Equipment Management

Transcription

1 Introduction Equipment Management Equipment Management The management and control of equipment is a critical factor in construction activity. Some types of construction, such as pipeline construction and road building, require extensive use of costly equipment. The equipment demands of contracts affect a contractor s bidding, projected need for funds, and financing strategy. Contractors engaged in a construction activity that requires an extensive amount of equipment consider themselves essentially in the equipment business, and their management emphasis is directed to the profitable employment of their equipment. Such contractors may set up a separate equipment division to control and maintain their equipment fleet. In any event, the dollar amounts involved and the necessity of charging equipment costs to contracts make it necessary to maintain close physical and accounting control over equipment. The Jonas Equipment Management module tracks and maximizes your equipment investment. It is fully integrated with all other modules and handles all aspects of equipment management: Charging equipment rental costs to jobs. Tracking actual costs and rental revenue for each piece of equipment. Scheduling equipment repair and maintenance. Tracking equipment by location. Charging inventory parts or assemblies to equipment units. Enabling financial reporting and depreciation for all units of equipment. Overview The Jonas Equipment Management module is composed of four main menu sections: Files Menu This is where the equipment system and the related maintenance system are initially configured and where individual equipment units are setup. Processing Menu This is where equipment usage is recorded and equipment rental is charged to jobs. 1 Version 12.3 Copyright 2013 Gary Jonas Computing

2 Introduction Reports Menu Here you are able to print or view a large number of pre-designed equipment reports or design your own equipment reports. Inquiries Menu Here you can view the detailed costs accumulated by equipment units or find the location of various equipment units. 2 Version 12.3 Copyright 2013 Gary Jonas Computing

3 Introduction Equipment Management Table of Contents Page Equipment Management Equipment Management Profile Additional Information Button Options Button Department Hours Custom Equipment Information Cost Types Rental Groups Categories Rental Button Hourly Depreciation Button Maintenance Codes Unit of Measure Codes Setup Equipment Units Maintenance Schedule Inventory/Parts Requirement Special Integration to G/L Additional Information Button Equipment Rental Rates Button Change Equipment Code Button Reserve Button Attached To Button Partial Disposal Button Purchase Histories Custom Info Enter Equipment Notes Print Miscellaneous Equipment Lists Equipment Recurring Charge Load In/Edit Historical Balances Record Equipment Usage Charge Parts to Equipment Update Maintenance Performed Enter Current Reading Enter Maintenance Notes Version 12.3 Copyright 2013 Gary Jonas Computing

4 Introduction Equipment Management Table of Contents Page Update Equipment Location Detailed Transaction Report Equipment Inactivity List Equipment Trial Balance Depreciation Report Report Generator: Design Next Scheduled Maintenance Location Report Equipment Inquiry Equipment Locator Version 12.3 Copyright 2013 Gary Jonas Computing

5 Equipment Management Profile Equipment Management -> Files -> Equipment Mgmt Profile Equipment Management Profile One of the main purposes of the Equipment Management Profile screen is to set the number of digits for the Equipment Unit Length and Cost Type Length the combined length can not exceed 14 digits. This specification is unique to the company code selected. However, if you are consolidating multiple companies and charging equipment usage to jobs in related companies, it is wise to standardize your coding structure throughout the related company group. The Accounts Receivable sub ledger code specified on the profile screen identifies which inventory sub ledger will be used when charging parts or assemblies from inventory to units of equipment. Since equipment usage can be entered as hours, days, weeks or months and since for maintenance purposes the equipment system tracks life-to-date equipment usage in hours, this equipment profile screen requires translation of the typical number of hours representing a day, week and month. 5

6 Equipment Management Profile A/R Inventory Subledger Enter the Accounts Receivable Subledger Code to be used to integrate Equipment Management to Inventory. Press F2 to select from a list of Codes or type MULTI to use multiple A/R Subledgers. Equip Units You may enter any value from 1 to 13. The total number of digits of: Unit + Cost Type = 14. If using Component Codes in JSTAR Options, then Cost Type + Component Code = 10. Cost Types The Number of Cost Type Digits will automatically default to: (14 - Equipment Unit Length) No. of Hours per Day Enter the number of Hours per Day to be used when calculating the daily Rental rate. No. of Hours per Week Enter the number of Hours per Week to be used when calculating the weekly Rental rate. No. of Hours per Month Enter the number of Hours per Month to be used when calculating the monthly Rental rate. 6

7 Additional Information Equipment Management -> Files -> Equipment Mngt Profile ~ Add l Info Additional Information Button The Equipment Management Profile has an Add l Info button, which provides ten Spare fields that are customizable. They allow the user to track and report additional information for each piece of equipment not already predefined on the Setup Equipment Units screen. These spare fields are available for reporting either through the Equipment Report Generator or by selecting the F9 key when selecting the Setup Equipment Units screen. 7

8 Additional Information Enter a name/description for this "Extra" field (e.g. "Type of Oil/Filter", "Plate Number", "Locomotion", "Tires", etc.). These ten additional information fields are used to store 'extra' data for each piece of Equipment. Whatever is entered here will appear on the "Additional Information" screen of the "Set up Equipment Units" program. The Report Generator Code for this field 8

9 Additional Information Equipment Management -> Files -> Equipment Mngt Profile ~ Options Options Button The Options button on this profile screen allows users to further customize the Equipment Management module. P/R update of Equip Usage: The work order or job cost type specified here will be charged the cost of equipment rent when equipment usage is integrated to operator hours in payroll (Canadian Payroll only). You may also select a default Job Cost item. 9

10 Additional Information W/O: Charge Cost Type If you are using the Payroll update of the Equipment system (integration) feature, the Work Order will be updated using the W/O Cost Type code you enter here. Press F2 to select from the list of codes. J/C: Charge Cost Type If you are using the Payroll update of the Equipment system (integration) feature, the Job will be updated using the Equipment Cost Type code you enter here. If you use an asterisk (*), you can wildcard the Cost Type used (e.g. time posted to Cost Type 1E can have equipment usage posted to 3E if you have 3* filled in this field). Press F2 to select from the list of codes. J/C: default Cost Item If you are using the Payroll update of the Equipment system (integration) feature, enter the default Equipment Cost Item code to be used for updating the Job. Press F2 to select from the list of codes. Equipment Usage: Don t Update Maintenance Schedule With this flag deselected, the equipment usage program will update usage hours within the maintenance program. Selecting this flag disables this option. Always Adjust Location Do you always want the computer to adjust the Equipment Location when you run the "Record Equipment Usage" program? YES (check the box) to do so automatically. The equipment location will be updated based on which job or yard the equipment rental rate is being charged to or ASK (check the box) to ask the user whether they wish to update the equipment location when equipment rent is being charged to a job or yard or NEVER (check the box) not to do so automatically Other Options: Report Gen: Suppress Zero Lines Do you want the Equipment Report Generator to suppress any lines that produce zero values? YES (check the box) or NO (do not check the box) to print all lines, even if they contain zero value 10

11 Additional Information Depreciation of S/L (Book) Method The system always depreciates the original purchase price down to the equipment unit s residual value. Both these amounts, the purchase price and the residual value, are specified on the Setup Equipment Units screen. The default depreciation rate is specified on the Category button within the Equipment Profile screen and may be overridden on the Setup Equipment Units screen. This option allows the user to select which one of two base amounts on which the depreciation rate will be applied (assume 30% annual depreciation, $1000 purchase price and $200 residual value): 1. Depr. Purch. Down To Resid - The depreciation amount is based on applying the rate to 100% of the purchase price and continues depreciation until the residual value is reached. Using the values assumed above, the monthly depreciation rate would be: 30/100*1000/12 until the residual value is reached. 2. Depr. Purch Less Resid To 0 - The depreciation amount is based on applying the rate to the difference between the purchase price and the residual value and is depreciated monthly until the residual value is reached. Using the values assumed above, the monthly depreciation would be: 30/100*( )/12 until the residual value is reached. Do not Verify Equipment Location If you do not want the Update Equipment Location program to validate the Location code against the list of Jobs, then check this flag. It will then treat the Location code as a memo item. Star Options Equip Cost Type for Customer Rentals Enter the Cost Type code to be used for Customer Rentals. Press F2 to select from the list of codes. 11

