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With Service Management, you can track your customer's equipment with a complete equipment database for each customer location. The equipment database tracks the manufacturer, type, model, serial number, and location of each piece of equipment. Fields are also included on each record to keep track of the installation date, installer, and warranty information. Each equipment record can contain user-defined fields, as well as notepad and document management functionality. You can set up component records, which can be assigned to equipment records if you want to track individual parts.

The equipment database allows you to monitor equipment warranty types and expiration dates, which helps you avoid billing a customer for a service that is covered under warranty. Tracking equipment information can also help your marketing efforts by identifying recommended service or maintenance contract sales opportunities. Another feature for servicing and tracking equipment is refrigerant tracking. Organizations are required to report annual refrigerant usage and track leak rates to the EPA (Environmental Protection Agency). If you work with a third party agency to manage or confirm refrigerant safety, reporting can be done through that agency.
Note: When setting up an equipment record, we recommend that you enter data in as many fields as possible. Detailed record keeping helps to fill report information more completely. It also helps when using the Find button on the Service Manager window to locate a customer based on equipment information.

  1. Choose Cards > Service Management > Service Manager > Additional > Equipment. Select the equipment and then choose Edit. OR Choose Cards > Sales > Customer > Location > Equipment.
  2. In the Equipment Master window, complete the following fields, as necessary:
    • Equipment IDIf you chose to auto-generate equipment IDs during setup, the ID will already be entered. See Choosing service options.
    • Suspend MCC CallsThis check box is used to temporarily suspend computer-generated maintenance (MCC) calls for the equipment. For more information, see Suspending MCC calls.
    • Equipment TypeUse the lookup or manually enter an equipment type. Information from the equipment type template appears on the equipment record. Zoom on this field to view replacement parts and maintenance tasks assigned to the equipment type. For information on setting up and using equipment types, equipment type replacement parts, and maintenance tasks, see Setting up equipment types.
    • Manufacturer ID, Model Number, Serial NumberSome information in these fields may default from the equipment type template.
    • Sublocation IDTo help technicians complete service calls more efficiently, you can direct them to a sublocation where the equipment is located. If you marked the option during setup to use validation for sublocations, you can use the lookup window, as well as the zoom feature in the Sublocation ID field.
    • Installation Date, Installation ByEnter the installation date and identify who installed the piece of equipment.
    • Warranty ExpiresEnter the month, day, and year of the warranty's expiration.
    • Extended WarrantyDescribe what type of warranty is attached to the equipment.
    • Extended Warranty ExpiresEnter the month, day, and year of the extended warranty's expiration.
    • Service Level IDIf you are using the service level agreement feature, you can assign a service level ID to the equipment.
    • Contract NumberAfter the equipment is covered by a maintenance contract, you can zoom on this field to open the Maintenance Contract window.

Note: A Warranty indicator Image Removed appears in several windows if equipment associated with a service call or maintenance call is covered by a warranty. You associate equipment with a service call in the Service Call Tasks or Service Call Tasks window. You associate equipment with a maintenance contract in the Contract Coverage Maintenance window. The indicator appears in the Service Call, Service Invoice, Maintenance Costs, and Adjustments to Costs windows. If the date in the Warranty Expires or Extended Warranty Expires field in the Equipment window is greater than the date the service call was opened, the indicator appearsA Warranty indicator Image Added appears in several windows if equipment associated with a service call or maintenance call is covered by a warranty. You associate equipment with a service call in the Service Call Tasks or Service Call Tasks window. You associate equipment with a maintenance contract in the Contract Coverage Maintenance window. The indicator appears in the Service Call, Service Invoice, Maintenance Costs, and Adjustments to Costs windows. If the date in the Warranty Expires or Extended Warranty Expires field in the Equipment window is greater than the date the service call was opened, the indicator appears.

Another feature for servicing and tracking equipment is refrigerant tracking. Organizations are required to report annual refrigerant usage and track leak rates to the EPA (Environmental Protection Agency). If you work with a third party agency to manage or confirm refrigerant safety, reporting can be done through that agency.

Note

When setting up an equipment record, we recommend that you enter data in as many fields as possible. Detailed record keeping helps to fill report information more completely. It also helps when using the Find button on the Service Manager window to locate a customer based on equipment information.

