Set up Equipment and Appointments

The set up of equipment is handled slightly different when managing an internal vehicle fleet and equipment used in work sites.

Set up vehicle fleet

On the Role Center, choose Master Data > Equipment. Alternatively, enter Resources in the Tell Me feature.
Choose the New action.
Press Enter to insert a new number.
In the Name field, enter the name of the vehicle.
Change the Type field to Machine if not automatically set.
Expand the Equipment FastTab.
In the Equipment Group Code field, choose the equipment group for the vehicle.
Fill in the Manufacturer, Model, Series No., and License Plate fields.
In the Description field, enter any additional information about the vehicle.
In the Purchase Date and Registration Date fields, enter the purchase and registration dates for the vehicle.
In the Counting Type field, choose if appointments for mileage, operating hours, or both need to be recorded for the vehicle.
In the Driver Person No. field, enter the driver assigned to the vehicle. The Driver Name is automatically updated with the person's name.
In the Asset No. field, enter the fixed asset number that corresponds to the vehicle, if exists.

After setting up appointments for a vehicle fleet, no further processing is necessary until appointments are needed or changes need to be made to the vehicle.

Set up work site equipment

On the Role Center, choose Master Data > Equipment. Alternatively, enter Resources in the Tell Me feature.
Choose the New action.
Press Enter to insert a new number.
In the Name field, enter the name of the equipment.
Change the Type field to Machine if not automatically set.
Expand the Equipment FastTab.
In the Equipment Group Code field, choose the equipment group for the equipment.
Fill in the Manufacturer, Model, and Series No. fields.
In the Description field, enter any additional information about the equipment.
In the Purchase Date and Registration Date fields, enter the purchase and registration dates for the equipment.
Turn on the Relevant for Planning toggle, which makes the equipment available for reservation or issue.
In the Counting Type field, choose if appointments for mileage, operating hours, or both need to be recorded for the equipment.
In the Asset No. field, enter the fixed asset number that corresponds to the equipment, if exists.

Once the work site equipment is made available, it can be reserved or issued. These processes and more are described in Reserve and Issue Equipment.

Managing appointments

Appointments are used to manage any type of maintenance or inspections that your company requires and are generally handled the same for vehicle fleet and work site equipment except that the work site equipment needs to be reserved/issued in order to process the appointment. The Equipment Appointments page maintains the history as well as upcoming appointments.

On the Resource Card, select the equipment that needs an appointment scheduled.
On the Related menu, choose Equipment > Equipment Appointments.
The Equipment Appointments page opens with the Equipment No. field populated.
In the Appointment Type Code field, enter the appointment type.

Note

Appointments for mileage and operating hours can only be scheduled for equipment that has the corresponding Counting Type (Mileage, Operating Hours, or Both) in the Resource Card. Therefore, you cannot create an appointment for mileage if the equipment only counts operating hours, and vice versa.
In the Appointment Date field, enter the date when the appointment needs to occur.
The Recurring Appointment and Recurring Interval fields are set by default but can be changed if needed.
Go to the next line and repeat steps 3-5 to add other appointments.

Viewing upcoming appointments

Depending on the type of appointment, the date of the next inspection, maintenance, or safety inspection can be viewed in the Appointments group on the Equipment FastTab.

All upcoming appointments can be viewed in the Appointments FactBox as well as on the Role Center in the Upcoming Appointments cue in the Equipment part.

Processing appointments

For the vehicle fleet, the assigned driver must take the vehicle to the appointment location.

For work site equipment, someone must reserve and have the equipment issued to them to either perform the maintenance/inspection or take the equipment to the appointment location. For more information about reserving and issuing equipment, see Reserve and Issue Equipment.

Completing appointments

Once an appointment has been finished, you can set it to completed in the Equipment Appointments page.

On the Resource Card, select the equipment where an an appointment has been completed.
On the Related menu, choose Equipment > Equipment Appointments.
Select the line for the completed appointment and then choose the Set to completed action.
The Completion Wizard page opens. The General FastTab shows the appointment information and the Completion FastTab is used for entering the completion information.
In the Comment field, enter any relevant comments about the appointment, such as no defects were found or safety inspection passed.
In the New Mileage field, enter the current mileage of the vehicle, if the Counting Type = Mileage or Both on the Resource Card.
In the New Operating Hours field, enter the current operating hours for the vehicle, if the Counting Type = Operating Hours or Both on the Resource Card.
If the appointment is designated as a recurring appointment, the Create next appointment toggle is turned on automatically and the Next Appointment field indicates the date of the appointment based on the recurring interval assigned in the appointment type. Both settings can be changed if needed.

Note

You can turn on the Create next appointment toggle and add a next appointment date for non-recurring appointments.
Choose the OK button.

In the Equipment Appointments page, the Completed, Completed by, and Comment fields are populated and the Mileage and Operating Hours fields are updated, if values were entered. If a new appointment was set for creation in the Completion Wizard, then a new appointment is shown and scheduled for the date assigned.

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