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Go to the main menu of the VA System.
Click on FeedFeeld.ai in the menu as shown in the below screenshot:
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The Maintenance Group screen is essential for organizing and categorizing maintenance teams. A maintenance group is a team of members responsible for ensuring the proper functioning, repair, and upkeep of equipment, systems, or infrastructure within an organization. Their tasks typically include routine inspections, preventive maintenance, troubleshooting, and addressing any issues that arise. The group works to minimize downtime, extend the lifespan of assets, and ensure the safety and efficiency of operations. Members of a maintenance group may have specialized skills in areas such as electrical, mechanical, or HVAC systems. This is further used for filtering resources at multiple places in application.
Menu Path: Menu > Fleedfeeld.ai > Setup>Master setup>Maintenance Group Screen
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The purpose of the assigning priority in request is that critical request receive immediate attention.
Menu Path: Menu > Fleedfeeld.ai > Setup> Master setup> Priority Level Screen
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The Cause Code master screen allows users to define specific issues for the problems that occur within equipment or machinery. The purpose of the cause code in feeld.ai is to identify the root cause of issues, failures, or malfunctions in the equipment.
Menu Path: Menu > Fleedfeeld.ai > Setup> Master setup > Cause code.
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Service types are broader categories or classifications of maintenance activities performed on equipment or machinery. Service types help users allocate resources effectively based on the specific maintenance requirements.
Menu Path: Menu > Fleedfeeld.ai > Setup> Master setup > Service Types Screen.
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Counter Setup screen is used to define measurement units (UOM) and tracking types for various asset metrics, allowing organizations to monitor specific aspects of asset usage or maintenance needs e.g - Kilometer (KM) , Running Hours (Hours)
Menu Path: Menu > Fleedfeeld.ai > Setup> Master setup > Counter Screen.
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Problem master screen allow users to create master record for relevant reasons of downtime related to assets. Downtime is the period during which an equipment is not in operational or available for use. These entries will be used in field service request. The purpose of problem in feeld.ai is to ensure the proper functioning of the equipment, efficiency of the equipment and in resource utilization.
Menu Path: Menu > Fleedfeeld.ai > Setup> Master setup > Problem.
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Maintenance Strategies are predefined approaches or plans that outline how and when maintenance activities should be performed on assets or equipment through field schedules. These strategies help to ensure optimal asset performance, reduce downtime, and manage maintenance costs effectively.
Menu Path: Menu > Fleedfeeld.ai > Setup> Master setup > Maintenance Strategies
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Resource Type indicates the categorization or classification of resources based on their characteristics, functions, or roles within an organization. It helps in organizing and managing resources effectively.
Menu Path: Menu > Fleedfeeld.ai > Setup> Master setup > Resource Type.
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Resource Screen allows user to define the resources who will perform assigned Tasks with unique user mapped on it. I. e. Resource can be used as technician who will perform the maintenance tasks. Unique users are mapped with resources. Ony valid resources can login to mobile application for execution of tasks.
Menu Path: Menu > Fleedfeeld.ai > Setup> Master setup > Resource.
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Skill screen is used to define the specific ability, expertise of an individual allowing them to perform task. Skill is used in task for related activities.
Menu Path: Menu > Fleedfeeld.ai > Setup> Master setup > Skill.
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To open the ‘Equipment Master setup’ screen in the VA system. The navigation path is mentioned below:
Menu Path: Menu > Fleedfeeld.ai > Setup > Equipment Master Setup.
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The equipment application refers to the specific purpose or use of an equipment item. It involves identifying and utilizing the equipment for a particular task or function. For example, equipment such as a forklift can be used for lifting and transporting heavy loads in a warehouse or construction site. The equipment application is specified in the Equipment Detail tab of the Equipment Master.
Menu Path: Menu > Fleedfeeld.ai > Setup> Equipment Master Setup > Equipment Application Screen.
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The Equipment Class screen is used to define the criticality of the equipment. It is applied in the Equipment Details tab. Based on the equipment class, the class priority is used to determine the field service request and field schedules.
