Equipment Maintenance

Program/Screen: RAEQPM/RAEQPM20

Description:

Use this screen to enter the details of a unique piece of equipmentItem such as a drill, crane, truck, or backhoe that is rented or sold. such as its serial number, warranty date, meter readings, and selling price.

 

Click a link to advance to that section of the topic.

 

 

Navigation

Access this screen by entering an equipment number on the Equipment Maintenance - Launch screen.  On this second screen, enter the details for the piece of equipment.  These details include the category/classTwo-part classification for individualized and bulk equipment. Rental rates are entered by category/class, and the ID number for bulk items is the category/class ID. to which the equipment has been assigned, whether the equipment is available for rent, and when you acquired it.

 

Use the various function keys to access other programs where you can enter messages, specifications, and comments for the equipment.

 

Unique Equipment Maintenance Screens

Equipment Maintenance - Launch

Equipment Maintenance

Cost

Tax/AMT

Insurance

Vehicle Registration

Cycle Count History

Equipment Tracking

G/L Revenue Distribution Inquiry

Cost History Inquiry

Equipment Loan Maintenance

Create an Equipment Loan

 

Additional Program Screens

Equipment Comment Maintenance

Equipment Make/Model

Equipment Messages

Equipment Specifications

Equipment Tracking

Prompt Charges

 

Fields

Equipment number

Displays the unique number of the equipment you are adding or updating.

 

Alternate equipment number

Enter an alternate unique number for the equipment (perhaps from a legacy software system).  You can use this number to retrieve this piece of equipment during transaction entry.

 

Category

Enter the code for the category to which this piece of equipment belongs.  Categories and classes are set up in Category/Class Maintenance.

 

Class

Enter the code for the class to which this piece of equipment belongs.  Categories and classes are set up in Category/Class Maintenance.

 

Sub

Enter the code for the sub-class to which this piece of equipment belongs.  You can use the sub-class as a code that represents the vendor from which you purchased the equipment.

 

Current status

Indicate the current status of the equipment.  This status is automatically updated by the system, and you can manually change it here or in Equipment Status Change.

 

Valid codes include:

 

Type

Enter the code that represents the type of equipment.  Valid codes include:

 

Make

Enter the make (manufacturer's type) for the equipment.  For example, Case.

 

Model

Enter the manufacturer's model for the equipment.  For example, Cutter 1000.

 

Model year

Enter the year that model was manufactured.

 

Configuration number

If applicable, enter or search for the appropriate configuration number for the equipment.  Configurations are different designs for the same equipment, and they are created in the Equipment Configuration File program in the Purchasing application.

 

Serial number

Enter the unique serial number assigned to this piece of equipment.

 

Tax product number

If you are integrated with a tax software package, and if applicable, enter the tax product category/number that groups this equipment for special taxation.

 

Back to top

Equipment link

Use this field to set up linked relationships for your equipment.  If this piece of equipment is linked to another main piece of equipment, enter the number for the main equipment here.  When entering transactions for linked equipment, the main equipment number is the one that is entered.

 

Equipment links are created for depreciation, rental, transfer, and sales purposes.

 

ClosedMore information...

When a linked asset is sold, all of the linked assets are included in the sale.  Because these assets are capital improvements to the original asset, they are included in the transaction at $0.00 for disposal and G/L transaction purposes.

 

When a linked asset is transferred, all of the linked assets are included in the transfer.  A G/L entry is made for the main asset and all of the linked assets.

 

Tax rental

Indicate whether to tax rental charges on this equipment.  This setting overrides the tax rental code in the rental rate record for the location renting the item.

 

Tax sales

Indicate whether to tax sales of this equipment.

 

G/L type

Enter the code that represents the general ledger type for this equipment.  Use the code in conjunction with the G/L revenue distribution file to set up different revenue distribution by equipment number.

 

Material code

Enter the code that represents the material type for this equipment when it is rented.  This code can be used to classify the equipment for VATValue added tax. The tax structure used outside of North America. purposes.

 

Assigned location

Enter or accept the location where this equipment was put into rental availability.

