Check Out/In |
The Check Out/In tab enables mechanics and other employees to enter information to check out tools for use on specific work orders or for general use, and check the tools back in when they are done using them. Employees may also specify whether a tool is no longer usable.
The field in the top section of this tab defines the data that displays.
Tool ID
Valid identifier of the tool currently selected in the grid. This field has a list box that is restricted based on the work order location or, if no work order is specified, restricted based on the employee's assigned shop location. The tool type displays to the right of the ID. In Insert mode, the tool ID must have a status of AVAILABLE on the Basic Info tab of the Data -> Shop Activity -> Tools -> Setup -> Tools screen. Maximum field length is 30 characters.
Tool IDs are defined on the Data -> Shop Activity -> Tools -> Setup -> Tools screen. Tool types are defined on the Data -> Shop Activity -> Tools -> Setup -> Tool Types screen.
Data in the fields in the bottom section of this tab display and define information about the tool's use and condition. Unless otherwise indicated, these fields are required.
Tip: To update information about a tool ID that is already checked out, the ID must have a current status of IN USE on the Basic Info tab of the Data -> Shop Activity -> Tools -> Setup -> Tools screen.
Begin date and time
Date and time (24-hour clock from 00:00 to 23:59) that the employee checked out the tool. In Insert mode, the system date and time automatically display when you insert the check, but you can change to a different date and time before you process the data.
The tool ID must have a status of AVAILABLE on the Basic Info tab of the Data -> Shop Activity -> Tools -> Setup -> Tools screen. When you process this information, it is recorded in the Last date and time out field on the Last Assignment tab of the Data -> Shop Activity -> Tools -> Setup -> Tools screen.
Stop current entry
If this field has a check, the current check out of the tool stops. When you process this screen with the check, the following actions are performed:
The system date and time display in the Begin date and time field (You can change them to a different date and time before you process the data.)
A check appears in the Tool useable? field.
When you process this information, it is recorded in the Last date and time in field on the Last Assignment tab of the Data -> Shop Activity -> Tools -> Setup -> Tools screen.
Tool useable?
If this field has a check, the tool is in good condition and can be used. This field is optional.
Employee ID
Identifier of the employee who checked out the tool. This field has a list box. The name associated with the ID displays to the right of the field. This field is optional.
Work order ID
Three-part field that identifies the work order for which the tool is needed. The first part is the location of the equipment unit. This part of the field has a list box. The second part of the field is the year the work order was opened. The default is the current year, but you can change it. The third part of the field, which also has a list box, is the work order number. Required to process a check out date and time in the Begin date and time field if there is a check in the Require work order ID on checkout field on the Data -> Shop Activity -> Tools -> Setup -> Tool Types screen.
Tip: The work order ID must have a job status of either OPEN or WORK FINISHED on the Data -> Shop Activity -> Work Order Center screen.
When you process information on this screen, the number of hours the tool was used is calculated as well as the total cost, and the charges are applied to the work order ID. You can add this information to billing reports.
Task ID
Valid identifier of the task that requires the tool. It must be assigned a task type of either REPAIR GROUP, REPAIR TASK, PM SERVICE, or INSPECTION on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen. Required if there is information in the Work order ID field.
Task IDs are defined on the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.
Department ID
Valid identifier of the department to charge for the use of the tool. This field has a list box. The department name displays to the right of the ID. On new check outs, the field displays the department ID to which the employee ID is assigned. This field is optional.
Department IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen.
Account ID
Identifier of the account to which the work order ID is assigned. This field has a list box. The account name displays to the right of the ID. (For a list of screens that can assign account IDs to work orders, see the work order screens.)
The Account ID field on the Edit Criteria - General tab of the Data -> Setup -> Options screen specifies whether information in this field is required, optional, or not required.
Equipment ID
Identifier of the equipment unit assigned to the work order specified in the work order fields. The equipment description displays beneath the ID. This field is display only.
Equipment IDs are defined on the Data -> Equipment Units -> Fleet Equipment screen.
Rebuild part ID
Identifier of the part assigned to the part rebuild work order. This field is display only.
Part rebuild work orders are recorded on the Data -> Parts Repair -> Internal Rebuilds screen.
Rebuild part suffix
Number associated with the part in the Rebuild Part ID field, which distinguishes it from other parts with the same part ID. This field is display only.
Part rebuild work orders are recorded on the Data -> Parts Repair -> Internal Rebuilds screen.