12 Additional Information Equipment Management -> Files -> Equipment Mngt Profile ~ Dept Hrs Department Hours The Dept Hrs button allows the user to define additional hourly amounts representing daily, weekly and monthly standard hours for different departments. For example, a heavy civil division may work its equipment longer hours than, say, a utility division. If you only have one operating division, this Dept Hrs screen is not relevant. No. of Hours per Day Enter the Number of Hours per Day for this Department / Division or Mask. No. of Hours per Week Enter the Number of Hours per Week for this Department / Division or Mask. No. of Hours per Month Enter the Number of Hours per Month for this Department / Division or Mask. 12

13 Additional Information Equipment Management -> Files -> Equipment Mngt Profile ~ Custom Info Setup Custom Equipment Information This screen allows the user to enter up to 50 customizable fields specified as Alpha or Numeric, that can be used in the Report Generator. For the custom fields created, Report Gen codes will be available, starting with "Z (ie.z01,z02...etc.) to create user defined reports. Type Enter the type of custom field here as either A - Alpha or N - Numeric. 13

14 Additional Information Size Enter the size of the field to be entered. For Alpha fields, this will be a whole number, for numeric, you can indicate decimal places such as 5.2 which would display a number like Required If you want the field to be required for entry on an Equipment Unit, check-mark this box, otherwise, leave it blank. Additional Information Use this field to enter in additional information on how to provide an entry for this field for an equipment unit. If you check-mark the Tbl Setup box, a table of valid entries for the field can be setup. An example is shown below: 14

15 Additional Information The Report Codes button will allow you to change the Description, Short Form, # of characters to display and Heading Lines of how you want the custom field to be displayed when running a report from the Report Generator. 15

16 Cost Types Equipment Management -> Files -> Equipment Mngt Profile ~ Cost Types Cost Types Equipment cost types for a particular company are defined on this screen and are applicable to all equipment units in that company. Some examples of cost types for equipment units could be: internal rental revenue, external rental revenue, parts, tires & tracks, repairs, and depreciation. Each cost type must be integrated or connected to a G/L control account. This allows the G/L accounts to accumulate summary postings of the detailed equipment rental revenue and equipment costs posted to each piece of equipment in the equipment sub ledger. In addition to the G/L account, a division/department code must also be provided. When defining a depreciation cost type, not only must a G/L account be specified to collect the cost but also, an offset G/L account must be defined to collect the related accumulated depreciation. 16

17 Cost Types Note: The G/L integration identified here is the default integration to G/L accounts and divisions/departments applicable to all equipment units. This default integration can be overridden for a specific piece of equipment on the Setup Equipment Units screen. Description Enter a name/description for this Cost Type. Used for Depreciation Is this the Cost Type code that you intend to use for Depreciation? YES (check the box) or NO (do not check the box) Used for Revenue Is this the Cost Type code that you intend to use to record Revenue for the Equipment? YES (check the box) or NO (do not check the box) Charge to: G/L Enter the Company code associated with the Cost Type or press F2 to select from the list of codes. Dep n Offset: G/L Enter the G/L Account code (Equipment Cost, Revenue, or Depreciation) associated with this Cost Type or press F2 to select from the list of codes. This code is used for Use Tax costs If the code is used for Use tax costs, select the checkbox. Calc Sales/ Use tax on this code If Sales and Use tax should be calculated on this code, select the checkbox. Hide in F2 Window When this flag is turned ON, the Cost Type will no longer show in the F2 lookup for Cost Types. 17

18 Rental Groups Equipment Management -> Files -> Equipment Mngt Profile ~ Rental Groups Rental Groups The Jonas system allows up to seven different types of equipment rental or charge-out rates for each piece of equipment. These rates are setup in two steps. First, selecting the Rental Groups button on this screen allows definition of the seven equipment charge-out rate groups that then become available company-wide to all equipment units. Some examples of equipment charge-out groups might be: internal, external, standby, premium, etc. For each Rental Rate identified, a Default Revenue Type must be selected from the Cost Type setup in the previous step. For each Equipment Unit, this identifies which Cost Type rental revenue will be posted. The actual rental charge out rates are established by Equipment Category or by Equipment Unit. 18

19 Rental Groups Rental Rates Enter the name/description for this Rental rate group (to be used on the "Rates" screen of "Set up Equipment Units"). Default Revenue Types Enter the default Revenue Type code to be used for this Rental Rate group or press F2 to select from a list of codes. 19

20 Categories Equipment Management -> Files -> Equipment Mngt Profile ~ Categories Categories The Categories button serves multiple purposes: Firstly, you can subdivide your equipment fleet into logical categories. Some typical categories might be: backhoes, dozers, trucks, autos, furniture, buildings, etc. Secondly, this screen allows you to define the default tax class, book and tax depreciation method and rate for all equipment within the category. Then, if required, these default settings can be overridden with rates specific to a particular equipment unit on the Setup Equipment Units screen. Thirdly, by selecting the Rental button you may set default rental rates for equipment belonging to this category (these may be overridden by rental rates set by individual equipment units). Additionally, for each category (or piece) of equipment, the user can define a rental charge-out rate based on a physical measure such as cubic yards (i.e. if the rental rate is based on cubic yards of earth removed). 20 Version 12.3 Copyright 2013 Gary Jonas Computing

21 Categories Description Enter a name/description for this Equipment Category. Short Form Enter an abbreviated name for this Equipment Category. Tax Class Enter a default Tax Class code for Equipment in this Category. This is strictly for memo purposes, but can be overridden in the "Tax Class" field on the "Set up Equipment Units" screen. Dep n Book From the list, select the Book Depreciation method that applies to this Equipment Category. Dep n Book Rate The Book Depreciation drop down menu lets you select the method of depreciation i.e. straight-line depreciation, declining balance, sum of the year s digits or depreciation based on hour s usage. The US Modified Accelerated Cost Recovery System (i.e. MACRS) method of depreciation, based on the General Depreciation System, using the half-year convention is also included as an option. For all depreciation methods you are asked to specify the rate of depreciation in percent (years for MACRS). When running the depreciation report, you will have the option of posting the depreciation expense and accumulated depreciation to the G/L (normally, you would enter the Rate as a percentage e.g. 24 = 24%). CCA Method: This will use a built-in half-year rule for the year in which the Equipment is purchased. SYD Method Enter the number of years over which the piece of Equipment should be written off. MACRS Accelerated Cost Enter the recovery period in years. Dep n Tax From the list, select the Tax Depreciation method that applies to this Equipment Category. Dep n Tax Rate 21 Version 12.3 Copyright 2013 Gary Jonas Computing

22 Categories Enter the Depreciation Rate for this method. Normally, you would enter the Rate as a percentage (e.g. 24 = 24%): CCA Method: This will use a built-in half-year rule for the year in which the Equipment is purchased. SYD Method Enter the number of years over which the piece of Equipment should be written off. MACRS Accelerated Cost Enter the recovery period in years. Depreciation Cost Type Enter the Depreciation Cost Type for the Equipment Category entered, or press F2 to select from the list. Property Class Enter the Property Class for this Equipment Category. Tool Crib Category Use this field to designate a Tool Crib Category that will connect with the Equipment Category code and automatically enter equipment items into the Tool Crib item file. To complete this linkage, an Equipment Rate Table must also be set in the Job Costing > Tool Crib > Tool Crib Profile program. 22 Version 12.3 Copyright 2013 Gary Jonas Computing

