Table of Contents – Equipment & Property Maintenance Equipment & Property Maintenance
3
Introduction ............................................................................................................................... 3 Equipment/Property Browse Table............................................................................................ 4 Equipment Group Codes ............................................................................................................ 6 Extended Site Inventory............................................................................................... 7 Adding a New Equipment Group ................................................................................. 8 Editing an Existing Equipment Group .......................................................................... 9 Change Equipment Group Code Assignment for Equipment/Property ..................... 10 Deleting an Equipment Group ................................................................................... 10 Printing the Equipment Groups Listing ...................................................................... 10 Equipment Type Codes ............................................................................................................ 11 Adding a New Equipment Type ................................................................................. 12 Editing an Existing Equipment Type........................................................................... 12 Deleting an Equipment Type...................................................................................... 12 Preventative Maintenance Check List Browse Table ............................................................... 13 Adding New Check Lists ............................................................................................. 14 Adding Recommended Spare Parts ........................................................................... 15 Editing Recommended Spare Parts............................................................................ 15 Deleting Recommended Spare Parts ......................................................................... 16 Importing Spare Parts List from PartSmart® Parts Catalog ........................................ 16 Importing Spare Parts Using Internet Parts Catalogs................................................. 16 Editing Existing Check Lists ........................................................................................ 16 Deleting Check Lists ................................................................................................... 16 Printing Check Lists .................................................................................................... 16 Importing Check Lists ................................................................................................. 17 Exporting Check Lists ................................................................................................. 18 Adding/Editing Equipment ....................................................................................................... 19 Adding New Equipment ............................................................................................. 19 Adding/Editing Equipment/Property Notes............................................................... 23 Attached Documents ................................................................................................. 24 Equipment Detail Report ........................................................................................... 24 Editing Existing Equipment ........................................................................................ 25 Changing the Equipment Property Number .............................................................. 25 Deleting Equipment ................................................................................................... 26 Deleting Multiple Equipment Items ........................................................................... 26 Recording/Editing Usage .......................................................................................................... 27 Printing an Equipment Meter/Usage Survey Form .................................................... 28 Preventative Maintenance Schedules ...................................................................................... 29 Adding a Scheduled Maintenance Event ................................................................... 29 Editing an Existing Scheduled Maintenance Event .................................................... 31 Rearranging Maintenance Events .............................................................................. 31 Deleting a Scheduled Maintenance Event ................................................................. 31 Equipment & Property Maintenance
1
Importing a Maintenance Schedule ...........................................................................32 Viewing PM Checklists for Preventative Maintenance Schedules .............................32 Maintenance Scheduling Report ..............................................................................................33 Work Orders .............................................................................................................................37 Adding a New Work Order .........................................................................................38 Creating the Work Order Header ...............................................................................38 Adding Work Order Part Line Items ...........................................................................40 Importing Work Order Parts from PartSmart® Parts Catalog ....................................41 Importing Work Order Parts Using Internet Parts Catalogs .......................................41 Adding Work Order Labor Activity .............................................................................42 Editing Parts Line Items or Labor Line Items ..............................................................44 Deleting Parts Line Items or Labor Line Items............................................................44 Adding Work Instructions, Photos & Documents ......................................................45 Saving & Printing Work Orders ..................................................................................46 Labor Activity Recording ............................................................................................47 Editing an Existing Work Order ..................................................................................48 Delete Selected Work Order ......................................................................................48 Delete Completed Work Orders.................................................................................48 Adding/Editing Work Order Notes .............................................................................48 Printing Work Orders .................................................................................................49 Cloning a Work Order ................................................................................................49 Maintenance Record Inquiries .................................................................................................50 Making Additional Maintenance Record Inquiries ....................................................51 Adding a New Maintenance Transaction ...................................................................51 Editing an Existing Maintenance Transaction ............................................................52 Deleting a Maintenance Transaction .........................................................................52 Printing Maintenance Records ...................................................................................52 Equipment Usage Record Inquiries ..........................................................................................53 Making Additional Usage Record Inquiries ................................................................54 Adding a New Usage Transaction ..............................................................................54 Editing an Existing Usage Transaction........................................................................55 Deleting a Usage Transaction.....................................................................................55 Printing the Usage Log ...............................................................................................55 Resetting Equipment Year-To-Date Totals ...............................................................................56 Deleting Equipment Maintenance & Usage Records ...............................................................57 Equipment Maintenance History Report .................................................................................58 Work Order History Report ......................................................................................................59 Equipment Utilization Report...................................................................................................60 Work Orders in Process Report ................................................................................................61 Equipment File Listing ..............................................................................................................62 Work Orders Parts Now Available Report ................................................................................63 Calculate Depreciation .............................................................................................................64 Equipment Depreciation Transfer Summary..............................................................65 Equipment Lease Report ..........................................................................................................66 Equipment Lease Expense Transfer Summary ...........................................................67 Parts Purchase Report ..............................................................................................................68 2
Equipment & Property Maintenance
Equipment & Property Maintenance
Introduction The Equipment & Property Maintenance Module provides a complete Equipment & Property Inventory, Preventative Maintenance and Work Order Tracking System. Comprehensive reports and integration with Budgets & Expenses, Inventory and Personnel Program Functions provide you with up-to-the-minute information. Tractors, mowers, buildings, pump stations, and sections of your grounds can be defined as Equipment to provide full maintenance tracking of all property included in the Equipment File. As Equipment Usage Information is received from the Usage Log, Fuel Pump Tickets, and Daily Work Activities, the Maintenance Scheduling Reports and Daily Reminders notify you of Equipment requiring maintenance. As each Maintenance Event is completed, the integrated Work Order Program updates Maintenance Records, Spare Parts Inventory, Budget/Expense Accounts and Labor Activities.
Equipment & Property Maintenance
3
Equipment/Property Browse Table The Equipment/Property Browse Table displays Equipment Property Numbers, Descriptions and Year To Date information contained within the Equipment & Property File. On screen controls permit you to browse through the file by Property Number, Equipment Description or Equipment Group in either ascending or descending sequence. A in the PM Column indicates that Equipment/Property is currently scheduled for service. If Equipment/Property is scheduled for service, a maintenance event for this Equipment or Property has been placed on the Maintenance Scheduling Report and a Work Order has been created for the required service. A in the PM Column indicates that Equipment/Property is currently now due for service and a maintenance event for this Equipment or Property has not as yet been placed on the Maintenance Scheduling Report and a Work Order has not been created for the required service. A
in the PM Column indicates that Equipment/Property may have unlogged usage.
Leased Equipment that has gone over the Lease Usage Limit Year-To-date or Lifetime is displayed in Red Italics. Items flagged as inactive will appear dim on the Browse Table. Click on the Active Only tool to suppress display of Inactive Equipment/Proprerty.
4
Equipment & Property Maintenance
Menu and Toolbar Functions provide access to the following procedures and reports: PROCEDURES
REPORTS
Add Equipment
Maintenance Scheduling
Edit Equipment
Equipment Maintenance History
Delete Equipment
Work Order History
Equipment Maintenance/Usage Inquiry
Equipment Utilization
Equipment Groups
Work Orders in Process
Equipment Types
Equipment File Listing
Preventative Maintenance Check Lists
Work Order Parts Now Available
Record Equipment Usage
Equipment Bar Code Labels - See Bar Code Functions
Create/Edit Work Orders
Calculate Depreciation
Reset Year-To-Date Totals
Equipment Lease Report
Delete Equipment Transactions
Parts Purchase Report
Employee List Project/Labor Codes Import Equipment Usage - See Bar Code Functions Import Work Order Parts & Labor - See Bar Code Functions
Equipment & Property Maintenance
5
Equipment Group Codes Equipment Groups are used to create different categories of Equipment or Property. Equipment Groups are also used when selecting Equipment or Property within specific categories for reporting and in determining Budget/Expense Departments to be charged for the cost of Equipment and Property repairs. From the Equipment/Property Browse Table, click on the Procedures Toolbar Menu, then choose Equipment Groups.
6
FIELD
DESCRIPTION
Group
A five character alphanumeric code to identify this specific Equipment Group.
Group Description
Group Name (up to 30 Characters).
Priority
Priority Rating Code that is printed on Work Orders (0-9).
Dept
Budget/Expense Department Number to be charged for maintenance costs.
Department Name
Department Name (no entry permitted).
Depr. Account
Budget/Expense Account Number to be charged for depreciation.
Account Description
Budget/Expense Account Description to be charged for depreciation.
Equipment & Property Maintenance
Extended Site Inventory Extended Site Inventory allows you to maintain a summary of individual components located at a Specific Site or Within a Group. If the Extended Site Inventory Setup Option has been selected, the Equipment Group - Add/Edit Bar will be replaced by a multi-tab entry screen. The Tab Labels and Field Descriptions can be configured by the user. There are Six User Defined Tabs containing up to Ten Different Fields per Tab for a possible total of 60 user defined fields. The Extended Site Inventory Screen provides additional features that let you define Default GPS Reference coordinates for ALL Equipment within a Group and Custom Equipment File Field Labels that pertain to a specific Equipment Group.
Creating User Defined Tabs and Field Labels The User Defined Tabs and Field Labels are defined by editing the contents of the file data directory\SITELIST.TXT. This is easily done using the System Utilities - Configuration Editor.
