Machine Types and Machines

Machines are typically serialized and need to be tracked individually, often require servicing and can be maintained as fixed assets. When multiple types of the same machine are purchased, each must be given a unique serial number. Since all machines will have generally the same settings, a machine type is created first and then the purchased machines are posted to it using a rental purchase order or item journal.

The machine types provide the pricing and posting structure as well maintains an overview of all the machines. If servicing is required, the individual machines are used for service processing as well as storing location tracking and maintenance history.

To create a machine without serial numbers or servicing

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Machine Types, and then choose the related link.
  2. Choose the New action and then press Enter to automatically create the No. from the number series.
  3. In the Description field, enter a short descriptor of the machine type.
  4. In the Base Unit of Measure field, enter the unit of measure this machine type is rented.
  5. If a specific billing unit is required for this machine type, choose Show more and then enter the value in the Rental Billing Unit field. This value will be transferred to the rental document line when the machine is entered.
  6. Fill in the Item Category Code field, as needed.
  7. If a minimum rental period is required for the machine type, enter the formula in the Min. Rental Period field.
    For more information, see Minimum Rental Periods.
  8. If a deposit is required for the machine type, fill in the Rental Deposit Unit and Rental Deposit Value fields.
    For more information, see Deposit Setup.
  9. Fill in the Costs & Posting FastTab with costing, posting, and depreciation information for the machine type.
  10. Assign dimensions as needed by choosing the Dimensions action on the Item menu.
  11. Add a picture of the machine in the Picture FactBox using the standard process for adding pictures.
  12. Assign attributes, such as color or sizing, in the Item Attributes FactBox by choosing the drop-down arrow and then Edit to open the Item Attribute Values page.

To create a machine with serial numbers

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Machine Types, and then choose the related link.
  2. Choose the New action and then press Enter to automatically create the No. from the number series.
  3. In the Description field, enter a short descriptor of the machine type.
  4. In the Base Unit of Measure field, enter the unit of measure this machine type is rented.
  5. If a specific billing unit is required for this machine type, choose Show more and then enter the value in the Rental Billing Unit field. This value will be transferred to the rental document line when the machine is entered.
  6. Fill in the Item Category Code field, as needed.
  7. If a minimum rental period is required for the machine type, enter the formula in the Min. Rental Period field.
    For more information, see Minimum Rental Periods.
  8. If a deposit is required for the machine type, fill in the Rental Deposit Unit and Rental Deposit Value fields.
    For more information, see Deposit Setup.
  9. Fill in the Costs & Posting FastTab with costing, posting, and depreciation information for the machine type.
  10. In the Item Tracking FastTab, enter the proper serial number tracking in the Item Tracking Code field and if a number series should be used to create the serial number, enter it in the Serial Nos. field.
  11. Assign dimensions as needed by choosing the Dimensions action on the Item menu.
  12. Add a picture of the machine in the Picture FactBox using the standard process for adding pictures.
  13. Assign attributes, such as color or sizing, in the Item Attributes FactBox by choosing the drop-down arrow and then Edit to open the Item Attribute Values page.

To create a machine with serial numbers and servicing

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Machine Types, and then choose the related link.
  2. Choose the New action and then press Enter to automatically create the No. from the number series.
  3. In the Description field, enter a short descriptor of the machine type.
  4. In the Base Unit of Measure field, enter the unit of measure this machine type is rented.
  5. If a specific billing unit is required for this machine type, choose Show more and then enter the value in the Rental Billing Unit field. This value will be transferred to the rental document line when the machine is entered.
  6. Turn on the Service Item for SN needed toggle. This setting creates the related machines for servicing when the rental purchase order or item journal is posted.
  7. Fill in the Item Category Code field, as needed.
  8. If a minimum rental period is required for the machine type, enter the formula in the Min. Rental Period field.
    For more information, see Minimum Rental Periods.
  9. If a deposit is required for the machine type, fill in the Rental Deposit Unit and Rental Deposit Value fields.
    For more information, see Deposit Setup.
  10. Fill in the Costs & Posting FastTab with costing, posting, and depreciation information for the machine type.
  11. In the Item Tracking FastTab, enter the proper serial number tracking in the Item Tracking Code field and if a number series should be used to create the serial number, enter it in the Serial Nos. field.
  12. If known, fill in the planned service requirements in the Service Intervals FastTab. This information will transfer to each machine created during inventory posting.
    For more information, see Maintenance.
  13. Add a picture of the machine in the Picture FactBox using the standard process for adding pictures. This picture will be copied to the related machines created when inventory is posted.
  14. Assign attributes, such as color or sizing, in the Item Attributes FactBox by choosing the drop-down arrow and then Edit to open the Item Attribute Values page. These attributes will be copied to the related machines created when inventory is posted.

Post inventory

After the machine type is created, the inventory is purchased through a rental purchase order or the item journal. Machines are created automatically upon posting if service items were designated for the machine type.