23 Categories Equipment Management -> Files -> Equipment Mngt Profile ~ Categories ~ Rental Rental Button Use the Rental Button to set default rental rates for equipment belonging to the category you are creating. The rates you set here can be overriden for individual equipment units. Unit of Measure Code Enter the default Unit of Measure code for this Rental type or press F2 to select from the list of codes. Charge Enter the default amount to be charged for this Rental type. 23

24 Categories Hour Enter the default hourly Rental rate for this Rental type. Day Enter the default daily Charge-out rate for this Rental type. Week Enter the default weekly Charge-out rate for this Rental type. Month Enter the default monthly Charge-out rate for this Rental type. 24

25 Categories Equipment Management -> Files -> Equipment Mngt Profile ~ Categories ~ Hourly Depreciation Hourly Depreciation Button Hourly equipment depreciation may be selected in lieu of straight line or declining balance depreciation. The normal hourly depreciation rate is calculated on a unit-by-unit basis by identifying a unit s estimated life in hours, its purchase value and its residual value on the Setup Equipment Unit screen. The HrlyDepn button on this screen is used to modify the normal hourly depreciation rate calculated from the information provided on the Setup Equipment Units screen. For example, this screen selection allows you to depreciate a unit at, say, 133% of the normal hourly depreciation rate identified on the Setup Equipment Units screen until book value reaches 75% of a unit s original cost. Then 100% of the normal hourly depreciation until book value reaches 50% of a unit s original cost, followed by 67% of the normal hourly depreciation until book value reaches the residual value of 25%. If % of Remaining Life is From/To Enter the TO range for the remaining life of the Equipment Category. 25

26 Categories Use % Hrly Rate For this range, enter a Depreciation rate based on Equipment usage. i.e. (Purchase Value - Residual)/Estimated Life (in hours) Use % SL For this range, enter a Straight Line rate of Depreciation. Depreciation is calculated on the greater of the Usage method or the Straight Line method. 26

27 Maintenance Codes Equipment Management -> Files -> Maintenance Codes Maintenance Codes Any number of maintenance codes may be predefined for use with the equipment maintenance system. For example, codes may be defined for activities such as: tire change, inspection, track repair or lube, oil and filter. Maint. Code Enter the Equipment Maintenance code or press F2 to either select from a list of codes or to create a new code. Press F9 to print (or design) a listing. Note: These codes are generic, normally used for entire categories or all pieces of Equipment (e.g. OIL - Change Oil). Description Lines Enter a name/description for the Maintenance work to be done. Two lines are available for entry on this screen. 27

28 Maintenance Codes Group Code Is this a Group Code? Select the checkbox to allow for the selection of multiple Maint. Codes (via the Group List Button) attached to this Group Code. Note: Update Maintenance Performed will create a line for each Maintenance Code attached to the Group Code. 28

29 Unit of Measure Codes Equipment Management -> Files -> Unit of Measure Codes Unit of Measure Codes This program allows you to define Units of Measure, to be used for Billing/Charge-out purposes or usage depreciation methods (e.g. Cubic Yards, Kilometers, Tons, etc.). UOM Code Enter the Unit of Measure code. Press F2 to either select from a list of codes or to create a new code. Press F9 to print (or design) a listing. Description Enter a name/description for this Unit of Measure. 29

30 Setup Equipment Units Equipment Management -> Files -> Equipment Units Setup Equipment Units Each piece of equipment is setup using this screen. Here it is given an Equipment Number and Description and is linked to a previously defined equipment Category code. The linkage to a category code lets you utilize the default category rental rates, and depreciation rules, and lets you print equipment reports sorted by category. Various master file information is provided on this screen including Date Purchased, Purchase Price, and Serial Number etc. This setup of purchase price is independent of the accounts payable distribution of equipment purchases to the fixed assets in the General Ledger (G/L). 30 Version 12.3 Copyright 2013 Gary Jonas Computing

31 Setup Equipment Units By selecting the Rates button, you can override the Category defaults for depreciation rate, default tax class and default rental rates. On an individual unit basis, you can also override the default G/L integration (by selecting the GL Integr button) set within cost types and the default Division/Department code identifying which G/L code and department collects the costs and revenues for this equipment unit. Note: If you have created an equipment item beginning with the letter Z, and try to attach it to another piece of equipment using the Attached to field, you will receive a warning message notifying you that special logic has been programmed for a custom feature in the Depreciation Report for Z items. This message is just a warning, and you can still proceed to attach a Z item if you wish. You should be aware though, that his may affect the results you see in the Depreciation Report. Equipment No. Enter the Equipment code. If the number of digits in Equipment No. is less than 10, enter an alphanumeric code here. Press F2 to either select from a list of codes or to create a new Equipment code. Press F9 to print (or design) a listing. Description Enter a name/description for this piece of Equipment. Category Enter the Category code associated with this Equipment. Press F2 to select from a list of codes. Equipment Status From the list, select the status of this Equipment: - Owned,. Leased, or. Rented. Lic./Unlic. Enter L if this Equipment is licensed. - or - Enter U if the Equipment is unlicensed (i.e. normally off-road). Serial No. 31 Version 12.3 Copyright 2013 Gary Jonas Computing

32 Setup Equipment Units Enter the Serial number on this piece of Equipment. License Number Enter the License number for this Equipment. Comment 1, 2 Enter whatever Comment may be appropriate for this piece of Equipment. Warranty Enter the Warranty information for this piece of Equipment. Status - Active, allow posting: When this field is checked, the equipment unit is considered to be an active unit. General ledger postings will effect this unit. Status - Inactive, no posting: When this field is checked, the equipment unit is considered to be an active unit. General ledger postings will effect this unit. Model Year Enter the Model year of the equipment or type in N/A if not required. Date Purchased Enter the date when the Equipment was purchased. Press ENTER to accept the displayed date. Press F2 to select the date from the Calendar. Purchased From Enter the Supplier from whom the Equipment was purchased or press ENTER to bypass this field (e.g. if the Equipment is leased). Purchase Value Enter the Purchase value of this Equipment. The Purchase value will be used for historical purposes as well as for Depreciation calculations. Date Sold Enter the date when the Equipment was sold. Press ENTER to accept N/A (ie. not sold). Press F2 to select the date from the Calendar. Sold To 32 Version 12.3 Copyright 2013 Gary Jonas Computing

33 Setup Equipment Units Enter the name of the person/company/etc. to whom the Equipment has been sold. Press ENTER if the Equipment has not been sold. Proceeds Enter the amount received from the sale of this Equipment. Residual Value Enter the Residual value of this Equipment. Depr n Rate(Book) Press ENTER to leave this field blank (i.e. to have the computer use the Depreciation percentage from the Category code to which this Equipment is grouped). Enter the Depreciation percentage for this Equipment (this Depreciation rate will override the Category Depreciation rate). Depr n Rate(Tax) Press ENTER to leave this field blank (i.e. to have the computer use the Depreciation percentage from the Category code to which this Equipment is grouped). - or - Enter the Depreciation percentage for this Equipment (this Depreciation rate will override the Category Depreciation rate). Hrly Depn Est. Life For Depreciation purposes, enter the expected life of this Equipment (in number of hours). Division/Dept Press ENTER if this Equipment does not belong to any particular Department or Division. Enter the Department or Division to which this Equipment belongs. - or - Press F2 to select from the list of codes. Tax Class Enter the dep'n tax class for this piece of equipment. This will override the tax class setup in the category table in the equipment management profile. Attached To: If this Equipment is attached to another piece of Equipment (e.g. a Vehicle), enter the Unit number of that Equipment or press F2 to select from a list of codes. 33 Version 12.3 Copyright 2013 Gary Jonas Computing

