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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.

A Warranty indicator Image RemovedImage 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.

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Creating an equipment record

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 optionsService Options.
   • Suspend MCC Calls:
     This check box checkbox 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 typessee 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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Use component records when you need to service or track individual parts of a larger piece of equipment. Component records are actual equipment records attached to a master equipment record.

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, choose Component.
3. Enter the Component ID. If you chose to auto-generate equipment IDs during setup, the ID will automatically be entered. See Choosing service options. The Component indicator appears for component records. The master piece of equipment, or has-components record, appears in the Master Equipment ID field.
4. Complete the Equipment Component window as you would the Equipment window. When you choose the Additional Fields tab to enter user-defined and view active user-defined information, the Component - Additional Fields window opens. After saving the component record, you can zoom on the Master Equipment ID field to open the master equipment record. The Has-Components indicator will display. Use the lookup in the Number of Components field in the Equipment window to open the Equipment Components window, where you can select from the component records. Component equipment records can be covered by a maintenance contract. This contract can be different than the contract covering the master equipment record.

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You can keep track of tests that are performed on service equipment, including the test date, test results, and the technician who performed the test. You can also enter the next scheduled test date for a regular or recurring test, as well as set user-defined equipment information to default from a previous test to save data entry time.
In addition to the user-defined results fields, when entering results for a scheduled test, you can mark the test as Passed or Failed. This is useful if you want to create a SmartList to keep track of those scheduled tests that require additional attention, such as tests that were failed or tests that have not yet been completed as of the scheduled test date.

Setting up testing field labels

To keep a record of test results, you must first define what the results of the test may include and set up the results field labels accordingly. You define the date fields, check box fields, number fields, text fields, etc., that you want to appear on the Equipment Test Results window for a given test. You can also define which fields hold static information that you want to be saved from one instance of a test to the next.

1. Choose Microsoft Dynamics GP > Tools > Setup > Service Management > User-Defined Label Setup > Equipment Test. The Equipment Test Labels Setup window opens.
2. Enter a Test Code and Description for the test.
3. For each of the available field label types, define the names of the fields that you want to make available for entering the results of this test.
4. Mark the Save on Copy check box next to a field if you want the con tent that is entered in that field to be saved when creating a new record by copying an existing one. This is useful if you are setting up a recurring test with fields that will remain the same each time the test is done, for example, the installation or purchase date of the equipment.
5. Choose Save.

Entering equipment test results

When entering test results, you mark whether the equipment has passed or failed and enter any additional information in the custom results fields.
If you are performing a recurring test, you can copy the results from the last time this test was performed, to save data entry time in creating a new record.

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, choose Equipment Test Results to open the Equipment Test Results window. The customer ID, address ID, and equipment ID appear at the bottom of the window.
3. Select the Test Code, and the blank fields on the window fill with the user-defined field labels that were set up for this test code.
4. Enter the Test Date and Technician. If this is a recurring test, enter the Next Scheduled Date that this test will be performed for this equipment.
5. Mark the Passed or Failed radio button, and enter a custom Test Result description.
6. Complete the custom fields on this window, and choose Save.

Copying equipment test results

If you are creating a new test results record for a test that has previously been performed on this equipment, you may want to copy information from the previous test. The test date, as well as any fields that are set up to be saved when the record is copied, will default from the previous record into the new test results window.

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, choose Equipment Test Results. The Equipment Test Results window opens.
3. Select a Test Code, then use the lookup button next to the Test Date field to choose the most recent existing test.
4. The selected test record opens in the Equipment Test Results window.
5. Choose Copy to create a new test record for this same customer, equipment, and test code. The Next Scheduled Test Date from the previous record defaults as the Test Date for the new record. In addition, if the Save on Copy option has been set up for any of the user-defined fields on this window, the information entered in those fields for the previous record will automatically fill into the new test results window.
6. Complete the remaining fields, and choose Save when you are done entering test results.

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If you marked the Use Equipment Readings check box in the Service Options window, a Meter Readings/Hours button is present in the Equipment window. Use this button to track information for a piece of equipment.

