PM still shows due after the work order was closed
Use this article when a PM keeps showing on the PM Due list, or its Last Done or Next Due values do not look right, after the maintenance was done. Most cases come down to how the work order line was linked to the PM and how it was closed. Work through the checks in order before changing the PM setup.
How a PM gets updated in Fleet360
Fleet360 has no separate “post PM” step. The PM record is updated when the work order job that carries the PM is closed. At that moment Fleet360:
Finds the PM on the asset whose VMRS code matches the job and that is linked to this work order (the PM shows the work order under Current Work Order).
Stamps the PM’s Last Done values – the date, the primary meter, the life meter, the alternate meters and the fuel gallons at the time of the posting – and records the work order and line number.
Clears the Current Work Order link, writes a PM History row, and updates any nested (included) PMs.
Recalculates Next Due and the status (Due Soon, Due Now, Past Due) from the new Last Done values and the interval.
The posting date is the date of the latest posted transaction on the line (or the work order finished/close date when the line has no transactions), not the date you click Close.
Check 1: was the job linked to the PM?
Open the asset, go to the PM tab and open the PM. Look at Current Work Order. Before the close it should show the work order that carried the job; after the close it should be blank and the History panel should show a new row for that work order.
On the work order, confirm the job’s VMRS code is exactly the PM’s VMRS code. A job added with a different VMRS code (for example a general repair code) does not update the PM even if the work was the PM service.
If the job was added by hand rather than from the PM Due list or the PM’s work order template, Fleet360 still matches it by VMRS code, but only to a PM on that asset that is enabled, not asleep, and not already linked to another open work order. A PM already linked to a different open work order waits for that work order.
If the PM was never linked, the fix is to close a job that carries the PM: add the PM job to an open work order for the asset (or create one from the PM Due list) and close it with the correct date and meter. Refer to Close or reopen a job.
Check 2: was the job actually closed?
The PM is updated when the job is closed, not when parts or labor are posted to it and not when the work order is saved. A job in Open or Partial status has not updated the PM.
Closing the work order closes the jobs on it; a job that would not close blocks the whole work order. Refer to Work Order won't close.
If a confirmation appeared when closing, check which option was chosen. “PM was already updated from this work order” means this work order has already posted to the PM once; choosing Keep Current leaves the existing Last Done values and only unlinks the job. “The meter reading for this work order is older than the last PM recorded” means the work order meter is behind the PM’s Last Done meter; choosing Keep Current also leaves the PM as it was. In both cases Update (Update Last PM) writes the new values.
A closed job whose posting date is earlier than the PM’s current Last Done date does not overwrite the more recent Last Done. This protects the PM when an older work order is closed late.
Check 3: is Next Due calculated the way you expect?
Interval type | Next Due comes from | What Last Done shows |
|---|---|---|
Primary meter, alternate meter or gallons | Last Done meter (or gallons) + interval, compared with the asset’s current reading | The meter reading at the posting. The Last Done Date shown next to it is history from the work order for reference only; it does not drive a meter interval. |
Days (not locked) | Last Done date + interval days, plus any PM sleep days | The date of the posting. |
Days locked to Days or Months | The lock anchor date + interval. Each posting moves the anchor forward by one interval so the schedule stays on its calendar, whatever day the work was actually done. | The date of the posting. Changing Last Done on a locked interval does not move Next Due, because the anchor is kept. |
Locked date interval that will not recalculate. When an interval is locked and you save a new Last Done date, Fleet360 keeps the existing anchor so the schedule does not drift. To re-anchor the schedule on a new date: unlock the interval and save, then set the Last Done date, lock the interval again and save. The new Last Done date becomes the anchor.
Two settings change the status without changing Next Due: Tolerance moves the Due Now and past due points, and Due Soon moves the Due Soon warning. If Next Due is correct but the status is not, refer to the troubleshooting note in Preventative Maintenance Schedules.
Nested (included) PMs
Closing the job for a PM also updates the PM it includes (and the PM that one includes, in a chain). It also updates a parent PM that includes this one when that parent is linked to the same work order.
The reverse is not automatic: completing the included (smaller) PM on its own does not update the larger PM that includes it.
When one PM in a chain is skipped by the rules in Check 2 (older posting date, Keep Current), the update stops there and the rest of the chain is not touched.
Correcting Last Done without a work order
Open the PM on the asset’s PM tab and edit the interval. On a days interval you can edit Last Done (a date); on a meter, alternate meter or gallons interval you can edit Last Done (a reading). The Last Done Date shown beside a meter interval is read only. Refer to Asset PM Tab (Preventative Maintenance).
To fix many assets with the same PM code, use Assets ➝ Actions ➝ Set PM. Refer to Set PM (Bulk PM Edits).
The PM import can update Last Done Date, Last Done Work Meter, Last Done Life Meter and the lock fields on existing PM rows. Refer to Imports - PM Import Information and Imports - How to Import Files.
Editing Last Done does not create a PM History row and does not change any work order. Use it to correct the schedule; the history of what was done stays on the work order.
Meter corrections and PMs
A meter correction changes the asset’s current meter (and, depending on the correction type, the life meter). It does not change the PM’s Last Done meter or interval. Because Next Due is compared with the current reading, a large correction can move a PM into or out of Due Soon, Due Now or Past Due right away – that is the schedule reacting to the corrected reading, not a PM error.
If the meter was wrong when the PM was posted, the Last Done meter recorded at that time stays wrong until you edit it (see above). Correct the asset meter first, then set Last Done to the reading the service was actually done at.
Refer to Meter Readings and Corrections for what each correction type does to the odometer, fuel meter and life meter.
When to contact Support
Stop changing the PM setup and contact RTA Support (support@rtafleet.com) with the asset number, PM code, work order number and a screenshot when:
Last Done, Next Due or the status shows N/A or Invalid Date, or an interval will not save.
The job was linked (Check 1) and closed (Check 2) with the right date and meter, and the PM still did not update.
Many assets, PM codes or facilities stopped updating at the same time. That points at a system problem, not at individual PM setup, and repeated edits make it harder to repair.
PM History rows show due dates or past-due days that do not match the schedule you have set up.
Support can repair the affected PM records and history for you. Fixing the schedule for future services and cleaning up the historical rows are separate steps, so say which one you need.