34 Setup Equipment Units Tech Code This field looks at Set Up/Edit Technicians in the W/O system. If a tech is entered, then this piece of equipment will automatically populate Record Equipment Usage for all W/O's assigned to this tech. This is a way to tie equipment to a technician to ensure that the equipment gets charged to all W/O's that this tech works on. This feature is most advantageous to those clients (there are a few) that don't use Joans payroll so they can't tie the equipment to the employee in payroll. Tying equipment to an employee in payroll is usually how this is accomplished. 34 Version 12.3 Copyright 2013 Gary Jonas Computing

35 Maintenance Schedule Button Equipment Management -> Files -> Equipment Units ~ Maint. Sch Maintenance Schedule Selecting this button allows you to develop unique maintenance schedules for an equipment unit. There may be many different maintenance schedules for a particular equipment unit. Each maintenance schedule, for a unit, is identified by a Maintenance Code previously predefined. For instance, the code LOF might represent the maintenance activity lube, oil and filter. This maintenance schedule requires you to identify the Estimated Time that the maintenance activity will take, and to identify the Interval (in hours, days weeks, months, miles, etc.) between the next maintenance. The Current Reading Date and the current Reading provide the most recent odometer/hourly reading available. The mileage or hourly reading is continuously updated from the charge-out of equipment in the Record Equipment Usage screen. This reading may be overridden by entry of actual clock or odometer 35

36 Maintenance Schedule Button readings. The Last Updated Date represents the date the current reading was posted to the system (i.e. even though readings may be taken daily, they might only be posted weekly). The Last Maintenance Date and the odometer/clock Reading taken at that time is recorded automatically from the Update Maintenance Performed screen described below. The Flag Within measure is used in conjunction with the Interval measure and the Last Reading amount to identify equipment-requiring maintenance on the Next Scheduled Maintenance reports. If, for a unit of equipment, the current reading amount is greater than the reading taken at the Last Maintenance Date plus the Interval amount less the Flag Within amount, then that unit is reported on the Next Scheduled Maintenance report. By entering the Next Scheduled maintenance date, the system will report a unit of equipment on the Next Scheduled Maintenance report at the earlier of this date being met or the odometer/clock reading being reached. The Copy Button within the Maintenance Schedule screen saves a great amount of setup time by copying an existing maintenance schedule from one unit of equipment to another. Maint. Code Enter the Maintenance code associated with this Equipment. Press F2 to select from a list of codes. Estimated Time Enter the time (in hours or days) estimated to perform this Maintenance work. Unit (Estimated Time) From the list, select whether the time you entered in the "Estimate Time" field represents hours or days. Interval Enter the interval (i.e. number of hours/days/miles) between subsequent performance of the Maintenance. 36

37 Maintenance Schedule Button Unit (Interval) From the list, select the unit that applies to the entry in the "Interval" field. If you select "Others", the computer will ask you to identify the Unit of Measure (e.g. miles, tonnes). Curr. Reading Date Enter the date when the current or latest Odometer/hour reading was taken. Press EN- TER to accept the displayed date or press F2 to select the date from the Calendar. (Current) Reading Enter the current Odometer/hour meter reading on this Equipment. The Unit of Measure defaults to the same as the Interval unit. Last Updated Date This field is normally updated automatically by the "Update Maintenance Performed" program. It records that this Maintenance was actually carried out. If necessary (e.g. during start-up) enter the date when the latest Maintenance was performed. Press ENTER to accept the displayed date or press F2 to select the date from the Calendar. Flag Within Enter the "Flag within" time (e.g. issue a warning within 7 hours of the time when the Maintenance should be performed). This field drives the "Next Scheduled Maintenance" report. If the "Last Reading" + "Interval" less (-) the "Flag Within" value = Current Reading, the report will show that maintenance needs to be done on this Equipment. Last Maint. Date This field is updated automatically by the "Fast Entry of Current Reading" program. If necessary (e.g. during start-up) enter the date when the latest Maintenance was performed. Press ENTER to accept the displayed date. Press F2 to select the date from the Calendar. (Last Maint. Date) Reading This field is updated automatically by the "Fast Entry of Current Reading" program. If necessary (e.g. during start-up) enter the Odometer/hour meter reading on this Equipment when the Maintenance was performed. The Unit of Measure defaults to the same as the Interval unit. 37

38 Maintenance Schedule Button Last Maint. By Enter the name of the Employee(s) who last performed this Maintenance on this Equipment. Next Scheduled Enter the date of the next scheduled Maintenance on this piece of Equipment. Press EN- TER to accept the displayed date or press F2 to select the date from the Calendar. 38

39 Inventory/Parts Requirement Equipment Management -> Files -> Equipment Units ~ Maint. Sch ~ Inventory Inventory/Parts Requirement The Inventory Button within the Maintenance Schedule screen allows you to identify and list the typical parts and quantity required to perform this maintenance activity. During the maintenance operation, the Charge Parts to Equipment screen will identify these required parts, charge their cost to the equipment unit and relieve inventory. Part Number Enter the Part number. Press F2 to select from a list of Parts. Select INSERT ROW to insert a new Parts line before this line. Select DELETE ROW to delete this Parts line. Quantity Enter the quantity of this Part required to perform this Maintenance work (e.g. 4 quarts 10W30 oil). 39

40 G/L Integration Button Equipment Management -> Files -> Equipment Units ~ GL Integr Special Integration to G/L The G/L integration within the Setup Equipment Unit screen allows an override to the default G/L and division/department selection. The company-wide or default integration to the G/L and division/department codes was already established when setting up the Equipment Cost Types screen. For example, when setting up Equipment Cost Types, you may have identified the default division/department code as being the Civil division. This alone would code all equipment within the company as belonging to the Civil division. However, if a select group of equipment belonged to, say, the Building division, then you could override the default division code here and specify the Building division code. The override for the division/department selection is most easily accomplished by entering the applicable department code in the Division/Dept window of the main Setup Equipment Unit screen. 40

41 G/L Integration Button Charge To: G/L Account Enter the G/L Account code to charge to that is associated with this Cost Type or press F2 to select from the list of codes. Charge To: Department Enter the Department/Division code to charge to that is associated with the G/L Account or press F2 to select from the list of codes. Charge To: Sub-Account Enter the Sub-Account code to charge to that is associated with the G/L Account or press F2 to select from the list of codes. Offset To: G/L Account Enter the G/L Account code to offset to that is associated with this Cost Type or press F2 to select from the list of codes. Offset To: Department Enter the Department/Division code to offset to that is associated with the G/L Account or press F2 to select from the list of codes. Offset To: Sub-Account Enter the Sub-Account code to offset to that is associated with the G/L Account or press F2 to select from the list of codes. 41

42 Additional Information Button Equipment Management -> Files -> Equipment Units ~ Addl Info Button Additional Information Button Up to ten items of additional information can be provided for each piece of equipment. The ten types of additional information were predefined within the Equipment Management Profile screen described above. Information Fields (1-10) Using the description set up in the "Equipment System Profile" as a guide, enter the corresponding information that relates to this Equipment. 42

43 Additional Information Button Dep n: Book and Rate From the list, select the Book Depreciation type and corresponding Rate percentage. Dep n: Tax and Rate From the list, select the Tax Depreciation type and corresponding Rate percentage. 43