Menu Path: Menu > Fleedfeeld.ai > Setup> Equipment Master Setup > Equipment Class Screen.
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The Equipment Rating screen is used for reporting purposes and to create equipment rating records. In this screen, the user defines the BD range (from and to), and based on this BD range, the rating is generated. This is available in Equipment Details tab of Equipment Master.
Menu Path: Menu > Fleedfeeld.ai > Setup> Equipment Master Setup > Equipment Rating Screen.
Equipment Rating screen will open. To create the record, the user clicks on the ‘New Record’ button as shown in the below screenshot:
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By default, the login organization is displayed, but user can change it accordingly.
The user enters the name of the Equipment rating and enters the BD Range from and BD Range To.
The user enters the description if any and click the save button to save the changes as shown in the below screenshot:
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👉 “Equipment Rating” Field of the Equipment will update from the Server.
Equipment Category
Equipment category refers to a group and classification of the similar types of equipment, Machinery along with genre and based on characteristics, functions. It helps in organizing, managing different types of equipment within organization.
Menu Path: Menu > Fleedfeeld.ai > Setup> Equipment Master Setup > Equipment Category Screen.
Equipment category screen will open. To create the record, the user clicks on the ‘New Record’ button as shown in the below screenshot:
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By default, the login organization is displayed, but user can change it accordingly.
The user enters the name of the Equipment category.
The user can select the serial number control for a specific equipment category.
The user enters the description if any and click the save button to save the changes as shown in the below screenshot:
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The user can define the Genre of the equipment category by navigating to the ‘Equipment Genre’ tab and clicking on New Record button as shown in the below screenshot:
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Equipment Master
Equipment Master screen contains all assets which will be used for service and maintenance activities. Asset can be used within organization and by customer. The equipment master helps organizations to track and manage their equipment inventory efficiently, plan maintenance activities.
👉 New asset/equipment can be created in Asset Register screen.
Menu Path: Menu > Fleedfeeld.ai > Setup > Equipment Master
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Equipment Master screen will open on the user screen as shown in the below screenshot:
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The user is unable to create a record on the Equipment Master screen. Records on the Equipment Master screen are filtered based on a flag set on the Asset screen. Only if the "Is Equipment" checkbox on the Asset screen is marked as true, will the records appear on the Equipment Master screen.
Details of eqipment can be entered on tab Equipment Details. Only one record can be made on this screen. Please refer to screenshot:
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👉 “Is Equipment” Checkbox is automatically true if an Equipment Category is bind on asset.
Task Group
Task Group are used to define activities/tasks which need to perform during maintenance of machines. On task group screen user can add multiple tasks in one task group also user can define different maintenance tools and different checkpoints against Task. The purpose of Task group is to enhance the overall maintenance process and improve efficiency.
Menu Path: Menu > Fleedfeeld.ai > Setup > Task Group
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Task Group screen will open. To create the record, the user clicks on the ‘New Record’ button as shown in the below screenshot:
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By default, the login organization is displayed, but user can change it accordingly.
The user enters the name of the task group and select the services provided in the specific task group.
The user enters the description if any and click the save button to save the changes as shown in the below screenshot:
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Servicable Product
The user can bind the serviceable products (asset) against the task group like equipment or machinery, with a group of predefined tasks. This ensures that the asset is assigned the correct maintenance or service tasks, improving workflow efficiency and resource allocation.
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We will learn flow of creation of request manually. To open the Field Service Request screen in the VA System, user navigate to below mentioned steps:
Menu > Fleedfeeld.ai > Service Centre > Field Service Request
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Field Service request landing page will open as shown in the below screenshot:
To create the request, the user clicks on the ‘Create Request’ from the landing page or clicks on ‘New Record’ button as shown in the below screenshot:
By clicking on “New Record” button, request screen will open in a single view. as shown in the below screenshot:
User needs to enter the mandatory details and select relevant information for creation of Field service request. Fields details are mentioned below:
Organization: By default, the login organization is displayed, but user can change it accordingly.
Maintenance Type: User selects the Type of Maintenance to be provided, basically it is the document type that user needs to select.
