Assignments (Fleet Equipment) |
Note: Linear assets do not display on this screen. Use the Data -> Equipment Units -> Linear Assets -> Primary Information screen.
The Assignments tab enables you to display and define assignments for equipment units. It also includes a field for GPS equipment ID, so you can link your QTracs units to equipment units and send messages to your drivers.
Tip: The More Info tab on the Data -> Equipment Units -> Setup -> Options screen includes options to synchronize assigned location, department, or location and department changes from the parent to all attached components.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can search on equipment ID, serial number, asset category ID, SLA equipment category, assigned repair location ID, and department ID, among other values. The list of searchable fields on the filter is extensive; use the scroll bar to view them all.
Note: Filtering data based on fuel/fluid type uses the information in the Supported fuel/fluid types screen group on the Codes tab.
The Fleet Equipment screen supports location level and department-level access control, so you must belong to a user group with the applicable authorizations to make changes or updates.
Detail View Header
The field in the top section of this tab defines the data that displays.
Equipment ID
Identifier of the equipment unit currently selected in the grid or that you are defining. This field has a list box. The equipment unit year, manufacturer, and model display to the right of the ID.
When you insert an equipment unit with an asset category that supports automatic numbering and this field is blank, the system generates an equipment ID that follows the format specified in the Custom ID structure field on the Data -> Equipment Units -> Setup -> Asset Categories screen. If you specify an ID and the equipment’s asset category supports automatic numbering, the ID is not overwritten.
Whether an asset category supports automatic numbering is specified on the Data -> Equipment Units -> Setup -> Asset Categories screen.
Detail View
The data in the fields in the bottom section of this tab define the assignments for equipment units. Unless otherwise indicated, these fields are required.
Operator ID
Identifier of the operator to whom this unit is assigned, if any. This field has a list box and a zoom button to the Data -> Equipment Units -> Setup -> Operators -> Primary Information screen, on which operator IDs are recorded.
The Valid operator ID for equipment units field on the Operator Assignment tab of the Data -> Equipment Units -> Setup -> Options screen specifies whether an operator ID is required, optional, or not required.
Operator name
Name of the operator. The default is the name associated with the operator ID, but you can change it. This field is optional.
Tip: You may insert assigned operator information by entering either an ID or a name. If you specify a name, the system looks up the ID associated with it. If more than one ID can apply to the name, you are prompted to choose an operator ID from the choice list.
First operator for this unit
If this field has a check, the current operator is the first operator to whom the unit is assigned. Optional.
Assignments Screen Group Data Table
Data in the following three fields, presented in a screen group, define information about operators authorized to use the equipment unit (other than the operator assigned to the equipment unit, who is specified in the Operator ID field). Options specified on the Operator Assignment tab of the Data -> Equipment Units -> Setup -> Options screen do not apply to the fields in this screen group.
Delete: To delete the entries in the fields to the right, place a check in this field and click Save.
Operator ID: Identifier of the operator authorized to use the equipment unit. This field has a list box. The name associated with the ID displays in the field to the right. Operator IDs are defined on the Data -> Equipment Units -> Setup -> Operators -> Primary Information screen.
Operator name: Name of the operator. The default is the name associated with the operator ID, but you can change it. This field is optional.
Department ID
Identifier of the department to which the equipment unit is assigned. This field has a list box and a zoom button to the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen, on which department IDs are defined. The department name displays to the right of the ID.
If there is a check in the Require match between operator department ID and equipment department ID field on the Operator Assignment tab of the Data -> Equipment Units -> Setup -> Options screen and if an operator is assigned to an equipment unit, this field is automatically set to the department ID for the operator assigned to the unit.
See also Requirements for an equipment unit to be assigned to a motor pool and how to remove equipment units from motor pool departments.
Note: You cannot update this field if all of the following conditions exist:
The optional Motor Pool module is installed.