44 Rates Button Equipment Management -> Files -> Equipment Units ~ Rates Button Equipment Rental Rates Button The seven company-wide or default charge-out rental rates may already have been set up by category of equipment within the Equipment Category screen. The Rates button allows the user to define charge-out rental rates for this piece of equipment which is different than the default rates set up for the category of equipment to which this unit belongs. For example, you may have defined an internal charge-out rental rate for all dozers (i.e. the category) as $150 per hour. However, you may have some smaller dozers within the category that you wish to charge-out at $100 per hour. You would set the $100 per hour charge-out rate here and this override rate would appear when Recording Equipment Usage for this unit. 44

45 Rates Button Unit of Measure Enter a Unit of Measure code for this Rental type or press F2 to select from the list of codes. This overrides the default Unit of Measure code defined in the Category code. This field can be reported on using the E/Q Rpt Gen Charge Enter the amount to be charged for this Rental type. This overrides the default charge defined in the Category code. This field can be reported on using the E/Q Rpt Gen Hour Enter the hourly Rental rate for this Rental type. This overrides the default hourly rate defined in the Category code. This field can be reported on using the E/Q Rpt Gen Day Enter the daily Charge-out rate for this Rental type. This overrides the default daily rate defined in the Category code. This field can be reported on using the E/Q Rpt Gen Week Enter the weekly Charge-out rate for this Rental type. This overrides the default weekly rate defined in the Category code. This field can be reported on using the E/Q Rpt Gen Month Enter the monthly Charge-out rate for this Rental type. This overrides the default monthly rate defined in the Category code. This field can be reported on using the E/Q Rpt Gen 45

46 Change Equipment Code Button Equipment Management -> Files -> Equipment Units ~ New Code Change Equipment Code Button This button lets you select and change the equipment unit code throughout the whole system. Note: Once you input a new code and press Enter, the system will be updated. You will not see a confirmation screen. 46

47 Reserve Button Equipment Management -> Files -> Equipment Units ~ Reserve Button Reserve Button The Reserve button lets you split the credit for rental revenue earned from charging out equipment to two G/L accounts. Typically, equipment rental revenue is normally integrated and credited to a G/L revenue account. However, some companies take a portion of the rental revenue earned and credit that portion to a balance sheet liability account representing a reserve for future equipment repairs. The concept behind this is that equipment wear and tear occurs as it is being utilized, and the rental revenue recorded based on such utilization should be reduced by an estimate of this wear and tear and recorded as an accrued liability for future repairs on the balance sheet. Then when major repairs are performed, the cost is charged against the reserve. This method prevents major fluctuations in repair expense. % (Percentage) Enter the percentage of the Revenue that will be distributed to this G/L Account. 47

48 Reserve Button Company Enter the Company code associated with the Revenue. Press F2 to select from the list of codes. G/L Account Enter the G/L Account code associated with this Revenue. Press F2 to select from the list of codes. Department Enter the Department/Division code associated with the G/L Account or press F2 to select from the list of codes. Sub-Account Enter the Sub-Account code associated with the G/L Account or press F2 to select from the list of codes. 48

49 Maintenance Schedule Button Equipment Management -> Files -> Equipment Units ~ Attach To s Attached To Button Selecting this button will identify all pieces of equipment, if any, that this unit is attached to. 49

50 Partial Disposal Button Equipment Management -> Files -> Equipment Units ~ Partial Dis. Partial Disposal Button This button is only active if you are using the Straight Line Depreciation method. It allows you to identify the partial disposal cost, accumulated depreciation and proceeds as of a certain date. This partial disposal will be attached to the main Unit. You may have multiple partial disposals. The Depreciation Report will show these partial disposals. Once you press the Create button, a disposal number will be assigned. Date Enter the date for partial disposal of the equipment. Press the magnifying glass to select a date from the calendar. Pressing Enter will default the field to the current date. 50

51 Purchase Histories Button Equipment Management -> Files -> Equipment Units ~ Purchase Histories Purchase Histories The Purchase Histories screen will display the dates of purchase and amounts for any items associated with this piece of equipment. 51

52 Custom Info Equipment Management -> Files -> Equipment Units ~ Custom Info Custom Info This screen will display the Custom Information fields that were setup in Equipment Management -> Files -> Equipment Mngt Profile ~ Custom Info Setup to allow for entry of Custom Equipment Unit Information. Note: If a field is denoted with a *, an entry is required for it before you can exit this screen. If a table was set up for a field, press F2 to see the valid entries for selection. 52

53 Enter Equipment Notes Equipment Management -> Files -> Enter Equipment Notes Enter Equipment Notes This screen allows the user to maintain notes (up to 3000 lines) by equipment unit code. 53

54 Print Miscellaneous Equipment Lists Equipment Management -> Files -> Print Misc. Equip Lists Print Miscellaneous Equipment Lists This module allows printing of Maintenance Information, Rental Rate Tables, Leasing Information or Purchase Histories for selected equipment units, for a range of equipment or for all equipment. Type of List From the drop-down list, select the type of List you want:. Maintenance information,. Rental Rate Table,. Lease information, or. all available Lists. 54

55 Print Miscellaneous Equipment Lists New Page per E/Q Do you want each new piece of Equipment to print on a separate page? YES (check the box) or NO (do not check the box) Equipment Desired From the list, select the Equipment you want:. all Equipment,. selected Equipment, or. a range of Equipment. Select Equipment Enter the Equipment code to be included in the report. Each piece of Equipment you enter/select will be shown in the box on the right side of the screen. Press F2 to select from the list of codes. To Remove a Piece of Equipment: If you select a piece of Equipment, then decide that it is not the one you want, you may remove it from the "selected" list by double clicking the one you want to remove from the box on the right side of the screen (the computer will ask you to confirm that you want to remove it from the "selected" list). From Equipment Enter the starting (FROM) Equipment code to be used (ie. only Equipment from the FROM Equipment up to and including the TO Equipment will be included). Press ENTER to start at the first piece of Equipment on file or press F2 to select from the list of codes. To Equipment Enter the ending (TO) Equipment code to be used (ie. only Equipment from the FROM Equipment up to and including the TO Equipment will be included). Press ENTER to end at the last piece of Equipment on file or press F2 to select from the list of codes. 55

56 Equipment Recurring Charge Equipment Management -> Files -> Equipment Recurring Charge Equipment Recurring Charge This program allows for entry of recurring charges assigned to a Recurring Charge Code. Setting up recurring charges will save entry time for frequently used equipment items. Codes created here can be used in Equipment Management > Processing > Record Equipment Usage, and can be edited in that program as well. Charge To Enter the distribution account type that you wish to charge to or press <F2> to select from the list of codes: E - Equipment G - General Ledger J - Job W - Work Order Alloc 1 Enter the Department/Division code associated with this distribution Account. 56 Version 12.3 Copyright 2012 Gary Jonas Computing

57 Equipment Recurring Charge Alloc 2 Enter the sub-account code or number, if any or press <F2> to select from a list of codes. Alloc 3 Enter a Reference/Cost/Rev Type for this distribution. Rental Ctg Enter the rental category for this equipment item or press <F2> to select from a list of codes. 57 Version 12.3 Copyright 2012 Gary Jonas Computing

58 Edit Maintenance Performed History Equipment Management -> Files -> Edit Maint. Performed History Edit Maintenance Performed History This program allows you to edit the records created through the Update Maint. Performed program in Processing. Once you select the Equipment and Maintenance Codes, the corresponding maintenance record will be displayed, allowing you to make any changes necessary for each field. 58

59 Edit Maintenance Performed History Equipment Code Enter the Equipment code or press F2 to select from a list of codes. Maint. Code Enter the Equipment Maintenance code or press F2 to select from a list of codes. The list you see for a piece of equipment will be based on the records created through Equipment Management -> Processing ->Update Maintenance Performed. 59