👉 Maintenance type is visible whose Document base type as ‘Field Service Request’ is defined.
Request Date: Creation date of the service request, by default it will populated with today’s date.
Request No.: It is auto-populated when user click on save button.
Expected Service Date: Select the anticipated date for field service.
Supervisor: Selection of Supervisor for the field service request, automatically set to the logged-in user.
Customer Name: Selection of the customer’s name against which field service request is required to raise.
Customer Location and Customer Contact: These fields autofill with customer data.
Asset: Select the asset for which the service request is created.
👉 Asset whose Owned checkbox mark as false is visible in the asset field.
Asset Components: Specifies the component that needs service.
Use Asset Location: Checkbox to indicate if the asset’s location should be used instead of the customer’s location.
Priority: Set the priority (urgency) level for the request (including, Critical, High, Medium, Low).
Problem: Selection of problem from the drop-down options.
Contract Reference: Reference any related contracts.
Contract Validity: Enter the contract’s validity dates.
Price List: Price List that is used for providing the prices in the field service request, it auto-populates based on customer selection.
Estimated Cost: It indicates the estimation cost which is auto populated with the sum of task prices, travel prices, resource prices and spare parts prices.
Payment Method: Auto-fetched from customer selection.
Description*: Additional notes or information related to the service request.
Actual Up Time: Specify the date and time when the service is completed.
👉 Fields name in red color shows that these fields are mandatory to be filled to create and save the field service request record.
After selection all the relevant/mandatory details on the request screen. User clicks on the save button to save the changes as shown in the below screenshot:
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User clicks on the action button and select the ‘Create Task’ button to insert tasks using the process of Add task as shown in the below screenshot:
By clicking on ‘Create Tasks’ button, create task pop-up appear on the user screen as shown in the below screenshot:
User select the Task Group from the dropdown list as shown in the below screenshot:
Once the Task Group is selected then all the tasks available in the task group will show on the pop-up screen as shown in the below screenshot:
The user selects the tasks they want to add by checking the checkbox one or many, then clicks on the apply button as shown in the below screenshot:
Upon clicking on the ‘Apply’ button, the task is successfully added on the field service request and the user receives a message i.e., ‘Line(s) inserted successfully’ as shown in the below screenshot:
The user clicks on cross icon and check the added task in the composite view or by going to the ‘Task’ tab as shown in the below screenshot:
👉 Estimated cost field gets auto-populated by adding the task. It is the sum of the prices of Tasks, Spare-parts, Travel Charge, Resource Charge.
Add tasks manually
User can also add the task by navigating to the ‘Task tab’ and clicking on new record button as shown in the below screenshot:
User select the task group, and task in respective fields. Only rest of the tasks available in the task group that are not added in the field service request will visible under the task field drop down
Select the task and save the record to save the changes. Upon selection of task, Task Estimate Hours will be auto-populated from the task as shown in the below screenshot:
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To charge for the resource performing the task, mark the Resource Chargeable checkbox as true.
User enter the resource to assign the specific task.
After that, the user selects the resource product (On the resource screen, the products associated with a specific resource are visible).
Select the Resource Product and the prices will auto-populate from the price list and Users can alter the resource prices if required and click on save button to save the changes as shown in the below screenshot:
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👉 The "Task Schedules" tab will visible once the task is assigned to a resource and advanced tabs setting is on in user prefrence.
Additional Details Tab
The 'Additional Details' tab provides more information about the Field Service Request. By navigating to this tab, the user can view details including the total estimated travel time, total actual travel time, total task estimation time, total actual task time, currency, asset information, guarantee date of the specific asset, service type, as well as sales order and sales quotation details, OTP for confirmation (should not be shared with Technician) as shown in the below screenshot:
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All the respected tasks or spare parts will be included in this quotation.
After adding new tasks on site technician can re-generate quotation.
Upon clicking on ‘Generate Sales Quotation’ button, user select the valid till date and closure date as shown in the below screenshot
User click on Ok button then sales quotation and sales order is successfully created on the user system and user receive the message i.e., on Sales Quotation and Sales order is successfully created as shown in the below screenshot:
User can view the created ‘Sales Quotation’ and ‘Sales Order’ by navigating to the Additional details tab as shown in the below screenshot:
👉 Sales Order is generated automatically in the system with the creation of the sales quotation as shown in the above screenshot.
