Machines
Records of machines, vehicles and trailers – rates, technical records (MOT, insurance, inspections), engine hours and service intervals.
The Machines module keeps records of the company's machinery: machines, vehicles and trailers. For each machine you set cost and billing rates, keep an eye on technical record deadlines and service intervals, and decide who may use the machine in work reports. You'll find machines in the menu under Lists → Machines, and in the mobile app under More → Tools & machines → Machines. Who sees and edits the module is set in the Role for the Machines module.
Machine list
The table shows Název (Name), Nákladová sazba (h) (Cost rate per hour), Zúčtovací sazba (h) (Billing rate per hour), Typ (Type), Odpovědná osoba (Responsible person), Nákladová sazba (km) (Cost rate per km), Zúčtovací sazba (km) (Billing rate per km), Aktuální km (Current km) and Aktuální pozice (Current location). Above the table are the Technická evidence (Technical records) button (a red number = how many items are overdue or expire within 30 days) and the Přidat stroj (Add machine) button.
Adding a machine
- In Lists → Machines, click Přidat stroj.
- Fill in the Název and select the Typ: Stroj (Machine), Vozidlo (Vehicle) or Přívěs / návěs (Trailer / semi-trailer).
- Enter the Nákladová sazba (h) and Zúčtovací sazba (h), and for vehicles also the per-kilometre rates.
- Select the Odpovědná osoba - they receive notifications about deadlines and servicing.
- Optionally add the Patriot ID and a Komentář (Comment), and attach files.
- On the Práva uživatelů (User permissions) tab, add the users who will use the machine.
- Click Založit (Create).
Open an existing machine by clicking it in the list. On the web, the administrator or a user with the editace (edit) level for the Machines module (with editace vlastních (edit own) only a machine they created themselves) unlocks it with the lock icon and saves it with the Upravit (Edit) button.
Rates
- The Nákladová sazba (Cost rate; per hour or km) is what running the machine costs you. Engine hours reported in the work report × the cost rate are included in the project costs and in reports.
- The Zúčtovací sazba (Billing rate) is what you charge the customer for the machine. It is used in Invoice documents and in the Machine profitability report (All for business tariff).
Vehicles and trailers
For the Vozidlo type, the form offers more fields: Nástavba / druh vozidla (Body / vehicle type; options Sklápěč, Hákový nosič (kontejnery), Valník, Tahač, Cisterna, Dodávka, Jiné, i.e. tipper, hook-lift (containers), flatbed, tractor unit, tanker, van, other), Nosnost (t) (Payload (t)), Nosič kontejnerů (Container carrier), Celková hmotnost soupravy (t) (Gross combination weight (t)), Výška (m) (Height (m)), Objem korby (m³) (Body volume (m³)), Čekací sazba (Kč/hod) (Waiting rate (CZK/h)), SPZ (Licence plate), Aktuální km, Aktuální pozice (the project where the vehicle is) and service details (see below).
For the Přívěs / návěs type, you fill in the Druh přívěsu (Trailer type; Přívěs, Návěs, Podvalník, Jiný, i.e. trailer, semi-trailer, low-loader, other), Nosnost (t), Nosič kontejnerů, SPZ and, in the Mohou táhnout (Can be towed by) field, the vehicles that may tow it (empty = any vehicle).
Who may use a machine
On the Práva uživatelů tab, use the Přidat práva uživateli (Add user permissions) button to select the users who will see the machine in the machine selection. In the work report, construction diary, trips or plan, a worker can only choose machines for which they have been granted this permission.
Technical records
On the machine's Technická evidence tab you record deadlines: with the Přidat položku evidence (Add record item) button you choose the Typ (STK, Emise, Pojištění, Servis, Revize, Jiné, i.e. MOT, emissions, insurance, service, inspection, other), add a Poznámka (Note; document number, supplier…) and the Platnost do (Valid until) date. Each item shows how many days are left.
The machine's responsible person receives a notification (push notification and e-mail) 30, 14, 7 and 1 day before the expiry date. If the machine has no responsible person, the notification goes to whoever created the machine.
Technical records overview
The Technická evidence button above the machine list opens an overview of all items across machines. The Aktivní (Active), Do 30 dnů (Within 30 days), Po termínu (Overdue) and Historie (History) filters and the summary at the top show what needs dealing with. Click a row to open the machine.
Close a completed item with the Hotovo (Done) button (requires the edit level for the Machines module):
- Fill in Provedeno dne (Done on; today is prefilled).
- Check the Nová platnost do (New valid until) - it is prefilled one year after the original expiry date.
- Optionally add a Poznámka k provedení (Completion note; protocol number, service shop…) and confirm.
The item moves to Historie and a new one is created with the new deadline. If you don't fill in the new expiry date, no follow-up item is created.
Engine hours and service intervals
The current engine hours (MTH) are calculated as the Výchozí stav motohodin (Initial engine hours) + the engine hours reported in work reports. When you open a saved machine, you see the current reading, how much of it has been reported, and how much remains until service according to the Servisní interval (MTH) (Service interval (MTH)). After servicing, click Servis proveden (Service done) - the interval starts counting again from the current reading.
For vehicles, servicing by kilometres works the same way: Servisní interval (km) (Service interval (km)), Stav km při posledním servisu (Km at last service) and Upozornit km předem (Notify km in advance). The kilometre reading is advanced by completed trips.
When service is due, the responsible person gets a notification. It is sent once per interval; the next one comes only after a service has been recorded.
The Výchozí stav motohodin (Initial engine hours) and Servisní interval (MTH) (Service interval (MTH)) fields and the service status appear in the form for both the Stroj (Machine) and Vozidlo (Vehicle) types. For now they are entered only on the web, not in the mobile app.
Patriot integration
If the company uses the Patriot system (vehicle logbook), the administrator enters the access credentials in Nastavení firmy → Patriot (Company settings → Patriot) (Patriot User and Patriot Key) and enters the unit's Patriot ID for the machine. When a work report is created and such a machine is selected, the engine hours for the day and the counter reading are then loaded from Patriot automatically.
Mobile app
In More → Tools & machines → Machines you'll find the machine list with details. With the edit level in your Role you can add and edit machines, manage technical records and mark items as done.
A machine reported in a work report is included in the project costs according to its cost rate. The Machine profitability report compares the profitability of individual machines. Record machines rented from a rental company in Rented equipment.