Tooling 2020-06-29T01:47:38+00:00

Info and Concepts

The Tooling section is used to meet the regulatory requirements of having a calibrated tooling register. This section allows the MRO to record the details of each tool or piece of equipment that requires calibration along with the details of its last calibration and a countdown to when the next calibration is due.

The list view displays all the items entered and can be sorted by each individual column heading. Click in the column heading tittle to sort the table by that field.

Each item can be assigned a unique “Warning” period. When an items days to run is less than or equal to the warning period the system will display the “Days to Run” field in orange in the table view and will also email the person(s) responsible for managing the calibrated tooling. The “Days to Run” field will show in red if the number falls into the negative meaning the item has overrun the calibration date.

A item can have the status set to one of three options:

  • Available – this means that the tool is within the calibration period and is on hand to be used.
  • Unavailable – this status can be set by the user when the tool has been sent away for calibration or repair. The status is automatically set to “Unavailable” when the tool is past the calibration date or when the PO for calibration has been raised via the tooling module.
  • Inactive – This can be set when a tool has been retired or disposed of in some way. When a tool is set this status it will not appear in the list but can be found when searched.Screen Shot 2016-02-22 at 12.25.23 PMScreen Shot 2016-04-06 at 9.56.06 AMScreen Shot 2016-02-22 at 12.25.23 PM


The Tooling section can be accessed via the Compliance tab.


  1. New records in the Tooling section can only be added by the Asset module, see the Asset section for further information on creating a new record.
  2. Once a new record has been created in Assets and marked as a calibration item it will be shown in the tooling section.
  3. Enter the details of the new tool in the fields provided.Screen Shot 2016-02-22 at 12.25.23 PMScreen Shot 2016-03-21 at 7.42.44 AMScreen Shot 2016-02-22 at 12.25.23 PM

3. Enter the date that the tool was last calibrated and the calibration period (Days or Months), Aerotrack will then calculate the expiration date and days to run until the item is due for re-calibration.

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4. The Service Details section is used to record the name of the company used to carry out the calibration of the item. The Item Code and description will appear on the PO as work instructions for the organisation to complete. E.g.:

  • Item Code = “CALIBRATE”, this must be a Non-Inventory code in your parts catalog.
  • Description¬† = “Calibrate IAW manufacturers instructions”


5. You can upload an image of the item, we suggest taking a close up of the data plate from the item.

6. Costs – Enter the Service Cost, this is the cost of having the tool calibrated by the supplier listed in the Service Details section. “.


  • Print Bar Code Label – this will produce a bar coded tooling label that can be attached to the tool.

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  • Create Calibration PO

This feature is designed to create a Purchase Order within Aerotrack to send your item away for calibration. You can select to create a new PO or to add a line to a PO already within the system. If you select to create a new PO Aerotrack will raise a new PO against the supplier listed in the “Usual Supplier” field with the item code and description from the Service Details section as well.

  • Calibrate Now – this feature allows the user to set a new date for the calibration as well as adding a line into the Calibration History panel. If you choose to change the date manually you can update the days to run as well as the next due date but it will not add a record into the Calibration History panel.
  • Job History – a tool can be added to a Job from within the Job section. This records that the calibrated tool was used to carry out maintenance on that job, it can record the name of the staff member who used the tool as well as the task that was carried out. This is used in case the tool comes back from calibration and was found to be outside of acceptable limits. If there is doubt over the quality of the work that has been previously carried out with that tool we can revisit the tasks that were completed and perhaps have them inspected for quality and safety purposes.
  • Purchase History – When the “Create Calibration PO” feature is used to create a new Purchase Order or to add to an existing order a record in this tab panel is created. This creates an audit trail to show when the tool was sent away fro calibration and to whom.
  • Linked Documents – This section allows the user to upload any document into the Aerotrack database for storage and retrieval. In this section we recommend that the organisation uploads copies of the Calibration Certificates for the items detailed. See “Importing a Document” for more information.

Email Notification

The Application Manager can set the person(s) who receive the tooling warning emails by ticking the “Email Notify” check box on the account holders security permissions.Screen Shot 2016-01-10 at 8.20.58 PM