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Information in the Equipment Manager is presented on a series of tabs. When you set up the Equipment Manager, you determine what information users should see, and how they should see it.
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Creating a new equipment record involves the following:
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Step 1: Create an equipment entry
This process generates an equipment ID based on equipment numbering types. Equipment numbering types generate equipment IDs that contain various segments based on equipment category, model, type, division, and/or branch. See Setting up equipment numbering types for more information on how equipment IDs are generated.
- Choose 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).
- Fill in the Equipment Category, Model, Equipment Type, Equipment Branch, and Equipment Division for the new equipment.
- Use the lookup in the Equipment Numbering Type field to choose the format that you want to use for the new equipment ID.
- Choose Create. A message displays asking if you are sure you want to create the equipment record.
- Choose 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.
Step 2: Complete the header information
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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
Choose 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
Choose 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 check box checkbox indicates if this piece of equipment is currently rented. - On Service
This read-only check box checkbox indicates if this piece of equipment is currently in use on a service call. - On Sale
This read-only check box checkbox indicates if this piece of equipment is currently on a sale. - On Transport
This read-only check box checkbox indicates if this piece of equipment is currently on transport. - Description
Enter a description 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.
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- Sort Alphanumerically
Mark this check box checkbox to sort information alphanumerically based on the Attachment Attribute field. - Item Number
Read-only field that displays the item number when the equipment is purchased. - Serial Number
Read-only field displays the serial number when the equipment is purchased. - Site ID
Read-only field displays the site ID when the equipment is purchased. Include On Sale
Mark this check box checkbox if the attachment is a non-inventory item and you want to include the attachment on the equipment sales document.Note This check box checkbox will only display if the attachment is a non-inventory item.
Use Item Sale Price
Mark this check box checkbox if the attachment is an inventory item and you want to use the item sale price or you can enter a sales price in the Sales Price field.Note This check box checkbox will only display if the attachment is an inventory item.
- Sales Price
If equipment has a sales price entered on the Sales Financial 2 tab, this will be used on the sales document. If a kit item is used for selling, and there are some attachments or subattachments that are inventory items with selling prices on the inventory records, these prices will be added to the sales price to determine the selling price for the kit. - Recommended Life
Enter the recommended life. - Life U of M
Enter the life U of M. - Usage
Enter the usage. - % Left
Enter the percentage of life left. This field is manually updated for each attachment and subattachment. - % Life Left
This value is calculated based on the values entered in the Recommended Life and Usage fields. - Update from Equipment
Mark this check box checkbox if you want the system to update the usage for the attachment or subattachment in accordance with following updates to the operating log for the equipment record. This is useful because the % Life Left field then updates automatically based on usage. Updating from equipment is only possible if the (sub)attachment has the same life unit of measure as the equipment. - Transfer
Once attachments and subattachments are added to equipment, they can be transferred or associated with an inventory item. Use this button to transfer attachments, which are serialized inventory items, between equipment and inventory stock or between pieces of equipment. See Transferring attachments and subattachments.
Photos tab
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 the item and choose the camera button.
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The Optional Equipment tab lists extras or attributes that may or may not be physical parts of the equipment. Optional equipment is set up during model setup. See Setting up models.
Mark the check boxes checkboxes for each optional equipment item you wish to include with this equipment record. These fields are informational only.
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User information is defined for a specific model. See Setting up models to edit the user-defined fields that appear on this tab.
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The Operating Log tab records the operating activity for a piece of equipment. Each line records a reading or an update to operational activity. You enter operating log information in the Operating Log Maintenance window, which you open by zooming on the Operating Log No. field. You can also open the Operating Log Maintenance window from the Transactions menu. See Entering operating log readings.
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When the sort order is reading date, the last reading represents the latest usage figure. |
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The Active Fields tab displays the active user-defined fields for the equipment record. See Setting up active user-defined fields.
