Machines and Repairs

A machine in GarmentFlow is an ERPNext Asset with a few extra fields that tie it to the shop floor. Nothing about depreciation, asset categories or purchase history changes — the Asset is still the Asset. What is added is where it sits, what kind of machine it is, whether it is critical, and how healthy it is right now.

The shop-floor fields on an Asset

The floor position (row and column) is stored too, but you set it by dragging the tile, not by typing.

A fresh site is seeded with a starter Maintenance Type library and two ready-made checklists — a standard single-needle service and a standard cutting-machine service — so a plant can start recording work on day one and grow the library later.

How health is derived

Unless you set a Health Override, health comes from what is actually recorded:

1. An open (Pending) Asset Repair, or Asset status Out of Order → Breakdown.
2. Asset status In Maintenance → Under Maintenance.
3. An overdue Asset Maintenance Task → Service Due.
4. Otherwise → Running.

This is why nobody has to remember to flip a status field. Log the repair and the machine, its Work Center, and the floor all go red together; complete the repair and they all come back.

The machine drawer

Click a tile — on a Work Center, on Floor Monitor, or in the Production App's Machines tab — and a drawer opens with everything about that machine:

• Health and criticality, with its photo (the Asset's, or the linked Item's if the Asset has none).
• Repairs — the last twenty breakdowns with failure date, completion date, status, description, work performed, cost and downtime.
• Maintenance — upcoming preventive tasks with due date, periodicity, and the photo and name of the team member it is assigned to.
• Spare parts — see Spare parts.
• Work Center — cards for every other station, so moving a machine to another line is one click.

Reporting a breakdown

From the drawer, Report Breakdown with a short description. GarmentFlow:

1. creates a Pending Asset Repair against the machine,
2. flips the machine, its Work Center and the floor tile to red immediately, and
3. assigns the repair, at High priority, to every user holding the Manufacturing Manager role.

There is no separate GarmentFlow breakdown record. The Asset Repair is the breakdown, which means repair cost, consumed parts and downtime all land in ERPNext where finance can already see them.

Resolve Breakdown completes the open repairs on that machine and stamps the completion time. Health returns to normal on the next refresh.

Escalation

Every hour, GarmentFlow looks for breakdowns still open past the escalation threshold (four hours by default) and re-assigns them to Manufacturing Managers and System Managers. Each repair is escalated once — a marker comment stops it nagging every hour after that.

Preventive maintenance

Preventive maintenance is standard Asset Maintenance: a schedule per machine, with tasks, periodicities, next due dates and an assigned team.

GarmentFlow adds the visibility:

• Tasks due within 30 days show on the Upcoming maintenance widget on the Maintenance board, overdue ones flagged red.
• An overdue task turns the machine amber (Service Due), which turns its Work Center amber.
• The seeded Maintenance Checklists give each machine type a step-by-step service routine, translated along with the rest of the interface.

The label on the machine

Every machine can carry a printed label with a QR code, and scanning it opens a public, GarmentFlow-branded machine page — no login, no app, no hunting for the asset in a list. The person standing in front of the machine is the person who needs it.

Printing the labels

Design the label once as an Asset Label Template — the doctype has a visual designer, and one template can be marked as the default. Then from an Asset, Labels → Print Label; or select several in the Asset list and Print Labels to do a batch. If more than one template exists you're asked which; if none exists yet the message tells you to create one first.

What the page shows

The page has two modes, chosen from the machine's live health:

Running — the reliability view. Ninety-day stats in the header, and the last five repairs with what was done, what it cost, which parts went in and any photos taken at the time.

Down — the repair view. The open breakdown front and centre: the reported issue, how long it has been down, and who reported it. Below that, the machine's maintenance checklist (resolved from its type, falling back to the work-center type, translated), the parts previously used on this machine as quick-add suggestions, and the repair history.

What anyone can do

Report a problem is open to anyone with the QR code, signed in or not. An operator can describe the fault and attach photos without an account — which is the whole point, because the person who notices a machine making a bad noise is rarely the person with a login.

Logging a fix requires signing in: what was done, the cost, the parts consumed, which checklist steps were completed, and whether to mark the breakdown resolved. The page offers a login link that returns you to the same machine.

Everything posted here lands on the same Asset Repair as the rest of Maintenance. There is no separate channel to reconcile.

Where machines show up outside Maintenance

• Production Unit → Shop Floor tab — the unit's Work Centers with live machine counts.
• Production App → Machines tab — supervisors can browse Work Centers and open the same machine grid from a phone, and report a breakdown where it happens instead of walking to a desk.

What to do next

Read Spare parts for the parts side, or Maintenance reports for the numbers this all produces.