Equipment Hierarchy Transactions

When transactions are created for equipment belonging to a hierarchy group, the other members of the group may be affected.

The sections below outline how hierarchy functionality affects the following equipment transaction types:

Purchases
Transfers
Transports
Sales
Rentals

Purchasing new equipment

When a new equipment ID is created via either equipment entry or purchase order, the new equipment record is automatically added to the list of all equipment records on the Equipment Hierarchy Maintenance window and is immediately available for organization in the hierarchy.

If you are adding a new equipment inventory item and you are using site IDs, you should set up the Home Site ID before adding the equipment to a hierarchy group.

When adding new equipment by equipment entry, part of creating the record involves entering information on the equipment header and completing the Equipment Manager tabs. This includes setting up the Home Site ID on the Hierarchy tab so the equipment can be transferred, transported, and placed on rental.
When new equipment is received on a purchase order, the receiving Site ID is saved as the Home Site ID of the equipment, and no additional setup is required before the equipment can be added to a hierarchy group.

Transferring a hierarchy group

When an equipment record that is also an inventory item is added as a component to another equipment inventory item, an inventory transfer is automatically created. This transfer changes the Site ID of the component to a site associated with the parent. See About hierarchical relationships.
In addition, you can manually transfer equipment inventory items - as well as equipment fixed assets and equipment records that are not linked to another type of record - that are part of a hierarchy group.

However, equipment that belongs to a group cannot be transferred on its own; transfers can only be created for the top-level equipment in the group, and all components are transferred with the parent. For example, if you transfer a parent to a different location, the location of the components will change as well. The transfer will be reflected in the Location Log of every equipment record that is a part of the group.

Select Transactions > Equipment > Equipment Transfer.
Use the lookup to select an Equipment ID.
Specify options for transferring the equipment with its components:
- Transfer To
  Mark the appropriate checkbox(es) and select a value in each field to transfer the selected equipment to a different Branch, Location, Operating Location, Owning Location, and/or Division.
- Inventory
  This checkbox is enabled if the equipment record is linked to an inventory item. Mark the checkbox and enter a Site ID. An item transfer entry is created and posted in Micro soft Dynamics GP.
- Fixed Assets
  This checkbox is enabled if the equipment is linked to a fixed asset record. Mark the checkbox and select an Account Group ID, Physical Location ID, and/or Location ID.
- Transport Request
  This checkbox is enabled if you marked the Location checkbox. If you need to transport the equipment to a different location, mark the checkbox and enter a Customer ID and Job Category ID to create a transport request.
Select Transfer.

All changes that you make to top-level equipment roll down to its components as well.

Transporting a hierarchy group

When you transport equipment that belongs to a hierarchy group to a different location, you can only schedule transport for the top-level equipment in the group. All components are transported with the parent.

Step 1: Create a transport request

You can create a transport request for any equipment, but you will only be able to schedule transport for top-level equipment.

Select Transactions > Equipment > Transport Requests. If you created an equipment transfer for this equipment, a transport request has already been saved with the Customer ID, Job Category ID, and Equipment ID from the transfer.
Complete the transport request. When entering the Equipment ID, keep in mind that you can create a transport request for a component, but you will not be able to schedule the equipment for transport.
You can view the hierarchy group that is included on the request by zooming to the Equipment Hierarchy Inquiry window, which shows the entire hierarchy. The hierarchy button, which allows you to view only the hierarchy group, is disabled until the transport is scheduled and the group is locked.
When you are finished, select Save.

Step 2: Schedule the transport request

After the transport is scheduled, the hierarchy group is locked and cannot be edited until the equipment is delivered or the transport is unscheduled.

Select Transactions > Equipment > Transport Scheduler. The Transport Scheduler window allows you to assign transport requests with a status of Urgent or Available to a truck.
Select the Truck ID that you are using to deliver the equipment, then double-click the transport request to add it to the truck. If you are transporting additional equipment, you can rearrange the requests into a preferred delivery order.
The Equipment ID column displays only the top-level equipment on the transport request, though all components will be transported as well. Once assigned to the truck, you can highlight the transport request and use the GoTo button to view the whole hierarchy group. On the Transport Line Component Inquiry window, you can mark the Show All checkbox to view all the equipment in the group on the right pane of the window. On the left pane, you can expand the parent nodes to show components and view the organization of the group.
On the Transport Scheduler window, select OK. Once the transport request is scheduled, this hierarchy group is locked and cannot be changed.

