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A reference for setting up both tracks of maintenance in ERPNext — servicing the equipment you sell to customers, and keeping your own assets running.
28 checks · 6 sections
ERPNext handles maintenance along two separate tracks, and it helps to keep them straight from the start. Track one is for equipment you sell or service for customers — driven by Maintenance Schedule, Maintenance Visit, the warranty and AMC dates on each Serial No, and Warranty Claim. Track two is for your own plant and equipment — driven by Asset Maintenance tasks (preventive and calibration) with a team and periodicity, logged in Asset Maintenance Log, plus Asset Repair for breakdowns. This is a reference, not a tracker: each item names the real doctype and field so your team and your implementation partner know exactly where the setting lives.
Enable serial numbers on maintainable items + 3 more
Create a Maintenance Schedule per customer + 4 more
Log each service call as a Maintenance Visit + 4 more
Create an Asset Maintenance record per asset + 5 more
Raise an Asset Repair for a breakdown + 3 more
Set up an Asset Maintenance Team + 3 more
All 28 checks across 6 sections as a clean branded Excel — each item with the guidance for why it matters, ready to share with your team. Free, no email required.
One track covers equipment you sell or service for customers — Maintenance Schedule and Maintenance Visit, with warranty and AMC dates on each Serial No and Warranty Claim for reported faults. The other covers your own assets — Asset Maintenance Tasks (preventive or calibration) run on a periodicity by a team, logged in Asset Maintenance Log, with Asset Repair for breakdowns. They're separate doctypes; most businesses use one or both depending on whether they service customer equipment, own plant, or both.
Each Serial No carries a Warranty Expiry Date and an AMC Expiry Date. From those, its maintenance_status field reads Under Warranty, Out of Warranty, Under AMC or Out of AMC, and Warranty Claim reflects the same. Keeping those expiry dates current — especially after a renewal — is what keeps the status accurate.
Yes. On a Maintenance Schedule you set periodicity (Weekly through Yearly) and a number of visits per item, then use Generate Schedule to expand those into dated rows. For your own assets, an Asset Maintenance Task with a periodicity (Daily through 3 Yearly) automatically tracks a Next Due Date and flags itself Overdue when missed.
A Maintenance Visit is for customer equipment and can be Scheduled, Unscheduled or Breakdown, with a Purposes table detailing work per unit. An Asset Repair is for your own assets — a reactive record of a breakdown from failure date to completion, capturing downtime, consumed stock and repair cost. Planned work on your own assets goes through Asset Maintenance Tasks and their logs, not Asset Repair.
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Kochi (Kadavanthra & Infopark) · Thiruvananthapuram · across India & overseas · In business since 2011