Frequently Asked Questions

As the title suggests, these are the questions we get asked a lot, so feel free to peruse the list for the answer you need about PMXpert's maintenance management software. Click on the question to see the answer.

If the information you need isn't here, you can always look for it in our searchable, indexed online User Manual or consult Support (if you have a valid Upgrade Protection Plan).

Perhaps your question will be our next FAQ!

Getting Started

I had a problem requesting my free evaluation. What should I do?

Be sure to complete the information on the request form. Fill in your name, company name, phone number, email address and company address. You will be emailed within 1 business day from the receipt of your request. If the information is incomplete, we cannot contact you or send you an evaluation software download link. Contact our Sales Department at or 866-920-7996 if you have any more problems.

How can I purchase PMXpert Software?

To purchase PMXpert Software, contact our Sales Department at or 866-920-7996 (press 1 for Sales). Please do not hesitate to ask for a free evaluation and live demo with our Sales Department.

What payment methods are acceptable?

We accept checks, money orders, wire transfers, Visa and MasterCard.

I forgot my PMXpert username and password. What should I do?

If you forget your username and password, first try to login with PMXpert’s default username "supervisor" and password "superv". If you still cannot enter the system, please contact Support at or 866-920-7996.

I've installed PMXpert. How do I get started?

Login to PMXpert by double clicking on the desktop icon. Enter "supervisor" for the username and "superv" for the password.

To begin entering your own data, refer to Chapter 2: Setting Up PMXpert in the PMXpert User Manual.

What options do I have for PMXpert Software Training?

We offer Online and Offsite training, as well as in-house data entry. For a further description, go to Training on our website. If you have more questions, please contact our Sales Department at or 866-920-7996.

What should I do to prepare for training?

You will receive a Setup Checklist from your trainer. Please complete the information as thoroughly as possible. Trainers need this information at least 2 weeks prior to training date. Your trainer will consult with you about any further requirements.

I have the Standard Edition. Which database should I log into?

If you are logging into the Standard Edition, choose the Database you want to use: (1) Sampdata.mdb contains sample data illustrating the many capabilities of the software. With this database, you can see an example of how the software can be set up. However, do not enter your own data in the SampData.mdb file. (2) Data.mdb is a blank database that, once set up, will contain only information applicable to your own business. When you are ready to set up the software for your company, use this database. If you cannot find the database by clicking the drop-down list arrow, click the Find button and navigate to the correct database.

I have the Enterprise Edition. How do I log in?

If you are logging into the Enterprise Edition, choose whether you will be using Windows Authentication or SQL Server Authentication, and fill in the fields below, which will vary depending on the option you chose. Consult the manual for instructions about installing and logging into the software.

Is there a limit to the number of units PMXpert can handle?

No. However, the number of units that need to be monitored by the software at your facility determines which software package you should purchase. For more information about your options, contact your nearest Sales Department.

How many users can use PMXpert?

An unlimited number of users can use PMXpert.

Which languages are supported by the software?

Only English is supported.

Can we change field labels in the interface to correspond with our terminology?

No. However, you can create user fields, and in several areas, you can define your own categories, statuses, etc.

Do you have timeout settings?

Yes. It is the Inactivity Timeout in System Settings.

Technical System

How do I contact PMXpert Support about a problem?

Live support is available Monday to Friday 7 a.m. - 5 p.m. CST (available in English only). You must have a current Upgrade Protection Plan to access PMXpert Support.

What should I do before contacting Support?

You can take several measures to ensure the most efficient service from our Support Department:

  1. Be at your computer with the program running.
  2. Know your User I.D. (a six-digit number found on the first screen of the program, which you can view by selecting Help | About).
  3. Know what platform your computer is running on and the type of network system.
  4. Take note of what you were doing before the problem occurred and record the wording of error messages.
  5. Prepare a complete list of questions explaining what you want to do and what problem is preventing you from doing that.

When and how do I back up my program data?

Once you begin entering data into the program, you should probably back up your data once a day, minimum. This may seem like a lot, but think about how many days' worth of data entry you are willing to lose. Consider that if it takes one day to enter some data, it will probably take much longer to figure out what was lost and re-enter it all if you experience data loss. Backing up data does not have to be a complicated, time-consuming process. To learn how easy it is to set up a backup schedule, choose backup media and select key files to back up, refer to the PMXpert User Manual at Chapter 11: Utilities, Data Backup.

