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Sometimes you may complete a Service Entry but a Service Reminder has failed to reset - the Vehicle or Equipment still shows "Due Soon" or even "Overdue" for service, even though it was just done.
If you encounter this issue, check these four things:
- Check your Service Reminder intervals and due soon thresholds
- Check that the Service Task on the Service Entry is the same as that on the Service Reminder
- Check that the Service Entry date is accurate
- Check that the Service Entry includes a valid meter reading, not marked as Void
Check your Service Reminder intervals and due soon thresholds
A Service Reminder interval controls how often a Service Task should be performed. It is measured in time (by date, in days/weeks/months/years) or usage (by meter, in miles/kilometers/hours), or a combination of both - whichever comes first.
A common example would be an Oil Change. The reminder interval is every 6 months or 3,000 miles. The Due Soon threshold is 2 weeks before the 6 months is up, or 500 miles before the 3,000 hits. This threshold controls when the reminder is flagged as Due Soon in Fleetio and when you receive a notification.
If the "Due Soon" threshold has been set too high, then the Next Due service will be flagged too soon.
For example, an extra "0" is accidentally added in the Meter Threshold, so the Service Task both recurs at 5,000 miles and receives due-soon notifications at 5,000 miles. In this case, the Task will ALWAYS be due soon.
Check that the Service Task on the Service Entry is the same as that on the Service Reminder
A Service Reminder corresponds to a specific Service Task. If a technician mistakenly adds the incorrect Service Task to a Service Entry, the Service Reminder for the actual due task will not reset.
For example, the Service Task list includes an entry for "Oil Change" and an entry for "Oil Change - Synthetic" which has slightly different parameters. A Vehicle is due for the Oil Change - Synthetic, but the technician inadvertently adds the regular Oil Change to the Service Entry. The Reminder will NOT be resolved here.
Another common occurrence is a duplicate or misspelled task in the Service Task list. Tasks are case-sensitive, so check that the names are an exact match.
NOTE: In the case of duplicate tasks, you can Merge Service Tasks.
Check that the Service Entry date is accurate
A Service Task that is due on a specific date will not be resolved on schedule if the Service Entry is recorded on the wrong date. Double check the day, month, and year.
Check that the Service Entry includes a meter reading, not marked as Void
To help you stay on top of service schedules, Fleetio offers Maintenance Settings which include an option to require a meter reading on each Service Entry. This option is enabled by default, but can be disabled for your account. Confirm that your Service Entry does include a meter reading.
Fleetio also maintains strict meter validation to ensure that Meter Entries are always recorded in sequence - meters will always increment, never decrease. If a meter reading on a Service Entry is out of sequence, a user is offered the opportunity to Mark as Void in order to move forward saving the record. The intent is for this meter reading, and those just before and after, to be confirmed for accuracy, and corrected if necessary.
If the meter on the Service Entry is missing or void, Fleetio will automatically identify the Estimated Meter, based on the last valid meter entry, as the basis to reset the Service Reminder. Note the tooltip example below when hovering over the the Last Completed Meter Value on the Service Reminder to indicate that an Estimated Meter value was used.
EXAMPLE: A Vehicle received a Service Entry on Wednesday with a void meter entry. A Fuel Entry with a valid meter of 12,000 miles was recorded on the Monday just prior. The next due meter for that Service will be based on the valid 12,000 value. If meter history or service history is later changed, the due meter will update accordingly.
For vehicles with sparse meter history, the reminder may still remain overdue. In order to correctly reset the reminder due meter, we recommend recording the service with a valid meter entry.
To correct, edit the Service Entry, adjust the meter reading, and Un-mark as Void. See Meter Entry - Mark as Void, Un-mark as Void for more information.
