Quick Reference

Menu map, demo-data codes and statuses

Group Models
Organisation & People Organisation, Council Site, Depot, Cost Centre, Person, Supplier, Attachment
Fleet & Asset Register Asset Class, Asset, Asset Assignment, Meter Reading
Maintenance Planning Maintenance Template (+Tasks), Asset Maintenance Plan
Inspections & Defects Inspection Template (+Items), Asset Inspection, Inspection Response, Defect
Workshop & Work Orders Work Request, Work Order, Work Order Task, Work Order Labour
Stores & Inventory Store, Inventory Item, Store Stock, Inventory Transaction, Work Order Part
Purchasing Purchase Requisition (+Lines), Purchase Order (+Lines), Goods Receipt (+Lines)
Fuel & Tyres Fuel Facility, Fuel Transaction, Tyre, Tyre Fitment
Budget, Renewal & Incidents Asset Incident, Budget, Renewal Assessment, Disposal

Key Codes in the Demo Data

Code What it is
GR-012 Cat 140 motor grader — 1000-hour service overdue (WO-2026-0412 scheduled)
GT-045 Volvo FE garbage truck — AWAITING_PARTS on a hydraulic pump
LV-101 Hilux ute — OUT_OF_SERVICE after an immediate-stop brake defect
EX-030 Komatsu excavator — renewal assessment recommends REPLACE
INSP-2026-0412 The pre-start that failed LV-101's brakes (photo attached)
DEF-2026-0088 The IMMEDIATE_STOP brake defect it raised
WR-2026-0201 / WO-2026-0410 EMERGENCY work request and in-progress brake repair
HYD-PUMP-VFE The critical spare at zero stock (reorder point 1)
REQ-2026-0310 / PO-2026-0771 Urgent requisition and the overdue purchase order
TY-2025-118 Steer tyre scrapped early — sidewall cut from a kerb strike (INC-2026-0027)
LV-088 / DSP-2026-0006 Camry sedan disposed at auction — sold $11,200, net $10,510

Status Vocabularies (the important ones)

Asset: PROPOSED → ORDERED → COMMISSIONING → AVAILABLE / ASSIGNED / IN_SERVICE → UNDER_INSPECTION / UNDER_MAINTENANCE / OUT_OF_SERVICE / DERATED / QUARANTINED / AWAITING_PARTS → AWAITING_DISPOSAL → DISPOSED / WRITTEN_OFF

Work order: DRAFT → REQUESTED → ASSESSED → APPROVED → PLANNED → SCHEDULED → RELEASED → IN_PROGRESS ⇄ (PAUSED | AWAITING_PARTS | AWAITING_EXTERNAL_SERVICE) → WORK_COMPLETE → QUALITY_CHECK → RETURNED_TO_SERVICE → CLOSED

Defect: OPEN → ASSESSED → (DEFERRED | WORK_ORDER_RAISED) → IN_PROGRESS → REPAIRED → VERIFIED → CLOSED — severity runs INFORMATION … CRITICAL · IMMEDIATE_STOP

Work priority: ROUTINE · PLANNED · PRIORITY · URGENT · EMERGENCY

Requisition: DRAFT → SUBMITTED → APPROVED → SOURCING → ORDERED → PART_RECEIVED → COMPLETE

Purchase order: DRAFT → PENDING_APPROVAL → APPROVED → ISSUED → ACKNOWLEDGED → PART_RECEIVED → RECEIVED → CLOSED

Tyre: IN_STOCK → FITTED → REMOVED_SERVICEABLE / REPAIR / SCRAPPED / LOST

Rules of Thumb

  • A failed inspection item flagged stop_use_on_fail ⇒ IMMEDIATE_STOP defect, asset OUT_OF_SERVICE, EMERGENCY work request.
  • A service is "due" when next-due date passes or the meter comes within tolerance of next-due meter — whichever first.
  • A work order can't leave QUALITY_CHECK for RETURNED_TO_SERVICE until its safety-critical tasks are verified; return to service flips the asset back to AVAILABLE and updates the maintenance plan's last-completed values.
  • Stock available = on hand − reserved; at or below reorder point ⇒ replenishment (critical spares make it urgent).
  • Deferring a defect needs a reason, a deferred-until date and an approver.
  • (Phase 2) These rules are enforced by the rule engine described in the proforma — the data structures are all here today.