Configure Preventative Maintenance (PM) Schedules

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Configure Preventative Maintenance (PM) Schedules within SmartERP.

Setting mileage-based and calendar-based service intervals, routine inspection checklists, and automated alert generation.

{screenshot:preventative-maintenance-plans-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: fleet, smarterp_fleet_operations, smarterp_fleet_insurance
• Security Groups:
  • Fleet Operator (Technical ID: fleet.group_fleet_user)
  • Fleet Administrator / Transport Manager (Technical ID: fleet.group_fleet_manager)
• Master Data Dependencies: Vehicle asset cards, license plate registry, fuel cards, driver profiles, scheduled maintenance intervals, and third-party insurance policies.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Fleet app icon.
4. From the top navigation bar, open Fleet → Vehicles → Fleet Registry / Odometer Logs / Service Logs / Insurance Policies.

{screenshot:preventative-maintenance-plans-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • License Plate & Vehicle Model (Mandatory): Official Ethiopian registration plate number and chassis VIN
   • Assigned Driver (Mandatory): Licensed company employee or authorized transport driver
   • Current Odometer Reading (Mandatory): Kilometer milestone verified against vehicle dashboard
   • Insurance Policy Reference (Mandatory): Mandatory Ethiopian third-party insurance certificate details
3. Configure optional operational parameters and localized tags as required:
   • Fuel Card Identifier (Optional): Designated commercial petroleum electronic fuel card number
   • Service Workshop Vendor (Optional): Approved maintenance garage or internal fleet workshop
   • Vehicle Department / Cost Center (Optional): Analytic account absorbing vehicle operating expenditures
4. Click the Save icon in the control bar to commit the record.

{screenshot:preventative-maintenance-plans-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Available → Dispatched / En Route → In Workshop → Service Completed → Available).
• Ledger & System Impact: Service invoices and fuel receipts debit fleet vehicle operational expense accounts and credit vendor payables or fuel imprest accounts.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:preventative-maintenance-plans-transaction-processing-state}

Strategy of Preventative Maintenance#

Preventative maintenance plans guarantee that vehicles receive timely servicing before catastrophic mechanical failures occur on remote transport corridors.

[fleet-maintenance-workorder-flow]

Standard Service Tier Intervals#

Procedure: Configuring a Maintenance Trigger#

1. Navigate to Fleet > Configuration > Activity Types.
2. Open Service A (5,000 km).
3. Set Recurrence Rule:
   • By Mileage: Every 5,000 km.
   • By Time: Every 90 days.
4. Check Auto-create Work Order: SmartERP automatically generates a draft maintenance work order when the vehicle's odometer reaches within 500 km of the scheduled target.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Fleet: Trigger preventive maintenance intervals (fleet.ir_cron_service_interval): Runs daily to alert transport officers when vehicles approach service kilometer thresholds
  • Insurance: Alert expiring third-party liability policies (fleet.ir_cron_insurance_alert): Runs weekly to flag insurance policies expiring within 30 days
• Custom Print Templates & Reports:
  • Vehicle Preventive Maintenance Work Order
  • Fleet Fuel Consumption & Mileage Analysis (km/L)
  • Third-Party Liability & Comprehensive Insurance Schedule
  • Driver Incident & Vehicle Lifecycle Cost Ledger
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#