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.
- Open the Units form.
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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.
- Specify the unit ID. Customer Item
- Optionally, select a customer item.
- 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.
- 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.
- 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.
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On the
General tab, specify this
information:
- Full List Price and Sale Amount
- Specify the list price of the unit, and the price actually paid for this unit.
- Service Partner
- Specify the preferred partner to use for performing service on this unit.
- Inventory Status
- Select a status, for example, In Inventory, On Hold, etc.
- Priority Code
- Select a default priority code to use when this unit is added
to an incident.
For more information, see About Incident Escalation.
- Warehouse and Location
- Specify the warehouse and location of the unit.
- Sales Order and Invoice
- Specify the sales order and/or invoice number associated with this unit.
- Cert
- Specify the certificate associated with this unit.
- 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.
- 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
- Specify the date the unit was received back from the Vendor. This field works in conjunction with the Vendor and PO information for vendor return processing.
- 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.
- 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.
- 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.
- 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.
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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.
- Use the Service History tab to view information about the unit's service history. Select a record and click View to display the Service Order Lines form for that record.
- Use the Incidents tab to view information about incidents involving this unit. Select a record and click View to display the Incidents form for that record.
- Use the Owner History tab to view information about the owner of the unit.
-
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.
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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.
-
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.
- 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.
- 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.