In a long-term maintenance plan, you estimate future work and its costs. To carry out the work, you create a separate task for the same Spot. Work entries generate costs according to their own rules, and the plan's actual totals aggregate the costs saved for the Spots by calendar year.
Check the plan and permissions
From the browser menu, open Assets → Assets, devices, tools → Long-term maintenance plans. Open the plan by clicking its name. Check the work's Element, its Spot and the year of the planned amount.
The element line and the task are separate records. Saving the plan or setting the line's Cycle (years) does not create or schedule tasks. Completing a task also does not mark the element line as completed or reduce its planned amount.
You need permission to view the plan and the Spot in question, as well as separate permissions to create and complete the task and record the necessary entries. Editing the plan requires permission to edit it. If the task requires inspection, the inspector must also have permission to close the task.
Create a task for the correct Spot
From the browser menu, open Manage tasks → Tasks → Tasks and select Create new task at the top of the page. Select the same Spot under which the work is recorded in the plan.
Give the task a recognizable Name and a description of the work. Set the due date and responsible party under Responsibility and schedule. Select the required task template or Task form and check the requirements they introduce, such as inspection before completion.
Check that the created task has the correct Spot, schedule and responsible party. A similar name does not link a task to a specific element line: the task's Spot determines where the costs are allocated. If you select several Spots, a separate task is created for each one.
For saving options, see Creating a task or draft. If the work needs to recur, configure recurrence for the task as described in Configuring a recurring task.
Carry out the work and save the entries
Open Tasks in the Android or iOS app and select the task you created. Check the Spot and work instructions before carrying out the work. If the task has a form, select Fill task form from the task actions, fill in the required information and save all sections.
Record the time spent on the task, the products used and any necessary expenses. Work hours refer to a person's working time; a machine hour reading describes equipment usage and does not replace a work time entry. Also provide the signatures and inspection items required by the task.
For details on recording entries, see Recording work time, Adding a spare part to a Spot and task and Recording travel expenses and daily allowances. Recording other work costs and a Spot's own equipment costs is described in Adding other costs. Do not record the same expense as both a work cost and an equipment cost: both are included in the actual totals.
When the work and entries are complete, select Complete from the task actions. On iOS, the button is at the bottom of the task details. On Android, confirm completion by selecting Yes. Wait for the save to succeed and check the task's status.
If the task requires inspection, marking it complete sends it for inspection. Automatic costs are generated only when the task is finally completed. The inspector should check the entries before closing the task; see Inspecting a task and its report. If completion is blocked, check for missing information and permissions using Completing a task in the mobile app.
When does an entry generate a cost?
A work time entry or a product line added to a task is not, by itself, a cost line included in the plan's actual totals. Final completion closes the task's running timers and triggers automatic cost generation if any of the following conditions are met:
- The task has a positive amount of recorded work time, and billable hours are enabled in the resource details of at least one person who recorded time.
- The task has product lines.
- The task has travel expense entries.
When any condition is met, costs are generated from all the task's work time, product and travel expense entries. The billable hours setting therefore triggers cost generation; it does not act as a separate filter for each work time entry. If the task only has work time entries and the work time condition is not met, no automatic work time costs are generated.
Work time cost is calculated from the minutes in the entry: minutes ÷ 60 × the person's hourly rate. The average hourly rate in the resource details is used first; if it is missing, the regular hourly rate is used, and if both are missing, zero is used. An explicitly entered zero rate does not cause the calculation to use the next rate. The duration calculated from the start and end times is rounded up to whole minutes. For example, 90 minutes at €40/h generates a cost of €60.
Product cost is based on the quantity used and the service's cost pricing, such as the purchase batch price or average price. The sales price and sales amount are saved separately. With FIFO/LIFO batch pricing, the initial cost may be adjusted in the background after inventory transactions have been processed. Check the cost again in this case. The pricing options and order of rules are described in Inventory value and product cost.
Travel expense generates its own cost line from the amount in the entry. Any non-zero daily allowance generates a separate line.
Other work cost can be saved before the work is completed. Its initial amount is quantity × unit price. The current discount for other costs for the first customer linked to the work may reduce the amount. The discount is checked again at completion, so the final cost may change. Check other costs before closing the task: ordinary adding, editing and deleting of costs is blocked for completed tasks.
Check the task's costs and the plan's actual totals
In the browser, open the task from the Tasks page. Check its status and the form's Logged work hours and Work costs tabs. Make sure the necessary cost lines have been generated and their amounts are correct.
Close the plan details you opened earlier and reopen the plan. Check Forecast start year and the year column headings. Compare the Planned and Actual rows at the bottom of the plan table. The view covers the start year and the following nine years.
Planned totals the annual estimates on the element lines. Actual totals the equipment costs of the Spots linked to the plan that you can view, as well as the saved work costs of all their tasks and service requests. This may include work other than that described in the plan's elements. Actual costs are not allocated to individual element lines.
The actual totals are not filtered by work status, billability or cost type. A saved other cost for work that is unfinished or awaiting inspection may already appear, even if automatic work time and product costs are still missing. The total uses cost values; it is not a sales amount and does not indicate that the work has been invoiced.
The year of a work cost is determined by the cost line's creation date, not the date of the work time entry or the date the task was carried out. For equipment costs, the cost date is used, or the creation date if no cost date is available. The year is determined in the customer account's time zone. Work that remains under inspection over the turn of the year may therefore have its automatic costs included in the following year's actual totals.
For example, an equipment cost of €200 and a saved task cost of €300 in the same year produce an actual total of €500, even if the planned amount is €1,000. The actual total is a monetary amount, not a completion percentage. The Finnish-language view displays amounts to two decimal places; the sum is based on the saved values.
If the total differs from what you expected, check the Spot, whether the cost lines exist, the prices used, the years of the costs and any duplicate entries. Different users may see different totals because of Spot viewing permissions. The plan's change history describes changes to planning information; it is not the source used to calculate actual totals.
For more information on comparing years, see Plan forecast and actual totals.