Step 3: Dispatch and deliver the group

When you dispatch the group, the Location of all group members changes to On Truck, and the Status of all group members changes to In Transit.

Select Transactions > Equipment > Transport Deliveries.
Select the Truck ID of the truck that is scheduled to deliver the group. When the Equipment ID of the parent fills in the scrolling window, the hierarchy button allows you to view the rest of the hierarchy group on the Transport Line Component Inquiry window.
When the truck is dispatched, mark the Dispatched checkbox, and record the Date and Time. The location of dispatched equipment is On Truck, and the status of the equipment is In Transit; these values change for all equipment in the group, including all components of the top-level equipment that is on the transport request.
When the equipment is delivered, mark the Delivered checkbox, and record the Date and Time. The location of the delivered equipment is the customer location, and the status changes to Available or On Rent. These values change for all equipment in the group, including all the components of the top-level equipment that is on the transport request.
Select Process.

Viewing hierarchy group transport

The Transport Inquiry window allows you to view transport information for the top-level equipment on the transport request.

Select Inquiry > Equipment > Transport Inquiry.
Mark the Equipment radio button and enter the Equipment ID of the top-level equipment. All transport records for this equipment populate in the scrolling window. You can select a record and use the GoTo button to open the Hierarchy Transport Group window, where you can view the components that were also transported on that request.

If you enter the Equipment ID of a component that was transported with the top-level equipment, the transport request does not appear. The Transport Inquiry window only allows you to view the transport record for the equipment that was entered on the request. However, the components have record of the transport on the Location Log tab of the Equipment Manager (Cards > Equipment > Equipment Manager).

Selling equipment belonging to a hierarchy group

You can sell equipment that belongs to a hierarchy group, either as an individual record or as part of the whole group. An individual record does not need to be removed from its group to be sold separately, and it will remain visible in the hierarchy on the Equipment Hierarchy Maintenance and other windows after being sold.

If you want to sell an entire hierarchy group, the following must be true:

The Prices Not Required in Price List checkbox must be unmarked in SOP Setup.
The price lists of the hierarchy group members must use the same Currency ID that is on the sales transaction.
The U of M Schedule ID must be filled in for every hierarchy group member that is also an inventory item.
The site that is specified on the Equipment Manager Inventory tab for each hierarchy group member must match the site that is assigned to the item on the Item Quantities Maintenance window.

When sold equipment is returned, it is treated as an individual record, regardless of if it is part of a hierarchy group. To return an entire group at once, you must individually add each record to the return transaction.

Select Transactions > Equipment > Sales Transaction Entry.
Select the type of document you are creating, and complete all the necessary fields for the transaction entry.
When you are ready to select equipment for the transaction, use the lookup to select an Equipment ID. If the equipment is part of a hierarchy group, a message will display asking if you want to include all its equipment group members.
- To sell only the selected equipment, select No, and proceed with the transaction entry for the individual record.
- Include all group members in the sale, select Yes. Once you tab off the line, all the other equipment records in the hierarchy group are added as line items, each with their own sales pricing.
  
  After adding all group members, you can remove any record(s) that you do not want included in the sale. If any equipment record in the group has already been sold, that record cannot be sold with the group and will not be added to the transaction.
If you are using the expanded scrolling window or the Sales Item Detail Entry window to add detailed equipment information, you can mark the Update Equipment Link checkbox if you want to automatically create an equipment record at the selected customer and location upon posting the sale. If you mark this checkbox for the parent record before the rest of the group populates in the scrolling window, the components default with the checkbox marked. If all group members are present on the transaction before you mark this option, you are prompted to apply your changes to all group members on the sales document. Select Yes or No.
When you are ready, save or post the document. Any equipment records that are also fixed assets need to be retired before they can be sold. Each equipment record that was included in the sale has its own financial record of the sale; however, you can view the combined financial information for the equipment group on the Hierarchy Financial Inquiry window. See Viewing information for a hierarchy group.

Renting a hierarchy group

When renting equipment that is part of a hierarchy group, only the top-level equipment in the group can be placed on rent, and all components are rented with the parent. You can create a rental booking or agreement with a component, but before the equipment can be placed on rent, the component must be removed from its hierarchy group.

