Check the ones you wish to create records for, and click CREATE SERVICE RECORDS at the lower right.

 

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Once you’ve clicked the button, the chosen record WAS created and will simply disappear from the list.  The initial service record has been created.

Ignore the fact that the newly created service record can be viewed from 4 different places within DSM. 

For now, go back to the truck and click the Service Records tab:

 

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You’ll see the record waiting for action. 

From here, you can edit the record and perform the service right from the next screen. 

Click EDIT.

 

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You’ll be presented with the record itself.  If you wish, you can simply fill in the basic information for this service as it was just a LOF.

 

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So, for the basics:  enter the mechanic, date in, date out, current mileage and actual labor hours.

NOTE:  If you’re not tracking parts such as filters, oil, grease, etc… just click OK.  If you are then you can go MUCH further here & click the parts used TAB, the TIMECARDS tab and even the documents tab to store other information such as warranty items, etc.

For now, we’ll just click OK and move on to a report.

Click ok.  You will return to the truck’s service records tab and you can close from there.

Now, go to reports > service > Service History by Truck / Equipment.  You’ll see the following screen:

 

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Choose the truck we used for the example.  Click REPORT.

 

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Here, we can see the basics of what happened.  Since we didn’t track much else, only the basics are shown here. 

 

So, let’s take this a little further.

Using the above example, we’ll now add some parts to the scenario such as Filter, Oil, etc. and show where it all goes.

 

Now, go to file > Maintain tables > inventory > Parts.  (Also can be reached by CTRL+P)

Click NEW PART.

 

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You’ll see the following screen:

 

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Here’s where it gets fun.  We have to add in a few parts.  Normally they might already be in your system but we’ll go through this anyway.  It’s necessary to do this so that your system reports properly and you have a handle on things going on.  It’s a key to successful business.

Add the part number and description.

Next, add the vendor, part number, desc and retail price.  The rest is really up to you but we’ll do this for this example. 

Click OK when done.

Add other parts as necessary.  For the example, we added also OIL which will be shown later.

 

 

Go back to the truck.  This is also accomplished quickly by using CTRL + M and select it’s service records tab.

 

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Next, edit that service record and go to the PARTS used / PO tab.

 

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Click ADD.  From here, we’re going to select our parts used.  Find the vendor and select the parts you used.

Once you’ve added the parts you used, click OK and you’ll see the list of items used on this service record.

 

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With the parts used filled out, click OK.

 

Now go back to the report you’d run before:

 

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You now are getting a more complete view of things going on:

 

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There are other reports as well!  Let’s take a peek!

Go to reports, inventory Control, see parts and on hand quantities.  Select your vendor you just used.

 

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And now you know what you have left.

 

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But Wait!  There’s more.  Let’s take a look at some service history by Operator!  This gives you an idea of who’s treating their equipment right by seeing how much it’s in the shop!

 

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And the report:

 

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 End of document.