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Equipment Maintenance Equipment Maintenance Service Maintenance FormService Maintenance Form

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Equipment Maintenance MenuEquipment Maintenance MenuA Service Maintenance Form (SMF) is generated by the system when a piece of rental equipment is returned by the customer – ‘comes off rent’.

When the equipment comes off rent, it is put into the ‘less than 4 hour status’ where it is available for rent but requires a maintenance check before being rented again.

SMF Purpose: To ensure that all equipment and vehicles are in safe operating condition and to extend the life of equipment and vehicles.

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Equipment Maintenance Entry:Equipment Maintenance Entry: Entering an SMFEntering an SMF

To complete and update an SMF the following are required:

• Equipment Maintenance Step

• Labor Entry

• Maintenance Parts

NOTE: When processing an SMF, the system automatically advances, informing you what is required.

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Equipment Maintenance Entry:Equipment Maintenance Entry: Equipment SelectionEquipment Selection

To initiate a maintenance record, enter the following:

• Password• Equipment #: • Maintenance Date

- defaults to the current date

@ NOTE: If the maintenance date is performed prior to the entry date, change the default to the actual date the maintenance was performed.

WARNING!!! Bulk rental items. You cannot complete an SMF through the Equipment Maintenance Entry on a bulk rental item. Reason: SMF only works on serialized equipment - equipment that has an equipment #.

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Equipment Maintenance Entry:Equipment Maintenance Entry: SMF ContentSMF Content

The SMF displays the list of maintenance work required prior to the equipment being released to rental status.

The maintenance steps are standards established to aid in the general maintenance or up-keep of the equipment and should, at a minimum, follow the manufacturer specifications and guidelines.

When all required service is complete, the SMF is updated in the RentalMan system.

NOTE: If additional repair or maintenance is required above and beyond the SMF, then a Maintenance Work Order is generated.

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Equipment Maintenance Entry:Equipment Maintenance Entry: Step EntryStep Entry

The following are required for the Equipment Maintenance Entry Steps before moving to next screen:

Step 1: Select the mechanic(s) You can have up to 4 names F4 to search for the mechanic

Step 2: Change statusMust change status from N to Y to make the equipment available.

Step 3: Note the Hours required during maintenance. When modifying/ correcting meter, make sure to leave ‘update meter’ to “N”

Step 4: Assign mechanic number to maintenance line under the Did field to update steps.

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Equipment Maintenance Entry:Equipment Maintenance Entry: Maintenance ScheduleMaintenance Schedule

The SMF assures that regularly scheduled preventative maintenance requirements are met.

The system indicates what maintenance needs to be done based on hours/miles, rentals or days.

Hours/Miles – Based on hours/miles the machine has been used

Rentals - Based on # of times the equipment is rented

Date – Based on the length of time between a particular maintenance

WARNING!!! If the contracts are not properly updated with Hours or Miles, the system will not provide the shop with the appropriate maintenance list.

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Equipment Maintenance Entry:Equipment Maintenance Entry: Labor PerformedLabor Performed

Each time an SMF is performed, the hours spent in labor must be added in the system to properly record the overall maintenance cost of the equipment.

• The mechanics time is equal to the total amount of time worked on a piece of equipment.

• Time is recorded on increments of .25 (1/4). The minimum labor hours required is one quarter of an hour.

NOTE: Adding mechanics hours to the equipment only charges the equipment. It does not track the mechanics’ day.

WARNING!!! A work order is required anytime outside labor is used for maintance or repair. Outside labor is preformed by a third party other than United Rentals

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Equipment Maintenance Entry:Equipment Maintenance Entry: Maintenance PartsMaintenance Parts

When selecting parts to be used for maintenance, it is important to consistently select from the same location. To do this, begin your item search from the single location rather than selecting out of the search box.

When choosing parts to apply to the SMF, they should only be maintenance items such as filters, belts, spark plugs and other general maintenance items.

NOTE: If you use any Repair Parts on a SMF, you should open a work order and add the parts to the work order.

WARNING!!! If you just type the item number in without searching first, it is possible to sell the wrong part.

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Equipment Maintenance Entry:Equipment Maintenance Entry: Completing the SMFCompleting the SMF

To complete the SMF, the Billing Information must be entered. Maintenance costs are billed to the equipment’s assigned location - regardless of where the work was performed.

After properly completing the SMF Billing Information, the maintenance scheduler will be updated. This allows the system to list only the equipment needing scheduled maintenance at the appropriate time.

Helpful Hint: If a mistake is made you always have the option to go back to F12, or exit out completely by hitting F3. Both of these options will not update the file.

You have successfully updated the SMF. Your Equipment is now ready to Rent!!!