SITELIST.TXT File Format SITELIST.TXT is a line delimited ASCII text file. Tab Labels are indicated by text surrounded by square brackets [Tab Label]. Up to 10 Field Labels can follow each Tab Label. An ampersand "&" in a Tab Label indicates that the following letter is a Hot Key and can be used in conjunction with the Alt+ key to activate a specific tab. Example: [&Surface] Gross Acres (Developed) Gross Acres (Undeveloped) Turf Acres . . [&Landscape] . . etc
Equipment & Property Maintenance
7
Adding a New Equipment Group From the Equipment Groups Browse Table, click on the NEW tool and the Group Inventory - Add/Edit/Delete Screen will appear.
Enter a Group Code and the corresponding Group Description. Next, enter a default Work Order Priority code to be used when generating Work Orders for this Group. If repair expenses are to be charged to a specific Budget/Expense Department, enter the Department Number in the department field. If the Department Number is not known, click on the LOOK-UP tool. If no specific Budget/Expense Department is to be charged, enter zero. Enter a Depreciation Account Number to be charged when calculating depreciation. If the Depreciation Account Number is not known, click on the LOOK-UP tool. If not calculating depreciation, leave this field blank. If you are using a GPS/GIS System to track Equipment and Property, enter the Reference Longitude and Latitude describing the location of this Equipment/Property Group. Enter Site Inventory Information in the user defined fields.
8
Equipment & Property Maintenance
Custom Field Labels The Extended Site Inventory allows you to define your own on screen labels for some of the fields on the Equipment/Property - Add/Edit/Delete Screen and various Equipment/Property Reports. When adding a new Equipment Group, the Custom Field Label fields will contain default values as shown below:
You may change any of the displayed fields on the Custom Labels Tab to meet the data entry and reporting requirements for the specific Equipment/Property Group. Click on the SAVE tool when all required fields are complete.
Editing an Existing Equipment Group From the Equipment Groups Browse Table, position the scroll bar on the Group to be changed and click on the EDIT tool. The Add/Edit Screen will appear with the selected information displayed. Once the information is displayed, you can change any of the displayed fields. Click on the SAVE tool when all required fields are complete.
Equipment & Property Maintenance
9
Change Equipment Group Code Assignment for Equipment/Property From the Equipment Groups Browse on Browse Table, position the scroll bar on the Group to be reassigned and click CHANGE tool.
Enter the new Group Code and click on ACCEPT to begin reassigning equipment/property to the new group. This operation reassigns ALL equipment/property having the OLD GROUP CODE with the NEW GROUP CODE. This can take some time to complete depending on the amount of Property that is to be updated.
Deleting an Equipment Group From the Equipment Groups Browse Table, position the scroll bar on the Group to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request.
Printing the Equipment Groups Listing A printout of the currently assigned Equipment Groups can be obtained from the Equipment Groups Browse Table by clicking on the PRINT tool.
10
Equipment & Property Maintenance
Equipment Type Codes Equipment Type Codes are used to categorize Equipment or Property within an Equipment Group for reporting. From the Equipment/Property Browse Table, click on the Procedures Toolbar Menu, then choose Equipment Types.
FIELD
DESCRIPTION
Type
A five character alphanumeric code to identify this specific Equipment Type.
Description
Name (up to 30 Characters).
Equipment & Property Maintenance
11
Adding a New Equipment Type From the Equipment Types Browse Table, click on the NEW tool and the Equipment Type - Add/Edit Bar will appear.
Enter a Type Code and the corresponding Description. Click on the SAVE tool when all fields are complete.
Editing an Existing Equipment Type From the Equipment Types Browse Table, position the scroll bar on the Type to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can change any of the displayed fields. Click on the SAVE tool when all fields are complete.
Deleting an Equipment Type From the Equipment Groups Browse Table, position the scroll bar on the Type to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request.
12
Equipment & Property Maintenance
Preventative Maintenance Check List Browse Table Preventative Maintenance Check Lists describing the procedures to be performed during a specified maintenance procedure are displayed on the Preventative Maintenance Check List Browse Table. Preventative Maintenance Check Lists may be printed as part of the Scheduled Maintenance Work Order. From the Equipment/Property Browse Table, click on the Procedures Toolbar Menu, then choose Preventative Maintenance Check Lists.
Equipment & Property Maintenance
13
Adding New Check Lists From the Preventative Maintenance Check List Browse Table, click on the NEW tool and the Preventative Maintenance Check List - Add/Edit/Delete Screen will appear.
Enter the Activity Code (from the Project/Labor Code File) for this PM Activity. If the Activity Code is not known, click on the LOOK-UP tool. Next, enter the Equipment Make and Model, Service Interval in Hours and/or Calendar Days. If this maintenance activity is only to be performed as part of the Equipment Break In Maintenance procedures, click on the box labeled Perform at Break In Only. If this PM Check List is part of a Synchronized PM Schedule, enter the PM Cycle value. See Preventative Maintenance Schedules for a description of Synchronized PM Schedules. Enter a list of items to be inspected and procedures to be performed in conjunction with this maintenance event. Item descriptions beginning with the character ">" or "_" will cause a Check-Off field to appear on printed PM Check Lists. A list of recommended parts that are required when performing this maintenance event can be entered on the lower portion of the screen. Click on the SAVE tool when entry is complete.
14
Equipment & Property Maintenance
Adding Recommended Spare Parts Click on the NEW tool and an Add/Edit Bar will appear.
Enter the Stock Number of the recommended part. If the Stock Number is not known, click on the LOOK-UP tool to display the Inventory Browse Table. Next, enter the Item Description, Size and Quantity Needed. The Unit Price that has been stored in the Inventory File will automatically be displayed. Click on ACCEPT when entry is complete.
Editing Recommended Spare Parts Position the scroll bar on the Item to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can change any of the displayed fields. Click on ACCEPT when changes are complete.
Equipment & Property Maintenance
15
Deleting Recommended Spare Parts Position the scroll bar on the Item to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request.
Importing Spare Parts List from PartSmart® Parts Catalog If you have a subscription to the PartSmart® CD-ROM Parts Catalog for the Equipment related to this Preventative Maintenance Check List, you can import the recommended spares from PartSmart® by the following procedure: 1.
Click on the PartSmart® tool to activate the PartSmart® Software.
2.
Follow the PartSmart® procedures for creating a Parts List.
3.
Click on the PartSmart® Post Transaction button.
4.
Return to the Preventative Maintenance Check List - Add/Edit/Delete Screen.
Importing Spare Parts Using Internet Parts Catalogs TRIMS now includes support for the John Deere Parts Catalog and Toro Master Parts Viewer. See the “Guide to Using Internet Parts Catalogs” document in the TRIMS Reference Manual.
Editing Existing Check Lists From the Preventative Maintenance Check List Browse Table, position the scroll bar on the Check List to be changed and click on the EDIT tool. The Preventative Maintenance Check List - Add/Edit/Delete Screen will appear with the selected information displayed. Make any necessary changes and click on the SAVE tool when changes are complete.
Deleting Check Lists From the Preventative Maintenance Check List Browse Table, position the scroll bar on the Check List to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request.
Printing Check Lists From the Preventative Maintenance Check List Browse Table, position the scroll bar on the Check List to be printed and click on the PRINT tool.
16
Equipment & Property Maintenance
Importing Check Lists During the installation of TRIMS, a library of Maintenance Schedules for commercial turf equipment compiled by TRIMS Software International, Inc. were placed in the TRIMS Data Folder. Maintenance information contained in this library is subject to change and you may wish to confirm the accuracy of the information by contacting your local equipment distributor. Maintenance Schedules can be easily imported into the Preventative Maintenance Check List Browse Table by following a few simple steps. From the Preventative Maintenance Check List Browse Table click on the IMPORT tool to display a File Dialog Box. Open the TRIMS Data Folder (C:\TRIMS2K) and locate the EQUIPMNT.LIB folder. Double-click on the EQUIPMNT.LIB folder and then select the manufacturer, then the name of the file containing the Maintenance Schedules and click on OK to display a list of Maintenance Schedules contained in the selected file. C:\TRIMS2K \Equipment.Lib \CLUBCAR
CLUB CAR PM SCHEDULES.TXT
\JACOBSEN OR TEXTRON TEXTRON PM SCHEDULES.TXT \JDEERE \KUBOTA
DEERE_PM.TXT KUBOTA_PM.TXT
\NEW_HOLLAND NEWHOLLAND_PM.TXT \SMITHCO SMITHCO_PM.TXT \TORO
TORO_PM.TXT
\VENTRAC VENTRAC PM SCHEDULES.TXT
Equipment & Property Maintenance
17
Select the Equipment from the displayed list by clicking on the specific Equipment Make/Model to be imported. Multiple Equipment Items can be selected. After all selections have been made, click on the Import button to load the Preventative Maintenance Check List Browse Table with the schedules for the selected Equipment.
Exporting Check Lists Check Lists that you have compiled can be exported to a file in a format that can be imported into other TRIMS Systems. From the Preventative Maintenance Check List Browse Table, click the mouse in the X column for each Check List to export. A check mark will then be displayed. Repeat for all Check Lists to be exported.
Selections may be cancelled by clicking on the X column heading. After the desired Check Lists have been selected, click on the EXPORT tool. Enter the name of the file to be created and click on OK to Export the selected Check Lists.
18
Equipment & Property Maintenance
Adding/Editing Equipment Adding New Equipment From the Equipment/Property Browse Table, click on the NEW tool and the Equipment - Add/Edit/Delete Screen will appear.
