Maintenance Orders

What is it and what is it for?

Each Maintenance Order states the Equipment being serviced, the Maintenance Technician in charge (an employee flagged as a mechanic) and a description of the work done, plus how many hours it took. It's a transactional document, like an invoice or a journal entry: it gets an automatic document number, keeps an audit log, can be printed or emailed, and can be voided but never renumbered.

A Maintenance Order can also carry a checklist of individual Tasks (each with its own hours) and can be linked to one or more Maintenance Requests that asked for the work in the first place. When it's generated from a Preventive Maintenance Plan, AdmCloud pre-fills the equipment and the plan's task list automatically, and locks the Equipment and Plan fields so the order stays tied to the plan that triggered it.

Screens in this area

How to use it, step by step

1. Open "New" from the list. You can also arrive here from a Maintenance Request's Details (pre-filling its equipment) or from a Preventive Maintenance Plan (pre-filling its equipment and full task list).
2. Pick the Equipment that needs the work. It's required, and once the order was generated from a Preventive Maintenance Plan this field is locked and can't be changed.
3. Pick the Maintenance Technician responsible for the work. Only employees flagged as mechanics appear in this list.
4. Describe the Work Done. It's required, and it's what shows up as the order's main description everywhere else in the system (list, board, print).
5. Link any Maintenance Requests this order is resolving, and add the individual Tasks performed with their hours. If you started from a Preventive Maintenance Plan, its tasks are already listed for you.
6. Attach files or notes if you need to document the work (photos, reports), then save. The order is numbered automatically and starts in "Open" status.
7. Move the order through its statuses from its Details screen (or by dragging it on the Board): Open → In Process → Under Revision → Closed.

Key capabilities

• Toggle the list between only-open and all orders (including closed and voided) without reloading the page, with one-click quick filters per technician.
• Optional visual Kanban Board (beta) to drag orders between statuses.
• A four-step status workflow — Open, In Process, Under Revision, Closed — tracked with its own audit log entry, and optionally the GPS coordinates of the device that changed it, when your user group requires capturing coordinates on documents.
• Link one or more Maintenance Requests to a single order, or generate the order directly from an already-authorized request or from a Preventive Maintenance Plan.
• Record a checklist of individual Tasks, each with its own hours, in addition to the order's total Work Done description and Hours.
• Email the order, with its details and task list, to any address directly from Details.
• Duplicate, void or delete an already-saved order, print it with a default or custom template, and attach files and custom fields.

Key fields

Validations when saving

• Equipment is required, must exist and not be voided.
• Maintenance Technician is required, and the employee must not be voided.
• Work Done (description) is required.
• Hours cannot be negative.
• Subsidiary is required if your plan has subsidiaries enabled.
• Every linked Maintenance Request must exist and must not already be voided.
• Every Task that references your Tasks catalog must point to a task that isn't voided; a task line with no description is simply skipped when saving.
• The document number cannot be changed, and the Equipment cannot be changed once the order is created.
• An already-voided order cannot be edited.

Availability, plan and modules

• This screen is only available when your company has the Equipment Maintenance add-on module active (Enterprise plan). If it isn't active, the list, the create form and the board all show a message that the feature is unavailable on your edition.
• Access is controlled by the "Maintenance Orders" permission, with separate levels to view, add, edit, delete and void.
• The Board screen additionally requires the "Maintenance Orders Board" beta feature to be turned on; while in beta, treat it as a visual convenience on top of the same data shown in the list.
• Capturing the device's GPS coordinates when changing an order's status is optional and depends on a setting at the user group level ("capture coordinates in documents").

Tips and common pitfalls