Service Bulletins

Do you have campaigns or recalls, commonly known as service bulletins, that need to be performed for a group of vehicles or equipment? If so, the Service Bulletin feature will come in handy because it auto-creates work orders for jobs that need to be done. Service Bulletins are great for one-time jobs such as recalls but they are also useful for jobs that are repeated monthly such as vehicle washes.
The Service Bulletins feature gives you the ability to create a service bulletin and then applying it to a range of vehicles. The system auto-creates a work order for the vehicles in the specified range using the template work order referenced in the service bulletin. Tracking the status of service bulletin jobs is easy; the Service Bulletin report indicates which work orders have been completed, which still need to be done, and the designated completion dates.
The Setup:
In order to use the Service Bulletin feature, work order numbers must be generated by the RTA system. Review the "Work Order Numbering" switch in Misc Parameters I (SSI, Miscellaneous I tab, switch 16). It must be set to one of the System Numeric… options (and not one of the Use Own… options).
The Procedure:

  • Create a template work order for the service bulletin campaign. Refer to "Template Work Orders" earlier in this chapter for instructions if necessary.
  • Create a service bulletin campaign.
  • Apply a service bulletin to a range of vehicles to auto-create work orders.
  • Complete jobs (i.e., process work orders).
  • Print the Service Bulletin report to check status of the service bulletin campaign.

Adding a Service Bulletin Campaign

A service bulletin campaign is the job that needs to be performed for a group of vehicles such as a recall. To add a service bulletin, do the following:

  1. Select WOs > Service Bulletin from the RTA main menu (WS).
  2. Enter a service bulletin number and choose Add Bulletin. The service bulletin number is a text field allowing up to seven characters. Use a naming convention that easily identifies the campaign.
  3. Choose whether this is a service bulletin, campaign, or recall.
  4. Enter the template work order facility and number or press F1 to make the selection from a lookup list. If you key in a non-file template number, you'll have the option of adding a template work order "on-the-fly." The template VMRS code and descriptions will be displayed.
  5. Enter the campaign starting and completion dates or press F1 to select the dates from the calendar.
  6. Optionally enter an email address.
  7. Save the record.


NOTE: The service bulletins added are not facility specific and are available for use by all facilities.

Changing a Service Bulletin Campaign

To change a service bulletin, do the following:

  1. Select WOs > Service Bulletin from the RTA main menu (WS).
  2. Enter a service bulletin number to change or press F1 to select a service bulletin from the lookup list.
  3. Make changes to the template facility, number, and dates as needed.
  4. Save the record.

Deleting a Service Bulletin Campaign

Service bulletins can be deleted once they have been applied or are no longer needed. Deleting service bulletins does not affect the work orders auto-created when the service bulletins were applied; the work orders will remain on file. Remember, service bulletins are used by all facilities so be sure they won't be needed in other facilities before deleting them from the system. To delete a service bulletin, do the following:

  1. Select WOs > Service Bulletin from the RTA main menu (WS).
  2. Enter a service bulletin number to delete or press F1 to select a service bulletin from the lookup list.
  3. Select Utilities > Delete bulletin from the menu or click on the Delete bulletin icon in the toolbar.
  4. Choose Yes to confirm the deletion.

Applying a Service Bulletin Campaign/Auto-Creating Service Bulletin Work Orders

Applying a service bulletin causes work orders to be generated for a group of vehicles. These work orders can be generated by a vehicle number range or VIN number range. They can also be generated by selecting individual vehicle numbers, VIN numbers, or Class codes. The work orders created are placed in the directory according to the Work Order Facility field in the vehicle's department record (MDM). To apply a service bulletin, do the following:

  1. Select WOs > Apply Service Bulletin from the RTA main menu (WA).
  2. Enter a service bulletin number to apply or press F1 to select a service bulletin from the lookup list.
  3. Select a radio button to indicate whether the vehicles will be selected by a range of numbers, by using the Selection boxes, or specified in a file.
  4. Select a radio button to indicate whether the vehicles will be selected by vehicle number, class code, or VIN.
  5. If you selected to choose by range, enter either the starting and ending vehicle number range or VINs. When applying service bulletins by VIN, the system searches all facilities (in your region) for vehicles with matching VINs and creates work orders for them in the current facility. Facility access is controlled by the System Security feature.
  6. If you selected to choose by selection box, use the radio buttons to sort the list by vehicle number, VIN, or class code. Next, use the selection boxes to mark specific units for inclusion in the campaign.
  7. If you selected to choose from a file, you will need to provide a text file containing a list of applicable vin numbers. If you are applying a single service bulletin, the file should contain a single vin number on each line. If you are applying multiple bulletins, then the file should contain the vin number, a comma, and the service bulletin number on each line.
  8. Choose OK to start the work order creation process. The work order number range is displayed when the process is complete.

Printing a Service Bulletin Status Report

To check the status of service bulletin work orders, print the Service Bulletin report.

  1. Select WOs > Lists > Service Bulletin from the RTA main menu (WLB).
  2. Select a radio button to specify which type of records you want to display.
  3. Select a radio button to specify whether to include all work orders, only open work orders, or only closed work orders.
  4. Enter the starting and ending service bulletin range to print or press F1 to select the service bulletins from the lookup list.
  5. Enter the starting and ending vehicle range or press F1 to select the vehicles from the lookup list.