Enter a unique Property Number to be assigned to this Equipment. Next, enter a valid Group Code or leave this field blank. If the Group Code is not known, click on the LOOK-UP tool to display the Equipment Groups Browse Table. You can also enter a valid Type Code or leave this field blank. If the Type Code is not known, click on the LOOK-UP tool to display the Equipment Types Browse Table. Enter the Equipment Name and the remaining information for this Equipment Item. When entering the Distributor Name, you may click on the LOOK-UP tool to display the Vendor Browse Table. Color photographs saved in WMF, BMP, GIF or JPG file format can be attached to your Equipment File for on screen viewing. All photos must exist in DrawView before they can be attached. If an Equipment Photo is to be attached to this Equipment/Property, double click on the Add Photo Image and select the photo from the list of available photos on the DrawView Browse Table. Upon exiting the DrawView Browse Table the picture will be displayed and you will be asked to confirm the attachment. See documentation on DrawView for information on adding photos.
Equipment & Property Maintenance
19
Before adding new equipment or property, click the HOLD tool to prevent the clearing of the screen after saving data. When entering multiple pieces of identical equipment, enter the make, model, and maintenance schedule once and ALL entered information will be copied to each subsequent equipment entry. If Equipment usage is to be captured from the Usage Log, Work Orders, or Fuel Pump Tickets, the current hour meter or odometer reading must be entered in the Current Meter field.
The Status Tab is used for tracking Purchased and Replacement Dates and Cost. Year-To-Date and Lifetime Costs are also tracked. The PM Schedule Tab is used for setting up a Preventative Maintenance Schedule. The Lease Tab is used for setting up Lease Information and Payments. Click on the SAVE tool when all required fields are complete. FIELD
DESCRIPTION
Property No
A unique alphanumeric property number for this Equipment Item. Property Numbers are required on all Equipment Items.
Group
An alphanumeric code used to group Equipment of a similar type for reporting purposes. The Group field can be used to separate capital Equipment from Maintenance Projects. This field can contain a valid Group Code or can be left blank.
Type
An alphanumeric code used to group Equipment of a similar Type within in Equipment Group when reporting. This field can contain a valid Type Code or can be left blank.
Name
Name of Equipment Item.
Model*
Manufacturer's Model Name or Number.
Serial*
Equipment Item's Serial Number.
Mfgr*
Manufacturer's Name.
Distr*
Distributor's Name.
Phone
Distributor's Phone Number, including area code.
Equipment Inactive
If checked, this Item will ALWAYS be excluded from the following reports: Equipment Meter survey, Maintenance Scheduling, Equipment Usage Summary and Bar Codes. A red INACTIVE notation will also appear on screen.
* These field labels can be customized. See the Extended Site Inventory.
20
Equipment & Property Maintenance
STATUS FIELDS
DESCRIPTION
Purchased Date
Original Purchase Date.
Purchased Cost
Original Purchase Cost.
Replacement Date
Estimated Replacement Date.
Replacement Cost
Estimated Replacement Cost.
Depreciation Method
Straight Line = Purchase price less the salvage value divided by the total productive years the asset can be reasonably expected to benefit the company. Sum of Years Digits or Double-Declining Balance = These accelerated methods are more conservative and, in most cases, accurate. They assume that an asset loses a majority of its value in the first several years of use. Please see your accountant for a more detailed description of this method.
Salvage Value
The estimated value that an asset will realize upon its sale at the end of its useful life.
Productive Life
The number of years that an asset will be useful.
Current Meter
Current Meter Reading, Current Hour Meter or Odometer Reading. This field is automatically updated by the Usage Log, Fuel Pump Tickets, Work Orders and Daily Work Activities.
Has No Meter
Indicator for NO printing on Meter/Usage Survey Form.
Leased Equipment
Indicator to turn on Lease Tab.
Hours/Miles
Total Hours or Miles of use to date this year and lifetime. Both fields are automatically updated when Equipment usage for this piece of Equipment is recorded.
Minimum Required Usage
Minimum number of usage hours/miles that must be logged.
Within How Many Days
Within number of days prior to today. For example: Mininum Required Usage = 5, Within How Many Days = 7 If today is 02/15/2016 then 5 hours must be logged since 02/08/2016 or notice will be flagged by in the PM Column on the Equipment/Property Browse Table as unlogged usage.
Fuel Cost
Total Fuel Cost to date this year and lifetime. Both fields are automatically updated when fuel tickets for this Equipment are recorded.
Labor Cost
Total Labor Cost to date this year and lifetime. Both fields are automatically updated when labor activity for this Equipment is recorded.
Labor Hrs
Total Labor Hours to date this year and lifetime. Both fields are automatically updated when labor activity for this Equipment is recorded.
Parts Cost
Total Parts Cost to date this year and lifetime. Both fields are automatically updated when parts or supplies are used for this Equipment.
Equipment & Property Maintenance
21
PM SCHEDULE TABS
DESCRIPTION
Service Code
Service code from the Project/Labor Code File defining the maintenance activity.
Descr.
Service Code Description (no entry permitted).
Schedule Indicator
Due = TRIMS recognizes the event is now due based upon hours/miles or days from date of last service. Schd = Event has matured and a Work Order has been issued. N = Event has not reached its scheduled maturity. X = This is a one time matured event and it is to be deleted when completed. B = This is a one time event that has not matured. (This field is updated automatically and no entry is required).
Last Service
The date the Last Service was performed. This reference date indicates the new start of the day accumulation or the new start of usage hours/miles accumulation for this event. For new Equipment, enter the date when Equipment was placed into service.
Cycle
A numeric value indicating how frequently a maintenance item is to be performed in relation to the Key Maintenance Event. A maintenance item with Cycle=1 is considered to be a Key Maintenance Event. See Preventative Maintenance Schedules for a description of Synchronized PM Scheduling.
Count
A numeric value indicating the number of times the Key Maintenance Event for this maintenance item has been performed. The Count is incremented by the Preventative Maintenance Scheduling Report and the maintenance item is matured when the Count value matches the Cycle value.
Every Hrs/Mi Every Days
The Service Interval defining when or how often to perform this event. The event will be scheduled when the usage hours/miles accrued after the Last Service date reaches this number, or when the amount of days since the Last Service reaches this number.
FILTERS & PLUGS FIELDS
DESCRIPTION
Air*
Stock Numbers for replacement air filters.
Oil*
Stock Numbers for replacement oil filters.
Hydr*
Stock Numbers for replacement hydraulic filters.
Plugs*
Stock Numbers for replacement spark plugs.
Fuel Type*
Default Fuel Type Field is only available if Automatic Fuel Pump Selection is checked in System Utilities – Workstation Options.
* These field labels can be customized. See the Extended Site Inventory.
22
Equipment & Property Maintenance
LEASE FIELDS
DESCRIPTION
Equipment Type
Indictor for Used or New Equipment.
Contract No.
Contract Lease Number.
Lessor
Lessor Name.
Start Date
Start Date of Lease.
Term (Months)
Length of Lease.
End Date
End Date of Lease.
Usage Limit Hrs/Mi
Usage Limit of either Hours or Miles for this Lease.
Last Payment Date
Last Lease Payment Date.
Payment Period
Payment Period of Month, Quarterly or Annual.
Periodic Payment
Amount of Lease Payment for the Payment Period.
Payments YTD
Total amount of Lease Payments Year-To-Date.
Payments Lifetime
Total amount of Lease Payments Lifetime.
REMARKS FIELDS
DESCRIPTION
Remarks
Optional Remarks or Comments for this Equipment Item.
GPS/GIS Reference Long
Longitude where Equipment or Property is located.
GPS/GIS Reference Lat
Latitude where Equipment or Property is located.
Hourly Billing Rate
Hourly Billing Rate used in the Personnel - Equipment Usage Activity Summary Report and Tree Inventory.
Adding/Editing Equipment/Property Notes A multi-page Note File for each piece of Equipment can be accessed from either the Equipment/Property Browse Table or the Equipment - Add/Edit/Delete Screen. From the Equipment/Property Browse Table, position the scroll bar on the Equipment Item and click on the NOTE tool. From the Equipment - Add/Edit/Delete Screen, enter all or a portion of the Property Number or Description and use the FIND, NEXT or PREVIOUS tool to locate the Equipment Item. Once the Equipment Item is located, click on the NOTE tool. Click on the SAVE tool when notes are complete.
Equipment & Property Maintenance
23
Attached Documents Detailed Photos & Documents can be added to the Equipment/Property File. Click on the Attached Documents Tab, then click on Add Item and select any Photo or Document to be attached to this Equipment/Property File.
Equipment Detail Report Click on the PRINT tool to print all Equipment Details. See Sample Reports - Appendix A-47
24
Equipment & Property Maintenance
Editing Existing Equipment From the Equipment/Property Browse Table, position the scroll bar on the Equipment Item to be changed and click on the EDIT tool. The Equipment - Add/Edit/Delete Screen will appear with the selected information displayed. All fields except the Property Number can be changed. Property Number changes must be done by clicking on the CHANGE tool. Click on the SAVE tool when changes are complete.
Changing the Equipment Property Number Changes to the Property Number are prohibited during normal EDIT operations. If it is necessary to change the Property Number, click on the CHANGE tool.
Click on ACCEPT when change is complete. This operation reassigns the Property Numbers on Work Orders, Fuel Pump Tickets, Equipment Maintenance Records and the Incident Log. This can take some time to complete depending on the size of the files that will be updated.
