NEW CUSTOMER TRACKING WITH DSM

Service Records & DSM- How to use

These instructions cover the operation truck & equipment maintenance in DSM.

Getting started.

In these instructions, we’ll take you through the basic steps of scheduling maintenance & maintaining service records using DSM.

Step 1 – Set up the truck See screen below.

Truck Description: Type in a description for the truck. This can be anything you like
Truck number: This can be any number you wish. This field is a numeric field only. Letters may not be used.
Year: Year of Manufacture
Make: Manufactered by: (e.g. Chevrolet, Ford, Kenworth)
Model: Model name (e.g. F350…)
VIN #: Vehicle Identification Number
Issued to: Person in DSM which the truck is issued to
DOT Inspect: Date field, expiration date - department of transportation
Title: Name in which the title appears or title number if you wish. Your choice.
License: License plate
Toll: Tollbooth transponder #
Permits: Check box, opens another window. Place to put in permit numbers for various states of operation
Engine: Engine size or displacement
Fuel: Type of fuel
@ROAD Vehicle ID: ID number or name used by the @ROAD system for tracking trucks & sending text messages to vehicle
Weight: Gross Vehicle Weight GVW
Truck contains Peak’s GPS Link. Peak Software Proprietary system for truck communication with DSM.
Date Purchased: Date company purchased the truck
Transmission: Type of transmission in vehicle (e.g. Manual, auto, bigger carrot on a shorter stick…)
Warranty Term in: Number of months the warranty you have is valid for
Tax/Licns Due: Date that the tax & license are due
Job Cost Rate / HR. A dollar figure that you estimate the operating costs of the truck are. (e.g. $50.00)
$ Cost: Price paid for the vehicle
Date of Last inventory: Date in which you performed a recent inventory.
Warranty Exp: Date the warranty will expire on the truck
Inactive Truck: Checkbox that, when checked, signifies the truck is inactive. Provides fields for dates & mileage when checked and subsequently will not allow the truck to show up in DSM as an active usable vehicle.
Serice interval - X days or X miles: Typical number of days between each preventative maintenance service.
Description: Preventative maintenance description (e.g. LOF – lube, oil, filter … etc.)
Next date of service: X date or X miles. Date & miles field that is filled in when the truck is initially entered into DSM. Date automatically updates when service is performed in the service records portion of DSM.
Notes: Place for notes etc.
Service cost to date: Field that automatically updates based on the cost of the service performed in the service records area of DSM.
Current Mileage: Mileage field that updates automatically based on Job ticket entries (mileage on truck)
Updated: Updates automatically when job ticket miles are entered. Shows date of last update and usually matches the last job ticket truck entry for the truck unless manually changed.
Service records button: Clicking it will show the current service records for the truck on file. Also allows you to ad them as well. See picture below, then read below for descriptions.

Service records – Creating & maintaining

The screen shown is the service history for the truck in question. On this screen, items with an asterisk * show that the service was completed. Clicking the ADD button will allow you to create one. The records you create here are the ones that will show up later in this documentation and are the actual repetitive records that will follow the truck in DSM.

Creating the record

1. Date: Type in the date for the service to occur (tentatively)

2. Description: Type a description for the service. This can be anything you wish.

3. Type: Valid types are Unknown, Scheduled, and Emergency.

4. Ordered by: This is a drop down list of the people in your system. Pick the person that ordered it.

5. Date in: This is a date field that is the actual date that the truck was serviced. This should only be filled in when doing the requested service.

6. Date out: type in a date that the service was completed.

7. Service color: Color the text will be on the previous screen. Reference purposes only.

8. Operator: Person performing the service

9. Mileage at time of service: Mileage field, reference only, will not change the mileage on the truck in the truck record.