60 Load-In History Balances Equipment Management -> Files -> Load-In History Balances Load In/Edit Historical Balances This screen is first used when implementing the Jonas equipment module for the purpose of loading historical revenue, cost, accumulated depreciation and hourly information by equipment unit. These balances are continually updated as the system is used and the same screen may later be used for editing purposes. What Data? From the list, select the data to be used; Costs and Revenue, Hours Posted, Accumulated Depreciation or Tax Accumulated Depreciation. 60

61 Load-In History Balances TTD Balances As Of Enter the Period/month to be used. Press ENTER to accept the displayed month. Press F2 to select the month from the Calendar. E/Q Unit Enter the Unit number of the Equipment code or press F2 to select from a list of Units. Allocation Enter the Cost Type allocation to be used, or press F2 to select from a list of Cost Types on file. Curr. Balance The current balance will be displayed for the selected Equipment Unit. Change To Enter the value that you wish to change the balance to. 61

62 Record Equipment Usage Equipment Management -> Processing -> Record Equipment Usage Record Equipment Usage This screen lets you enter equipment usage in hours, days, weeks, months or physical measure. These amounts, typically, are recorded on time cards and processed with the same frequency as payroll. For detailed equipment management, hourly usage may be entered daily. The rental rate is selected and displayed automatically depending upon the rental category entered (i.e. internal, external, etc.). The rental or charge-out cost of equipment units may be charged to one or more jobs, work orders within this company or related company (provided the inter-company relationship has been set up previously within the Administration menu). 62

63 Record Equipment Usage Recurring Charge Enter a Recurring Charge code here or press <F2> to select from the list of available codes. Items associated with the recurring charge will display and allow for editing. Recurring Charges are set up in Equipment Management > Files > Equipment Recurring Charge. 63

64 Charge Parts to Equipment Equipment Management ->Processing -> Charge Parts to Equipment Charge Parts to Equipment This screen is used to charge the cost of inventory parts to units of equipment and to relieve inventory. Parts and supplies may be charged to equipment units due to random repairs or due to regularly scheduled maintenance. If a regular maintenance code is entered for a particular unit, then the inventory parts previously defined and related to the maintenance activity are listed automatically. Otherwise, you may enter the parts and supplies as required. When you have completed your entries, pressing the Post Batch button will update and post the batch. Date Enter the posting date to be used. Press ENTER for the current date. or press F2 to select the date from the Calendar. Equipment No. Enter the Equipment code or press F2 to select from a list of codes. 64

65 Charge Parts to Equipment Maint. Code Enter the Maintenance code to be used. Press F2 to select from a list of codes or to charge Parts that are not related to a Maintenance code by selecting "** N/A if not Maintenance Related **" (this will allow you to charge any Parts from the Inventory system to the piece of Equipment). Warehouse Enter the Warehouse code from which the Parts were taken. Press F2 to select from the list of codes. Part Number Enter the Part number to be charged to this piece of Equipment or press F2 to select from a list of Parts. Cost Type Enter the Cost Type code associated with this charge or press F2 to select from a list of codes. Quantity Enter the number of Components to be charged. 65

66 Load-In History Balances Equipment Management -> Processing -> Update Maint. Performed Update Maintenance Performed This screen lets you update the following maintenance schedule information within the Setup Equipment Units screen: maintenance activity, the date maintenance was performed and the odometer/clock reading for one or more units of equipment. 66

67 Load-In History Balances Update Date Enter the Update date to be used. This date is updated into the separate Maintenance Schedules for all pieces of Equipment selected. Press <ENTER> to accept the displayed date or press <F2> to select the date from the Calendar. Equipment Code Enter the Equipment code or press <F2> to select from a list of codes. Maintenance Code Enter the Maintenance code or press <F2> to select from a list of codes. New Reading Enter the new reading for this piece of Equipment. The previous reading is displayed above this field as "Current Reading". Maint. Date Enter the Maintenance date to be used or press <ENTER> to accept the displayed date. Press <F2> to select the date from the Calendar. Comments Enter any Comments that apply to this Maintenance work. 67

68 Enter Current Reading Equipment Management -> Processing -> Enter Current Reading Enter Current Reading This screen is used to update the respective equipment schedule maintenance information with the current odometer/clock reading for one or more equipment units. Equip. Code Enter the Equipment code or press F2 to select from a list of codes. Reading Enter the new reading for this piece of Equipment. Reading Date Enter the date of the Reading or press ENTER to accept the displayed date. Press F2 to select the date from the Calendar. 68

69 Enter Maintenance Notes Equipment Management -> Processing -> Enter Maint. Notes Enter Maintenance Notes Detailed maintenance notes (up to 3000 lines) can be recorded by unit and maintenance activity on this screen. Equipment Enter the Equipment code or press F2 to select from a list of codes. Press F9 to print (or design) a listing. Maint. Code Enter the Maintenance code or press F2 to select from a list of codes. Comment/ Notes Enter the Maintenance Notes that apply to this piece of Equipment. Select INSERT ROW to insert a new Comment/Note line before this line. Select DELETE ROW to delete this Comment/Note line. 69

70 Load-In History Balances Equipment Management -> Processing -> Update Location Update Equipment Location This screen lets you update the location of equipment from location ticket information. Depending on your option settings within the Equipment System Profile, the location may also be updated based on which location is being charged for equipment usage. That option setting allows you to turn the automatic update based on equipment usage on or off. This location information is reportable by running either the Location Report or by running a report designed using the equipment report generator both found within the Reports menu. E/Q Unit Enter the Unit number of the Equipment code. Press F2 to select from a list of Units. 70

71 Load-In History Balances Moved On Enter the date when the Equipment was moved. Press ENTER to accept the displayed date. Press F2 to select the date from the Calendar. New Location Enter the Job number to which the Unit was moved. Press F2 to select from a list of Jobs. Ticket/Ref. Enter a Ticket or Reference number associated with this transfer. Description Enter a name/description for this transfer. 71

72 Load-In History Balances Equipment Management -> Reports -> Detailed Transaction Report Detailed Transaction Report This report identifies by equipment unit and cost/revenue type the dollar amount, quantity, description and date of all postings. It may be printed to include selected equipment units, a range of equipment units or all equipment units. Print from Period Enter the starting (FROM) Period/month to be used. (ie. only transactions from the FROM month up to and including the TO month will be included). Press ENTER to accept the displayed month. Press F2 to select the month from the Calendar. Print To Period Enter the ending (TO) Period/month to be used. (ie. only transactions from the FROM month up to and including the TO month will be included). Press ENTER to accept the displayed month or press F2 to select the month from the Calendar. 72

73 Load-In History Balances Choose From the list, select the Equipment you want:. all Equipment,. selected Equipment, or. a range of Equipment. Select Equipment Enter the Equipment code to be included in the report (each piece of Equipment you enter/select will be shown in the box on the right side of the screen). Press F2 to select from the list of codes. To Remove a Piece of Equipment: If you select a piece of Equipment, then decide that it is not the one you want, you may remove it from the "selected" list by double clicking the one you want to remove from the box on the right side of the screen (the computer will ask you to confirm that you want to remove it from the "selected" list). From Equipment Enter the starting (FROM) Equipment code to be used (ie. only Equipment from the FROM Equipment up to and including the TO Equipment will be included). Press ENTER to start at the first piece of Equipment on file press F2 to select from the list of codes. To Equipment Enter the ending (TO) Equipment code to be used (ie. only Equipment from the FROM Equipment up to and including the TO Equipment will be included). Press ENTER to end at the last piece of Equipment on file or press F2 to select from the list of codes. 73

