Failure Records

What is it and what is it for?

Each record represents one stoppage event of a specific piece of equipment: the time window it was out of service and the reason (picked from your Stop Codes catalog). You'll find this same information under different names depending on the screen: the menu calls it "Failure Records", the create/edit form calls it a "Stop Record", and some reports and internal links still refer to it as a "breakdown". They all point to the same transaction.

Logging your stoppages consistently lets you later answer questions like: how much time did this machine lose last month?, what's the most frequent stoppage cause on my floor?, or which equipment class is generating the most downtime? That information is calculated automatically from these records in the maintenance reports.

Screens in this area

How to log a stoppage step by step

1. Open the list and click New. You need the "add" level of the "Failure Records" permission.
2. Pick the equipment. Select the fixed asset that was down. It's required and, once the record is saved, it can no longer be changed: if you picked the wrong equipment, void the record and create a new one.
3. Enter the stoppage's date range. Fill in the start (From) and end (To) date/time of the stoppage. Both are required.
4. Pick the stoppage reason. Select one of your already-configured Stop Codes (breakdown, scheduled maintenance, no operator, etc.).
5. Enter the description. It's required: explain in plain language what happened, so anyone reviewing the history understands the actual cause without relying only on the code.
6. Enter the hours lost (optional) if you want to track that figure explicitly in addition to the date range, and add notes or attachments if applicable (for example, a photo of the failure).
7. Save. AdmCloud assigns it an automatic document number and the record is immediately available in the list and in the maintenance reports.

Key capabilities

• Full filtering of the list by date range, subsidiary, location (including sub-location hierarchy), equipment, equipment class and failure code.
• Column customization: choose and order which columns to show in the list (reference, description, notes, creation date, subsidiary, voided flag, etc.) and save your own configuration.
• Attachments: attach files (photos, technical reports) to each record, also visible from the list.
• Duplicate an existing record to speed up logging similar or recurring stoppages on the same equipment.
• Void a record without deleting it, keeping proof that it was cancelled while preserving its history.
• Maintenance reports fed directly by these records: Failures by Reason, Failures by Equipment Class, Failures by Equipment and Failures by Day.

Key fields

Validations when saving

• Equipment is required, and cannot be changed once the record is created (if you picked the wrong one, void the record and create a new one with the correct equipment).
• "From" and "To" dates are required.
• Description is required.
• Hours cannot be negative.
• The equipment, stop reason and location (if used) must be active: you can't use an equipment, failure code or location that's already been voided.
• The document number cannot be modified once assigned when the record is created.
• A record that's already been voided cannot be edited or deleted.

Availability, plan and modules

• This screen is only available on the Enterprise plan, and only when your company has the Industrial Maintenance (equipment) module active. If the module isn't active, the list, the create/edit forms and the reports all show a message that the feature is unavailable on your edition.
• Access is controlled by the "Failure Records" permission of the user group, with separate levels to view, add, edit, delete and void.
• Before logging stoppages you need at least one Equipment and one Stop Code already created.

Tips and common pitfalls