Knowledge

This feature is used for performing maintenance, repair, or upgrade activities on rental products when needed. The maintenance cost can either be charged to the customer or covered by the company, depending on the situation.

• Step 1. Create a Maintenance Template Before creating a maintenance record, first create one or more Maintenance Templates. Refer to Maintenance Template Setup (https://helpcenter.gtssolution.vn/article/maintenance-template) for detailed instructions.
• Step 2. Go to Rental → Settings → Prefix Settings → Set up a prefix for Maintenance so the system can automatically generate unique and consistent
• Step 3. Go to Maintenance → Add
• Step 4. In the Add Maintenance popup, fill in the following detail
  • Title: Enter a descriptive title to identify the maintenance (e.g., Battery Replacement for Laptop).
  • Order: Select the Rental Order or Return Order that requires maintenance.
  • Commodity Name: Choose the products to be maintained or repaired. If an Order is selected, its products will automatically be listed here.
  • Customer: Select the customer for this maintenance (optional). If an Order is selected, the customer will automatically be filled in.
  • Person In Charge: Assign the staff responsible for performing the maintenance.
  • Template: Choose one of the predefined maintenance templates.
  • Maintenance type: Automatically filled based on the selected template.
  • Start date: Set the starting date and time of the maintenance activity.
  • Planned Completion Date: Define the expected completion date.
  • Maintenance/Repair Costs: Enter the estimated or actual maintenance cost.
  • Currency: Choose the currency for the maintenance cost.
  • Repair fee to be paid by customer
    • Yes → The maintenance cost will be charged to the customer. A Create Invoice button will appear in the maintenance detail.
    • No → The maintenance cost will be borne by the company. A Create Expense button will appear in the maintenance detail.
  • Description: Enter detailed notes regarding the maintenance activity.
  • Attachment: Upload supporting files such as photos, manuals, or test results.
• Step 5. Click Save to create the maintenance record.
• Step 6. Open the maintenance detail page and click to start performing the maintenance process.
• Step 7. For each product:
  • The system will display the Maintenance Form with predefined questions and checks.
  • Answer all required questions and click Save before moving on to the next form.
• Step 8. Once all product maintenance forms are completed, click Close to return to the maintenance detail page.
• Step 9. From the maintenance detail:
  • If the cost is charged to the customer, click Create Invoice.
  • If the cost is borne by the company, click Create Expense. → In both cases, the cost value will be taken directly from the Maintenance/Repair Costs field entered earlier.

Note: Maintenance Statuses

• In Progress → Default status when a new maintenance is created.
• Overdue → If the current date is later than the Planned Completion Date and maintenance forms are not yet completed.
• Completed → When all maintenance forms have been fully completed and submitted.

To have the system automatically send reminder notifications via email and web when maintenance is about to expire, follow these steps: 1. Go to Setup → Settings → Cron Job and select the Rental Cron Settings tab. 2. Set Active cron job to Yes. 3. Enter the time of day when the system should automatically send reminder notifications. 4. Enter the number of days in advance (X days before expiration) to send the reminder. 5. Select the staff members who will receive the notifications. 6. Click Save Settings

Edit Maintenance Select the maintenance item you want to edit and click

When editing a maintenance record, it is not possible to select or switch to a different Order. Other information can still be updated as usual.