AWRA Help Center

Open Inventory → Assets, then the Maintenance pill in the row at the top of the page. The maintenance page lists work orders (open, in progress, overdue, completed) and schedules, with counts for what is overdue and what is out of service. Each asset’s own page also has a Maintenance panel showing its schedules, its work orders, and its hours out of service and maintenance spend over the last 12 months.

Preventive Schedules

Choose New Schedule (or Add Schedule on an asset’s page) and fill in:

• Asset and a service name (for example, Generator 250-hour service), with optional instructions.
• Every — a number of days, weeks, months or years.
• Count the next date from — either the day the last service was done (most servicing), or a fixed calendar (inspections and certificates that fall due on set dates whenever the work was done).
• First due — the date the first service is due.
• Open the work order this many days early — the lead time (7 days unless you change it).
• Optionally an assignee, a repair vendor (or none, for work done in house) and an estimated cost.
• This service takes the asset out of use — pre-ticks the out-of-service box when the work order is started, so downtime is recorded.

Every morning, AWRA opens a preventive work order for each active schedule whose due date, less its lead time, has arrived. The work order carries the schedule’s name, instructions, due date, assignee and vendor. The assignee is notified in the app; with no assignee, everyone who can manage maintenance is.

A schedule has at most one live work order at a time. Closing that work order is the only thing that moves the next due date, so a skipped service is always a decision someone recorded:

• Completed on a from-last-service schedule: the next date counts from the day the work was completed.
• Completed on a fixed-calendar schedule, or cancelled on either: the next date steps on from the date this one was due, past today, so closing a late job does not open a backlog of missed ones.

A paused schedule opens no work orders. Deleting a schedule that already has work order history pauses it instead, so the history is kept.

Working A Work Order

1. Open. Preventive work orders open themselves. For a breakdown, choose New Work Order (or Report Fault on the asset’s page) and give a title, type (corrective or inspection), priority (low, normal, high or urgent), due date, assignee and vendor. Each work order gets a WO number.
2. Start. Tick take out of service if the asset cannot be used while it is worked on. That records an asset movement sending it to maintenance, with the time it left.
3. Complete with a resolution (required), the condition afterwards, and the labour, parts and other costs. You can back-date the completion, never forward-date it. If it was out of service, it is returned and the time it came back is recorded.
4. Or cancel it with a reason.

Completing straight from open is allowed — the work happened — but with no start recorded there is no downtime to count.

Out Of Service And Back

• Two jobs on one asset are one hold. The first work order to take it out of service moves it; a second joins the hold; only the last to close returns it. Overlapping work orders are counted once in downtime.
• The asset goes back to what it was. A laptop that was checked out to someone returns to that person’s checked-out state — custody never moved — rather than to the store.
• A later decision wins. If somebody marks the asset lost, damaged or retired while it is away, closing the work order leaves that status alone.
• A quantity pool cannot be taken out of service as a whole; start its work order without the out-of-service box.
• A retired asset cannot take a new schedule or work order.

Overdue Work Orders

A work order past its due date and still open is marked overdue and stays open — it is never quietly dropped. The day it slips, its assignee (or whoever opened it) is notified once.

Costs

Labour, parts and other costs are recorded on the work order in the asset’s currency (or your organization’s base currency), and the asset page totals completed spend per currency. Recording a cost here is a maintenance record; pay the repair vendor’s invoice as a supplier bill or expense in the usual way. For stock items used on a repair, check them out as a normal stock adjustment.

Permissions

• View asset maintenance — see the maintenance page, work orders and the panel on each asset.
• Manage asset maintenance — create and edit schedules, and open, start, complete and cancel work orders.

Someone with maintenance access but not asset access lands straight on the maintenance page from the Assets menu entry.

Common Mistakes

• Waiting for a second work order on a schedule. A new one opens only after the current one is completed or cancelled.
• Forgetting the out-of-service box. Without it the asset stays available and no downtime is counted.
• Choosing the wrong date basis. Use fixed calendar for statutory inspections and certificates; otherwise one late service pushes every later date back.

Related

• Asset Register — the asset record and its page.
• Asset Movements — the movement history maintenance writes to.
• Asset tracking — the feature overview.