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SERVICES/PRE HIRES:This presentation will cover:- Pre Hires (Page 2)

- Services (Pages 3 to 4)

- Running a Service Due report (Pages 5 to 8)

01/05/2023 Ana Raquel

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Pre Hires:

You will need to update the hours on Insphire to match the hours on the Pre Hires in order for us to keep our records up to date.

- Go to Maintenance > Meter Reading.

- Enter the fleet number in the Item Number box.

- Enter the most recent hours as per the pre hire.

- Amend the Reading Date to Date on Pre Hire and Save.

File away for future ref.

Prior to going out on hire, all machines are given a “Pre-Hire Check” to ensure it has met our standards.

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Services:All machines need to be serviced at every 500 hours / 6 months. When you receive a Service Sheet (serviced pre hire) it will need to be scanned onto the system and have the service updated on Insphire.

This is done by the Service department so send all services to Ana.

Service Targets = 100 units per month

- Scan the document to Worksheets and rename as the fleet number.

- Save to the Servicing folder under the correct month

-On Insphire go to Maintenance > Stock

Enter the Fleet Number and attach the document (name as SERVICE + DATE).

Now that a copy of the Service is attached to Insphire, you will need to update the Servicing tab.

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On Maintenance > Stock > Click on the Servicing tab for the machine.

You will need to update the information as per below:

- Click OK to save your changes.

Your Service is now update on Insphire.

File the Service sheet in the machine drop file.

Meter Reading Hours on service sheetReading Date Date on service sheet

6 MONTH TEST Period Type Days LapsedInterval 180Last Service Date on service sheet

500 HOUR TEST Period Type Hours (Usage)Interval Hours on service sheet + 500Last Service Date on service sheetLast Interval Hours on service sheet

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Running a Service Due report: A Service Due Report is run regularly by the Service Department to show vehicles which have reached 500 hours between services.

To run a Service Due Report go to Insphire and click Reports > Service > Service Due Report.

- Set the Service Level as ‘2’ - Select All Items (inc FAR) - Sort by Next Service Date - Change the date to todays date

(if you want to also see machines that are not yet overdue but almost due to be serviced, then set date as one month from date your running the report)

Hit OK to generate data.

Click the button and select:

Format: Microsoft Excel 97-2000 – Data only (XLS)

Destination: Application

Select Custom and OK.

This will bring up your Data on Excel.

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Now that you have your data on excel you will need to organise it and sort it into depots.

- Delete columns C, D, E & F as you do not need this information.

This should leave you with a more precise log.

Sort the data into Depots by clicking:

Data > Sort > Sort by Column C

(Below: You sort by Column C as this is where the depots are specified on your excel log)

When you click OK your excel log will be sorted in depots order for easier reading.

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This is what your current excel spreadsheet should look like.

As it is sorted by Depot and the Columns are wide enough to read the info supplied, it should be quick and easy for you to scroll to the information you need.

If you are sending this excel log to various depots, you will need to sort each depot into separate sheets.

To do this, click on the icon next to Sheet1.

This will open a new sheet within the same excel log.

Do this as many times as necessary to create a sheet for each depot.

Your log should then look like this:

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- Cut and Paste the information for each depot into their respective tabs/sheets.

- Add borders/wrap text//change font to make log your own.

Now that your excel information is organised and neat, it is ready to send.

Save as SERVICE DUE REPORT + DATE to your desktop and send.