Equipment & Property Maintenance
25
Deleting Equipment From the Equipment/Property Browse Table, position the scroll bar on the Equipment Item to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. If Maintenance, Usage and Fuel Records exist for this Equipment Item, you will be asked if you want a printed report of these records. If you respond Yes, a Deleted Equipment History Report will be printed showing the complete maintenance and usage history for this piece of Equipment and the Equipment Item will be deleted. If you respond No, a report will NOT be printed when the Equipment is deleted.
Deleting Multiple Equipment Items To delete more than one Equpment Item at a time, click the mouse in the
column to the left of the Property No
to add a red
Click on the Procedures Toolbar Menu, select Delete Equipment, then choose Delete Selected Equipment Items & Report and confirm deletion of all selected items. This procedure will print a history of Transactions for the Equipment Items selected as they are deleted.
26
Equipment & Property Maintenance
Recording/Editing Usage The Record Equipment Usage Browse Table displays Equipment Property Numbers, Descriptions, Year-to-Date and Current Period Usage information contained within the Equipment File. On screen controls permit you to browse through the file by Property Number or Equipment Description in either ascending or descending sequence. Once a piece of Equipment is located, usage hours or miles can be recorded. From the Equipment/Property Browse Table, click on the Procedures Toolbar Menu, then choose Record Equipment Usage. Position the scroll bar on the Equipment Item and click on the EDIT tool. The Current Reading field will be highlighted allowing you to record usage.
Enter the Current Meter Reading for this Equipment Item and press the ENTER key. If the Meter Reading entered was greater than the Last recorded Meter Reading for this Equipment Item, the difference will appear in the Usage this Period column. If the Current Meter Reading is not known, or if the Equipment has no Meter, you can enter Usage directly into the Usage this Period column. Press ENTER to complete your entry. When all new Usage Records are entered and are ready to be transferred to the Equipment Usage Log, click on the EXIT tool. If the Equipment Usage Log is to be updated at this time, enter the Date, Optional Comments and click on ACCEPT. The Record Equipment Usage Browse Table will also reset the Current and Usage columns to zero. If the Equipment Usage Log is NOT to be updated at this time, choose CANCEL to return to the Equipment/Property Browse Table without updating the Equipment Usage Log or resetting the Current and Usage this Period columns. The next time the Record Usage Browse Table is selected, all previous entries in the Current and Usage this Period fields will be displayed until such time as the Equipment Usage Log is updated.
Equipment & Property Maintenance
27
Printing an Equipment Meter/Usage Survey Form An Equipment Meter/Usage Survey Form can be printed to simplify the procedure of collecting Equipment Meter Readings. From the Equipment/Property Browse Table, click on the Procedures Toolbar Menu, then choose Record Usage.
Select the Reporting Sequence of either Property Number or Equipment Description. Select to report Metered Equipment Only. (If Equipment/Property on the Add/Edit/Delete scree is marked Has No Meter, those items will not be reported.) If individual Equipment Groups are to be reported, click on Equipment Group Selection and click on the Equipment Groups from the displayed list. If Equipment Groups are not selected, all Equipment will be reported. Click on the PRINT tool to begin printing.
28
Equipment & Property Maintenance
Preventative Maintenance Schedules From the Equipment - Add/Edit/Delete Screen, click on the PM Schedule Tab. Preventative Maintenance Schedules (PM's) containing a maximum of 10 maintenance events can be entered for each piece of Equipment. Events can be scheduled by calendar days (7 days, 30 days, etc.), by elapsed time (100 hour, 500 hour, etc), or by elapsed mileage (25 miles, 100 miles, etc.). You can use both the Every Hrs/Mi and the Every Day fields within the same Activity. For example, an oil change could be scheduled every 3000 miles or 90 days from date of last service, whichever comes first.
Synchronized PM Schedules
When scheduling multiple maintenance events, the Cycle and Count fields are used to insure that the 100 Hour PM is performed every second time the 50 Hour PM is performed.
Adding a Scheduled Maintenance Event With the PM Schedule Tab displayed, click on the NEW tool. The Add/Edit Bar will appear allowing you to schedule a Maintenance Event.
Enter a valid Activity Code (from the Project/Labor Code File) describing the event to be performed. If the Activity Code is not known, click on the LOOK-UP tool to display the Project/Labor Activity Codes. New Activity Codes can now be added, if necessary. Once the Activity Code has been located or added, press ESC to return to the Maintenance Schedule.
Equipment & Property Maintenance
29
Enter N in the Sched column when initially entering this maintenance event indicating that this event is not yet due for service. If this is a Break-In Maintenance Event to be performed only once, enter B in the Schd column to indicate Single Occurrence Maintenance Event. Once a Break-In Maintenance Event is scheduled, the B will become an X. Upon completion of a Word Order relating to a Break-In maintenance event, the X item will be automatically deleted from the Equipment PM Schedule. Enter a Date to indicate when this Maintenance Event was last performed, or the Date when the Equipment was placed into service. If using Synchronized PM Schedules, enter the Cycle Number and Current Count (See example below). Next, enter the Service Interval in Hours/Miles, Days, or both. If you wish to create a Check List of tasks to be performed that will automatically be printed when running the Maintenance Scheduling Report, click on CHECK LIST to display the PM Check List Browse Table and create or edit the check list for this PM Activity. Click on ACCEPT when entry is complete.
Synchronized PM Example The table below illustrates the Synchronized PM Schedule for a piece of equipment that has logged usage in the range of 50 - 99 hours since the last 100 Hour PM and 150 – 199 hours since the last 250 Hour PM. Description
Schd
Date
Cycle
Count
Hours
50 Hour PM
N
02/01/2012
1
100 Hour PM
N
01/15/2012
2
1
0
250 Hour PM
N
11/01/2011
5
3
0
50
Both the 100 and 250 hour maintenance events are multiples of 50 hours and therefore, the 50 hour maintenance is the Key Maintenance Event and is assigned Cycle=1. The 100 hour maintenance is performed along with the second 50 hour maintenance and therefore it has a Cycle=2. The 250 hour maintenance is performed along with the fifth 50 hour maintenance and therefore it has a Cycle=5. Values in the Hours column are ignored for all items except the Key Maintenance Event. Once the accumulated usage since 02/10/2001 is in the range of 50 – 99 hours and the Maintenance Scheduling Report has been run, the table will appear as shown below: Description
Schd
Date
Cycle
Count
Hours
50 Hour PM
Schd
02/01/2012
1
1
50
100 Hour PM
Schd
01/15/2012
2
2
0
250 Hour PM
N
11/01/2011
5
4
0
Notice that the Count values have changed and both the 50 and 100 hour maintenance events have their Count=Cycle and are now Matured Maintenance Events. The Count for the 250 hour maintenance has also been incremented and that item will mature along with the next 50 hour maintenance. Upon completion of the Work Order for the 50 and 100 hour maintenance, the Count for those Matured items will be reset to Zero and the Date will be changed to reflect the Date of Last Service.
30
Equipment & Property Maintenance
Editing an Existing Scheduled Maintenance Event With the PM Schedule Panel displayed, position the scroll bar on the Maintenance Event to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can change any of the displayed fields. Click on ACCEPT when entry is complete.
Rearranging Maintenance Events Once Maintenance Events have been entered, you may decide to change the order in which the Maintenance Events appear on the PM Schedule Tab. First, position the scroll bar on the Maintenance Event to be moved. Then hold down the left mouse button and a hand symbol will appear, with the left mouse button still being held down, move the mouse to the line on the PM Schedule where you would like the Maintenance Event moved and release the mouse button.
Deleting a Scheduled Maintenance Event Specific Maintenance Events can be removed from the schedule by positioning the scroll bar on the Maintenance Event to be deleted and clicking on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. Once confirmed, the Maintenance Event will be removed and all items on the Maintenance Schedule will be moved up one line.
Equipment & Property Maintenance
31
Importing a Maintenance Schedule To import a Preventative Maintenance Schedule for a specific piece of Equipment, click on the PM Schedule Tab of the Equipment - Add/Edit/Delete Screen and then click on the Import PM Schedule button on the toolbar.
A list of all available Preventative Maintenance Schedules will be displayed. Click on the desired Equipment and click on the Import button. The Equipment Maintenance Schedule of the currently displayed Equipment will be replaced by the imported schedule.
Viewing PM Checklists for Preventative Maintenance Schedules Once Preventative Maintenance Schedules are displayed, PM Checklists can be viewed from the Equipment – Add/Edit/Delete Screen. Click on the PM Schedule Activty and click on the INQUIRY tool. The PM Checklist associated with the selected PM Schedule Activity will be displayed and you can make any desired changes if necessary.
32
Equipment & Property Maintenance
Maintenance Scheduling Report The Maintenance Scheduling Report prints a list of Equipment due for service. Reporting options allow for the selection of specific Maintenance Activities, specific Equipment, Equipment Groups, or All Equipment. Maintenance Event Scheduling is based on a Service Interval and Date Last Performed reference point. As Equipment is used, periodic reporting of usage hours and/or miles is entered into the Equipment file through the Equipment Usage Log, Labor Activity Screen and/or Fuel Pump Tickets. The diagram below illustrates the Preventative Maintenance Cycle.
