23 STEPS
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Now that we've added Services, Vendors, and a Maintenance Plan, it's time to apply our plan to our vehicles.
The first step is to open CTS Software - TripMaster and with your mouse, hover over Vehicle Maintenance -
Click Vehicles / Create Requests
This will bring you to a list of all of your vehicles. -
The Vehicle List contains your vehicles, odometers, and when their next service is due in miles and days.
To the right, you can select which maintenance plan applies to which vehicle, and create and validate service requests. -
If you have a lot of vehicles, the Global Search box may be helpful.
Click here to begin typing the code of the vehicle you'd like to apply a maintenance plan to. -
Click the Maintenance Plan drop down menu to select a plan. Here we'll select Part Replacement since that's the plan we created in the last tutorial.
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Now that we added this Maintenance Plan to the vehicle, we can see that it's Due in Miles column is negative. This means the services in the plan are due.
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In the Suggested Services column, there is a button showing 1 Create. This means that there is one service due.
Clicking the button will bring you to a new page, where you can create a service request. -
In the Service Request window, you can add services to the request, add comments, and place the request.
We'll click Add Service to add another item to this request. -
Click an item from the drop down to add it to this service request.
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You can also change the vendor and toggle services from this screen.
When you are ready to place the Service Request, click Request 2 Services. -
Now we can see on the Vehicle List that the Open Request column contains 2 open service requests for vehicle 003.
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To get a better look at your open service requests, navigate back to the Vehicle Maintenance menu and click Open Service Request Report.
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This brings you to a custom report that shows all the services you have an open request for.
This is organized by Vehicle and by Service. -
Back in the Vehicle List, clicking the Validate button under Open Requests will bring you into a new menu that will allow you to confirm that the services were performed.
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Date, Odometer, and Status are all required fields.
Date is auto-filled with today's date.
Click in the Odometer Completed box to fill in the Odometer of the vehicle when these services were completed. -
Under the Status menu, there are several options. Click where it says Completed to change the status of a particular Service if the job wasn't completed.
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For our purposes, we'll leave it on Completed to validate the Service Request now.
Otherwise, it can be validated later during an audit, or cancelled entirely if it the service was not needed. -
Click Cost to fill in the cost of each service. If you do, this will show up in reporting.
If you like you can also add comments in the Comments box.
The Vendor can also be changed through the drop down menu if needed. -
When you have verified that all the information entered is correct, click Validate to close the window and validate the service request.
If you make other changes, like changing the status of a service, it will be shown as an Update or Cancel. -
Now we can see that vehicle 003, under the maintenance plan General Part Replacement is not due for service for another 10000 Miles, or 120 days.
We can select another maintenance plan or vehicle to create more requests as necessary. -
For now, let's check out a report of all our past Service Requests. Navigate back to the Vehicle Maintenance menu and click Past Service Request Report to view.
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This custom report shows all the past service requests you have validated.
It shows vehicle ID, odometer, dates, vendors, and costs. -
Like with other reports, it can be Saved, Previewed, or Exported.
But that's it, you're done!
You now know how to apply your Maintenance Plans to vehicles to create Service Requests. And you know how to validate Requests and view the reports.
Here's an interactive tutorial for the visual learners