74 Load-In History Balances A sample of a detailed transaction report is shown below: 74

75 Equipment Inactivity List Equipment Management -> Reports -> Equipment Inactivity List Equipment Inactivity List For a given date, this report identifies by location all equipment units that have no usage (time or mileage) posted. This report is useful in identifying missing time slips where equipment usage is posted daily. For Date Enter the date to be used. Press ENTER to accept the displayed date or press F2 to select the date from the Calendar. Include Inactive Equipment Check this box if you want the report to show only equipment that has been inactive for a period of time. Un-checking the box will show both active and inactive equipment. Equipment Codes Starting with Select the piece of equipment by typing in the equipment code or press F2 to select from a list. Selected Category or All Select the category that the piece of equipment belongs to or press F2 to choose from the list. 75

76 Equipment Inactivity List A sample Equipment Inactivity List is shown below: 76

77 Equipment Trial Balance Equipment Management -> Reports -> Equipment Trial Balance Equipment Trial Balance This trial balance report shows total dollar amounts (rather than transaction details) by cost/revenue equipment type code for a range of equipment units. Period Enter the Period/month to be used. Press ENTER to accept the displayed month or press F2 to select the month from the Calendar. Print from Equipment Enter the starting (FROM) Equipment code to be used (ie. only Equipment from the FROM Equipment up to and including the TO Equipment will be included). Press ENTER to start at the first piece of Equipment on file. Press F2 to select from the list of codes. 77

78 Equipment Trial Balance Print To Equipment Enter the ending (TO) Equipment code to be used (ie. only Equipment from the FROM Equipment up to and including the TO Equipment will be included). Press ENTER to end at the last piece of Equipment on file or press F2 to select from the list of codes. Type of Report From the list, select the type of report you want:. opening totals-to-date, period totals, and totals-to-date or. opening year balances, year-to- date totals, and closing totals-to-date. Report Option Which information do you want printed? PRINT ALL INFORMATION (check the box) or G/L INFORMATION ONLY (check the box) Print Totals Only Do you want only totals printed? YES (check the box) to print only totals or NO (do not check the box) to print details and totals 78

79 Equipment Trial Balance A sample Equipment Trial Balance Report is shown below: 79

80 Depreciation Report Equipment Management -> Reports -> Depreciation Report Depreciation Report The Equipment Depreciation Report calculates the monthly depreciation expense for each equipment unit. It may be rerun in draft form without posting the G/L and equipment sub ledger. Once satisfied with the results shown on the draft report, the user has the option to rerun the report in final form and post the results to the G/L and equipment sub ledger. The Depreciation Report may be run to include all equipment units, or just equipment units that were not sold prior to the beginning of the current year. In addition, the depreciation report may be run and posted by division/department. 80

81 Depreciation Report For Period Enter the Period/month to be used. Press ENTER to accept the displayed month or press F2 to select the month from the Calendar. Book/Tax/AMT From the list, select the value you want reported:. Book value calculation. Tax purpose calculation. AMT (Alternative Minimum Tax) calculation Which E/Q? From the list, select which Equipment is to be included in the report:. All Equipment. Unsold: all Equipment, excluding sold units with zero year-to-date Depreciation. Sold Equipment Only Print Order? From the list, select the sequence of the report:. sort by Category code. sort by Unit number Update E/Q Units & do J/E? From the list, select the update mode:. No Update (i.e. just a report). Full Update. Update Units Only Date of Record for Posting Choose the Date of Record for Posting. It defaults to the last day of the month of the "For Period" month chosen above. However, you can choose to set it to any other day within the same month. Press ENTER to accept the displayed date. Pickup Units for Div/Dept (or Div Mask) Enter the Department or Division whose Units are to be picked up for the report. Press F2 to select from the list of codes. Press ENTER to include Units from all Departments and Divisions. You may also enter a Mask to pick up a range of Departments/Divisions (e.g. A* for all Departments starting with A). 81

82 Depreciation Report Pickup All/Owned/Leased/Rented/ExcludeRented? From the list, select the type of Equipment to be included in the report:. All types. Owned Equipment. Leased Equipment. Rented Equipment. Exclude Rented A sample Depreciation Report is shown below: 82

83 Other Equipment Reports Equipment Management -> Reports -> Other Equipment Reports Other Equipment Reports This program allows you to print a report of "other" Equipment (selected by you). Period Enter the Period/month to be used or press ENTER for the current month. Press F2 to select the month from the Calendar. Option From the list, select the Categories you want from either All Categories, Selected Categories, or a Range of Categories. 83

84 Other Equipment Reports Select Category Enter the Category code to be included in the report. (Each Category you enter/select will be shown in the box on the right side of the screen.) Press F2 to select from the list of codes. To Remove a Selected Category: =========================== If you select a Category, then decide that it is not the one you want, you may remove it from the "selected" list by double clicking the one you want to remove from the box on the right side of the screen (the computer will ask you to confirm that you want to remove it from the "selected" list). Categories From Enter the starting (FROM) Category code to be used. (ie. only Categories from the FROM Category up to and including the TO Category will be included) or press ENTER to start at the first Category on file. Press F2 to select from the list of codes. Categories To Enter the ending (TO) Category code to be used. (ie. only Categories from the FROM Category up to and including the TO Category will be included). Press ENTER to end at the last Category on file. Press F2 to select from the list of codes. Report Desired From the list, select the type of report you want. 84

85 Equipment Usage Report Equipment Management -> Reports -> Equipment Usage Report Equipment Usage Report This Equipment Usage Report will add up all the hours of Equipment Usage for individual days in a month. Print From Period Enter the period desired to begin printing from. to Period Enter the period to print to. 85

86 Equipment Usage Report Choose Select which Equipment you would like to print from All Equipment, Selected Equipment, or a Range of Equipment. Select Equipment Enter the Equipment Unit code to be included in the report. (Each Equipment Code you enter/select will be shown in the box on the right side of the screen.) Press F2 to select from the list of codes. To Remove a Selected Equipment Unit: =========================== If you select an Equipment Unit, then decide that it is not the one you want, you may remove it from the "selected" list by double clicking the one you want to remove from the box on the right side of the screen (the computer will ask you to confirm that you want to remove it from the "selected" list). From Equipment Enter the starting (FROM) Equipment code to be used. (ie. only Equipment Units from the FROM Code up to and including the TO Equipment Unit will be included) or press ENTER to start at the first Category on file. Press F2 to select from the list of codes. To Equipment Enter the ending (TO) Equipment code to be used. (ie. only Equipment from the FROM Code up to and including the TO Code will be included). Press ENTER to end at the last Equipment Unit on file. Press F2 to select from the list of codes. Include only equipment with less than x hours in the month This option is a threshold value. If left blank, it will include all equipment, but if an amount is entered, the report will sort items before printing, thus resulting in a slower report print out. Skip units with no hourly rates The option to 'Skip units with no hourly rates', if selected will look at the individual equipment unit master files in the 'Rates' sub-screen and exclude any equipment that has zero hourly rates in all the Rental Groups. Category rates will be ignored. 86

87 Load-In History Balances Equipment Management -> Reports -> Report Generator: Design Report Generator: Design Detailed instructions on the use of the Report Generator are described in a separate application brief. However, the equipment Report Generator can be used to design many useful and specialized reports such as the attached sample of an equipment profitability report which identifies total to date costs, revenues and profits for units of equipment belonging to a particular division. 87

88 Load-In History Balances A sample of one page from an Equipment Profitability Report is shown here: 88

89 Next Scheduled Maintenance Equipment Management -> Reports -> Next Scheduled Maintenance Next Scheduled Maintenance This screen lets you print a report that lists all equipment scheduled for maintenance within a selected date range. The equipment listed on this report is chosen by the odometer/clock or date criteria, previously setup within each unit s maintenance schedule, and subsequently updated with current readings when entering equipment usage, maintenance performed, or current readings. The next scheduled maintenance screen lets you sort the listing by equipment code, maintenance code, and maintenance date or location code. 89