What are the Minimum System Requirements for the software?

To view the minimum Software Requirements on our website, go to Technical Requirements.

What is the Upgrade Protection Plan (UPP) and what is included in it?

The UPP is an annual support and upgrade contract. See Upgrade Protection Plan.

  1. Unlimited Technical Support via telephone, email and fax.
  2. Comprehensive user manual, available online or as a CHM or PDF document, regularly updated by our in-house Technical Writer.
  3. The PMXpert Connection, our quarterly newsletter, which provides company news, software feature demonstrations, helpful hints and promotions.
  4. The PMXpert Bulletin, which provides information about updates and upgrades for assisting technical staff with network maintenance.
  5. The PMXpert Support Website, which includes 24-hour access to the newest Downloads, frequently asked questions (FAQs), "What's New" (a list of latest enhancements), Bug Report forms, File Uploading and more.

I don't have an Upgrade Protection Plan, or mine has lapsed. How can I sign up again?

Contact your Sales Department at or 866-920-7996 (press 1).

How do I upgrade to the latest version of PMXpert?

If you have a current Upgrade Protection Plan, you can download the most recent upgrade by logging into Support. Click on the Downloads tab and click on the most recent Update link.

However, if you need to upgrade from Version 9 to Version 10, please email our Support Department to secure a spot on our waiting list. All custom reports must be rebuilt before upgrading or they will be lost. Also, all data must be tested and verified by PMXpert Support before upgrading.

Why should I update the software to the latest version?

When a new version of our software is released, it contains new features, enhancements and fixes for any bugs in the previous version. Your system will run more smoothly when you update. A current Upgrade Protection Plan is required to update.

Will I lose my information or system settings if I update the program?

No. When you run an update, none of the information you have entered in the program will be lost or changed.

What is the difference between the Standard and Enterprise Editions of the software?

Standard uses Microsoft Access databases, while Enterprise uses MS-SQL Server databases. Many functions are the same; however, Enterprise offers advanced modules and features unavailable in Standard.

Standard is the more affordable solution. Access databases are easy to move, manipulate, install, and set up. However, they have a limit of 2 GB, and may slow down with 6 or more concurrent users. Also, data corruption may occur if machines are powered down while the program is running (e.g. power failure or a user shutting down without closing the program).

Enterprise is the premium solution and set up of the SQL database may take longer; however, an SQL database has a larger size limit (4 GB to unlimited, depending on the version) and can handle many users without slowing down. Reports in Enterprise typically display faster. An SQL database is very stable with virtually zero chance of data corruption.

Please consult with your Account Consultant for your best solution.

I'd like to evaluate the Enterprise Edition. How can I do this?

Contact your Sales Department at or 866-920-7996 (press 1), and let them know that you would like a free demonstration and trial of the Enterprise Edition.

On how many computers can I install PMXpert and how many people can use it?

You can install PMXpert on as many machines as you want, create as many user profiles as you need, and log in as many users as you want at the same time.

How do I download PMXpert software?

  1. Login to the Support area of the PMXpert website with your 6-digit User ID and Password.
  2. Click on the Downloads tab and click on the PMXpert Install link at the top.
  3. Save the PMXSetup.exe to your Desktop and double-click it.
  4. Click Run. The Installation Wizard will begin. Click [Next] to continue.
  5. The next screen contains the license information. Please read the agreement and click Agree if you accept the terms and conditions, or Disagree if you cannot accept them. If you disagree with the license agreement, you cannot continue. Click [Next] to continue.
  6. The next screen provides some information about Standard versus Enterprise. Read this and click [Next] to continue.
  7. You now have the option to Install as a New Installation or Update a Previous Version.

How do I install PMXpert?

Find the complete instructions on how to install PMXpert from the PMXpert User Manual, under Chapter 1: Introduction. To locate the manual on the website, go to here.

How do I update my software license?

Select File | Update License from the program's main menu. Enter your User ID and Password and click OK. The Information dialog box should inform you that the license has been updated successfully. Click OK.