Scheduling and Dispatching
Task Schedule Tab
👉 The resource can accept and create a schedule either through mobile application or via the Scheduling and Dispatching associated with the task.
In the Field Service Request screen, the 'Task Schedules' tab under the Task tab is activated once the user assigns a task to a resource. Assigning a resource is crucial for enabling scheduling options, as it ensures the appropriate resource are linked to the task, facilitating efficient planning and coordination of the task's timeline. Once a resource is assigned, the Task Schedules tab becomes available, allowing the user to create and manage schedules for the task.
Also, the user can create the schedules by clicking on ‘New Record button’ as shown in the below screenshot:
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👉 The resource can perform the task through the mobile application. For more details refer mobile application user manual.
During task performance on the mobile application, if the resource requires any spare parts, they can install them directly through the app. If the required spare part is not available in the warehouse, the user needs to create a requisition for it.
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To simplify the process of update sales order, user clicks on the action button and selects the 'Update Sales Order' option as shown in the below screenshot:
Upon clicking on ‘Update Sales Order’, the user receive a message on the screen i.e., ‘Sales Order updated’ as shown in the below screenshot:
User can view the updated ‘Sales Order’ by navigating to the Additional details tab as shown in the below screenshot:
After updating the sales order, the resource can install the spare parts quantity through the mobile application. When the required quantities of spare part are installed then material consumed checkbox automatically becomes true and the delivery line is generated for the installed quantity on the sparepart tab as shown in the below screenshot:
Users can view the created ‘Delivery order’ details by navigating to the delivery order tab as shown in the below screenshot:
👉 If Technician making changes from mobile application for spareparts then it will automatically update sales order, User does not have to update sales order in that case.
Update Status
The Field Service Request has various status as explained below:
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To update the status of the Field Service Request, the user first enters the Actual Up Time, which specifies the date and time when the service is completed. After that, the user needs to click on the action button and then select the 'Update Status' option as shown in the below screenshot:
By clicking on the ‘Update Status’ button, a confirmation message appears on the user screen as shown in the below screenshot:
The user clicks the 'OK' button to confirm. Afterwards, they select the status from the dropdown menu as shown in the below screenshot:
The user clicks 'OK' button as shown in the below screenshot:
After clicking on the ‘OK’ button, the status of the Field service request is successfully updated as shown in the below screenshot:
Users can view the updated status history by navigating to the ‘Log’ tab as shown in the below screenshot:
👉 The Field Service Request status is set to 'Completed' only if the actual uptime is filled. Otherwise, the system displays an informational message: 'Update Actual Up Time’.
Generate Invoice
After completing the task, the user issues an invoice to the customer, covering the cost of the services provided, along with any spare parts used during the task. The invoice will include all associated charges, such as the task price, travel expenses, and resource cost, as well as the price of materials or parts used to complete the work.
To simplify the invoice creation process, the user needs to click on the action button and selects the 'Generate Invoice’ option as shown in the below screenshot:
👉 The "Generate Invoice" button will be enabled when the field service request status is set as completed.
Upon clicking on the ‘Generate Invoice’ button, a confirmation message appears on the user screen as shown in the below screenshot:
The user clicks on the ‘OK’ button to provide the confirmation. Once confirmed, a pop-up appears on the user screen, a user select the Document type and clicks on ok button as shown in the below screenshot:
Mark the "Invoice to Completed" checkbox true if the user wants to generate the invoice with a completed status. By clicking on the ok button, the invoice is successfully created on the user screen as shown in the below screenshot:
Once the invoice is generated, the status of the created field service request will be updated to "Invoice Generated" as shown in the below screenshot:
Users can view the created ‘Invoice’ details by navigating to the Invoice Details tab as shown in the below screenshot:
👉 The invoice will be generated once the task is performed and the field service request status is set as completed.
Completion of Field Service Request
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