  1. Choose Cards > Service Management > Service Manager > Additional > Equipment. Select the equipment and then choose Edit. OR Choose Cards > Sales > Customer > Location > Equipment.
  2. In the Equipment Master window, complete the following fields, as necessary:
    • Equipment ID: If you chose to auto-generate equipment IDs during setup, the ID will already be entered. See Choosing service options.
    • Suspend MCC Calls: This check box is used to temporarily suspend computer-generated maintenance (MCC) calls for the equipment. For more information, see Suspending MCC calls.
    • Equipment Type: Use the lookup or manually enter an equipment type. Information from the equipment type template appears on the equipment record. Zoom on this field to view replacement parts and maintenance tasks assigned to the equipment type. For information on setting up and using equipment types, equipment type replacement parts, and maintenance tasks, see Setting up equipment types.
    • Manufacturer ID, Model Number, Serial Number: Some information in these fields may default from the equipment type template.
    • Sublocation ID: To help technicians complete service calls more efficiently, you can direct them to a sublocation where the equipment is located. If you marked the option during setup to use validation for sublocations, you can use the lookup window, as well as the zoom feature in the Sublocation ID field.
    • Installation Date, Installation By: Enter the installation date and identify who installed the piece of equipment.
    • Warranty Expires: Enter the month, day, and year of the warranty's expiration.
    • Extended Warranty: Describe what type of warranty is attached to the equipment.
    • Extended Warranty Expires: Enter the month, day, and year of the extended warranty's expiration.
    • Service Level ID: If you are using the service level agreement feature, you can assign a service level ID to the equipment.
    • Contract Number: After the equipment is covered by a maintenance contract, you can zoom on this field to open the Maintenance Contract window.
  3. Choose the Additional Fields tab to enter user-defined information and view active user-defined information in the Equipment - Additional Fields window. See Labeling user-defined fields. This tab also includes the following Refrigerant Tracking fields. This information will default into the Refrigerant Tracking window for this equipment.
    • Optimal Charge (lbs)
    • Refrigerant Type ID
    • Refrigerant Equipment Type
  4. Choose Save.

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  • Activate the equipment auto numbering feature.
  • Set up the item.

Step 1:         Activate the equipment auto numbering feature

  1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > Module Setup > Service Options.
  2. Choose the Auto Number button.
  3. Enter a starting number in the Equipment field.
  4. Choose Save.

Step 2:         Set up the item
The item must have an item type of Sales Inventory and must have an assigned equipment type.

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  1. Complete the following refrigerant fields, as necessary.
    • Date of Service: Defaults to the service call date, however this field can be edited.
    • Certification #: Enter the certification number required to work on refrigeration systems, as specified under Section 608 of the Clean Air Act.
    • Refrigerant Type: Use the lookup to choose the type of refrigerant. Depending on the equipment, this can be one of several primary types. Refer to the National Refrigeration Safety Code catalog for more information. This value may default from the equipment record. The unit of measure for the selected refrigerant type, for example, lbs., defaults next to the Optimal Charge, Refrigerant Added, and Refrigerant Recovered fields.
    • Supplied By: Enter the supplier information.
    • Cylinder Number: Enter the number of the refrigerant cylinder, and/or a short (30-character) description.
    • Circuit Number: Use the lookup to choose the refrigerant circuit.
    • Void (check box): If for some reason you need to void this record, mark this check box.
    • Leak Found, Leak Repaired, Repair Attempted: If a leak has been found, mark the appropriate check box to indicate general discovery and action taken.
    • Leak Repaired / Repair Attempted: After marking that a leak has been found, you are required to mark either Leak Repaired or Repair Attempted.
    • Leak Location and Leak Sublocation: Use the lookups to choose the general (e.g. Condenser, Compressor) and specific (e.g. Ball Valve, Coil) areas where the leak has occurred.
    • Fault CodeUse the lookup to choose the fault code that best describes the condition discovered, for example, a leaky pipe or corrosion. If the condition does not adequately match one of the other values, choose Other. You must explain the fault if you choose Other.
    • Action Code: Use the lookup to choose the action code that best describes the steps taken to alleviate or fix the problem.
    • Optimal Charge: Enter the optimal refrigerant charge necessary to maintain safe cooling levels. This is often a manufacturers' initial value, and may default from the equipment record.
    • Ref. Equipment Type: Use the lookup to choose the refrigerant equipment type. The pounds indicate the amount of refrigerant the equipment can contain.
      • 0-Not Applicable (default)
      • 1 - Commercial Refrigeration 50 to 500 pounds
      • 2 - Commercial Refrigeration > 500 pounds
      • 3 - Industrial Process Refrigeration 50-500
      • 4 - Industrial Process Refrigeration >500
      • 5 - Comfort Cooling > 50 pounds
    • Current/Max Leak Rate: If the current leak rate exceeds the maximum leak rate, an indicator icon displays to the right of the label.
    • Recharged, Recovered, Recycled, Disposed, Accidentally Released: For each of these fields, enter the amounts of old refrigerant that is recharged, recovered, recycled, disposed, and/or accidentally released. The unit of measure defaults from the refrigerant type.
    • New Added: Enter the amount of new refrigerant that is added. The unit of measure defaults from the refrigerant type.
    • Net Added: Displays the calculated net amount of total refrigerant added. The unit of measure defaults from the refrigerant type.
    • Initial Leak Test, Follow-up Leak Test: If action was taken to verify the refrigerant leak repair, choose the method that was used and the date of the initial test. If a follow-up test was performed, choose an additional method and date. If no verification was performed, select N/A in both fields.

Note: The EPA states that follow-up testing must be completed at a defined interval based on the refrigeration equipment type. For more information, see https://www.epa.gov/section608.

    • Third Party Confirmation: If a third-party agency was used to manage and verify refrigeration safety, enter the verification number here. This value is not validated by the software.

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