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, choose Meter Readings/Hours.
3. Enter the Reading Date.
4. Enter a technician or use the lookup in the Reading By field to select a technician. If you enter a technician that is not in the lookup list, the technician will not be added to the lookup list.
5. Enter additional information in the remaining 25 User-Defined fields:
   • The first five fields can contain a number between 0 and 99,999,999.
   • Fields 6 through 15 can contain a number between 0.00 and 999999.99.
   • Fields 16 through 18 are date fields to enter the month, day, and year of user-defined information.
   • Fields 19 and 20 can contain a value from $0.00 to $999,999,999.99.
   • Fields 21 through 25 are text fields that can contain up to 30 alphanumeric characters or symbols.
6. Choose Save. Choose the Clear button to clear all entries made in the fields and display the format of each user-defined field.

Note: If you have numerous unused user-defined fields, you may want to use Microsoft Dynamics GP Modifier to change the layout of the Meter Readings/Hours window.

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You can review service work performed on a piece of equipment in the Service History window.

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, choose Service History. The Service History window lists the service call number, a service call description, call status, and the completed service work date. You can double-click a service call to open the Service Call window and review, edit, or create service call information.

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You can assign suggested replacement parts to a specific piece of equipment in the Equipment Replacement Parts window.
Note: You can view the master list of replacement parts for the equipment type by zooming on the Equipment Type field in the Equipment window and choosing the Replacement Parts button.

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, choose the Replacement Parts button.
3. Use the lookup in the Item Number field to open the Microsoft Dynamics GP Items window where you can select an item. If you are not sure of an item name, choose the Find button in the Items window to search either by item number, description, class ID, short description or by generic name. The Open button in the Items window opens the Microsoft Dynamics GP Item Maintenance window. In this window, you can add a replacement part item to the Item list.
4. Enter the number of items needed for replacement in the Quantity field.
5. Choose Save to add the item to the scrolling window. To delete an item in the Equipment Replacement Parts window, double-click the item to select it and choose Delete.

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If you've purchased the Maintenance Contract module, the Maintenance Tasks button will be present in the Equipment window. If the equipment record in the Equipment window is attached to a maintenance contract, you can choose this button to open the Maintenance Tasks window where you can view tasks assigned to the equipment record. For more information, see Maintenance contract procedures.

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You can create multiple equipment records based on one existing record in the Equipment window. The multi-add feature isn't available for equipment covered by a maintenance contract or for component equipment records.

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, choose Multi-Add.
3. Enter the new equipment record's ID in the first row of fields in the Multi-Add window. Choose a Prefix, Starting ID #, and Quantity.
4. Enter any additional information common to all the pieces of equipment. If you marked the Require Same Equipment Type for Groups check box in the Service Options window, then the Equipment Type field defaults from the current equipment record and cannot be edited. See Choosing service options .
5. Choose Create.

A Group indicator appears in the upper right corner of the Equipment window, indicating that this equipment record is the lead item in a group of items. The Items in Group field indicates the number of items in the group.
To access a specific item in this group, choose the lookup window in the Items in Group field and select the item in the Equipment Group Items window. This opens the Equipment window with the individual item's unique ID as the Equipment ID. Information specific to this item, such as the equipment serial number, can be added in this window.
When the Equipment window for a group item is open, the Group field appears. An Item indicator appears in the upper right corner of the window, giving a visual cue that this piece of equipment is an item within a group.
In the Equipment lookup window, the field before the Equipment ID field displays a visual cue, indicating whether the equipment record is a lead item in a group, a group item, a single item, or a component or has components.

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You can quickly create equipment records for items that are similar but not part of a group. The copy feature is not available with component records.

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, choose Copy.
3. The Equipment ID field clears, but all other information remains. Enter a new equipment ID and make edits to any fields as necessary.
4. Choose Save.

Note: If you copy a record that is the main item in a group, only the main group item copies. Also, if you copy an equipment record that belongs to a maintenance contract, the maintenance contract information will not copy. To make the new record part of the maintenance contract, you must add it.

