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1. Select Microsoft Dynamics GP > Tools > Utilities > Equipment > New Equipment Entry.You can also access this window using the New button from the Equipment Manager (Cards > Equipment > Equipment Manager).
2. Fill in the Equipment Category, Model, Equipment Type, Equipment Branch, and Equipment Division for the new equipment.
3. Use the lookup in the Equipment Numbering Type field to choose select the format that you want to use for the new equipment ID.
4. Select Create. A message displays asking if you are sure you want to create the equipment record.
5. Select Create. The system creates an equipment ID using the specified numbering scheme and characteristics of the new equipment. If the information needed to correctly number the equipment is not available, an error message displays. See Setting up equipment numbering types.

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1. Select Cards > Equipment > Equipment Manager.
2. Select an equipment record. Verify the Equipment ID and Model, then complete the following fields:
   • Serial Number
     This field will be completed automatically if the equipment record was generated from a purchase order.
   • Equipment Status
     Available will appear in the Status field for new equipment records. Status changes automatically following certain events such as a transport dispatch or delivery, on rent or off rent, or creation or completion of a service call. You may want the Status field to fill in automatically.
   • Location
     Enter the physical location of the equipment. This can change when the equipment is moved.
   • Usage Life to Date
     This field is zero for new equipment records. It is updated per operating log readings.
3. Select Save. If the Save button is disabled, your user ID or user class doesn't have access rights to change header information on the equipment record.

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Select Cards > Equipment > Equipment Manager to open the Equipment Manager window. Use the lookup in the Equipment ID field to choose select an equipment record.

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• Tab Class
  The tab class determines the tabs displayed and the order in which they appear. You may have marked a tab class as the default class for new equipment records during setup.
• Equipment Category
  There are six system-defined categories. When equipment is sold, the category is automatically changed to Sales History.
• Equipment Type
  If the equipment types were set up with an account mask, this deter mines determines the account for sales revenue if this equipment is sold.
• User-defined
  Enter user-defined information.
• Condition
  Enter a Condition.
• Division
  Enter the division to which the equipment belongs. If the division was set up with an account mask, this deter mines determines the general ledger accounts for revenue and costs on invoices.
• Branch
  Enter the branch to which the equipment belongs. If the branch was set up with an account mask, this deter mines determines the general ledger accounts for revenue and costs on invoices.
• Owning Location
  The owning location is the location at which the equipment is owned and managed. This may or may not be the location at which the equipment is currently operating.
• Operating Location
  The operating location is the location from which the equipment is currently operating. The operating location may be specified when a purchase order for equipment is created. The operating location may or may not be the same as the owning location or the physical location
• Manufacturer
  Select the manufacturer of the equipment from the lookup window.
• Build Year
  This is a four-digit numeric entry identifying the year in which the equipment was manufactured or assembled.
• Acquisition Date
  This field is automatically filled if the equipment is purchased using the Purchase Order Processing module.
• Purchased By
  This could be the person or department that purchased by equipment.
• Life U of M
  Select the unit of measure for usage for this equipment record. This unit is used in the Usage Life to Date field on the Equipment Manager header, which is updated when meter readings are entered on operating log entries. If you plan to use the Scheduled Maintenance module, you must enter a value in this field. The unit of measure is used when creating scheduled maintenance records.
• Salesperson ID, Territory ID
  Enter a Salesperson and Territory.
• Customer ID
  The field displays an ID when the equipment is on rent to a customer.
• On Customer Rental
  This read-only checkbox indicates if this piece of equipment is currently rented.
• On Service
  This read-only checkbox indicates if this piece of equipment is currently in use on a service call.
• On Sale
  This read-only checkbox indicates if this piece of equipment is currently on a sale.
• On Transport
  This read-only checkbox indicates if this piece of equipment is currently on transport.
• Description
  Enter a description of up to 50 characters. A more detailed description can be included by choosing the expansion button attached to the field.
• Comments
  Enter any additional information.

