Log maintenance on the Maintenance tab: Maintenance date *, Type, Cost, Performed by, Next maintenance and Description. When it cost something, say How was it paid?:
- From bank or cash — the Repair expense account and the account it was Paid from; it posts at once.
- On the vendor's bill — the Repair expense account, Vendor, Tax, Due date, and Paid now from if it was paid at once. The bill is created in Purchases.
- Don't post it — a log entry only, shown as Not posted with a Post action to put its cost on the books later.
Add to the asset's cost is for an improvement or overhaul rather than routine upkeep (the asset must be in use): the cost moves from the repair expense to the asset, Extends its life by (months) adds to its life, and the rest of the life is depreciated from the new cost. The log's Books column shows Expensed, Added to cost or Not posted, with a link to the bill.
The tab also lists the asset's maintenance plans and requests (Manufacturing → Maintenance, section 11.11): a plan services the asset on a schedule, and closing a request on it writes the log entry for you — post its cost from the log with Post.