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When a piece of equipment from inventory is sold to a customer using Microsoft Dynamics GP Sales Order Processing (SOP), the inventory item can be automatically added to the Service Management customer location.
To automatically add equipment in Service Management, the following conditions must be met:

• Service Management and Microsoft Dynamics GP SOP must be registered.
• Customer and location records must exist in Service Management before equipment can be added to them.
• The equipment auto numbering feature must be activated in Service Management.
• The item must have an item type of Sales Inventory and must have an assigned equipment type.
• If you are using Job Cost, the job location must exist in Service Management before equipment can be automatically added to the job location.

Setting up the automatic equipment add feature

Automatically adding equipment in Service Management requires that you:

• 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.

1. Choose Cards > Inventory > Item.
2. Choose the item number and make sure Sales Inventory is entered in the Item Type field.
3. Choose the Options button.
4. Use the lookup button in the Equipment Type field to assign a type to the piece of equipment.
5. Choose OK.
6. Choose Save.

Using the automatic equipment add feature

There are two ways to use SOP to automatically add equipment records to Service Management.
Enter and post a SOP transaction (Transactions > Sales > Sales Trx Entry). The equipment record will be added in Service Management at the location specified in the Ship to Address ID field in the Sales Customer Detail Entry window (Transactions > Sales > Sales Trx Entry > expansion button in Customer ID field). - OR -

1. Enter a SOP transaction (Transactions > Sales > Sales Trx Entry).
2. Choose the User-Defined button.
3. Assign the SOP transaction to a service call or job.
4. Post the transaction.
   • The equipment record will be added to Service Management at the service call or job location.
   • The transaction posting date becomes the equipment's installation date.
   • The warranty and extended warranty date are calculated from the equipment's installation date.

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If you want to keep an equipment record for historical purposes while restricting its visibility to prevent it from being assigned to a new contract or service call, you can retire or inactivate the equipment record.
Note: You cannot retire or inactivate a record that is assigned to an open contract.

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, mark the Retired/Inactive check box.
3. Choose Save.

Using an inactive or retired equipment record

By default, equipment records that are marked as inactive or retired will not appear in any equipment lookup or contract coverage windows. If, however, you need to use an inactive record, for example, to create a new service call or generate service call tasks, you can do so.

Adding inactive or retired equipment to a service call

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, mark the Retired/Inactive check box to display retired or inactive equipment in the scrolling window. Highlight a record and choose Select.
3. On the Service Manager window, the equipment you chose fills in the Equipment ID field. Choose New Call to create a service call with the selected equipment, and the following warning message appears: This equipment is inactive/retired. Do you want to continue? Choose Yes to create the service call with the retired/inactive equipment or No to use a different equipment record. On the Service Call window, the Equipment ID field either fills or clears. You can use the lookup button to select a different record from the Equipment window, or you can manually enter an Equipment ID. If the equipment is retired or inactive, you receive the same message.

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Organizations are required to report annual refrigerant usage and track leak rates to the Environmental Protection Agency (EPA). If you work with a third party agency to manage or confirm refrigerant safety, reporting is done through that agency.
In Signature Service Management, refrigerant usage and leak information can be entered in the Refrigerant Tracking window, accessed from the equipment record attached to the service call.
The Leak Rate Analysis method is set up in the Service Options window. See Choosing service options for more information.

Tracking refrigerant usage and leak rates

Refrigerant tracking data is entered and tracked for equipment included on a service call. You can also print a report that can be submitted to the appropriate agency for approval.

1. Choose Cards > Service Management > Service Manager. The Service Manager window opens.
2. Select a customer and service call, and then choose the Refrigerant Tracking button to open the Refrigerant Tracking window. You can also zoom on the Equipment ID and open the Refrigerant Tracking window from the equipment record. Several fields populate directly from the equipment record and/or service call.

Note: The Customer ID/Name and Location/Name fields are display-only when accessing the Refrigerant Tracking window from the Service Call window.

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 Image Removed 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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