To post inventory with a rental purchase order

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Rental Purchase Orders, and then choose the related link.
  2. Choose the New action.
  3. In the Vendor Name field, enter the vendor.
  4. In the Vendor Invoice No. field, enter the invoice number from the vendor.
  5. In the Lines FastTab, enter the machine type in the No. field.
  6. In the Location Code field, enter where the machines types are stored.
  7. In the Quantity field, enter the number of machines to be purchased for this machine type.
  8. In the Direct Unit Cost field, enter the price of the machine type.
  9. If serial numbers are required:
    1. On the Lines FastTab, choose Line > Item Tracking Lines.
    2. Assign the serial number(s) manually or using the Assign Serial No. or Create Customized SN functions.
    3. Close the Item Tracking Lines page.
  10. On the Home menu, choose the Post action.
  11. In the dialog box, with the Receive and Invoice option selected, choose the OK button.
Notă

The process for posting inventory and linking to a rental asset is described in Purchase Rental Assets.

To post inventory with an item journal

  1. In the Machine Type Card page, choose the Item Journal action on the Actions menu.
  2. Enter the posting date and choose the Purchase option in the Entry Type field.
  3. In the Item No. field, enter the number of the machine type.
  4. In the Location Code field, enter where the machines are stored.
  5. In the Quantity field, enter the number of machines to be purchased for this machine type.
  6. In the Unit Amount field, enter the price of the machine type.
  7. In the Unit Cost field, enter the cost of the machine type.
  8. If serial numbers are required:
    1. On the Line menu, choose the Item Tracking Lines action to add the serial numbers.
    2. Assign the serial number(s) manually or using the Assign Serial No. or Create Customized SN functions.
    3. Close the Item Tracking Lines page.
  9. On the Home menu, choose the Post action and then choose the Yes button to post the journal lines.
  10. Choose the OK button to close the confirmation message and then close the Item Journals page.

View inventory

Inventory posted through the rental purchase order or item journal is visible in the Machine Type Card page:

  • In the Inventory FastTab, the number of machines in inventory for this machine type is visible in the Quantity on Hand field. Choose the value in this field to open the Item Ledger Entries.
  • If the inventory was posted to a location specified as a Use as Rental Location, then the number will be reflected in the Qty. on Rental Locations field.
  • Costs in the Costs & Posting FastTab are updated based on costs entered in the item journal.

Machines created from the rental purchase order or item journal posting for servicing purposes are accessible from the Machines page.

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter Machines, and then choose the related link.
  2. Scroll to the bottom of the page (or sort the No. field in descending order) to locate the machines created for the machine type.
  3. Open the Machine Card.

The Machine Card is essentially the same as a service item but has fields that are specific for servicing machines in COSMO Rental.

The fields on the Machine Card that are relevant for COSMO Rental are described in the following table.

FastTab Field Description
General No. Unique identifier of the machine.
Description Short descriptor of the machine.
Item No. Identifies the item (machine type) linked to the machine.
Item Description Specifies the description of the item (machine type) that the service item is linked to.
Serial No. Identifies the serial number associated with this machine.
Status Specifies the status of the machine.
Service Item Components Indicates if a service item component was assigned to this machine.
Last Service Date Indicates the date of the last service on this machine.
Rental Fixed Asset No. Identifies the rental (fixed) asset linked to the machine.
Item Category Code Specifies the category that the machine belongs to.
Blocked Determines if the machine can be rented. This is automatically turned on if maintenance is overdue and the Block Overdue Rental Items batch job is run (see Block Machines for Overdue Maintenance).
Operation Hours / Type of Counter / Counter Value These fields currently have no functionality.
Last Counter Value Indicates the counter value from the last service; updated automatically when a Service Order is created if service intervals are defined.
Next Counter Value Indicates the next counter value based on the service interval; updated automatically when an Installation Date is entered or Service Order is created if service intervals are defined.
Next Service Interval Order Indicates the next service order based on the service interval; updated automatically when an Installation Date is entered or Service Order is created if service intervals are defined.
Next Service Date Indicates the date of the next service on this machine; updated automatically when an Installation Date is entered or Service Order is created if service intervals are defined.
Vendor Vendor No. Identifies the number of the vendor from which this machine was purchased.
Vendor Name Identifies the name of the vendor from which this machine was purchased.
Vendor Item No. Identifies the number that the vendor uses for this machine.
Vendor Item Name Identifies the name assigned to this machine by the vendor.
Detail Sales Unit Cost Identifies the unit cost of this machine when it was sold.
Sales Unit Price Identifies the unit price of this machine when it was sold.
Sales Date Identifies the date when this machine was sold.
Unit of Measure Code Identifies how each unit of the machine is measured, such as in pieces. By default, the value in the Base Unit of Measure field on the machine type is inserted.
Installation Date Indicates the date from which service intervals are calculated, thus, updating the Next Service Date, Next Service Interval Order, and Next Counter Value fields, which are used for creating service orders.

The Service Intervals FastTab stores the past, current, and future service/maintenance for the machine. Initially, this can be created in the machine type and transferred to this FastTab. For more information, see Define Service Intervals.

Pictures of the machine are copied from the machine type to the Picture FactBox but can be changed as needed.

The Customer Details FactBox shows that the machine is assigned to the designated Internal Customer (see Internal Customer). This FactBox is not shown by default but can be shown using the Personalize function.

Item attributes of the machine are copied from the machine type to the Service Item Attributes FactBox but can be changed as needed.

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