Equipment/Property File Add/Edit Group Names Add/Edit Equipment/Property
Setup Maintenance Events Add/Edit PM Check Lists Add/Edit PM Maintenance Schedule
Record Usage Usage Edit/Usage Log/Barcode Import/TRIMS Cloud Pump Tickets Employee Activities Work Orders
Run Maintenance Scheduling Report Create & Print Work Orders Print Associated PM Check Lists
Distribute Work Orders
Complete Work Orders Enter Parts Used & Work Performed on Work Order. Maintenance Events will automatically be Rescheduled
Equipment & Property Maintenance
33
The Maintenance Scheduling Report compares usage hours/miles, cycle/count limits and elapsed time with the Service Interval and Date Last Performed reference point in order to determine events that have matured. When Maintenance Events are reported by using this program function, Scheduled Maintenance Work Orders, Check Lists and Recommended Spare Parts Lists are printed for new maturities. As Scheduled Maintenance Work Orders are completed, the Maintenance Events are automatically rescheduled and a new Date Last Performed reference point is assigned in order to begin a new cycle. Single occurrence Maintenance Events are deleted from the schedule. From the Equipment/Property Browse Table, click on the Reports Toolbar Menu, then choose Maintenance Scheduling.
The Report Date will default to today's date and may be changed as necessary. The difference between the Date Last Performed and the Report Date will be used as the reference point for all Service Intervals expressed in Days.
34
Equipment & Property Maintenance
Using the Maintenance Scheduling Report Options The Hrs/Mi and Days modifier fields allow you to fine tune your reports. Enter a number as described below to specify which PM activities you want to be reported.
Hrs/Mi Modifier Zero or Blank
Report scheduled maintenance now due or past due.
Positive Value
Report scheduled maintenance past due or due within the next "N" Hrs/Mi of use.
Negative Value
Report scheduled maintenance that was due "N" Hrs/Mi ago.
Days Modifier Zero or Blank
Report scheduled maintenance now due or past due.
Positive Value
Report scheduled maintenance past due or due within the next "N" Days.
Negative Value
Report scheduled maintenance that was due "N" Days ago.
Select if you want Previously Scheduled Work to be included in this report (default). If this option is not selected, only new maturities will be included in this report. Select if you want Scheduled Maintenance Work Orders to be printed for newly matured events (default). Select if you want PM Check Lists to be printed with Work Orders. Select if you want to Suppress Printing of Duplicate Check Lists. Select Report Options for Equipment. If reporting a Specific Equipment Item, click on the LOOK-UP tool. If reporting Groups of Equipment, you can select multiple Equipment Groups. Repeat this process for all groups to be included in this report. Equipment Groups can be un-selected in the same manner. If Match Property No is selected, you can report only those Items with Property Numbers containing the specified character sequence.
Example: Code GM as shown above will select all Items having Property Numbers containing GM. GM-001, J-001GM, 13GM002, etc. Next, if requesting a specific Project/Activity, click on the LOOK-UP tool to select the Project/Activity from the Project/Labor Code Browse Table.
Equipment & Property Maintenance
35
Maintenance Forecast If Maintenance Forecast is selected, the Report Options will be disabled and a list of Equipment/Property Items now due for service will print. Work Orders and Check Lists are not printed and no changes are made to the Maintenance Schedules.
If Maintenance Forecast By Date Range is selected, Equipment/Property Items with activities scheduled by Days will be reported if the Date of Last Service plus Number of Days in the PM Cycle falls within the Specified Date Range. Click on the PRINT tool to begin the reporting process. The Maintenance Scheduling Report is printed in two phases. First, the matured Maintenance Events are printed. Once the printing of matured events has completed, the Scheduled Maintenance Work Orders, Check Lists and Recommended Spare Parts Lists are printed. Equipment Photos will be printed on the Preventative Maintenance Check List if the Equipment Photo has a photo attached. See System Utilities - Configuration Editor. See Sample Reports – Appendix
36
A-50
Preventative Maintenance Scheduling Report
A-51
Scheduled Maintenance Work Order
A-51
Scheduled Maintenance Check List
Equipment & Property Maintenance
Work Orders The Work Order Browse Table displays a list of Work Orders and the status of the displayed orders. On screen controls permit you to browse through the file by Work Order Number, Property Number, Group, or Status in either ascending or descending sequence. Completed Work Orders will appear dim on screen. Click on the Active Only tool to Hide Completed Work Orders. From the Equipment/Property Browse Table, click on the Procedures Toolbar Menu, then choose Create/Edit Work Orders.
Equipment & Property Maintenance
37
Adding a New Work Order From the Work Order Browse Table, click on the NEW tool. The Work Order - Add/Edit Screen will appear and allow you to enter information on a new Work Order. There are four parts to the Work Order. The Work Order Header, Parts Used, Labor Activity, and Work Instructions.
Creating the Work Order Header The Work Order Header describes the Equipment Item to be serviced, work to be performed, and current job status. Work Order Numbers are automatically assigned in sequential order to each new Work Order based on the Next Work Order Number Setup Option.
38
Equipment & Property Maintenance
HEADER FIELDS
DESCRIPTION
Work Order #
Work Order Numbers are automatically assigned in increasing sequential order.
Date
Date this Work Order was generated.
Property #
Property Number of Equipment being serviced.
Hr/Odom
Current Hour or Odometer meter reading.
Work Descr.
Up to 254 characters of a Work Description. Only the first line of this description will be displayed when viewing a Maintenance Record Inquiry on this Equipment.
Priority
Priority Code to indicate Priority Ranking.
Status
Order Status A = Active Work Order, C = Completed Work Order. The system will update this field automatically.
Completed
The Date this Work Order was completed.
Work Authorized By
The Name of the Person who Authorized this Work Order.
Descr
Name of the Equipment being serviced.
Model
Model of the Equipment being serviced.
Serial
Serial Number of the Equipment being serviced.
Labor Hours/Cost
Total Labor Hours & Cost to date for this Work Order.
Parts
Total Parts Cost to date for this Work Order.
Total
Total Labor & Parts Cost to date for this Work Order.
Enter the Date of this Work Order if different from the date displayed. Next, enter the Property Number of the Equipment being serviced. If the Property Number does not currently exist in the Equipment File or is unknown, position the cursor to the Property Number or Description field and click on the LOOK-UP tool. The Equipment/Property Browse Table will appear allowing you to locate or add the Equipment Item. Once the Equipment Item has been located or added, press ESC to remove the screen and the Property Number will appear with the Equipment Name, Model and Serial Number displayed. You can now enter an optional Hour or Odometer Meter Reading. If the value entered in this field is greater than the current meter reading for this Equipment Item, the Current Meter Reading field in the Equipment File and will be updated and a transaction will be placed in the Equipment Usage Log to reflect this additional usage when the Work Order is saved. Change the Priority ranking for the importance of completion for this Work Order if different than displayed. Next, enter the Name of the person who authorized this work order and enter a Description of the work to be performed. Only the first line of this description will be displayed when viewing a Maintenance Record Inquiry on this Equipment. Once a Work Order has been saved, no changes to the Property Number will be allowed.
Equipment & Property Maintenance
39
Adding Work Order Part Line Items From the Work Order - Add/Edit Screen, click on the Parts Used Tab, then click on the NEW tool and a Line Item Add/Edit Bar will appear.
PART ITEM FIELD
DESCRIPTION
Stock Number
Inventory Stock Number for item being used.
Part Description
Description of this item.
Size/Location
Size or Location of this Inventory item. See Show Part Location On Work Order setup option.
Qty
Stock Quantity being used.
Unit Cost
Unit Cost of this item. See Unit Price Format setup option.
Amount
Total Value (Quantity X Unit Cost) of this item being used (no entry permitted).
Enter the Stock Number of the Inventory Item to be used. If the Stock Number is not known, position the cursor to the Stock Number or Part Description field and click on the LOOK-UP tool. The Inventory Browse Table will appear allowing you to locate or add the Inventory Item. Once the Inventory Item has been located or added, press ESC to remove the screen and the Stock Number, Description, Size and Unit Cost will be displayed. If the Stock Number does not exist in the Inventory File, you can proceed by manually entering an asterisk “*” in the Stock Number field and then enter the Item Description, Size, Quantity and Cost. Non-Inventory Items used on Work Orders will not affect Inventory Status.
40
Equipment & Property Maintenance
Enter the Quantity used of this item. The total value (Amount) of the item being used will be automatically displayed. This amount is calculated as (Quantity X Unit Cost). You can change the Parts Description, Size, and Unit Cost fields if you desire. Changes made to any of these fields apply only to this Parts Line Item and only on this Work Order. No permanent changes to the Inventory File are made. Click on ACCEPT when all required fields are complete. The new line item will be displayed on the Work Order Add/Edit Screen. See Work Order Parts Now Available Report. Repeat this procedure until all parts used have been entered.
Importing Work Order Parts from PartSmart® Parts Catalog If you have a subscription to the PartSmart® CD-ROM Parts Catalog for the Equipment related to this Work Order, you can import the recommended spares from PartSmart® by the following procedure: 1.
Click on the PartSmart® Toolbar Icon to activate the PartSmart® Software.
2.
Follow the PartSmart® procedures for creating a Parts List.
3.
Click on the PartSmart® Post Transaction button.
4.
Return to Work Order Screen.
