Adding or Updating Information About a Unit Manually

You can add or update unit information automatically through utilities or through selections on the Service Parameters form. This topic describes how to add or update a unit manually through the Units form.

  1. Open the Units form.
  2. In the header section, provide general information about the unit:
    Unit
    Specify the unit ID.
    Item
    Select an item number from those defined on the Items form.
    Description
    The item description is displayed from the Items form but can be overwritten.
    Customer
    Select the customer associated with the unit.
    Ship To
    The customer ship to location is displayed.

    Optionally, filter the form by the ship to name.

    Customer Unit
    Optionally, select a customer unit. This is the identifier that the customer uses for this unit, for example, Vehicle 1.

    When the Customer field is cleared, this field is cleared.

    Customer Item
    Optionally, select a customer item. This is the identifier that the customer uses for this item.

    See About Items, Units and Servicing for more information about customer units and items.

    Unit Status Code
    Select a status code to indicate the condition of the unit. These are maintained on the Unit Status Codes form.
    Last Meter Amount
    For new units, the last meter amount is set to zero. For existing units, the last meter reading amount is displayed.
    Last Meter Date
    For new units, the current date is displayed. For existing units, the last meter reading date is displayed.
    Unit Type
    For new units, select the type of unit. For existing units, the type is displayed, if applicable. Unit types are maintained on the Unit Type Codes form.
    Warranty
    This field indicates whether any active warranty records exist for this unit. Warranty records are added to a unit or sub-component on the Unit Configurations form. An active warranty record has a starting date prior to the current date, and either no end date or one in the future.
    Originating Site
    Specify the location where the unit was originally built, if your system is multi-site.
    Version
    Specify the version of the item, as defined on the Item Versions form.
    Asset Number
    If applicable, the fixed asset number for the unit is displayed.
  3. On the General tab, specify this information:
    Warehouse and Location
    Specify the warehouse and location of the unit.
    BinLoc
    The BinLoc field is read-only. It shows the location for an SX.e item, if applicable. This field is only relevant for users who are integrating with SX.e.
    Inventory Status
    Select a status, for example, In Inventory, On Hold, etc.
    Hold and Reason
    Select this field if the unit is currently on hold; that is, no maintenance is to be performed on the unit until the field is cleared. Then specify the reason for the hold.
    Service Partner
    Specify the preferred partner to use for performing service on this unit.
    Priority Code
    Select a default priority code to use when this unit is added to an incident.

    For more information, see About Incident Escalation.

    Sales Order and Invoice
    Specify the sales order and/or invoice number associated with this unit.
    Cert
    Specify the certificate associated with this unit.
    Full List Price and Sale Amount
    Specify the list price of the unit, and the price actually paid for this unit.
    Install Date
    Specify the install date for the configuration. The value defaults to the current date but can be overwritten. This date is used by the As of Date calculation to determine what components are displayed.
    Ship Date
    Specify the date that the unit is shipped. If Create Unit On Shipment is selected in the Service Parameters form, this date is automatically updated to the shipment date when the unit is created during shipping.
    Receive Date
    Purge Date
    Specify the date when the unit was purged from the system.
    Expiration Date
    Specify the date when the unit expires.
    Date Created
    Specify the date when the unit was created, for units built by your company.
    Date to Start Depreciation
    This field is read-only and is linked to the Date to Start Depreciation field on the Fixed Assets form, if the unit is associated with a fixed asset. This field is only visible when the unit is associated with a fixed asset.
    Reset Warranty On Unit Configuration button
    Click this button to recursively look for warranty records on the components of this unit. The start and end dates are then set based on the warranty type's date basis and the corresponding date from the Unit's Activity Section.
    Manufacturer
    Specify the name of the manufacturer of the unit.

    The manufacturer name displays from the Manufacturers form after you select a manufacturer ID.