 

Current location

Displays the location where the equipment is physically or from where it was last rented.

 

Last location

Enter or accept the location where the equipment was found prior to its current location.

 

Date acquired

Enter or accept the date that you acquired this piece of equipment.  If you are using the Purchasing application, and you entered and received a purchase order for this equipment, the date of receipt automatically populates this field.

 

Vendor acquired

Enter or accept the vendor from whom you acquired this piece of equipment.  If you are using the Purchasing application, and you entered and received a purchase order for this equipment, the vendor number automatically populates this field.

 

Purchase Order number

Enter or accept the purchase order number on which you acquired this piece of equipment.  If you are using the Purchasing application, and you entered and received a purchase order for this equipment, that purchase order number automatically populates this field.

 

Date in rental

Enter or accept the date you put this equipment into the rental fleet.  This is automatically filled in for you if you use the sales to rental fleet entry to convert a new inventory piece of equipment to rental inventory.  This field is required for equipment of type R.

 

Warranty date

Enter the date that the warranty expires for this piece of equipment.

 

Last transaction date

The date of the most current transaction for this equipment.  The system automatically populates this field.

 

Back to top

Miles/Hours/Usage code

Indicate how to charge for usage of this equipment once it has been exchanged or returned from rental.  Valid codes include:

 

Current Miles/Hours/Usage

Enter or accept the current meter reading for this equipment based on its Miles/Hours/Usage code.  This field is automatically populated when you enter this information during a rental return or exchange or when entering a work order for maintenance.

 

Old Miles/Hours/Usage

Enter or accept the usage (miles/hours/usage) from a replaced meter.  This field is automatically populated during work order entries if you answer Y to replace a meter.  This setting ensures that overall usage for the equipment is kept on file so that the system will correctly recommend necessary maintenance.

 

Miles/Hours/Usage code 2

Use this field if the equipment has more than one way of tracking usage; for example, the equipment has an odometer and an hour meter.

 

Current Miles/Hours/Usage 2

Enter or accept the current usage for this equipment based on its Miles/Hours/Usage code 2.  This field is automatically populated when you enter this information during a rental return or exchange or when entering a work order for maintenance.

 

Old Miles/Hours/Usage 2

Enter or accept the usage (miles/hours/usage) from a replaced secondary meter.  This field is automatically populated during work order entries if you answer Y to replace a meter.  This setting ensures that overall usage for the equipment is kept on file so that the system will correctly recommend necessary maintenance.

 

Split rent code

If applicable, enter a user-defined code that indicates how rent for this equipment is split with another branch or a sub-lessor.  You can run the Rental Equipment Split Rents report by this code to obtain information on how you have split rental revenue.

 

Off road

Indicate whether this equipment can be used off road.  This information may be necessary for licensing or for fuel credit purposes.

 

Key number

Enter the number for the key that is used to start or lock this equipment.

 

Sell price (Regular)

Enter the actual sales price you want to receive for this equipment if you sold it.

 

Sell price (Low)

Enter the lowest sales price you would want to receive for this equipment if you sold it.

 

Sell price (High)

Enter the highest sales price you would want to receive for this equipment if you sold it.

 

Sell price (Special)

Enter a special sales price you would want to receive for this equipment if you sold it.  This might be a price that you would use if you sold the equipment to one of your highest rated customers.

 

Currency

Enter or accept the code of the currency associated with the entered sell prices.

 

Sold amount

The system automatically populates this amount when you sell this piece of equipment.

 

Disposal date

The system automatically populates this date when you sell or otherwise dispose of this piece of equipment.

 

For sale

Enter Y to list this piece of equipment on the Web Sales application.  Enter N or leave the field blank if you do not want the equipment listed on Web Sales.  Other codes for this field are user-defined via the FSmiscellaneous reason code, and settings within those codes provide the ability to allow/disallow rental, skip book depreciation, skip tax depreciation, and allow/disallow sales to rental transfers for the equipment that is flagged with the FS code.  Press F4 for a list of valid codes.

