Recording and completing a service
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This article shows you how to log a service as a maintenance record and how to mark it done so the linked plan rolls forward. Recording and completing services requires the maintenance:manage permission.
Create a service record
A maintenance record captures one piece of work on one vehicle. It can stand alone or be linked to a plan so completing it advances that plan's next due date.
- In the Wartungsplanung (maintenance planning) module, go to the records area and start a new record.
- Select the vehicle. Optionally link the record to an existing maintenance plan.
- Enter a title and choose a category (Inspection, Service, Repair, or Legal).
- Set the scheduled date. Optionally add a description, expected mileage, cost, service provider, and who will perform the work.
- Save. New records start with the status Scheduled.
The record is validated on save: vehicle, title, category, and scheduled date are required, and cost and mileage cannot be negative.
Record statuses
| Status | Meaning |
|---|---|
| Scheduled | Planned but not started (the default for a new record). |
| InProgress | Work has begun. |
| Completed | Work is finished and logged. |
| Cancelled | The service will not take place. |
| Overdue | The scheduled work has passed its date without completion. |
Mark a service as done
Use the complete action on the record rather than only editing its status, because completing a record also updates the linked plan.
- Open the record and choose to complete it.
- Confirm or set the completed date. If you leave it blank, today's date is used.
- Optionally record the mileage at service, final cost, notes, who performed the work, and the service provider. Any value you leave blank keeps whatever was already on the record.
- Save. The record's status is set to Completed.
What completion does to the plan
If the record is linked to a maintenance plan, completing it automatically:
- Sets the plan's last performed date and last performed mileage from the record.
- Recalculates the next due date as the completion date plus the plan's month interval (if set).
- Recalculates the next due mileage as the service mileage plus the plan's kilometer interval (if both are set).
Tip: Always enter the mileage at service when you complete a record. Without it, a kilometer-based plan cannot calculate its next due mileage.
Note: Completed services feed the dashboard totals for "completed this month" and "total cost this month," so entering the cost keeps your spend reporting accurate.
Related
- Creating a maintenance plan for a vehicle
- Configuring intervals and scheduling recurring services
- Viewing upcoming and overdue maintenance
- How maintenance plan reminders work
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