The selected items will be added to the work order and if those parts do not exist in inventory, they will be added to the Inventory file. A two letter Manufacturer Prefix and Manufacturers Part Number will be used as the Inventory Stock Number. Appropriate entries in the Inventory Expense Classification File and Budget/Expense File will be added as necessary. Example: Importing Jacobsen Wheel Seal Part #554329 will create the following: File
Description
Inventory File
Stock Number: JA554329 Units: EA Class: JAC
Inventory Expense Classification
Class: JAC Type: I P/U: P Account: EQ_REPAIR
Budget/Expense File
Account: EQ_REPAIR Sequence: 9999999 Dept: 0 Type: 2 Description: Equipment Repair Parts
Importing Work Order Parts Using Internet Parts Catalogs TRIMS now includes support for the John Deere Parts Catalog and Toro Master Parts Viewer. See the “Guide to Using Internet Parts Catalogs” document in the TRIMS Reference Manual.
Equipment & Property Maintenance
41
Adding Work Order Labor Activity From the Work Order - Add/Edit Screen, click on the Labor Activity Tab, then click on the NEW tool and a Line Item Add/Edit Bar will appear.
FIELD
DESCRIPTION
Activity
Project/Labor Code for this Activity.
Work Description
The Project/Labor Code Description for this Activity (no entry permitted).
Date
Date Activity was performed.
Hrs
Total number of hours spent by this Employee on this Labor Activity.
Employee
Employee Number of the employee who worked on this Labor Activity. Only Hourly Employees can be listed.
Name
Name of the Employee who worked on this Labor Activity (no entry permitted).
Cost
Total Labor Cost (Time X Employee's Hourly Rate) for this Labor Activity (no entry permitted). The cost displayed will be calculated using either the Employee's Hourly Rate, the Employee's Pay Scale Table Rate, or the Project/Labor Code Rate, depending on the setting of the Use Pay Scale Tables Configuration Option in the Personnel & Labor Setup.
42
Equipment & Property Maintenance
Adding Labor Hours for Individual Employees Enter a Project and Labor Code (Activity Code) describing the activity performed. If the Activity Code is not known, position the cursor to the Activity Code field and click on the LOOK-UP tool. The Project & Labor Activity Code will appear allowing you to locate or add the Activity Code. Once the Activity Code has been located or added, press ESC to remove the screen and the selected Activity Code and Description will be displayed. Change the Date the Activity was performed if other than the Work Order Date and enter the total number of Labor Hours spent to complete this Activity. Enter the Employee Number of the person who performed this maintenance task. If the Employee Number is not known, position the cursor to the Employee Number field and click on the LOOK-UP tool. The Personnel Browse Table will appear allowing you to locate or add the Employee. Once the Hourly Employee has been located or added, press ESC to remove the screen and the Employee Number and Name will be displayed. The Total Labor Cost for this activity will be automatically displayed.* This cost is calculated as (Time X Employee's Hourly Rate). The cost displayed is calculated using either the Employee's Hourly Rate, the Employee's Pay Scale Table Rate, or the Project/Labor Code Rate, depending on the setting of the Use Pay Scale Tables Configuration Option in the Personnel & Labor Setup. Click on ACCEPT when all required fields are complete. The new line item will be displayed on the Work Order Add/Edit Screen. Repeat this procedure until all Labor Activities have been entered. *Costs will only be displayed for those users with Access Rights to the Personnel & Labor section of the system.
Equipment & Property Maintenance
43
Adding Labor Hours for Work Crews Enter a Project and Labor Code (Activity Code) describing the activity performed. If the Activity Code is not known, position the cursor to the Activity Code field and click on the LOOK-UP tool. The Project & Labor Activity Code will appear allowing you to locate or add the Activity Code. Once the Activity Code has been located or added, press ESC to remove the screen and the selected Activity Code and Description will be displayed. Change the Date the Activity was performed if other than the Work Order Date and enter the total number of Labor Hours spent to complete this Activity. Click on the CREW tool to display the Work Crews - Add/Delete Screen. Select the Work Crew and then click on Copy Crew or select the Hourly Employees who performed this task and click on Copy Employees to return Employees to the Work Order.
Editing Parts Line Items or Labor Line Items Parts and Labor can be edited on any Active Work Order. From the Work Order Browse Table, position the scroll bar on the Work Order to be changed and click on the EDIT tool. Next, click on either the Parts Used Tab or the Labor Activity Tab. Position the scroll bar on the line item to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Click on ACCEPT when changes are complete.
Deleting Parts Line Items or Labor Line Items Parts line items or Labor line items can be deleted on any Active Work Order. From the Work Order - Add/Edit Screen, click on either the Parts Used Tab or the Labor Activity Tab. Position the scroll bar on the line item to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request.
44
Equipment & Property Maintenance
Adding Work Instructions, Photos & Documents Detailed Work Instructions, Photos & Documents can be added to this Work Order. Click on the Work Instructions, Photos & Document Tab and begin entering instructions. Click on Add Item and select any Photo or Document to be attached to this Work Order.
These Photos or Documents can be printed with the Work Order if desired.
Equipment & Property Maintenance
45
Saving & Printing Work Orders When all information has been entered or edited you must save and/or print the Work Order. Once a Work Order has been saved, you may reprint Work Orders at any time from the Work Order Browse Table by positioning the scroll bar on the Work Order to be printed and then click on the PRINT tool. If a blue highlighted item exists on the Work Order Parts Tab, a message will appear and you will be given an opportunity to go back and adjust the price on those Zero Price Work Order parts before saving. From the Work Order - Add/Edit Screen, click on the SAVE tool to save without printing or click on the PRINT tool to Save and Print a hard copy of this Work Order. Printed Work Orders will include either an Item Size column or Item Location column depending on the setting of the Show Part Location On Work Order setup option. If the Work Order has not been completed, enter an N to indicate the Work Order is NOT complete, enter the Work Order Update Date if different than displayed, then click on ACCEPT to accept this Work Order or click on CANCEL to return to the Work Order - Add/Edit Screen. If the Work Order has been completed, click to enter a checkmark to indicate the Work Order is now complete and enter a completion date if different than the date displayed. You can also enter a Closing Note for this Work Order if desired.
If your system is configured to use the Incident Log feature, you may click to enter a checkmark to indicate that the work performed on this Work Order is to be recorded in the Incident Log. Next, click on ACCEPT to accept this Work Order or click on CANCEL to return to the Work Order - Add/Edit Screen.
Work Order Save Process The SAVE process updates Equipment Maintenance Records, Inventory Levels, Budget Accounts, and Labor Records to reflect time and materials used in the maintenance of this Equipment. If the Work Order to be saved is completed, then Work Order Labor Activities matching PM Activities in the PM Schedule for the related Equipment will cause those matching PM Activities to be marked as Completed and the Date of Last Service for the matching PM Activity will be advanced to the Work Order Completion Date. If your system is configured to use the Incident Log and Incident Mapping features, you will be asked to if you want to indicate on a map or photo, the location of where the Incident or Repair occurred. If a Yes answer if given, you will be given the option to select and display a Map or Picture of the area where the incident occurred. Double Click on one of the items listed or click on the ADD MAP button to display the DrawView Browse Table.
46
Equipment & Property Maintenance
Once the map is displayed, use the REDLINE drawing tools to indicate the exact location of the Incident. Click on the SAVE tool, select an Incident Classification and click on ACCEPT. See DrawView, Incident Log and Registration & Configuration for further information.
Budget Updating Work Order Parts Used will only update Budget/Expense Accounts for Repairs Expense when the Inventory Expense Classification for the parts used on this Work Order have a U (Usage) in the Classification Charge field. If the Equipment being repaired has not been assigned to a defined Equipment Group or the Equipment is assigned to an Equipment Group with a zero department (no department assigned), the Budget/Expense Account indicated by the Inventory Expense Classification of each part used will then be charged for the respective part. If a valid Department Number is assigned to the Equipment Group, Expenses will be charged to the Budget/Expense Account for the indicated Department. If the Account does not exist in the Budgets/Expenses File it will be created automatically with the Account Name *** NEW ACCOUNT ***.
Labor Activity Recording Labor Activities entered on a Work Order can be transferred automatically to either the Labor Summary File or Employee Daily Activity File depending on the settings of the Work Order Labor Configuration Options. If the Move Work Order Labor to Summary Setup Option was selected during Installation & Setup, Labor Activities will be automatically transferred to the Project/Labor Summary File when a completed Work Order is saved. Labor Activities in the Project/Labor Summary File may be reported by using the Project/Labor Reports found in the Personnel & Labor Module. If the Copy Work Order Labor to Employee Setup Option was selected during Installation & Setup and Project/Labor Tracking is Enabled, Labor Activities will be automatically transferred to the Employee Daily Work Activity File when a Work Order is saved. CAUTION: If using either of these options in conjunction with Project/Labor Tracking, there is a possibility of labor hour duplication when Labor Hours are recorded on both the Work Order and the Personnel - Enter Wages, Hours & Activities Screen. USE THESE OPTIONS CAREFULLY.
Equipment & Property Maintenance
47
Editing an Existing Work Order From the Work Order Browse Table, position the scroll bar on the Work Order to be changed and click on the EDIT tool. Detailed information on the Work Order will be displayed on the Work Order - Add/Edit Screen. Once the Work Order is displayed, you can change all fields except the Work Order Number and Property Number. If an Inventory Item was originally added to the Work Order with insufficient stock on-hand to complete the Work Order, the line item will be highlighted in Light Green Italics and the part was marked as Awaiting Inventory. If an Inventory Item was originally added to the Work Order with a unit cost of ZERO and there has been a unit price added to the Inventory Item since placed on the Work Order, the line item will be highlighted in Blue Italics. Click on the SAVE or PRINT tool when changes are complete.