90 Next Scheduled Maintenance Next Scheduled Period: From Enter the starting (FROM) date to be used (ie. only Maintenance from the FROM date up to and including the TO date will be included). Press ENTER to accept the displayed date or press F2 to select the date from the Calendar. Note: For usage scheduling rather than scheduled date, type N/A in the date field. Next Scheduled Period: To Enter the ending (TO) date to be used (ie. only Maintenance from the FROM date up to and including the TO date will be included). Press ENTER to accept the displayed date. Press F2 to select the date from the Calendar. Sort Report By From the list, select the sequence in which you want the report to print:. E - sort by Equipment code,. M - sort by Maintenance code,. D - sort by Maintenance date, or. L - sort by Location code. Conditions: Category Press ENTER to include all Categories in the report or enter the Category code if you want only a particular Category of Maintenance. You may also enter a "wildcard" to include a range of Categories (e.g. A??? to include all Categories starting with A). Conditions: Equip. No. Press ENTER to include all Equipment in the report or enter the Equipment code if you want only a particular piece of Equipment. You may also enter a "wildcard" to include a range of Equipment (e.g. A??? to include all Equipment starting with A). Conditions: Maint. Code Press ENTER to include all Maintenance codes in the report. Enter the Maintenance code if you want only a particular type of Maintenance. Enter a "wildcard" to include a range of Maintenance (e.g. A??? to include all Maintenance starting with A). Conditions: Location Press ENTER to include all Locations in the report. Enter the Location code if you want only a particular Location or enter a "wildcard" to include a range of Locations (e.g. A??? to include all Locations starting with A). 90

91 Next Scheduled Maintenance Print Inventory Needs Sheet Do you want to have the computer print an Inventory Needs Sheet? YES (check the box) or NO (do not check the box) New Page Per Sort Group Do you want each new Sort Group (e.g. Category, Location, etc.) to print on a separate page? YES (check the box) or NO (do not check the box) Active Units ONLY Turn this flag on to ONLY show ACTIVE Equipment. Inactive pieces of Equipment will retain history, but will not show on the report. A sample report is shown below: 91

92 Maintenance Report Equipment Management -> Reports -> Maintenance Report Maintenance Report This program allows you to print a report showing which Maintenance codes were performed during a specific date range. Date Range: From Enter the starting (FROM) date to be used. (ie. only Maintenance from the FROM date up to and including the TO date will be included) or press ENTER to accept the displayed date. Press F2 to select the date from the Calendar. Date Range: To Enter the ending (TO) date to be used. (ie. only Maintenance from the FROM date up to and including the TO date will be included) or press ENTER to accept the displayed date. 92

93 Maintenance Report Press F2 to select the date from the Calendar. Sort Report By From the list, select the sequence in which you want the report to print:. E - sort by Equipment code,. M - sort by Maintenance code, or. D - sort by Maintenance date. Conditions: Category Press ENTER to include all Categories in the report or enter the Category code if you want only a particular Category of Maintenance. Enter a "wildcard" to include a range of Categories (e.g. A??? to include all Categories starting with A). Equip. No. Press ENTER to include all Equipment in the report or enter the Equipment code if you want only a particular piece of Equipment. Enter a "wildcard" to include a range of Equipment (e.g. A??? to include all Equipment starting with A). Maint. Code Press ENTER to include all Maintenance codes in the report or enter the Maintenance code if you want only a particular Maintenance. Enter a "wildcard" to include a range of Maintenance (e.g. A??? to include all Maintenance starting with A). New Page Per Sort Group Do you want each new Sort Group (e.g. Category, Equipment, etc.) to print on a separate page? YES (check the box) NO (do not check the box) Show Maint. Comments Do you want the computer to also print the Maintenance Comments? YES (check the box) NO (do not check the box) 93

94 Location Report Equipment Management -> Reports -> Location Report Location Report This screen customizes the printing of a report identifying equipment location for a selected date. You may choose to sort the location report either by category & equipment or location. You may also select only one category say backhoes to print. As of Date Enter the AS OF date to be used (ie. only transactions from the AS OF date up to the current date will be included). Press ENTER to accept the displayed date. Press F2 to select the date from the Calendar. Sort By From the list, select the sequence in which you want to print the report:. sort by Category and Equipment code. sort by Location 94

95 Location Report Select Category Press ENTER to include all Categories in the report. Enter the Category code to be included in the report. Each Category you enter/select will be shown in the box on the right side of the screen. Press F2 to select from the list of codes. To Remove a Selected Category: If you select a Category, then decide that it is not the one you want, you may remove it from the "selected" list by double clicking the one you want to remove from the box on the right side of the screen (the computer will ask you to confirm that you want to remove it from the "selected" list). Print a Separate Page for each Loc n Do you want each new Location to print on a separate page? YES (check the box) or NO (do not check the box) Pickup Only Location Press ENTER to include all Locations.or enter the Location code for which the report is intended. Press F2 to select from the list of codes. Exclude Sold Units Do you want exclude sold Units from the report? YES (check the box) not to print sold Units or NO (do not check the box) to include sold Units. 95

96 Equipment Inquiry Equipment Management -> Inquiries -> Equipment Inquiry Equipment Inquiry For a selected equipment unit, this inquiry screen lets you either view or print a report that identifies the description, dollar cost and quantity of items posted to a unit by equipment cost item. Selecting the tracer button for any item displayed provides additional detail, including the name of the data entry person. Inquiry Type Choose 'Period' for an inquiry on the selected month's transactions. Choose 'Full History', for a complete inquiry on all transactions up to and including the period selected. 96

97 Equipment Inquiry Period From Enter N/A for the start of the period or use the calendar to select the date or enter in the date. Period To Select the date by using the calendar or enter in the date. Equipment No. Press F2 to 'pop-up' a window to select the equipment you would like to see OR enter the specific Equip. No. Cost Type Press F2 to 'pop-up' a window to select the cost types you would like to see or enter the specific Cost Type. You can also hit Enter to see all Cost Types with detail for this equipment. 97

98 Equipment Locator Equipment Management -> Inquiries -> Equipment Locator Equipment Locator The equipment locator report lists the location of selected equipment, or categories of equipment (i.e. backhoes), or all equipment by date (earliest dates first or latest dates first). Show Movement From Date Enter the starting (FROM) date to be used (ie. only Movement from the FROM date up to and including the TO date will be included). Press ENTER to accept the displayed date. Press F2 to select the date from the Calendar. Show Movement To Date Enter the ending (TO) date to be used (ie. only Movement from the FROM date up to and including the TO date will be included). Press ENTER to accept the displayed date or press F2 to select the date from the Calendar. 98

99 Equipment Locator Show in What Date Order? From the list, select the sequence in which to print the report:. earliest dates first, or. latest (most recent) dates first. What Units? From the list, select the Equipment you want:. All Equipment. Selected Equipment. Selected Category Select E/Q Unit Enter the Equipment code to be included in the inquiry (each piece of Equipment you enter/select will be shown in the box on the right side of the screen). Press F2 to select from the list of codes. To Remove a Piece of Equipment: If you select a piece of Equipment, then decide that it is not the one you want, you may remove it from the "selected" list by double clicking the one you want to remove from the box on the right side of the screen (the computer will ask you to confirm that you want to remove it from the "selected" list). 99

100 Equipment/Work Order Views Equipment Management -> Inquiries -> Equip-Workorder View Equipment/Work Order Views This view will allow you to see the profitability for work orders that are associated with pieces of equipment. Equipment Select the piece of equipment by entering it or pressing F2 to select from the look up box. Date Range: From Enter the starting (FROM) date to be used. (ie. only Maintenance from the FROM date up to and including the TO date will be included) or press ENTER to accept the displayed date. Press F2 to select the date from the Calendar. 100