The current department ID is a motor pool department (i.e., there is a check in the Motor pool field on the Basic Info tab of the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen).
The equipment unit has a motor pool dispatch status of OUT or is needed to satisfy a future reservation with a reservation status of CONFIRMED. The motor pool dispatch status is displayed in the Motor pool dispatch status field on Motor Pool tab of the Data -> Equipment Units -> Fleet Equipment screen. The reservation status is displayed in the Status field on the Status/Other Info tab of the Data -> Equipment Activity -> Motor Pool -> Motor Pool Center screen.
Department to notify for PM
Identifier of the department to notify when the equipment unit is due for preventive maintenance. This field has a list box and a zoom button to the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen, which defines department IDs. The name of the department displays to the right of the ID. It can be the same as the department ID. This field is useful for equipment units that have higher-level departments to report to other than the one to which they are assigned, and can be used when writing custom reports or scripts to generate Equipment Due for PM/Inspection reports.
On temporary loan to department
If this field has a check, the equipment unit is on loan to another department. This field is optional.
Loan date: Select the start date for the loan.
To department
Identifier for the department to which the equipment unit is on loan. This field has a list box and a zoom button to the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen, which defines department IDs. The name of the department displays to the right of the ID.
Loan date
Date (in MM/DD/YYYY format) that the equipment unit was placed on loan to the department in the To department field.
Tax code ID
Identifier of the tax code for Canadian GST (Goods and Services Tax) and PST (Provincial Sales Tax). This field has a list box. The Require tax code ID field on the Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen specifies whether information in this field is required or not required.
Company ID
Identifier of the company or division to which this unit is assigned. This field has a list box. The company description displays to the right of the ID. The Require company ID for equipment units field on the General Info tab of the Data -> Equipment Units -> Setup -> Options screen specifies whether information in this field is required or not required. This field is required if the organization uses the Data -> Call Center -> Call Center screen.
Associated equipment ID
Identifier of another equipment unit associated with this unit. This field has a list box. The equipment unit year, manufacturer, and model display to the right of the ID.
A piece of equipment may consist of more than one unit; for example, a chassis and the power unit mounted on it. If the mounted unit may eventually be moved to another chassis or if you want to maintain separate cost records for the chassis and the mounted unit, use the Data -> Equipment Units -> Components -> Component Relationships screen to specify that the two units are related. Define the chassis equipment ID as the equipment ID and the power unit equipment ID as the component ID. Historical and cost data are maintained separately for each unit, and you can move the power unit to another chassis at any time.
If the unit associated with this unit will not have costs or if it will never be separated from this unit and assigned to another unit, you can do either of the following:
Define it as a separate equipment ID and use this field to associate it with the current equipment ID.
Treat it for all purposes as a part of the current equipment ID and leave this field blank.
The Require valid associated equipment ID for equipment units field on the General Info tab of the Data -> Equipment Units -> Setup -> Options screen specifies whether it must be a valid equipment unit ID. This field is optional.
GPS equipment ID
Identifier to link a communications unit to the equipment unit for use with a Global Positioning System (GPS). Communications units determine the physical location of equipment units and enable users and equipment unit drivers to exchange messages. The system is integrated with QTracs, a Qualcomm product.
Fleet number
Reserved for future use.
Billing type ID
The identifier of the billing type used for assignments.
Current assignment
The current assignment of the equipment. These fields do not display if the system is not licensed for Allocation and Assignment.
Operator ID: The identifier of the operator assigned to the work order.
Department ID: The identifier of the department assigned to the work order.
Account ID: The identifier of the account assigned to the work order.
Location ID: The identifier of the location assigned to the work order.
Last assignment activity
The last assignment. This field has a Zoom
button 
that opens the Allocation and Assignment screen
to the selected record. This field does not display if the system is not
licensed for Allocation and Assignment.
Last assignment status
The last action status on the assignment. This field does not display if the system is not licensed for Allocation and Assignment.
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See Also