Delete Selected Work Order From the Work Order Browse Table, position the scroll bar on the Work Order to be deleted and click on the DELETE tool. A Toolbar Menu will appear, choose Delete Selected Work Order. The Delete Confirmation Window will appear asking for confirmation of the delete request. Only "Completed" Work Orders can be deleted. If an attempt is made to delete an "Active" Work Order, the following error message will appear: "SORRY...ACTIVE WORK ORDERS CAN NOT BE DELETED". There are no reports are printed by this procedure.
Delete Completed Work Orders The Delete Completed Work Orders program deletes specific or completed Work Orders completed prior to a Specified Date. From the Work Order Browse Table, click on the DELETE tool. A Toolbar Menu will appear, choose Delete Completed Work Orders.
Enter the date indicating the last date of the completed Work Orders to be deleted. Click on DELETE and confirm to begin.
Adding/Editing Work Order Notes A multi-page Note File for each Work Order can be accessed from either the Work Order Browse Table or the Work Order - Add/Edit Screen. From the Work Order Browse Table, position the scroll bar on the Work Order and click on the NOTE tool.
48
Equipment & Property Maintenance
From the Work Order - Add/Edit Screen, enter all or a portion of the Work Order Number or Equipment Property Number and use the FIND, NEXT or PREVIOUS tool to locate the Work Order. Once the Work Order is located, click on the NOTE tool. Click on the SAVE tool when notes are complete.
Printing Work Orders Individual Work Orders, a batch of Active or Completed Work Orders or an Active Work Order Summary can be printed at anytime. From the Work Order Browse Table, position the scroll bar on the Work Order to be printed and click on the PRINT tool, then select one of the following:
See Sample Reports - Appendix A-53
Cloning a Work Order Work Orders can be cloned or duplicated for repetitive maintenance events. From the Work Order Browse Table, position the scroll bar on the Work Order to be cloned and click on the CLONE tool.
Double-click the mouse in the Prop No field if you wish to change the Property Id. Change the Date if you wish and click on Accept. A new Work Order will instantly appear for further data entry or to be saved for editing at a later time.
Equipment & Property Maintenance
49
Maintenance Record Inquiries From the Equipment/Property Browse Table, position the scroll bar on the Equipment Item to be examined, click on the Procedures Toolbar Menu, then choose Equipment Maintenance/Usage Inquiry, and click on Equipment Maintenance Records. Maintenance Records can be displayed on screen in either ascending or descending Date Order. Toolbar Functions allow you to make inquiries regarding the source of a selected transaction or print a hard copy of the displayed Maintenance Record.
FIELD
DESCRIPTION
Date
Date of this Maintenance Record (required).
Work Order
Identifying Work Order or other reference for this Maintenance Record.
Hrs/Mi
Hour Meter or Odometer Reading at the time this Maintenance Record was performed.
Labor Hrs
Total Labor Hours for this Maintenance Record.
Parts Cost
Total Parts, Supplies, and/or Materials Cost for this Maintenance Record.
Work Description
Work Description for this Maintenance Record.
50
Equipment & Property Maintenance
Making Additional Maintenance Record Inquiries When you have completed your inquiry, click on the CLEAR SCREEN tool. Enter all or part of the Property Number or Description of the Equipment to be viewed and click on the FIND, NEXT or PREVIOUS tool to locate and display the Equipment Item and its Maintenance Record.
Adding a New Maintenance Transaction To add a Maintenance Transaction, click on the NEW tool and the Add/Edit Bar will appear.
Click on ACCEPT to save your new transaction. The addition of Maintenance Transactions will change the Total and Year-to-Date quantities for Labor Hours and Parts Cost.
Equipment & Property Maintenance
51
Editing an Existing Maintenance Transaction Position the scroll bar on the Maintenance Transaction to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can make any necessary changes. Click on ACCEPT when changes are complete. Maintenance Transaction Edits will change the Total and Year-to-Date quantities for Labor Hours and Parts Cost.
Deleting a Maintenance Transaction Position the scroll bar on the Maintenance Transaction to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. The Maintenance Transaction will be removed and the Equipment Item will be updated as if the deleted transaction had not occurred. If Transactions are to be deleted without affecting the Equipment Parts, Usage, Fuel and Labor Totals, then use the Delete Equipment Maintenance & Usage Records function as described on page 57.
Printing Maintenance Records Click on the PRINT tool to print a hard copy of Maintenance Records.
52
Equipment & Property Maintenance
Equipment Usage Record Inquiries From the Equipment/Property Browse Table, position the scroll bar on the Equipment Item to be examined, click on the Procedures Toolbar Menu, then choose Equipment Maintenance/Usage Inquiry, and click on Equipment Usage Log. Usage Logs can be displayed on screen in either ascending or descending Date Order.
FIELD
DESCRIPTION
Date
Date of this Usage Record (required).
Odometer/Hours
Current Odometer or Hour Meter Reading.
Usage Hrs/Mi
Miles or Hours used for this transaction. If a current odometer or hour meter reading is entered, this field will be automatically calculated and display the difference between the new meter reading and the previous meter reading. If no odometer/hours meter reading is entered, you can enter usage miles or hours directly into the Usage field.
Activity Description
Activity Description or transaction source for this Usage Record.
Equipment & Property Maintenance
53
Making Additional Usage Record Inquiries When you have completed your inquiry, click on the CLEAR SCREEN tool. Enter all or part of the Property Number or Description of the Equipment to be viewed and click on the FIND, NEXT or PREVIOUS tool to locate and display the Equipment Item and its Usage Log.
Adding a New Usage Transaction To add a Usage Transaction, click on the NEW tool and the Add/Edit Bar will appear.
Enter the Date of the new Usage Activity/Transaction. Next, enter the current Odometer or Hour meter reading for this piece of Equipment. The Usage field will be automatically calculated and display the difference between the new meter reading and the previous meter reading. If no odometer/hours meter reading is entered, you can enter usage miles or hours directly into the Usage field. Click on ACCEPT to save your new transaction. The addition of Usage Transactions will update the Hours/Miles Year-to-Date and Total fields and Current Meter Reading fields for the specified Equipment.
54
Equipment & Property Maintenance
Editing an Existing Usage Transaction Position the scroll bar on the Usage Transaction to be changed and click on the EDIT tool. The Add/Edit Bar will appear with the selected information displayed. Once the information is displayed, you can make any necessary changes. Click on ACCEPT when changes are complete. EDITS to the Equipment Usage Log WILL NOT change the value contained in the Current Meter Reading field of the Equipment File.
Deleting a Usage Transaction Position the scroll bar on the Usage Record to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. The Usage Transaction will be removed and the Equipment Item will be updated as if the deleted transaction had not occurred. Deleting Equipment Usage Transactions WILL NOT change the value contained in the Current Meter Reading field of the Equipment File. See also Deleting Equipment Maintenance & Usage Records on page 57.
Printing the Usage Log Click on the PRINT tool to print a hard copy of the Usage Log.
Equipment & Property Maintenance
55
Resetting Equipment Year-To-Date Totals The Reset Year-To-Date Totals program resets Equipment Usage, Fuel Cost, Labor Hours and/or Parts Cost Yearto-Date Totals in the Equipment File for All or Specific Groups of Equipment prior to accumulating new year totals. From the Equipment/Property Browse Table, click on the Procedures Toolbar Menu, then choose Reset YearTo-Date Totals.
Select Equipment Totals to reset. If individual Equipment Groups are to be reset, click on Select Equipment Groups to Reset and select the Equipment Groups. If no groups are selected, all Equipment will be processed. There are no reports printed by this program. Leased Equipment/Property Hours/Miles is NOT reset. Click on the SAVE tool to begin resetting totals.
56
Equipment & Property Maintenance
Deleting Equipment Maintenance & Usage Records The Delete Equipment Transactions procedure deletes Maintenance, Usage, and/or Fuel Transactions within a specified time period for all, specific, or groups of Equipment. From the Equipment/Property Browse Table, click on the Procedures Toolbar Menu, then choose Delete Equipment Transactions.
Enter the Date Range indicating the time period for the Transactions to be deleted. Next, specify whether All Equipment, a Specific Equipment Item or Groups of Equipment are to be deleted. If Specific Equipment is selected, enter all or part of the Property Number or Description of the Equipment having transactions to be deleted and click on the FIND, NEXT or PREVIOUS tool. You can also use the LOOK-UP tool to locate an Equipment Item. If Groups of Equipment is selected, click on the Groups of Equipment having transactions to be deleted. Next, select the Transaction Types to delete. Transaction Types include Equipment Maintenance Records, Usage Records, and Fuel Usage Records. Click on the DELETE tool and confirm to begin deletion. There are no reports printed by this program.
Equipment & Property Maintenance
57
Equipment Maintenance History Report The Maintenance History Report prints Equipment Maintenance Activity for All or Specific Equipment within a Specified Date Range. Reporting options allow for the selection of summary or detail information.