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The Attachments tab holds details of specifications for a piece of equipment. Attachments or subattachments can be listed with details of each. While these details can be created for an individual piece of equipment, you will save time and maintain the consistency of the information by creating a template for attachments and subattachments of each model rather than for each piece of equipment. See Setting up models. Once attachments and subattachments are added to a piece of equipment, they can be transferred or associated with an inventory item using the Transfer button.

• To add an attachment, choose select the Attachment button. Enter the attachment name and choose select OK.
• To add a subattachment, choose select an attachment and choose select the Subattachment button. Enter the subattachment name and choose select OK.
• To delete an attachment or subattachment, choose select the item and choose select Delete. If you delete an attachment with subattachments, the subattachments will remain and move up a level. You cannot delete an attachment or subattachment if it is associated with an inventory item.

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The Photos tab lists links to electronically stored documents that are related to the piece of equipment. To open a document on the list, choose select the item and choose select the camera button.

To add a document

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• To inactivate the equipment, mark the Inactivate for Rental checkbox. To reactivate equipment that is inactive for rental, unmark the checkbox.
• To specify a period of rental inactivation, enter a Start Date and End Date, then choose select Insert >>. You must enter a date in both fields, and the Start Date must occur before the End Date. Multiple rental inactivation periods for the same equipment cannot overlap.

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The Rental Financial tab displays rental income and rental costs.
The rental categories come from the cost categories set up with the cost group types of Rental Income and Rental Expenses. See Create cost groups. All amounts posted to the general ledger accounts associated with the cost categories appear. Each general ledger account should have been set up for account analysis. In addition to the cost categories, depreciation will be listed as a rental expense. Depreciation amounts are recorded if the equipment is an asset on the Fixed Asset Management module, and the asset has a depreciation book entered in the Equipment Setup window. You may also display service costs and income as separate lines in this window. These figures come from Service Management service calls, which are assigned to a linked piece of equipment.
Use the lookup in the Agreement No. field to choose select a rental agreement for this equipment.
The Contract TD (Contract To Date) column shows values relating to the rental agreement chosen selected in the Agreement No. field. All other columns show rental income or expenses associated with this piece of equipment for the Current Period, current year (YTD), and for the life of the equipment (LTD).

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The On Rental tab contains rental agreement information for this equipment. Use the arrows in the Agreement No. field to choose select and view an agreement.

Sales Financial tab

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This tab lists historical sales documents relating to the piece of equipment. These include quotes, orders, invoices, and returns. You can choose select a sort order and restrict the list to quotes, orders, invoices, or returns only.

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The Location Log tab lists changes to the location of the equipment. You can choose select to list changes to a physical location, owning location, or operating location. You can use the Location Type drop-down list to choose select the type of location to display and the Sort By drop-down list to determine the sort order.

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• Supplier ID Name
  Enter the Supplier ID.
• Supplier Name
  The Supplier Name defaults.
• Address ID, Address
  Enter an Address ID and complete the Address fields, or choose select an existing ID.
• Address fields
  Complete the Address fields if creating a new Address ID. If an existing Address ID was selected, the address fields will default in.
• Current Location
  Enter the current location of the piece of equipment.
• Departure Point
  Enter the shipping port from.
• Est. Departure Date
  Enter the estimated departure date.
• Arrival Point
  Enter the shipping port to.
• Est. Arrival Date
  Enter the estimated arrival date.
• Shipping Agent
  Enter the name of the shipping agent.
• Customs Agent
  Enter the name of the Customs Agent.
• Vessel Name
  Enter the name of the vessel.
• Currency ID
  Enter the currency ID.
• Orig. Purchase Price
  Enter the current price.
• Purchase Date
  Enter today's date if currency exchange rates will change.
• Funct. Purchase Price
  Enter the functional purchase price.
• Payment Terms
  Enter the payment terms.

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