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How ERPNext plans periodic service before a machine fails — Maintenance Schedules and Visits for the equipment you sell under AMC, and Asset Maintenance for your own plant.
Maintenance is one of the few costs a business can either plan or pay for in a panic. Plan it, and a technician shows up on a known date, does a checklist, and the machine keeps running. Skip it, and the same machine fails mid-shift — an emergency call-out, a production stop, an unhappy customer, and a bill several times larger. ERPNext gives equipment-heavy businesses two distinct systems to move from reactive to preventive. The Maintenance Schedule generates periodic visits for the products you sell and service — the backbone of an AMC (Annual Maintenance Contract) — while the Maintenance Visit records what was actually done on each call, scheduled or not. Separately, Asset Maintenance schedules preventive and calibration tasks on your own plant and equipment, assigns each to a person, and tracks the next due date. This paper explains how both work from the real ERPNext doctypes, where they fit, and what discipline it takes to make preventive maintenance stick — so you find problems on a schedule instead of at the worst possible moment.
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They serve two different directions. The Maintenance Schedule plans periodic service visits for equipment you sell and service — typically under an AMC created from a Sales Order — and the Maintenance Visit records each call. Asset Maintenance is for your own plant and equipment on the fixed-asset register: it schedules preventive-maintenance and calibration tasks, assigns each to a person, and tracks the next due date. Use the schedule for what you sell, Asset Maintenance for what you run.
Yes. An AMC typically begins as a Sales Order of type 'Maintenance', from which you create a Maintenance Schedule. You set each item's periodicity — Weekly, Monthly, Quarterly, Half Yearly, Yearly or Random — and number of visits, then Generate Schedule expands it into individual dated visits assigned to a responsible person and added to their calendar. Each visit's serial number can tie it to the exact unit under contract, so you can track service down to the individual machine.
In Asset Maintenance, a task can be flagged as certificate-required — useful for calibration or regulated equipment where you must retain proof the work was done. When the task is completed it's recorded in an Asset Maintenance Log against the asset, capturing the completion date, the actions performed and the attached certificate. That gives you a per-asset, dated maintenance history with the certificates available for a quality or regulatory audit.
Yes, and it's one of the most useful things the data gives you. Every Maintenance Visit records a maintenance type of Scheduled, Unscheduled or Breakdown. Watching that mix over time is the honest scorecard for whether preventive maintenance is reducing failures — if breakdown and unscheduled calls are falling as a share of total visits, prevention is working. On your own plant, Overdue Asset Maintenance Tasks flag where you're slipping before a failure makes it obvious.
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Kochi (Kadavanthra & Infopark) · Thiruvananthapuram · across India & overseas · In business since 2011