Equipment Alias

Abstract

This process should be followed if you want to define and use equipment aliases instead of item and serial number to identify equipment. An example of an equipment alias is fleet number, or another ID from the equipment master table.

Background

The item number, together with the serial number, uniquely identify equipment in M3.

Most rental dealers cannot use the manufacturer's serial number as the rental unit number. The OEM serial number is usually long, consists of letters and numbers and, because there are deliveries from multiple suppliers, there is no consistent way of numbering the rental fleet.

Instead the rental equipment will receive an internal, unique identification number, the fleet number. This number is normally short and follows a simple logic for all units. The equipment is also normally physically marked with this number.

Limitations

The equipment alias function is available only in programs required for the rental flow. It is not thus far included in toolbox programs such as (MOS195) or (MOS197).

The new field is not available in the accounting string. It is assumed that the real ITNO/SERN field will be used in accounting and equipment profitability.

API programs

The new way of entering transactions via equipment alias or fleet number is not introduced in corresponding API programs. However, a new transaction is created in (MMS240) to retrieve the item and serial number fields from the equipment alias.

Workflow

• Fleet number

  The equipment master table in (MMS240), table MILOIN, contains a new field for storing the fleet number. This new field replaces the lot or serial number in some of the rental functions. However, in other programs the fleet number ID can be specified in the lot/serial number field as an alias for the item serial number, and the item and serial number will be retrieved.

• Equipment alias

  In addition to the fleet number as an equipment alias, other IDs can now be specified as aliases for the item serial number, such as equipment number, registration number or serial number by itself. This alias can be specified in the lot/serial number field in M3, and after entry the value is replaced by the real item and serial number retrieved for the alias ID. However, this is only done in programs that are normally used in rental scenarios.

• Search key

  The equipment master table in (MMS240) also contains a search key to use as an equipment alias. In this field, any alias ID can be specified, such as short name, telephone number or whatever was used to search the equipment. A new settings program defines whether or not this ID must be unique. See below.

• Alias search sequence

  The setting for the equipment alias search sequence is implemented for users in (MNS150) and (MNS151).

• API programs

  The new way to specify transactions using the equipment alias or fleet number is not available in corresponding API programs. However, a new transaction is created in (MMS240) to retrieve the item and serial number fields from the equipment alias.

• Popup if equipment alias not unique

  If the specified equipment alias is not unique, the system displays a popup window showing item/product number, equipment description and customer number and fleet, making it possible for the user to select the desired equipment.

• Setting for equipment alias

  Before you use the equipment alias functionality, you must define which equipment alias should be possible to use in the system and select the check box if it must be unique.

  This setting will be checked in (MNS150) when you specify the equipment alias search sequence for the user, and when you specify or change equipment in (MMS240) and MMS240MI.

Follow these steps

Instead of specifying the batch number or serial number for identifying the equipment, the equipment alias can be specified in the serial/batch number field without specifying the item number.

This can be done in these programs:

• 'Work Order. Enter' (MOS001)

  Serial number alias is available on the A panel in the lot number field.

• 'Work Order. Open' (MOS100)

  Serial number alias is available on the B panel in the lot number field.

• 'Work Request. Open' (MOS170)

  Serial number alias is available on the B panel in the lot number field.

• 'Work Request. Quick Entry' (MOS185)

  Serial number alias is available on the E panel.

• 'Balance Identity. Open Toolbox' (MWS068)

  When (MWS068) is displayed, you can use it to view the balance ID of an item.

  If the alias sequence for the user in 'User. Open (MNS150)' contains a 3 as the first position, then the fleet number (FLNO) is displayed as a new selection and filtering field in the panel header. Otherwise, the equipment alias can be specified in the lot number field in the usual way.

• 'Stock Transaction. Display History' (MWS070)

  When (MWS070) is displayed, you can use it to view the history of all stock transactions at a warehouse.

  If the alias sequence for the user in 'User. Open' (MNS150) contains a 3 as the first position, then the fleet number (FLNO) is displayed as a new selection and filtering field in the panel header. Otherwise, the equipment alias can be specified in the lot number field in the usual way.

• 'Purchase Order. Receive Goods' (PPS300)

  Equipment alias is available for the lot number field. If goods receipt is done for a loan order, the specified lot number should also be populated in the Fleet number field if a new serial number is created here.

• 'Purchase Order. Inspect Goods' (PPS310)

  Equipment alias is available for the lot number field. If goods receipt is done for a loan order, the specified lot number should also be populated in the Fleet number field if a new serial number is created here.

• 'Purchase Order. Put away Goods' (PPS320)

  Same as above-mentioned PPS programs.

• 'Rental Agreement. Open Line' (STS201)

  On (STS201/B1), the fleet number can be specified in the serial number field. Normal equipment alias functionality is applied.

• 'Meter. Display/Update History' (STS330)

  Equipment alias is available for the lot number field.

• 'Rental Transaction. Display' (STS490)

  Equipment alias is available for the lot number field.

Outcome

The functionality for using equipment aliases in the above-mentioned programs is ready to use.

Configuration

1. Open 'Settings - Equipment Alias Category' (CRS781) and define which equipment alias should be possible to use by selecting the different alternatives, such as registration number, equipment number, fleet number, search key, serial number, and asset tag. Select whether the IDs must be unique in the equipment master file. (Unique means that only one piece of equipment can have the same IDs.)

2. Open 'User. Open' (MNS150) and update the equipment alias search sequence for the user, field EQAL.

3. If different settings for alias search sequences are used in different companies or divisions, update the settings in 'User. Access per Company & Division' (MNS151).

4. Update the search fields for the equipment alias in the equipment master table on (MMS240/E) for all aliases you plan to use and for affected equipment.