Inventory tab
The Inventory tab shows the serialized inventory item number that is linked to this piece of equipment. Entering the purchasing inventory item number in the Equipment Model Maintenance window links an equipment model number and an inventory item number. Once this link is established, purchasing and receiving a piece of equipment automatically generates an equipment record, with the item number, serial number, and purchasing section on the Inventory tab completed. Selling a piece of equipment records sales details on the Inventory tab. The information on the left side of the Inventory tab is filled in automatically when receiving equipment against the purchase order, which generated the equipment record. If the equipment is sold, sales information is filled in on the right.
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The Rental Inactivation tab is used to inactivate the equipment for rental, either indefinitely or over a specific period of time. Inactivating the equipment affects the Advanced Rental module only and has no effect on does not affect other equipment transactions.
Equipment that is inactive for rental can be placed on an agreement or booking; however, it cannot be placed on rent. If the equipment is already on rent when the inactivation period begins, the agreement can be processed to completion, but the On Rental date cannot be changed.
- To inactivate the equipment, mark the Inactivate for Rental check box checkbox. To reactivate equipment that is inactive for rental, unmark the check boxcheckbox.
- To specify a period of rental inactivation, enter a Start Date and End Date, then choose 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 a rental agreement for this equipment.
The Contract TD (Contract To Date) column shows values relating to the rental agreement chosen 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 Rental History tab displays all historical rental documents for this equipment. Mark the appropriate check boxes checkboxes and use the refresh button to display completed Agreements and posted Invoices. Unsuccessful quotes are marked with a red cross.
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The Sales Financial tab displays revenue and expenses relating to sales of the equipment. The sales categories come from the cost categories set up for cost groups with a type of Sales Income and Sales Expenses. See Create cost groups. All amounts posted to the general ledger accounts associated with the cost categories appear here. Each of these general ledger accounts should have been set up for account analysis. See Creating analysis cost groups.
Sales Financial 2 tab
The Sales Financial 2 tab displays information for salespeople. Costs relating to a piece of equipment are displayed. A salesperson can use the costs and a calculating facility to determine a selling price. The sales categories come from the cost categories set up for cost groups with the type of Sales Expenses. All amounts posted to the general ledger accounts associated with the cost categories appear here. See Create cost groups. Each of these general ledger accounts should have been set up for account analysis. See Creating analysis cost groups.
Costs can be entered for each category in the following columns:
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The Total Financial tab displays a range of financial information about the piece of equipment. The categories listed on this tab come from the cost categories set up for the cost groups of the types Total Income and Total Expenses. The values are the amounts posted to the accounts defined for these cost categories. See Create cost groups. The Total Financial tab can be used to display all costs and expenses, both capital and operating, associated with a piece of equipment to show overall return on investment.
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The Transport tab is used to set up a pricing item, which determines pricing information on transport requests for this equipment record. The Pricing Item field on the Transport tab must be set up if the equipment is to be available for transport. The pricing item must belong to the inventory item class selected for transport pricing items, as set up in the Transport module. See Setting up the transport module.
Service tab
The Service tab is used only when Equipment Management is used with Service Management. Establishing a link between this equipment record and an equipment record in Service Management allows you to create a service call before and after renting the equipment and update the status in Equipment Management when the equipment is used in Service Management. This tab displays the details of the corresponding equipment record in Service Management.
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- The Service Management equipment ID for this equipment was identified on the Service tab. See Service tab.
- The service call includes a task involving this piece of equipment.
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The Scheduled Maintenance tab lists scheduled maintenance records that are assigned to an equipment record. Projected scheduled maintenance are those records that haven't been assigned to an open service call or that aren't marked as current in the Equipment Scheduled Maintenance window. Mark the Projected, Current, and Inactive check boxes checkboxes to filter the records. You can use the Go To button to open the Equipment Scheduled Maintenance window and the Service Call window.
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Equipment Management has three blank tabs to be defined by the user. Contact Key2Act WennSoft Sales for information.