An Inspection Record can be created at the System Level on a Customer Account.
Go to the Customer System and Right-click on “Inspections."
Select “New Inspection.”
Below is an explanation of each field shown on the Inspection Record.
DESCRIPTION - This field is used to describe the type of inspection associated with the record and is for internal use only. The Description field has a maximum length of 50 characters.
Example: Annual Fire Inspection, Quarterly Sprinkler Inspection
FREQUENCY - This field determines how often the inspection will take place. Common frequencies include Monthly, Quarterly, Semi-Annual, and Annual, although several additional options are available.
SERVICE PROBLEM CODE - Select the appropriate Problem Code from the drop-down list. The selected Problem Code will automatically be assigned to any Inspection Tickets generated from this Inspection Record.
SERVICE LEVEL - Select the Service Level that should be assigned to the Inspection Record. This may be different from the Service Level assigned to the System itself.
SERVICE COMPANY - The Service Company will default from the Service Company assigned at the System level. However, it can be changed within the Inspection Record if needed.
LAST INSPECTION - If the date of the most recently completed inspection is known, enter it here. When creating a new Inspection Record with no prior inspections, this field may be left blank.
NEXT INSPECTION - Enter the date the system is next due for inspection.
NEXT INSPECTION AT - This setting controls when the Next Inspection date is updated. However, it does not determine what the new inspection date will be; it only controls when the update occurs.
The four options are:
Ticket Created – this is the default. When the current Inspection is created.
Ticket Scheduled – When an Appt is added to the current open Inspection Ticket
Ticket Resolved – When the current Inspection is Resolved.
Ticket Closed – When the current Inspection is closed.
SERVICE TECH - If a specific technician should perform this inspection, select their name from the drop-down list. When an Inspection Ticket is generated, the selected technician will automatically populate the Technician field on the ticket.
ESTIMATED HOURS - Enter the estimated number of hours required to complete the inspection. This information can assist with scheduling and resource planning.
GROUP NUMBER - The Group Number is used to group multiple Inspection Tickets together and invoice them on a single invoice for charges that are not billed through the Cycle Billing process. These are typically time-and-material type services.
HIGH FREQUENCY BYPASS - Select this option when a customer has multiple inspections with different frequencies that may become due during the same period, and you only want the system to generate a ticket for the least frequent inspection.
This prevents multiple inspection tickets from being generated when a more comprehensive inspection is already scheduled.
Example: A Fire System has three Inspection Records all due on January 1st:
Quarterly Visual Inspection, Semi-Annual Water Flow Inspection, Annual Visual and Equipment Testing.
When High Frequency Bypass is selected, the software will generate only the Annual
Inspection Ticket on January 1.
The system will then automatically advance:
The Quarterly Inspection's next due date to April 1
The Semi-Annual Inspection's next due date to July 1
EXCLUDE FROM HIGH FREQUENCY CHECK – If this option is selected, the inspection is excluded from the High Frequency Bypass logic. In the example above, the software would generate a grouped ticket containing all three inspections rather than only the Annual Inspection.
NOTES – This field is optional. Any information entered here will be transferred to the generated Inspection Ticket and displayed as a Field Note for the technician.