10. Outside Vendor: Place to type outside vendor name. (like if you took it somewhere to have service performed.)

11. Labor Hrs: Actual time in hours that the service took to perform.

12. Labor Rate $: Dollar figure that you’d charge to do the work

13. Total Labor $: Calculated field based on labor hrs X labor rate entered earlier.

14. Parts Cost $: Calculated field - total cost of parts added or used in the screen to the right. See below: Clicking add will allow you to use parts from your parts inventory.

15. Total Internal $: Any cost associated with the proposed service to be performed.

16. Vendor Cost $: Cost paid to outside vendor. (what was paid to spiffy lube)

17. Service total $: Complete total cost of service performed. Includes labor, parts, internal & vendor cost.

18. Notes & History: Place to put notes.

19. Print Service: Print button, allows you to print the service record (or ticket)

20. Next Service: Button that, when clicked, creates the initial record for service based on this service ticket. Commonly used when you’re doing regular scheduled service on a truck. If clicked, the information currently available for the truck will appear such as current mileage, & the typical interval for service information. Entering a date will create a marker that will tell DSM to display it when you go to create your next batch of service records for your equipment.

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Ok, so now we’ve described the basic setup screens, let’s put this to work. The following portion of the instructions will go through the entire process. We’ll put a truck into the system, we’ll create a service marker for it, send the truck out on a job that takes it over the mileage threshold warranting service, create the actual service record, perform the service, close the service record, schedule another service record for the future and run any associated reports.

A Dry run…

In the screen shown below, we’ll start with our truck having a current mileage of 2990 on it. We have not created a service record at this time. Let’s do that now.

Click “service records” and you’ll see this screen. Put in the tentative scheduled date, description and type. Put in who it was ordered by, then click OK. Now you’ve created the service record marker. The service record isn’t really a service record until you create it. This will come in a moment.

Now, let’s say you have an order. This order occurs and you get to the job ticket entry screen. At this time, you’ll want to put in the odometer start and finish. In this case, it’s 2990 (where it is now) and the finish odometer reading. Here, we’ll use 3001. Make sure to include the truck number here. The hours on Truck field will reflect the time on the truck based on the number of hours the employee was on the job.

From there, click ok and save the ticket. You do not need to invoice the job to go and check the service records at this time. If you wish to invoice it, you may.

Now we’ll go check the service records to see what’s there. In this example, the truck used is now over the mileage marker in the original service marker record that should state that it’s time to perform service on the truck. Go to action, create service records. You’ll see a screen similar to the one below.

There should be a service record in the list. It will be for the truck we’d entered earlier. There will be checkmarks next to the service orders to be created. To toggle the checkmark, simply double click them. Orders with checkmarks next to them will be created when you click the “CREATE RECORDS” button. If a service record is shown but you wish to reschedule it, click the reschedule button and reschedule it for another date. Doing this will cause the record to not show in the list until the date specified or the mileage entered.

If you click “CREATE RECORDS” the system will prompt you to print them. You may print them now or print them later. For now, click NO.

Immediately following that, the system will ask you if you wish to create the records. At this time, we’ll create the record for the one with the check mark next to it for truck #1.

Once you click yes, the system will go back to the main DSM screen.

Now, let’s go perform the service using the record we created. Go to ACTION, SEE OPEN SERVICE RECORDS.

You’ll be presented with a list. This record is the one we just created earlier.

Double click on the record. You’re now presented with the same screen you saw before. At this time, we’re assuming that the technician performing the service is using this screen.

So, after performing the service, he enters what he did. The system will calculate the costs automatically. When he’s done, he may click the “PRINT SERVICE” button and save a copy for his records. Upon clicking “Next service scheduled”, he’ll be presented with the next service record that will appear for it. This is for reference purposes normally but can be modified as well from here.

Clicking OK will save the service order and close it.

Now, we can go look at the truck.

Pick the truck.

Note that the next service record has been created.

Clicking on “Service records” will show the service history on the truck. The ASTERISK * signifies that that service was completed.

Now that the service was performed, we can run reports based on what just happened.