Maintenance Report
MAINTENANCE REPORT
The Maintenance Report shows the recorded maintenance check results for a machine or asset, laid out according to the maintenance frequency (Daily, Weekly, Monthly, Yearly, Quarterly, Half Yearly) or as a Plan vs Actual view for preventive maintenance.
1.1 Generate Maintenance Report
Generate a Maintenance Report – Step-by-Step
Step 1: Access the Maintenance Report Screen
From the side navigation menu, go to:
Maintenance → Reports → Maintenance Report
This opens the Maintenance Report page.
Step 2: Fill in the Maintenance Report Search Filters
| Field | Type | Mandatory | Description |
|---|---|---|---|
| Maintenance Type | Dropdown | Yes | The maintenance frequency to report on. Values come from the Maintenance Type list in Master Category (for example Daily, Weekly, Monthly, Yearly, Quarterly, Half Yearly), plus three fixed preventive options: Yearly P Vs A, Quarterly P Vs A and Half Yearly P Vs A. The other fields appear only after a Maintenance Type is selected. Changing the Maintenance Type clears the selected machines/assets. |
| Maintenance Question Type | Dropdown | Yes | Choose Machine (default) or Asset. Values come from the Maintenance Resource Type list in Master Category. Changing it clears the selected machines/assets. |
| Select Machine | Searchable dropdown | Yes, when Maintenance Question Type is Machine | The machine to report on. Lists active machines. Single selection for normal maintenance types; multiple selection for the P Vs A types. |
| Select Assets | Searchable dropdown | Yes, when Maintenance Question Type is Asset | The asset to report on (on-screen label "Select Assets"). Lists assets from the Asset master. Single selection for normal maintenance types; multiple selection for the P Vs A types. |
| Report Month | Month picker (month and year) | Yes, for Daily and Weekly | The month to report on. Defaults to the current month. |
| Report From Year | Year dropdown | Yes, for Yearly, Quarterly and Half Yearly | The first year of the range. Defaults to the current year. Years listed from the current year back to 2000. |
| Report To Year | Year dropdown | Yes, for Yearly, Quarterly and Half Yearly | The last year of the range. Defaults to the current year. The range can be at most 10 years; otherwise the alert "Report only allows a maximum range of 10 years. Please select the years accordingly." is shown. |
| Report Year | Year dropdown | Yes, for Monthly and the P Vs A types | For Monthly, the calendar year to report on (current year back to 2000). For Yearly P Vs A, Quarterly P Vs A and Half Yearly P Vs A, the list shows financial years and defaults to the current financial year (based on the financial year start month set in Organisation Details). |
Step 3: Search or Clear the Maintenance Report
- Search – Enabled only when a Maintenance Type is selected, a machine or asset is selected, and the month/year fields required for that Maintenance Type are filled. Clicking Search fetches the report and shows it in the Results section.
- When data is found, the message "Maintenance(s) Report Retrieved." is shown.
- When no data is found, the message "No Maintenance(s) Report for your Input" is shown and the results are cleared.
- Clear – Resets all search fields and clears the results.
1.2 Maintenance Report Results
Maintenance Report Summary Header
Above the Maintenance Report table, a summary line shows:
- MAINTENANCE TYPE – Daily, Weekly, Monthly, Yearly, Quarterly, Half Yearly, Preventive Yearly, Preventive Quarterly or Preventive Half Yearly.
- MAINTENANCE QUESTION TYPE – Machine or Asset.
- MACHINE NAME / ASSET NAME – The selected machine or asset (for normal maintenance types), or MACHINE COUNT / ASSET COUNT – the number of machines/assets in the report (for P Vs A types).
- The report period.
- REF NO – The document identification / revision number.
Maintenance Report Common Columns
For the Daily, Weekly, Monthly, Yearly, Quarterly and Half Yearly types, each row of the Maintenance Report is one maintenance question (check point), and the first columns are:
| Column | Description |
|---|---|
| S.No | Row number (not shown for Monthly). |
| Maintenance Unit | The unit or part of the machine/asset that the check applies to. |
| Description | The maintenance check description (the question). |
| Responsible | The person or role responsible for the check. |
| Norms | The expected standard / acceptable value for the check. |
These columns stay fixed on the left while the period columns scroll. Empty cells are shown as -.
Maintenance Report Column Layout by Maintenance Type
| Maintenance Type | Period columns after the common columns | Footer rows |
|---|---|---|
| Daily | One column per day of the month: 1 to 31. Each cell shows the result recorded for that day. | CHECKED BY (per day) and SPARES ENTRY NOTES (per day, with a View Note button when a note exists). |
| Weekly | WK-1, WK-2, WK-3, WK-4, WK-5 – one column per week of the selected month. | CHECKED DATE, CHECKED BY and NOTES (per week, with View Note). |
| Monthly | A Month column after Maintenance Unit, then Jan, Feb, Mar, Apr, May, June, July, Aug, Sep, Oct, Nov, Dec for the selected Report Year. | CHECKED DATE, CHECKED BY and NOTES (per month, with View Note). |
| Yearly | One column per year in the selected From–To range (up to 10 years), headed with the year. | CHECKED DATE, CHECKED BY and NOTES (per year, with View Note). |
| Quarterly | For each year in the range, a year heading with four sub-columns Q1, Q2, Q3, Q4 (one per quarter). | CHECKED DATE, CHECKED BY and NOTES (per quarter, with View Note). |
| Half Yearly | For each year in the range, a year heading with two sub-columns H1 (first half) and H2 (second half). | CHECKED DATE, CHECKED BY and NOTES (per half year, with View Note). |
Clicking View Note opens a Spares Entry Notes popup showing the note entered during Maintenance Entry for that period.
Maintenance Report for P Vs A (Preventive) Types
For Yearly P Vs A, Quarterly P Vs A and Half Yearly P Vs A, the Maintenance Report compares planned and actual preventive maintenance dates:
- Columns: MACHINE, STATUS, then one column per scheduled period in the selected financial year.
- Each machine/asset has two rows: PLAN (planned date) and ACTUAL (date the maintenance was done).
- The ACTUAL cell is coloured, as explained by the legend above the table:
- Completed On Time (green) – done in the same month as planned.
- Completed Late (yellow) – done in a different month from the plan.
- Pending (red) – the planned month has passed and no actual date is recorded.
- Plans for future months are not coloured.
Search Within Maintenance Report Results
Use the Search: box above the table to filter the displayed rows by any text. For P Vs A types, the search filters machines by name or by plan/actual date.
Export Maintenance Report to Excel
Click Export as Excel (shown above the results table).
- The system downloads the report for the current search fields as an Excel file named after the Maintenance Type (for example
DLY-Maintenance Report). - When the file is generated, the message "Maintenance(s) Report Retrieved." is shown; if there is no data, "No Maintenance(s) Report for your Input" is shown.
That’s it! You’ve successfully learned how to generate and download Maintenance Reports using the DMeX application.
For further assistance, please contact the Support Team.