    Mfg #
    Specify the number assigned to the unit by the manufacturer.
    Vendor and Purchase Order
    Specify the vendor and purchase order for the unit. The purchase order number is automatically populated if the unit was automatically created upon receipt.
    Vendor Owned
    Select this check box if the unit is vendor-owned. This field is enabled when a vendor number is specified.
    Original PO Cost
    This field is read-only. If you are integrated with SX.e, the cost is populated from the InventoryCount BOD. If you are not integrated with SX.e, the cost is populated from the Purchase Order Receiving form.
  4. On the Customer tab, specify the customer and consumer that currently owns or has possession of the unit. You can also record information about the original sales order to the customer.
  5. On the Location tab, specify a different address or mapping coordinates if the unit is currently at a different location than the customer's ship to address. This information is used in situations where a customer may have placed the equipment at a job site away from where the unit was originally received.
  6. In the Maintenance tab, specify this information:
    Asset Number
    If the maintenance involves a fixed asset, select the number.
    Work Center
    Select the work center where the maintenance is performed.
    Resource
    Select the resource upon which the maintenance is performed.
    Copy Maint Button
    Click this button to copy the item planned maintenance schedule to use for the unit maintenance schedule.
    Active
    Select this check box if the maintenance line is currently active.
    SRO Type
    Select the SRO type.
    Frequency
    Select the frequency of the production of the service order:
    • Every: Uses the duration fields to create an SRO at every interval.
    • Once: Creates an SRO one time.
    • Annually: Uses the month and day fields to create a service order on a specific date each year.
    Month/Day
    These fields are enabled when the maintenance frequency is set to annual. Specify the month and day for the service.
    Date Duration
    Specify the length of time the maintenance requires. This value is used in conjunction with the Increment field to determine the calculation. This field is disabled when the frequency is set to annual.
    Increment
    Specify an increment for the service order. This field is disabled when the frequency is set to annual.
    Lead Time
    Specify the length of time that is needed in order to prepare for the work to be performed on a maintenance SRO.
    Increment
    Specify one of these increments:
    • Days
    • Months
    • Years
    • Meter
    Start Date
    Select a date for the beginning of maintenance.
    Meter Amount
    The amount of miles, impressions, clicks, and so on that have been recorded for a specific unit is displayed. This value may be used to determine if a unit is currently under warranty.
    SRO Template
    Select the SRO template.
    SRO Line
    Select the SRO line.
    Last SRO Num
    The last service order that was generated for the maintenance line is displayed.
    Shift ID
    Select a valid shift. The resource will be available for work during the intervals specified on this shift.
    Start Time
    Specify the start time for the current record.
    Down Time
    Specify the number of days needed to perform maintenance work. This information is used with scheduling equipment in a plant maintenance scenario to ensure that work is not performed while the equipment is unavailable.
    Schedule Basis
    Select whether maintenance service orders are generated based on the end date, close date, or maintenance date of the last SRO.
    Schedule Future
    Select this check box to create maintenance service orders based on the frequency selected and regardless of any prior SROs that are open in the system for the selected maintenance line.
  7. Use the Service History tab to view information about the unit's service history. Select a record and click View to open the Service Order Lines form for that record.
  8. Use the Incident History tab to view information about incidents involving this unit. Select a record and click View to open the Incident Lines form for that record.
  9. Use the Owner History tab to view information about the owner of the unit.
  10. Use the Status History tab to track updates that were added for the unit status code. Records can be appended either manually through the Units form or remotely through the Service Mobile module. By default, the grid records are sorted by date column, with the most recent record at the top of the list.
    Date
    The date and time of the unit status change are displayed.
    Status
    The unit status code is displayed.
    Partner
    The partner who performed the unit status change is displayed.
    Source Type
    The source of the unit status update is displayed. Options are SRO, Incident, and Unit.
    Source
    For the unit source type, this field is blank.
  11. Use the Meter History tab to track updates that were made to the unit meter amount. Records can be added to this grid in several ways: manually on this tab, through triggers on the meter amount field on the Incidents, Service Order Lines, and Units form, or remotely from the Service Mobile application.

    By default, the grid records are sorted by date column, with the most recent record at the top of the list.

    Date
    The date that the meter amount was recorded is displayed.
    Meter Reading
    The amount of miles, impressions, clicks, and so on that have been recorded for a specific unit is displayed. This value may be used to determine if a unit is currently under warranty.
    Partner
    The partner who performs the meter reading and enters the updated amount is displayed.
    Source Type
    The source of the meter update is displayed. Options are SRO, incident, or unit.
    Source
    For the unit source type, this field is blank.
  12. Use the Rental History tab to view and track all rental contracts related to the unit. These fields are displayed:
    Contract
    The contract number is displayed.
    Line
    The contract line number is displayed.
    Service Type
    The contract service type is displayed.
    Contract Status
    The status of the contract is displayed.
    Start Date
    The date the contract starts is displayed.
    Projected Due Date
    The estimated date when the contract line item will be returned is displayed.
    End Date
    The date the contract ends is displayed.
    Price Basis
    The price basis is displayed. The price basis determines if the contract was billed based on a date duration, such as monthly, or based on a metered usage.
    Billed Through
    The date the contract is billed through is displayed.
    Start/End Meter
    If the rental contract is billed based on meter usage, the meter values from the start and end of the contract are displayed.
    Billed Thru Meter
    If the rental contract is billed based on meter usage, the meter amount through which the contract has been billed is displayed.
    Meter Allowance
    If the rental contract is billed based on meter usage, the amount of usage that is allowed prior to billing the user for overage is displayed.
  13. Use the Recall History tab to view the service order lines that have service bulletins and are associated with the unit. These fields are displayed:
    SRO
    The service order number is displayed.
    Description
    The service order description is displayed.
    Line
    The service order line number is displayed.
    Bulletin #
    The service bulletin number is displayed.
    Item
    The item associated with the SRO line is displayed.
    Open Date
    The date that the service order was opened is displayed.
    Close Date
    The date that the service order was closed is displayed, if applicable.
  14. On the Picture tab, you can associate pictures with a unit. To upload a new picture, right-click in the Primary Picture field and select Select Picture. See Storing Pictures for Key Data for more information.
  15. Save the record.

Use these buttons on the form as described here:

  • Click View Configuration to view details about the selected unit on the Unit Configurations form.
  • Click Incidents to view information about incidents related to the selected unit on the Incidents form.
  • Click Service Order Lines to view lines that include the selected unit on the Service Order Lines form.
  • Click Serial Transactions to view information about the current item and serial number on the Serial Transactions form.
  • Click Convert to Asset to open the Fixed Asset Convert from Inventory modal form and create an asset record for the unit.
  • Click Fixed Assets to open the Fixed Assets form.
  • Click Interactions to open the Interactions form.
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