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What it does

  • Captures all maintenance activity details (date, technician, checklist notes).
  • Logs material, labor, and external vendor costs for each task.
  • Associates costs with specific assets, ensuring Total Cost of Ownership visibility.
  • Provides comprehensive maintenance history reports for audits, budgeting, and ROI analysis.
Prerequisites
  • Assets exist under Assets > Asset List, with correct Asset Code and Location.
  • Preventive or Corrective Maintenance Tasks have been created under Maintenance > Maintenance Task.
  • Under Accounts > Chart of Accounts, ensure you have accounts for Maintenance Expense, Labor Expense, and Inventory (for spare parts).
  • Purchase Invoice or Expense Claim entries are enabled to record external vendor invoices.

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Step 1: Complete the Maintenance Task

  1. Access the Maintenance Task
    • Navigate to Maintenance > Maintenance Task > List.
    • Filter by Status: In Progress or To Do and click the relevant task (e.g., MT-2025-0210 – Quarterly Filter Replacement).
  2. Update Task Details
    • In the Checklist section, tick off each inspection or repair step and add notes if any anomalies were discovered.
    • In Comments, record observations (e.g., “Replaced air filter after observing heavy debris buildup”).
    • Click Complete to move the task to Status: Completed.
    • Once complete, the CGIC App timestamps the finish and logs the technician’s name.

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Step 2: Log Material (Spare Parts) Costs

  1. Add Consumed Items
    • Within the completed Maintenance Task, scroll to Consumed Items.
    • Click + Add Row for each part used during maintenance:
      • Item Code (e.g., “Air Filter Model A-123”).
      • Quantity (e.g., 1).
      • Rate (auto-populated from the Item Master or manually entered if ad-hoc).
    • The CGIC App deducts consumed quantities from the linked Warehouse inventory and calculates the total material cost for the task.
  2. Verify Cost Posting
    • After saving, the system posts a journal entry:
      • Debit Maintenance Expense → Materials.
      • Credit Inventory (Warehouse).
    • Confirm the Consumed Items Total matches the sum of (Quantity × Rate) for all parts.
If a part is not stocked (e.g., a special gasket), create an Expense Claim or Purchase Invoice for later, as detailed in Step 3.

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Step 3: Record Labor and External Vendor Costs

  1. Log Labor Hours
    • In the completed Maintenance Task, update the Labor Hours field (e.g., 2.5 hours).
    • The CGIC App multiplies Labor Hours by the Standard Labor Rate (configured under Setup > Maintenance Settings) to calculate labor cost.
    • If you have multiple technicians on one task, click + Add Row under Labor Details to enter each technician and their respective hours and rate override if needed.
  2. Link External Vendor Invoice (If Applicable)
    • If a third-party vendor performed part of the work (e.g., specialized pump rebuild), navigate to Buy > Purchase Invoice > New.
    • Select the Vendor, Date, and the Maintenance Task Reference under References so costs link back to the correct task.
    • Under Items, add the service line (e.g., “Pump Rebuild Service”) with Quantity = 1 and Rate = Vendor Charge.
    • Save and Submit the Purchase Invoice. The CGIC App will:
      • Debit Maintenance Expense → Services.
      • Credit Accounts Payable (Vendor).
    • In the Maintenance Task, click Refresh Cost Details (or navigate to the References section) to confirm the external cost is associated.
Always enter vendor invoices against the Maintenance Task Reference to maintain a consolidated cost view per task.

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Step 4: Review Total Maintenance Cost Per Task

  1. View Cost Summary
    • In the Maintenance Task record, check the Cost Details panel:
      • Materials Cost (from Consumed Items).
      • Labor Cost (Labor Hours × Rate).
      • External Service Cost (from linked Purchase Invoice).
      • Total Task Cost (aggregate of all three).
  2. Adjust and Approve
    • If you notice discrepancies (e.g., incorrect part rate), click Edit and correct the Rate or Quantity in Consumed Items.
    • For labor, if actual labor rate differs from the standard, override the Rate in the Labor Details section.
    • After adjustments, click Save to update the total.
    • When satisfied, the Maintenance Manager can click Approve Costs—locking the task’s cost details and triggering final accounting entries.
    Approved costs generate a consolidated journal entry posting to your Maintenance Expense accounts and update the Asset Maintenance Ledger under each Asset record.

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Step 5: Capture Maintenance History on the Asset

  1. Open the Asset Record
    • Navigate to Assets > Asset List.
    • Click the relevant asset (e.g., Pump-03 – Cooling Tower Pump).
  2. View Maintenance Tab
    • Select the Maintenance tab. Here you’ll see:
      • Task ID (e.g., MT-2025-0210).
      • Date Completed.
      • Technician.
      • Cost Summary.
      • Attachments (photos/reports).
  3. Historical Analysis
    • Click Maintenance History Report under Asset to view all past tasks for that asset, sorted by date.
    • Verify that each maintenance entry has:
      • Checklist Notes (what was inspected/replaced).
      • Cost Breakdowns (Material, Labor, External).
      • Next Scheduled Maintenance (if auto-generated).