How can I check for new software updates?

If you are in the program, go to Help | What's New. This page will display a list of program versions, with the latest at the top. If the version you are running is older, you can download the update. To check the version you are on, select Help | About. If you want to view updates on the web, log into the Support area of the PMXpert website and look under the What's New tab.

How do I access the User Manual?

To locate the Manual on the website, go to PMXpert User Manual.

In the software program, select Help from the main menu and choose Open Online Help.

How do I report a bug or suggest a feature for the software?

To report a bug, Contact Support.

To suggest a new feature or improvement, see Suggestion Box.

Common Functions

I'm searching for a certain record and I can't locate it in the "Find" window, even though I'm sure it is in my database. Why can't I find it?

First, ensure that you are searching by the correct search term and that any relevant checkboxes are selected in the Find window. If that still does not work, you may not be searching under the correct header.

Look for the small RED ARROW that appears in one of the column headers. The program will search for records containing your search term in the column marked by the small red arrow.

For example, if you wanted to search for a contact by Last Name in the Find Company/Contact window, first click on the Last Name column header and then enter your search term in the Search For field. Matching records - contacts with last names that contain your search term - will appear.

How can I change the order of columns in a selection grid?

You can alter the horizontal order of the columns by clicking and holding down the left mouse button on a title header, dragging the header horizontally to the right or left and releasing the mouse button to drop the column in the new position.

How can I change the sort order of records in a selection grid?

A selection grid is a table of columns and rows listing a variety of related records. Note the RED ARROW in one of the column headers. It indicates the column header by which the records are sorted and the sort direction. Click on the header a second time to reverse the order of the records. To sort by a different parameter, choose a different header.

To sort by more than one column header, click on the header you want to sort by first. Then, hold down the Ctrl key while selecting the additional headings in the order by which you want the records sorted.

What should I do if I get an error?

If an error pops up, click the Email or Print button on the left of the pop-up. An Error Information dialog opens, in which you should enter a detailed description of what happened. A brief explanation such as "I clicked the Edit button" is not enough. Describe the screen, tab and/or window that you are in and explain what you were trying to do. Sending a screenshot is not necessary. When you are done, click OK. If you printed the error report, fax it to Support.

After you send the error report to Support, shut down the program, re-start it and repeat the action that caused the error. Have other users try the same thing on their computers. If the error occurs again, send the error report to Support a second time, explaining that you could duplicate the error after restarting the application. You do not need to send more than two error reports for one error.

How can I add or remove header buttons that appear across the top of PMXpert, e.g. PM Schedule, Assets, etc.?

Select Setup | System Settings from PXMpert's main menu and click on the General tab. Under Header Buttons, select the checkboxes next to the header buttons that should appear across the top of the PMXpert screen. Even if a certain header button has been unselected and does not appear at the top of PMXpert, you can still access that screen by clicking View in PMXpert's main menu. For more information, refer to the User Manual, Chapter 2: Setting Up PMXpert, Step 3: System Settings, General.

I want the program to automatically log out if I've been away from my desk for more than 30 minutes. How can I change the Inactivity Logout time?

Go to Setup | System Settings in the main menu and click on the General tab. Enter the number of minutes in the Inactivity Timeout field. If you want to shut off the timeout, enter 0 (zero) minutes. However, it is recommended that you keep the inactivity timeout on for security and automatic backup purposes. Click Save.

Why should I set an Inactivity Timeout?

First, it provides extra security for your confidential data, as it will shut down the program if a person is away from his or her computer for an extended period of time. Second, if you set up external backups to run after hours and a user accidentally stays logged into PMXpert, the Inactivity Timeout will log out that inactive user and allow the backups to run.

My PMXpert database is getting really large. Is there a way to purge information I don't need anymore?

Yes. PMXpert has several data purging options in the Utilities menu. For more information about utilities and how to use them, refer to Chapter 11: Utilities in the PMXpert User Manual. Remember that any time you run utilities, you should create a complete backup of your data, in addition to the regular data backups you should already be running.

My email worked before, but now emails are not sending. How can I fix this?

