Summary

The Equipment Maintenance window is used to create and maintain equipment that can then be attached to work orders and estimates. By attaching rates to equipment, you can calculate the equipment usage cost and track the total equipment expenditures on each work order.

The Equipment Maintenance window is also where equipment can be attached to Equipment Types. This allows you to flag a piece of equipment for a maintenance job generated by the attached equipment type.

Step by Step

1     View the existing equipment.

• Open the Equipment Selection window (WO> Maintenance> Equipment).
• The Equipment Selection window will display all of the existing equipment codes created in the application.
• Enter information in the fields in the Search Criteria section of the window and click the Refresh icon to filter the equipment that will display in the window.
• Highlight an equipment code and click the Delete icon to delete the selected equipment code.
  • You will not be able to delete a piece of equipment that is attached to a work order, estimate, or maintenance job.
• Highlight an equipment code and click the Modify icon to edit the selected equipment code.
• Click the Create icon to create a new equipment code. This will open the Equipment Maintenance window.

2     Create new Equipment Codes.

• The Equipment Maintenance window is used to create or edit equipment codes, attach rates and types to those codes, and track equipment history.
• The Equipment Maintenance window consists of nine tabs, but only the information on the General tab is required to create a new equipment code.
• Real-time revenue and maintenance expenses are displayed at the bottom of the window.
• Click the Attachments icon to attach a document or file to the piece of equipment. This icon is available from any of the equipment tabs.

3     Complete the General tab.

• Enter a unique Code for the new equipment.
  • The equipment code can be up to 20 characters in length. This is the only field required to create and save a new equipment code.
  • Once you have created and saved the new equipment code it cannot be changed on the Equipment Maintenance window. In order to update the code in the future, you will need to use the Change Equipment Code tool (WO> Utilities> Change Equipment Code).
• Enter a Description for the equipment code. This field can be up to 30 characters long.
• Enter an Account Number or click the field label to select one from a list.
  • The functionality of this field has not yet been implemented.
• Enter a Fixed Asset or click the field label to select one from a list.
  • If a fixed asset is attached to a piece of equipment, all activity items and adjustments associated with that piece of equipment will also be associated with the fixed asset.
  • A fixed asset can only be attached to one piece of equipment.
  • Fixed Assets are created in the WO module through the Create Fixed Assets process (WO> Create Fixed Assets).
• Enter a Default Unit or click the field label to select one from a list.
  • If you specify a Default Unit, you must add a rate revision for that unit to the Rates section below.
  • Units are created and maintained on the Units Maintenance window (WO> Maintenance> Units).
• Check the Active toggle if you would like the equipment code to be immediately available.
• Click the Create icon   drop-down menu and select New Metered Unit to add a unit code to the equipment code. This will open the Units Selection window.
  • Select a unit and click the Confirm icon. This will create a new line item in the Metered Units section.
    • The Metered Units section is used to specify which units will be used to track equipment usage.
  • Enter the Initial Reading for the equipment code.
    • The value represents the baseline upon which usage figures and scheduled maintenance jobs will be base.
  • All included metered units will be available when the equipment is processed in an Equipment Readings batch (WO> Equipment Readings> Edit> Unit Type field).
  • For example, if the piece of equipment you are creating is a vehicle, you could specify Miles as the metered unit. When the vehicle is used, the change in mileage can then be tracked through the Equipment Readings process. Maintenance Jobs can also be generated to create work orders at specific metered units intervals, such as 3,000 miles for oil changes or 30,000 miles for brake pads.
• Click the Create icon drop-down menu and select New Rate to attach a rate revision to the equipment code. This will open the Units Selection window.
  • Select a unit and click the Confirm icon. This will create a new line item in the Rates section.
  • Specify an Effective Date, Description, and Rate for the attached rate revision. The Rate cannot be set to zero.
  • When this piece of equipment is attached to an activity line item, the most recent rate revision will be used to calculate the cost of the activity line item.
• Click the Create icon drop-down menu and select New Type to attach an equipment type to the equipment code. This will open the Equipment Type Selection window.
  • Select an equipment type and click the Confirm icon. This will create a new line item in the Equipment Types section.
  • Equipment types are created and maintained on the Equipment Type Maintenance window (WO> Maintenance> Equipment Types).

