Maintenance
Maintenance manages routine service, repairs, inspections, and calibration of assets based on date or meter. The flow covers scheduling, reminders, starting downtime, completing with actual cost and result, meter updates, recurring schedules, and asset policies.
Vasco Maintenance connects schedules, asset condition, downtime, cost, and the next interval. Start marks the service work as in progress; Complete records the actual cost and updates the asset controls. The current screen has no edit or cancel button for schedules, so check the fields before saving.
Before you start
Have this ready
- Make sure the asset is active and the current meter is correct.
- Decide the type, due date or meter, vendor/technician, and estimated cost.
- Decide whether the cost is general or charged to a job.
- Agree on the policy for interval, warning, idle, condition, and handover meter.
Done when
- Each schedule has a date or meter trigger.
- A service that has started records downtime.
- Completion has the actual cost, meter, cost project, and resolution.
- Automatic policies are only turned on after being reviewed.
Understand types, triggers, and policies
| Part | Option | Impact |
|---|---|---|
| Type | Routine maintenance, Repair, Inspection, Calibration | Groups the service work |
| Trigger | Service date and/or service meter | At least one is required |
| Recurrence | Every N days and/or N meter | Helps create the next schedule after completion |
| Status | Scheduled, In progress, Completed, Canceled | This screen only offers Start and Complete for active records |
| Downtime | Time from Start to Complete | Included in the asset control statistics |
| Cost | Estimate when scheduled; actual when completed | Can be charged to a job or to general cost |
| Policy | Warning, idle, default interval, auto-generate, auto-repair, condition/meter required | Applies to the next asset processes |
The Canceled status may be visible but there is no cancel action on the screen
Don't promise users they can cancel a schedule from this page. Cancel before Save; if one was created by mistake, note the maintenance number and ask your Admin to make an official correction.
Schedule and complete maintenance
- 1
Choose Schedule
Choose an active asset and the type of work.
Result: The schedule form is ready to complete.To cancel / undo: Choose Cancel without saving. - 2
Fill in the date or meter
Fill in at least the service date or service meter. Add a repeat interval in days/meter if the work needs to recur.
Result: Vasco can determine the due date and the next schedule.If something goes wrong: The system refuses if the asset is empty or both triggers are empty. - 3
Fill in the vendor, estimate, project, and notes
Decide the technician/vendor, the estimated cost, the job that bears the cost or General cost, and the scope.
Result: The cost plan and responsibility can be reviewed.To cancel / undo: Cancel before Save schedule. - 4
Save schedule
Check the asset, trigger, recurrence, and cost, then save once.
Result: The maintenance number and reminder are created with duplicate protection.To cancel / undo: After it's saved the screen doesn't offer edit/cancel yet; stop any follow-up action and contact your Admin if it's wrong. - 5
Start work
Choose Start when the asset actually enters service, not when it is merely approved.
Result: The status changes to In progress and downtime starts counting.To cancel / undo: There is no undo on screen after Start; complete the data correctly or ask an admin for a correction. - 6
Complete & record cost
Enter the actual cost, the meter reading at completion, the cost project, and the result/action; then confirm.
Result: The service is completed; cost, meter, downtime, and the next schedule are updated.To cancel / undo: Choose Cancel before confirming. Once completed, there is no edit/undo on this screen. - 7
Set policy
Enter the warning days, idle days, default interval, and the toggles for auto-generate preventive, auto-repair damaged returns, require condition, and require meter.
Result: The next assets processed follow the new policy.To cancel / undo: Cancel before Save. If a wrong value was saved, open Policy and restore the value/toggle. - 8
Search and filter
Search by number/asset and filter by status to find overdue, in progress, completed, or canceled items.
Result: The maintenance work list is easier to navigate.To cancel / undo: Clear the search and choose All statuses.
Available statuses and actions
| Status | Meaning | Screen action |
|---|---|---|
| Scheduled | Not started | Start or Complete |
| In progress | Downtime running | Complete |
| Completed | Cost/resolution recorded | No edit action |
| Canceled | Record canceled through a backend/administrative process | Can only be filtered; there is no cancel button |
| Overdue | Date/meter has passed the trigger | Prioritize the inspection |
| Meter due | Asset meter has reached the service limit | Schedule/complete according to the condition |
Undo, correct, or delete safely
| Situation | The right action | What still happens |
|---|---|---|
| Schedule form not saved | Choose Cancel | No schedule |
| Policy not saved | Choose Cancel | Old values stay |
| Schedule was saved incorrectly | Do not Start; ask an admin to correct/cancel it | There is no edit/cancel button on the page |
| Service was started by mistake | Note the reference and ask an admin | Downtime already recorded |
| Service was completed by mistake | Use an administrative correction; do not create an offsetting cost carelessly | Cost, meter, downtime, and recurrence are already updated |
Don't invent an undo
If the screen doesn't offer an undo, edit, or delete button after a transaction is saved, this documentation does not assume the action can be reversed. Note the reference, stop any follow-up actions, then ask for a correction through the main admin or Vasco support.
Troubleshooting
| Symptom | Possible causes | What to do |
|---|---|---|
| Menu not active | Maintenance RPC/tables have not been migrated | Ask an admin to enable the asset version |
| Schedule can't be saved | Asset is empty and/or there is no date/meter | Fill in the asset and at least one trigger |
| Overdue doesn't go away | The service is not completed yet or the next schedule is due | Check the status, meter, and exceptions |
| Downtime is too large | Start was pressed too early or Complete too late | Note the number and ask an admin to correct it |
| Cost went to the wrong project | The wrong project was chosen on completion | Do not duplicate the service; ask for the cost source to be corrected |
Questions and answers
Are both date and meter required?
No. At least one must be filled in; both can be used together.
What happens when I press Start?
The status changes to In progress and downtime starts counting.
Can a schedule be edited or canceled?
Not from the current screen. Cancel before saving; after that, ask an admin to handle the correction.
Does the cost automatically go to the job?
The actual cost can be charged to the project chosen on completion; if left empty, it is a general cost.
What does auto-repair on damaged return do?
If on, returning an asset in damaged condition can create a repair job according to the backend process.