From the Equipment/Property Browse Table, click on the Reports Toolbar Menu, then choose Maintenance History. Enter the Date Range indicating the time period to be reported. Specify whether All Equipment, a Specific Equipment Item or Groups of Equipment are to be reported. If Specific Equipment is selected, enter all or part of the Property Number or Description of the Equipment to be reported and click on the FIND, NEXT or PREVIOUS tool. You can also use the LOOK-UP tool to locate an Equipment Item. If Equipment Groups are to be reported, click on Equipment Group Selection, and select the Equipment Groups from the displayed list. If Equipment Groups are not selected, all Equipment will be reported. Select if you want to Include Inactive Equipment. If Match Property No is selected, you can report only those Items with Property Numbers containing the specified character sequence. Report Format Options allow you to report: Maintenance Records Only (with option to Consolidate) See Sample Reports - Appendix A-55, A-56 Maintenance Record & Work Order Detail See Sample Reports - Appendix A-57 Maintenance, Fuel & Usage Detail See Sample Reports - Appendix A-58 Equipment Photos will be printed on the Maintenance History Report if the Equipment has a photo attached. See System Utilities - Configuration Editor. Click on the PRINT tool to begin printing. 58
Equipment & Property Maintenance
Work Order History Report The Work Order History Report details Labor Hours, Labor Costs and Parts Costs within a specified time period. From the Equipment/Property Browse Table, click on the Reports Toolbar Menu, then choose Work Order History.
Enter the Date Range indicating the time period to be reported. Specify whether All Equipment, a Specific Equipment Item or Groups of Equipment are to be reported. If Specific Equipment is selected, enter all or part of the Property Number or Description of the Equipment to be reported and click on the FIND, NEXT or PREVIOUS tool. You can also use the LOOK-UP tool to locate an Equipment Item. If Equipment Groups are to be reported, click on Equipment Group Selection, and select the Equipment Groups from the displayed list. If Equipment Groups are not selected, all Equipment will be reported. Select if you want to Include Inactive Equipment. If Match Property No is selected, you can report only those Items with Property Numbers containing the specified character sequence. Click on the PRINT tool to begin printing.
Equipment & Property Maintenance
59
Equipment Utilization Report The Equipment Utilization Report prints all hours or miles of Equipment Usage within a Specified Date Range. Lifetime Usage Totals are also included in the report. From the Equipment/Property Browse Table, click on the Reports Toolbar Menu, then choose Equipment Utilization.
Enter the Date Range indicating the time period to be reported. If Equipment Groups are to be reported, click on Equipment Group Selection, and select the Equipment Groups from the displayed list. If Equipment Groups are not selected, all Equipment will be reported. If Match Property No is selected, you can report only those Items with Property Numbers containing the specified character sequence. Example: Code GM as shown above will select all Items having Property Numbers containing GM. GM-001, J-001GM, 13GM002, etc. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A-49
60
Equipment & Property Maintenance
Work Orders in Process Report The Work Orders in Process Report prints all Active Work Orders within a Specified Date Range. From the Equipment/Property Browse Table, click on the Reports Toolbar Menu, then choose Work Orders in Process.
Enter the Date Range indicating the time period to be reported. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A-54
Equipment & Property Maintenance
61
Equipment File Listing The Equipment File Listing will print All or Selected Equipment Groups. This report can be used as a capital Equipment Inventory or for insurance purposes. From the Equipment/Property Browse Table, click on the Reports Toolbar Menu, then choose Equipment File Listing.
Change the Report Date if necessary. Select the Reporting Sequence of either Property Number, Equipment Description or Equipment Group. Select to Report All Equipment, Leased Equipment, or Non-Leased Equipment. Select if you want to Include Active or Inactive Equipment. If Match Property No is selected, you can report only those Items with Property Numbers containing the specified character sequence. Example: Code GM as shown above will select all Items having Property Numbers containing GM. GM-001, J-001GM, 13GM002, etc. If Equipment Groups are to be reported, click on Equipment Group Selection, and select the Equipment Groups from the displayed list. If Equipment Groups are not selected, all Equipment will be reported. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A-48
62
Equipment & Property Maintenance
Work Orders Parts Now Available Report During the Work Order Parts Entry Process, it is possible to add an Out of Stock Inventory Item to a Work Order. When that occurs, the Work Order Parts Line Item is marked as Awaiting Inventory. The Work Order Parts Now Available Report scans all Work Order Parts Items marked as awaiting and examines the corresponding Inventory item for an on-hand quantity greater than or equal to the quantity needed to complete the Work Order. From the Equipment/Property Browse Table, click on the Reports Toolbar Menu, then choose Work Order Parts Now Available.
Report Options allow you to print a Report of Parts Now Available, or print a Report of Parts Now Available and Cancel the Awaiting Status on those Work Order Parts Items that have sufficient inventory available for completion. Click on the PRINT tool to begin printing.
Equipment & Property Maintenance
63
Calculate Depreciation Equipment/Property Calculate Depreciation Procedure will calculate the depreciation amount based upon the Depreciation Method previously selected in the Equipment/Property – Add/Edit/Delete screen. Annual or Monthly depreciation amounts can be calculated. From the Equipment/Property Browse Table, click on the Reports Toolbar Menu, then choose Calculate Depreciation.
64
Equipment & Property Maintenance
Change the Report Date if necessary. Select to Calculate Annual or Monthly Depreciation. If Monthly is selected, the Transfer to Budgets/Expenses option is NOT available as per standard accepted accounting practices. Select the Reporting Sequence of either Property Number, Equipment Description or Equipment Group. Select the Report Format: Depreciation Report (with no Budget/Expense Transfer). Transfer Depreciation to Budgets/Expenses (without printing a Depreciation Report). Report & Transfer (prints the Depreciation Report and Transfers to Budgets/Expenses). If requesting a Transfer to the Budget/Expense Accounts, enter the Budget/Expense Posting Date. This date is important as it is used by the Budgets & Expenses to post these transactions into the proper fiscal period. If Match Property No is selected, you can report only those Items with Property Numbers containing the specified character sequence. Example: Code GM as shown above will select all Items having Property Numbers containing GM. GM-001, J-001GM, 13GM002, etc. If Equipment Groups are to be reported, click on Equipment Group Selection, and select the Equipment Groups from the displayed list. If Equipment Groups are not selected, all Equipment will be reported. Select if you want to Include Inactive Equipment. Click on the PRINT tool to begin printing.
Equipment Depreciation Transfer Summary Equipment/Property Depreciation transferred to the Budgets & Expense Accounts will be reported in detail showing the Budget/Expense Account, description, and the amount transferred. Transactions will be flagged with error messages if the Equipment Depreciation Transfer process is unable to successfully post a transaction to the indicated Budget/Expense Account. Errors can be caused by: 1. Undefined Account Numbers in the Equipment Groups 2. Attempts to post to TYPE 1 - Heading Account 3. Attempts to post to TYPE 2 M - Master Account 4. Attempts to post to TYPE 3 - 9 - Total Accounts
Equipment & Property Maintenance
65
Equipment Lease Report The Equipment Lease Report will detail Payments Year-to-Date, Lifetime, and current Pay Schedule. From the Equipment/Property Browse Table, click on the Reports Toolbar Menu, then choose Equipment Lease Report.
66
Equipment & Property Maintenance
Change the Report Date if necessary. Select the Reporting Sequence of either Property Number, Equipment Description or Equipment Group. Select Report Options: If Match Property No is selected, you can report only those Items with Property Numbers containing the specified character sequence. Example: Code GM as shown above will select all Items having Property Numbers containing GM. GM-001, J-001GM, 13GM002, etc. If Equipment Groups are to be reported, click on Equipment Groups, and select the Equipment Groups from the displayed list. If Equipment Groups are not selected, all Equipment will be reported. If Specific Lessors are to be reported, click on Lessors, and select the Lessors from the displayed list. If Lessors are not selected, all Equipment will be reported. Indicate to report New and/or Used Equipment. Select Reset and Posting Options: If Update Lease Payments and Transfer to Budget is selected, enter a Budget Posting Date. Reset Total Lease Payments YTD will reset the Payments YTD field on the Equipment/Property Add/Edit/Delete Lease Tab. Reset Usage YTD on Lease Anniversary will reset the Hours/Miles field on the Equipment/Property Add/Edit/Delete Status Tab. Click on the PRINT tool to begin printing.
Equipment Lease Expense Transfer Summary Equipment Lease Expenses transferred to the Budgets & Expense Accounts will be reported in detail showing the Budget/Expense Account, description, and the amount transferred. Transactions will be flagged with error messages if the Equipment Lease Expense Transfer process is unable to successfully post a transaction to the indicated Budget/Expense Account. Errors can be caused by: 1. Undefined Account Numbers in the Lessor/Vendor File 2. Attempts to post to TYPE 1 - Heading Account 3. Attempts to post to TYPE 2 M - Master Account 4. Attempts to post to TYPE 3 - 9 - Total Accounts
Equipment & Property Maintenance
67
Parts Purchase Report The Parts Purchase Report will print a detailed listing of all parts purchase for specific equipment. From the Equipment/Property Browse Table, click on the Reports Toolbar Menu, then choose Equipment Parts Purchase Report. This Report is ONLY available when the Charge Purchase Order Parts to Equipment option is checked in Software Registration & Configuration – Software Options.
Enter the Date Range indicating the time period to be reported. Select All Equipment by Group, Specific Equipment Item, or Groups of Equipment. If Groups of Equipment is selected, click on the Equipment Groups from the displayed list. Select if you want to Include Inactive Equipment. If Match Property No is selected, you can report only those Items with Property Numbers containing the specified character sequence. Example: Code GM as shown above will select all Items having Property Numbers containing GM. GM-001, J-001GM, 13GM002, etc. Click on the PRINT tool to begin printing.
68
Equipment & Property Maintenance