 

Name Listing

Enter the NC8/NGP code combination associated with this equipment.  If you do not know the code, press F4 to search for it.  NC8/NGP codes are set up in Equipment Name Listing, and they are used in the European Union to classify products.

 

If a purchase order was used to buy the equipment, and that purchase order was received in the system, the NC8/NGP code defaults in the new equipment master record from the category/class that was purchased.

 

Last maintenance date

If work orders are entered in the system to maintain this equipment, the date of the most recent maintenance is populated here.

 

Comment

Enter a brief comment about the equipment maintenance.

 

Date in shop

Enter the date that this equipment was moved to a status of Down and put into the shop.

 

Put in shop by

Enter the name of the person who moved the equipment to the Down status.

 

Last service

Displays the date of the most recent service by the manufacturer of this equipment.

 

Service contract

Indicate if you have a service contract with the manufacturer/distributor of this equipment.

 

Miscellaneous

Enter a user-defined comment to use for search purposes.  You can search for equipment by the contents of this field.  This enables you to group equipment together that might not otherwise be grouped by the system.

 

User-defined Field Label

If the Select certain equipment field in control record EPACHG is set to Y, and the Break Misc into 2 fields field in control record RAEQM3 is also set to Y, this field displays with the label set in that control record.  Enter a decal number for either SMM taxing or EPA charge purposes.

 

See the Setting Up Environmental Charges topic for more information.

 

Back to top

Function Keys

Function Key

Description

F1

Help.  Place your cursor in a field and press F1 to access online help for that field.  Place your cursor outside of any field, and press F1 to access online help at the program level.

F2

Cost.  Advance to the Equipment Maintenance - Cost screen to enter cost and depreciation information for the piece of equipment.

F3

Exit.  Exit the page or program.

F4

Search.  Place your cursor in a searchable field and press F4 to access a lookup window or more advanced search screen.

F6

Message.  Advance to the Equipment Message Maintenance program.

F7

Specifications.  Advance to the Equipment Specification Maintenance program.

F8

Insurance.  Advance to the Equipment Maintenance - Insurance screen.

F9

Vehicle Registration.  Advance to the Equipment Maintenance - Vehicle Registration screen.

F10

Equipment Comments.  Advance to the Equipment Comment Maintenance program.

F11

Cycle Count History.  Advance to the Equipment Maintenance - Cycle Count History screen.

F12

Cancel/Previous.  Exit the program or move back a screen.

F13 (Shift + F1)

Revenue Distribution.  Advance to the G/L Revenue Distribution Inquiry program.

F14 (Shift + F2)

Cost History.  Advance to the Equipment Cost History Inquiry screen.

F15 (Shift + F3)

Tracking.  Advance to the  Equipment Tracking screen.

F16 (Shift + F4)

Make/Model.  Advance to the Equipment Make/Model program.

F17 (Shift + F5)

Prompt Charges.  Advance to the Prompt Charges screen.

F18 (Shift + F6)

GeoFence.  Applicable if you are using GPS tracking devices on your equipment.  This function key allows you to create a geofence (geographical fence) for the equipment that tells the GPS tracking system the boundaries of where the equipment is allowed to be.

F19 (Shift + F7)

Directions.  For future use.

F20 (Shift + F8)

Toggle.  For future use.

F21 (Shift + F9)

UDF.  If user-defined fields (UDF) have been defined for this program, press F21 to advance to a screen that contains those fields.

F22 (Shift + F10)

Change Interest.  Advance to the Equipment Loan Maintenance screen.

F23 (Shift + F11)

Delete.  Delete the current equipment master record.  Press F23 again to confirm deletion.  You cannot delete the equipment record if the equipment is out on rent.

F24 (Shift + F12)

More.  Display more available function keys for the program.

 

Related Programs

Category/Class Maintenance

Category/Class Location Maintenance

Create Rental - Equipment Information

Equipment Status Change

Equipment Name Listing

 

Special Topics

Setting Up Environmental Charges

Equipment Costing quick guide

Multiple Prompt Charges quick guide

 

Back to top