Sometimes a quick re-set of your email settings fixes the problem. Try this quick fix before contacting Support. Open the program and select File | Email Settings. In the Email Settings window, take note of your current settings. Now, go into each field below Email Method (Profile Name, Password, etc.) and delete what is entered in each. When you have blanked out the fields, select None as the Email Method and click Save. Now, return to the File menu and select Email Settings again. In the Email Settings window, re-set all of the correct options for your Email and click Save. Hopefully, this has corrected the problem with your email. If you are still having problems, contact Support and explain that you already tried re-setting your email settings.

Assets (Equipment)

What is a unit?

A unit is any asset or piece of equipment on which you need to run a preventive maintenance schedule. A unit may be a vehicle, belt, building, room, pump, lathe, crane, or any other asset.

What is an asset?

In previous versions of PMXpert, assets were referred to as "equipment". An asset can be anything that your company takes care of: vehicle, belt, building, room, pump, lathe, crane, security system, or any other asset.

How do I create assets?

See Chapter 3: Assets, Enter an Asset in the PMXpert User Manual.

How do I review detailed information about an asset, such as services, downtimes, part/fluid list, meter updates, etc.?

Find the asset in the Assets screen and view the various tabs. In the PMXpert User Manual, see Chapter 2: Assets, Asset Screen Overview.

How do I create services for my assets?

See Chapter 2: Setting Up PMXpert, Step 6: Services in the PMXpert User Manual.

How do I add services to an asset?

You assign services to an asset in the Assets screen. See Chapter 2: Assets, Assign Services to an Asset.

Can I copy services from one asset to a similar asset so that I don't have to re-enter all of the information?

Yes. See Chapter 2: Assets, Copy a Service from One Asset to Another.

How do I enter meter settings for an asset?

Edit the asset in the Assets screen. See Chapter 2: Assets, Enter an Asset. Under the General Tab, refer to the instructions related to Meter.

How do I update meters on all of my assets at once?

See Chapter 7: Meter Update in the PMXpert User Manual.

How do I view the work order service history for an asset?

In the PMXpert User Manual, see Chapter 3: Assets, Asset History: Services.

How do I review the costing details for all my assets?

In the PMXpert User Manual, see Chapter 3: Assets, Asset History: Costing and Chapter 9: Cost Entry and History.

Can I track asset depreciation? If so, how?

Yes. When entering or editing an asset (piece of equipment) in the Assets screen, there is a Depreciation tab in the Asset [New] or [Edit] form. For more information, refer to the PMXpert User Manual, under Chapter 3: Assets, Enter an Asset. There are two reports related to Depreciation: Asset Value and Asset Depreciation.

Can I track equipment downtimes? If so, how?

Yes, you can track the downtimes of your assets. If the downtime is related to a service on a work order, you can record the downtime when you close the service. In the User Manual, see Chapter 6: Work Orders, Close a Work Order Service. If the downtime is not related to a service, you can enter the downtime in the Assets screen. In the User Manual, see Chapter 3: Assets, Asset Downtime. There are two reports related to Downtimes: Asset Downtime and Asset Downtime Hours.

How do I update the meter readings on my assets?

Asset meters are automatically updated when you close work order services or enter cost records. However, you can also update them manually in the Assets screen or Meter Update screen. In the User Manual see Chapter 3: Assets, Asset History: Meter, and Chapter 7: Meter Update.

How can I easily identify the progress or condition of my assets using a standard system in PMXpert?

Use PMXpert’s Status Codes. When you set up status codes under Setup | Status Codes, select a unique background color for each status. Your custom color-coding scheme allows you to quickly and easily identify the status of each record. For more information about status codes, refer to Chapter 1: Setting Up PMXpert, Step 8: Status Codes in the PMXpert User Manual.

I don't want certain assets to appear on the PM Schedule. How can I deactivate them?

Mark the assets as Removed. See Chapter 2: Assets, Find, Edit, View, Remove or Activate an Asset.

I removed an asset. How can I reactivate it?

Activate the asset in the Assets screen. See Chapter 2: Assets, Find, Edit, View, Remove or Activate an Asset.

Services and Scheduling

How many services can I define in PMXpert?

You can create as many services as you need. You first create a master list of service (see Chapter 2: Setting Up PMXpert, Step 6: Services) and then assign them to the appropriate assets (see Chapter 3: Assets, Assign Services to an Asset).

