Assignments |
The Assignments tab enables you to change equipment unit assignments. You can use the % wildcard character to filter the results of choice-lists on this screen.
When you process information on this screen, the appropriate fields on the Data -> Equipment Units -> Fleet Equipment screen update automatically and a new row of information for the equipment unit is inserted on the Data -> Equipment Management -> Assignment History screen.
Note: If a vehicle changes assignments in the middle of a month, you need to enter an "ending" usage ticket for end of period–equipment usage processing to pick up. You should consider entering end-of-month meter readings for each equipment unit on the Meter Readings - Assignments – Usage screen and have it generate usage tickets.[F-62551--coded as IN PROGRESS to determine whether this is an isolated incident or common occurrence]
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.
The field in this section defines the data that displays.
Default date and time
Default for the Effective date and time field and the End date and time field on the Meter Readings tab. When you click New, the current system date displays, but you can change it.
The fields in the screen group specify the equipment unit's current assignments. You can change any or all of them.
Note: If an equipment ID is specified, the fields on this tab display the values from the same fields on the Assignment Info tab of the Data -> Equipment Units -> Fleet Equipment screen.
Equipment ID
Identifier of the equipment unit to which the assignment change applies. This field has a list box of equipment unit IDs defined on the Data -> Equipment Units -> Fleet Equipment screen (unless there is a check in the Exclude from inventory lists field on the Authorization tab of that screen).
Note: You can enter equipment IDs other than those on the Meter Readings or Usage tab and process all three types of information from this screen simultaneously. The tabs are not related, but are grouped together on this screen to facilitate inserting an equipment unit's meter readings at the time you change its assignment or record its trip usage.
Effective date and time
Date and time at which the assignment change takes place. The default is the date and time in the Default date and time field, but you can change it. This value displays in the Begin date and time field on the Assignment Info tab of the Data -> Equipment Management -> Assignment History screen.
Note: If you do not know when the assignment changed, consider using either the begin time or the end time of the calendar ID associated with the department. Departments are assigned calendar IDs on the Basic Info tab of the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen.
Department ID
Identifier of the department that owns the equipment unit. If the optional Motor Pool module is installed, see requirements for an equipment unit to be assigned to a motor pool and how to remove equipment units from a motor pool.
Note: If you change the department ID on this tab, the department ID on the Assignments tab of the Data -> Equipment Units -> Fleet Management screen updates automatically.
Department to notify for PM
Identifier of the department to which a notice will be automatically sent when the equipment unit is due for preventive maintenance. This field has a list box.
Operator ID
Identifier of the operator to whom this unit is assigned, if the unit is assigned to a single operator. This field has a list box. The operator name displays to the right of the ID. The Valid operator ID for equipment units field on the Operator Assignment tab of the Data -> Equipment Units -> Setup -> Options screen specifies whether information in this field is required, optional, or not required.
Operator name
Name of the operator associated with the operator ID.
Account ID
Identifier of the general accounting system’s account associated with this equipment unit. It must have a status of ACTIVE. If there is an account ID in this field, you cannot change its status to INACTIVE. This field has a list box.
Account IDs and their statuses are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen. The Edit Criteria - General tab on the Data -> Setup -> Options screen specifies whether this field is required, optional, or not required.
Assigned repair location ID
Identifier of the shop location to which the unit is assigned to schedule repair work. The location must be authorized for repair work. Repair work may be performed at any shop so authorized. This field has a list box. The location name displays to the right of the ID.
Note: If you change the assigned repair location, applicable service requests and work orders with a job status of PENDING are transferred from the old repair location to the new one. Only the service requests and work orders from the old assigned location are transferred; service requests and work orders at other assigned repair locations are not affected. The job status on a work order is specified on the Data -> Shop Activity -> Work Order Center screen.
The types of activities performed at a location are specified on the Functions tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Assigned PM location ID
Identifier of the location for preventive maintenance. This field has a list box.
Note: If you change the assigned PM location, applicable service requests and PM work orders with a job status of PENDING are transferred from the old PM location to the new one. Only the service requests and work orders from the old assigned location are transferred; service requests and work orders at other assigned PM locations are not affected. The job status on a work order is specified on the Data -> Shop Activity -> Work Order Center screen.
Station location ID
Identifier of the location where the equipment unit is stationed. This field has a list box. If you process an update to this ID on this tab, the Station field on the Functions tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen is also updated.
Stored location ID
Identifier of the location at which the equipment unit is normally stored. This field has a list box. If you process an update to this ID on this tab, the Equipment site field on the Functions tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen is also updated.
Equipment class for rental rates
Equipment class to which the unit is assigned in order to identify the rental rates applicable to the unit. This field has a list box. If you process an update to this field on this tab, the applicable field on the Rental Rates tab of the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen is also updated.
Equipment class for maintenance
Equipment class to which the unit is assigned to track costs and analyze maintenance. When you enter an equipment ID, this field displays the value in the Equipment class for: Maintenance field on the Classes tab of the Data -> Equipment Units -> Fleet Equipment screen.
If you process an update to this ID on this screen, the Equipment class for: Maintenance field on the Classes tab of the Data -> Equipment Units -> Fleet Equipment screen is updated and a new assignment history record is created on the Class and Location Info tab of the Data -> Equipment Management -> Assignment History screen.
Life-cycle status code ID
Identifier of the life-cycle status code. If you update this ID, you may need to review and change data on the Data -> Equipment Units -> Fleet Equipment screen. For example, if you assign the equipment unit to a life-cycle status code with the status category DISPOSED, you must then enter the disposal information on the Replacement and Disposition tab. Status categories are assigned to life-cycle status code IDs on the Data -> Equipment Units -> Setup -> Life Cycle Status Codes screen.
Note: If the equipment unit has an open work order, you may not change the life cycle status from ACTIVE to an inactive status.
Motor pool dispatch location ID
If the optional Motor Pool module is installed, this is the valid motor pool dispatch location to which the unit is assigned. This field has a list box. The location must have a check in the Pool (dispatch) field on the Functions tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Current location ID
Identifier of the equipment unit's current location. This field has a list box.
Usage account ID
Identifier of the account to charge for the equipment's use. This field has a list box.