The technical department, service team and management work with the same record. The report, quotation and service report stay linked to the specific repair.
Technical department
Service technician
Site manager
ERPOLIS / Operations management
Equipment, service and tasks under control.
Connect equipment records, repairs, documents and responsibilities in one workspace.
For operations and maintenance managers, service coordinators, purchasing teams and management.
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North site · Hall B
New
Export
Repairs
Handling equipment
Power supply listing
Acceptance protocols
Operating Hours report
Operating-hours reports
Repairs · 128 records
Status: OpenCost centre: all
IDDevice
Service company
Due dateStatus1042VZV-014 · counterbalance forkliftHydraulic oil leak while lifting
Service company A
—Pending1041AKB-022 · traction batteryCapacity drop after charging
Service company B
08. 10. 2026Ordered1039TAH-003 · tow tractorWarning beacon and reversing sensor not working
Service company A
07. 10. 2026Unconfirmed1031PLV-009 · platform truckTyre replacement, technical inspection
Service company A
02. 10. 2026ClosedShowing 1–4 of 128Page 1 / 32
Handling equipment
Service and maintenance
Handovers and operating hours
Tasks and overviews
ERPOLIS by HERLEKYN
In practice
One repair, from report to invoice. In one record.
This is how a service case works in ERPOLIS today. No estimates – only steps the application actually performs.
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1
Fault report
The user selects a cost centre and equipment, then enters a priority from 1 to 3, a fault description and photographs.
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2
Email to the service company
The service company responsible for the equipment receives the report automatically, with the ID, serial number and fault description.
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3
Date, repair type and quotation
The service team adds a proposed date, repair type and quotation. The site approves it with a purchase order number.
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4
Service report and invoice
The completion date, service report and invoice number remain attached to the record for operations, service and checks.
How it works
Three steps repeated every day.
1
Register your equipment
Internal identifier, serial number, hall or workplace, service company and inspection dates for every item of equipment.
2
Assign service or a task
Report a fault with a priority and photo, or create a task with an owner and due date. The service company receives an email.
3
Track status and due dates
Job status, proposed date, quotation and purchase order are visible to both operations and service, according to each user's permissions.
Solutions
Areas where ERPOLIS works.
Available modules depend on the selected plan and configured permissions. We agree on the exact scope during the demo.
Equipment
Equipment and power-supply records: internal identifier, serial number, location, ownership or rental, and dates for technical checks and inspections.
Service and maintenance
Fault report with priority 1–3 and photos, service company and technician, quotation, purchase order, service report and invoice in one record.
Handovers and operating hours
Handover records when equipment moves between workplaces. Operating-hours reporting by cost centre and calculation of hours until the next inspection.
Documents and history
Photos, quotations, service reports and handover records are stored with the related record. The change history shows who edited it and when.
Tasks
Action plan: every task has an owner, priority and due date. What is agreed in a meeting has a responsible person and a date.
Overviews
Open repairs by service company, repairs awaiting an order, upcoming inspections and monthly reports – always using only the data you are authorised to access.
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Product demo
See ERPOLIS in action.
Four screens users open most often. You choose when to switch – nothing moves on its own.
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North site
Handling equipment · 64 items of equipmentHall BHandling technology
| Internal number | Kind of technique | Workplace | Operating hours | Hours until inspection | Inspection valid until |
|---|---|---|---|---|---|
| VZV-014 | Electric counterbalance forklift | Hall B · Dispatch | 4 812 | 188 | 14. 11. 2026 |
| VZV-017 | Reach truck | Hall B · Warehouse 2 | 7 240 | −12 · overdue | 03. 02. 2027 |
| TAH-003 | Tractor | Hall A · Goods in | 2 105 | 640 | 21 Oct 2026 · in 15 days |
| PLV-009 | Flatbed trailer | Hall A · Goods in | 1 388 | 812 | 30. 06. 2027 |
| RVV-021 | Pedestrian truck | Hall B · Dispatch | no report for 12 days | — | — |
Dates within 30 days and operating hours not reported for more than 10 days are red – a rule taken from the application.
Report 1042Pending
Time stamp06. 10. 2026 07:12
priority3
Kind of techniqueElectric counterbalance forklift
Internal numberVZV-014
Service companyService company A
Cost centerHall B · Dispatch
Fault descriptionThe forklift leaks hydraulic oil while lifting. The truck is out of service.
Photo documentation · 2 files
service
Quotation (PDF)Save
Action plan · maintenance meeting, 5 Oct 2026New task
| The task | Owner | priority | Due date | Status |
|---|---|---|---|---|
| AP-118 · Order a replacement forklift while VZV-014 is being repaired | Maintenance coordinator | High | 07. 10. 2026 | In progress |
| AP-117 · Report operating hours for Hall B | Shift supervisor | Medium | 4 Oct 2026 · overdue | Open |
| AP-115 · Add the inspection report for TAH-003 | Service company A | Low | 30. 09. 2026 | Done |
Every task has an owner, priority and due date. The owner confirms completion; the application does not perform the task itself.
Operations overview · October 2026North siteAll cost centres
Unfinished repairs12
Awaiting an order4
Inspection within 30 days3
No operating-hours report7
Open repairs by service company
Service company A8
Service company B3
In-house maintenance1
The overview shows only data the user is authorised to access. Values are illustrative.
Implementation
We start with scope, not a contract.
The process is the same for one hall or several sites. The time needed depends on scope and input data quality – we agree the schedule together instead of promising it in advance.
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STEP 1
We agree on the scope
Sites, cost centres, modules, users and permissions based on how service and maintenance actually work in your organisation.
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STEP 2
We prepare data and access
Equipment records import, reference lists, service companies, notifications and user access. You provide the source data; we configure it.
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STEP 3
We verify operations
A trial using your real reports. Together with your team, we check statuses, notifications and permissions.
HERLEKYN Operations Bulletin
Bulletins: insights from operations and ERPOLIS updates.
October 2026 · 2026-10
October 2026 Operations Bulletin | HERLEKYN
From clear ownership to exceptions and early operational visibility: a practical October review of equipment, maintenance, repairs and reporting, with a five-point self-check.
Price list
Two plans, clear terms.
Basic and Pro plans with annual or monthly payment. All prices exclude VAT; annual payment and its monthly equivalent are always shown separately in the price list.
BasicCore records for a smaller number of sites.
ProService and repairsRepairs, service, tasks, kiosk and reporting across multiple sites.
View pricing
Prices, limits and ordering details are in the verified price list.
Frequently asked questions
Equipment, service, document, task and operational overview management. It is not an accounting or payroll system – its link to finance is through purchase order and invoice numbers.
We agree on scope, prepare data and access, and verify operations with your team. The schedule depends on scope and input data quality and is agreed individually.
Access is controlled by permissions for each customer, site and cost centre. A service company sees only its own repairs; other users have read or edit access to details according to their role.
Contact support by email at support@herlekyn.com or through the customer portal. Support scope is part of the contract for your chosen plan.
Contact
Get in touch.
We can agree on scope, prepare a demo based on your operations or answer your questions about ERPOLIS.
- We will get back to you within 1 business day.
- Technical support for customers: support@herlekyn.com
· Animated demo
ERPOLIS adviser