What kind of cycle do the services operate on?

For a service's Cycle Type, you can choose Meter, Time, Meter and Time, or None.

If two services on an asset become due at around the same time, can they be linked together?

Yes, you can link services so that if the services both occur within a set window of time and/or meter, the two services will be pulled into the same Work Order, so that the asset only has to go for servicing once, instead of several times in a short period of time. For more information, see Chapter 2: Setting Up PMXpert, Step 6: Services, Linked Services, in the PMXpert User Manual.

How do I add services to assets?

See Chapter 3: Assets, Assign Services to an Asset in the PMXpert User Manual.

What is the PM Schedule and how does it work?

The PM Schedule is designed to help you keep you assets properly maintained by making it easy to see which services are due and to create the needed Work Orders. The PM Schedule displays all of the services due up to the date you select. In order to use the PM Schedule, you need to set up your assets with scheduled services. As the services become due (based on time or meter or a combination), they will be automatically pulled into the PM Schedule. Then, you just need to click a button to create Work Orders for the selected services. For more information, see Chapter 5: Use the PM Schedule in the PMXpert User Manual.

How can I re-schedule a service on the PM Schedule?

Go to the PM Schedule and locate the service task you want to re-schedule. Remember that you may have to move ahead in the calendar or unselect the 'Show Services Scheduled on This Date Only' option to see the service. Under the Scheduled Date column, click on the date and click the arrow to open the drop-down calendar. Select the new Scheduled Date.

How do I find out what services are to be scheduled in the next week?

You have two options:

  1. View the PM Schedule Screen. See Chapter 5: Use the PM Schedule, Review and Sort Scheduled Asset Services.
  2. View the Calendar. See Chapter 2: Setting Up PMXpert, Step 12: Setting Calendar Preferences, Calendar Overview.

How do I review Service Requests?

You have three options:

  1. View all Requests - see Chapter 12: Service Request Module, Enter Requests from Requests Screen.
  2. View Requests related to assets - see Chapter 2: Assets, Requests in the Assets Screen.
  3. View Requests related to work orders - see Chapter 5: Work Orders, Requests in the Work Orders Screen.

Work Orders

How do I automatically generate work orders?

The PM Schedule allows you to view services due up to a selected date, select the services you want to add to Work Orders, and generate the Work Orders with one click. In the PMXpert User Manual, see Chapter 5: Use the PM Schedule, Generate Work Orders from Scheduled Services.

Can I manually create a work order for an emergency or other unscheduled event?

Yes. Refer to the PMXpert User Manual at Chapter 6: Work Orders, Create Work Orders.

How do I add a service to an existing work order?

If you generated the Work Order from the PM Schedule screen, the work order would automatically pull in the relevant services. However, you can still add services manually. Refer to the PMXpert User Manual, Chapter 6: Work Orders, Add Services, Procedures and Details to a Work Order.

How do I close a work order, or a service in a work order?

To close a service, see Chapter 6: Work Orders, Close a Work Order Service in the PMXpert User Manual. To close the entire work order, see Chapter 6: Work Orders, Close a Work Order.

How do I print a work order?

In the PMXpert User Manual, see Chapter 10: Reports, Print Reports.

How can I easily identify the progress or condition of my Work Orders using a standard system in PMXpert?

Use PMXpert’s Status Codes. When you set up status codes under Setup | Status Codes, select a unique background color for each status. Your custom color-coding scheme allows you to quickly and easily identify the status of each record. For example, as a Work Order moves through the stages from opened to closed, you can identify the current Status at the top of the Work Orders screen.

Is there a way I can skip some or all of the wizard screens when closing a Work Order Service?

If you don’t need to see the Asset Downtime, Service Details, Requests, and Service Notes screen when closing a Work Order Service, you can hide them. In your System Settings, go to the Work Orders tab. Under the heading "When Closing a Work Order Service, Show the Following Tabs", unselect the checkboxes next to the screens you want to skip. Remember to click Save before you leave the System Settings screen.

How do I enter costs for parts that are not related to a work order?

Enter the cost in the Cost Entry screen. See Chapter 8: Cost Entry and History, Enter Miscellaneous Costs.

