Service Type Shutdown/Mothball is designed to document the retirement (Shutdown) of a system, or the temporary disablement of a system (Mothball) while awaiting future service for repair.
1. To add a service event to an existing work order, you must first navigate to the Work Order Detail page of an Open work order. This can be done using the Work Order List page, or Global Search.
2. To record an Shutdown/Mothball, on the Work Order Detail page, locate the CREATE SERVICE EVENT button located in the top right, next to the EDIT button
3. Select CREATE SERVICE EVENT
4. User is redirected to the Create Service Event workflow.
5. Complete the required fields in each section, beginning with (1) Enter Service
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Equipment Worked On – select the specific equipment that was serviced during the visit being recorded.
- Once selected, some Equipment details will appear below, include Material Type and Gas Capacity.
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Type of Service – Shutdown/Mothball
- Additional Sections will appear based on the Type of Service selected. The Create Service Event workflow is designed to only collect the necessary details for the specific type of service being recorded.
- Primary Technician – select the primary technician from the dropdown list
- Secondary Technician – selected the secondary technician from the dropdown list (if applicable)
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Service Date – Choose the date of service. This should be the date the technician(s) is onsite completing the work you are now recording.
- Trakref's position is that 1 Visit = 1 Service Event. If a repair takes multiple visits, a Service Event should be documented for each visit
- Clients may treat this as 1 Date = 1 Service Event. In this case, a client may allow servicers to combine multiple visits under a single Service Event if the visits occurred on the same day
- Reference Number – this can be used to record an internal reference number, Service Company internal tracking number, Purchase order, associated Trakref work order, etc
- Notes - provide a brief summary of the work completed during this visit. Notes may include the amount and type of refrigerant recovered during the shutdown/mothball, and actions taken to complete the appliance shutdown or mothball.
- Service Action - select the most relevant action from the dropdown provided.
6. After completing the Enter Service section, locate SAVE FOR LATER and NEXT buttons above the Type of Service.
- If the required information is not all available, the SAVE FOR LATER option can be selected at any point after Type of Service is chosen. SAVE FOR LATER allows user to save partial record information. User can then return at a later time to resume recording entry.
7. Select NEXT to continue to the next section: (2) Recover Gas
8. Complete section (2) Recover Gas to document any refrigerant the technician recovered from the system during the shutdown or mothball event.
- RECOVER GAS - select the RECOVER GAS button to document the recovery of gas from the system during repair.
- Selecting this button will launch the Recover Gas form
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Cylinder -Select Cylinder from the dropdown
- If the client does not keep an inventory of their cylinders, select the option for Unknown Cylinder
- Transfer Amount - Enter the total amount recovered
- Cylinder Notes - optional, check with the client for requirements
- Transfer Notes - optional, check with the client for requirements
- Notes may include identifying if gas is customer-owned, servicer owned, or where the recovered refrigerant is sent
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RECOVER GAS - Click the Recover Gas button to add the recovered gas detail to the service event. Recover Gas form will close and a line for the recover gas will now appear.
- If at any time a transfer needs to be deleted, select the trashcan icon located to the right
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Cylinder -Select Cylinder from the dropdown
- Recovery Equipment Used – Not required. If Recovery Cart equipment is in Trakref, select the appropriate equipment used from the dropdown. If equipment is not in Trakref, this section should be left blank.
- Was Appropriate Vacuum Pulled? – Select from dropdown. Select yes if technician pulled appropriate vacuum during shutdown/mothball of system
- Vacuum in HG (inches of mercury) – Not required. If this value is provided by the technician, enter it in the space provided. If the value is not provided by the technician, this section can be left blank
9. Select NEXT to continue to the next section: (3) Post Shutdown Status
10. Select the operational status of the system following the Shutdown/Mothball service
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Mothballed – Pending Repair All Gas Removed – use this status if the system is temporarily shut off pending a repair, but all components remain intact.
- In this scenario, gas is removed from the leaking component so system is no longer leaking refrigerant.
- Shutdown/Retired – use this status if the status if the system is permanently shutdown, and components like condenser, evaporator and compressor are rendered
11. Select NEXT to continue to the next section: (4) Complete
12. Under the final section to Complete, complete the form only as it is required by the Client
- Labor Hours for this Activity - Customer-specific requirement. Only complete this if the Client tracks labor hours.
- Select GL Code - Customer-specific requirement. Only complete this if the Client tracks GL Code
13. When all Client required sections are complete, select the COMPLETE button to save the service event
14. Window will appear confirming Service Event successfully created.
15. After Service Event is created, from the popup window user has the option to navigate to another page based on their unique need.
- VIEW SERVICE EVENT - select this option to return to the Service Event detail page for the event just recorded.
- CREATE NEW SERVICE EVENT - select this option to return to the Create Service Event workflow if another service event needs to be added to the work order
- X - select the X in the top right corner to return to the Work Order Detail page