4     Complete the Jobs tab.

• The Jobs tab displays each of the maintenance jobs that the equipment code has been attached to.
  • The Progress column will display a progress bar that displays a graphical representation of the job status. The column will display the progress in green until the job is overdue, at which point the column will display the progress in red.
  • Click the Expand button next to a job to display job details such as individual job type progress and the number of units remaining before the job is overdue.
• Highlight a maintenance job and click the Generate icon to generate a work order to complete the maintenance job at the current reading.
• Equipment codes are attached to maintenance jobs on the Maintenance Job Maintenance window (WO> Maintenance> Maintenance Jobs> open a maintenance job> Code field).
• This tab will remain blank until the equipment is attached to a maintenance job.

5     Complete the Attributes tab.

• The Attributes tab displays the user-defined attributes that have been attached to the piece of equipment.
  • Attributes are created and maintained on the Equipment Attribute Maintenance window (WO> Maintenance> Equipment Attribute).
• Highlight an attribute and click the Delete icon to remove the selected attribute from the equipment.
• Click the Create icon to attach a new attribute to the equipment. This will launch the Equipment Attribute Selection window.
  • Highlight an attribute and click the Confirm icon to attach the attribute to the equipment.
• Once you have added an attribute to the equipment, the Value field can be edited. This value can be then used to filter the equipment displayed on the Equipment Selection window.

6     Complete the Parts tab.

• The Parts tab is used to attach parts and their related maintenance jobs to equipment. Because the parts will include inventory data such as location, aisle and bin, this data grid can be exported to create a picklist for common maintenance jobs.
  • For example, engine oil and oil filters could be added as parts. When the related oil change maintenance job is due, the parts tab can be printed to provide the mechanic with the location and quantity on hand details for the parts needed.
  • This tab will only be displayed if you have the Inventory Control module installed.
• Highlight a part and click the Delete icon drop-down menu and select Delete Part to remove the selected part from the piece of equipment.
• Click the Create icon   drop-down menu and select New Part to add a new part to the piece of equipment. This will launch the Item Selection window.
  • Highlight an inventory item and click the Confirm icon   to attach it to the piece of equipment as a part.
  • Inventory items are created and maintained on the Item Maintenance window (IC> Maintenance> Item).
• Once a part has been added to the tab, a maintenance job can be associated with the part.
• Click the Create icon drop-down menu and select New Job to associated a maintenance job with the selected part. This will launch the Maintenance Job Selection window.
  • Highlight a maintenance job and click the Confirm icon to associate the job with the part.
  • Only maintenance jobs that are already attached to the piece of equipment can be associated with a part. Maintenance jobs are attached to equipment on the Maintenance Jobs Maintenance window (WO> Maintenance> Maintenance Jobs> Equipment tab).
• The Last Used column will display the last time the part was issued for the equipment.
• Parts can be automatically added to this tab if the Automatically attach items to WO equipment toggle is checked on the IC Setup window (IC> Utilities> Setup).
  • These parts will only be automatically added when issuing an inventory item that includes a work order that the current piece of equipment is attached to.

7     Complete the Extra Info tab.

• The Extra Info tab is used to record additional information on the equipment code. Enter any desired details in the available fields.
• Click the Select Photo icon to attach a photograph to the tab.

8     Complete the Comments tab.

• The Comments tab is used to record comments on the equipment code.
• Click the Create icon to attach a comment to the tab. This will create a new line item in the data grid below and enable the Comment section of the tab.
  • Enter a Subject for the comment. This field can be up to 128 characters long.
  • Enter the Comment. This field can be up to 1024 characters long.

9     Complete the Meter History tab.

• The Meter History tab will display equipment usage recorded through the Equipment Readings process (WO> Equipment Readings).
• This tab will remain blank until a reading history is established.

10     Complete the WO History tab.

• The WO History tab displays the work order history of the equipment code. Each work order that the equipment code was attached to will be displayed.
  • The bottom of this window will display the revenue generated by the equipment.
• Equipment is attached to a work order on the Work Order Maintenance window (WO> Work Orders> Work Orders> open a work order> Asset field).
• This tab will remain blank until a work order transaction history is established.

11     Complete the Miscellaneous tab.

• The Miscellaneous tab will display the miscellaneous fields attached to the equipment code.
• The labels of the miscellaneous fields are set up in the Miscellaneous Field Labels window (SS> Utilities> Miscellaneous Field Labels).
• Click the Save icon when the equipment code is complete.