Companies and Contacts

Where can I store contact information for my suppliers, locations, department, labor, and operators?

All contact information can be stored in your Address Book. To learn how to set up your Address Book and keep contact information organized, refer to the PMXpert User Manual under Chapter 2: Setting Up PMXpert, Step 9: Address Book.

Is the Address Book intended for internal or external contacts?

Both. For example, Suppliers would probably be external companies, but you may want to enter information about your internal Locations and Departments so that you can track where assets are and which department is in charge of them. Operators and Labor may be internal staff members, but you may also have some external contractors that can be classified as operators or labor.

Can you keep track of the items that your suppliers provide?

If you classify a company as a supplier, you can indicate which inventory items they supply. When you record inventory items, you can select the supplier(s) from a list generated from your Address Book. In the PMXpert User Manual, refer to Chapter 4: Inventory, Record Suppliers of Inventory Items.

Inventory and Purchase Orders

Does PMXpert record inventory?

Yes. PMXpert can be used to record inventory - and, if you set minimum levels for inventory items, PMXpert can automatically generate the Purchase Orders you need. To learn how to set up your inventory, see Chapter 4: Inventory and Chapter 8: Purchase Orders in the PMXpert Manual.

How does PMXpert automatically generate Purchase Orders?

As you record day-to-day activities in PMXpert, you will use up inventory items as "Details" in services, and PMXpert will automatically calculate how many items remain in stock (if the item has been set up as inventory-controlled). When an inventory item hits its set minimum level, it will trigger an automatic purchase order that can be generated from the Purchase Orders screen. For more detailed information, consult the User Manual at Chapter 4: Inventory, Enter Inventory, and Chapter 8: Purchase Orders, Generate Purchase Orders Automatically.

Can I create a manual Purchase Order for non-inventory-controlled items?

Yes. Refer to Chapter 8: Purchase Orders, Create Purchase Orders Manually, in the PMXpert User Manual.

How can I easily identify the progress or condition of my Purchase Orders using a standard system in PMXpert?

Use PMXpert’s Status Codes. When you set up status codes under Setup | Status Codes, select a unique background color for each status. Your custom color-coding scheme allows you to quickly and easily identify the status of each record. For example, as a Purchase Order moves through the stages of opened, authorized, back-ordered and received, you can identify the current Status in the upper right corner of the Purchase Orders screen.

PMXpert Reports

What kind of reports does PMXpert produce?

There are over 40 hard-coded reports in PMXpert that cover a variety of information, including Assets, Work Orders, Inventory, Costing, and Setup. You can also customize any report or create an entirely new report to arrange the data the way you want (previous report-building experience required).

Does PMXpert support external reporting tools, such as Business Objects and Crystal Reports?

No. PMXpert comes with built-in tools to customize and create new reports.

Are there any default reports available in PMXpert?

Yes. There are over 40 stock reports.

What is the name of the report tool used by PMXpert?

Report Builder.

Can you select the date range of each report?

Yes, for many reports, but not all. It depends on the context of the report.

Can one report display different types of information, depending on selected options?

Yes, many reports have different options you can choose before printing the report. For example, for some reports, you can choose to view certain types of items or exclude other types of items. You can also filter many of the reports so that only certain records appear. If the report still does not display the exact information you want, reports can be customized to arrange the information in an unlimited number of ways (previous report-building experienced required).

How do I change the company information that appears on my reports (e.g. my company's phone number, address, etc)?

Your company information on reports, such as company name, address, phone number, etc., is drawn from your Software License, which you cannot change by yourself. To change the information in your Software License, please email the PMXpert Software Administration Department at < In the email, explain that you want to change the contact information on your license. Please provide the proper company name, address, city, state/province, zip/postal code, phone and fax number. If there are any particular details - e.g. you want the phone number to appear as 866-920-7996, not 306-975-3737 - please include those instructions.

Remember that you can adjust your logo and the position of your company information in reports in your System Settings. Go to Setup | System Settings, and click on the Reports and Logo tabs.

How do I run and print reports?

To learn how to run and print any of PMXpert’s reports, see Chapter 10: Reports in the PMXpert User Manual.

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