Component records are included in the rental with the top-level equipment, but they do not populate in the rental agreement lines or appear on the invoice. All rental profitability is kept at the parent level and is unaffected by the additional equipment in the group. To account for the extra cost of renting an equipment group, you may want to adjust the rental pricing for the parent on the agreement before placing the equipment on rent.

Though only the top-level equipment appears on an agreement when a group is rented, the status of every record in the group changes to On Rental, and you cannot edit the hierarchy group until the rental is complete.

Booking group equipment for rental

Select Transactions > Equipment > Rental Booking Entry, and enter the necessary information for the booking.
When you are ready to add equipment to the booking entry, select Line Entry.
On the Rental Booking Line Entry window, select a Line Type of Equipment, and select an Equipment ID.
- If the equipment is at the top-level and has no components, only the selected equipment appears on the booking and will be included in the rental.
- If the equipment is at the top-level and has components, only the selected record appears on the booking, but all components will be included in the rental.
- If the equipment is a component in a hierarchy group, you receive a warning message; you can create the booking, but the equipment must be removed from its hierarchy group before it can be placed On Rent.
Finish entering rental information for the equipment, and save the line entry. On the Rental Booking Entry window, select Save.
When you are ready to create a rental agreement, you can use the Transfer button to transfer this booking to an agreement. Any information provided on the booking entry defaults onto the agreement. When the equipment defaults onto the agreement, you will not receive another warning message if this equipment is not at the top-level; however, a component cannot be placed On Rent until it is removed from its hierarchy group.

Creating a rental agreement with group equipment

Select Transactions > Equipment > Rental Agreement Entry, and enter the necessary information for the agreement.
When you are ready to add equipment to the agreement, select Line Entry.
On the Rental Agreement Line Entry window, select a Line Type of Equipment, and select an Equipment ID.
- If the equipment is at the top-level and has no components, only the selected equipment appears on the agreement and will be included on the rental.
- If the equipment is at the top-level and has components, only the selected record appears on the agreement, but all components will be included in the rental.
- If the equipment is a component in a hierarchy group, you receive a warning message; you can create the agreement, but the equipment cannot be placed On Rent until it has been removed from its hierarchy group.
  
  If you want to view the selected equipment's hierarchy group, use the zoom on the Equipment ID field to open the Equipment Hierarchy Inquiry window. This allows you to see if any other records will be included on the rental with the selected equipment.
Finish entering rental information for the equipment, and save the line entry. On the Rental Agreement Entry window, select Save.

Placing group equipment on rent

When the top-level equipment in a group is placed on rent, the entire hierarchy group is placed on rent. Likewise, when taking the equipment off rent, all components are also taken off rent.

Select Transactions > Equipment > On Rental Entry, or use the On Rental button on the Rental Agreement Entry window to open the On Rental Entry window.
Find the correct agreement. If you opened this window from the Rental Agreement Entry window, the agreement defaults. Complete any necessary fields before processing the rental.
Mark the On Rental checkbox, and select Process.
Once the equipment is on rent, the Component button is active and can be used to view the rest of the group. If the equipment is at the top-level with no components, only that record will display on the Rental Line Component Inquiry window. The Rental Line Component Inquiry window is similar to the other hierarchy windows that allow you to view the entire group on the left pane of the window and the components of the selected record on the right. You can also mark the Show All checkbox to see a list view of the entire group - all the rented equipment - on the right pane. The hierarchy group cannot be edited until it is taken off rent.
Select Close to return to the On Rental Entry window.
If the equipment needs to be transported to the rental site, use the Transport button to create a transport request. Zooming on the Transport Number field allows you to view the request on the Transport Request Maintenance window.

For more information about transporting a hierarchy group, see Transporting a hierarchy group.

Viewing rental information for group equipment

When a hierarchy group is placed on rental, only the top-level equipment appears on the agreement. However, all members of the group are tracked with the rental while the group is on rent, as reflected on the Equipment Manager (Cards > Equipment > Equipment Manager).

The status of all group members changes to On Rental; however, all rental invoicing is done at the top-level and can be viewed for the top-level equipment only. Only the top-level equipment appears on reports related to the rental.

You can view combined rental financial information for all members of a hierarchy group on the Rental tab of the Hierarchy Financial Inquiry window; however, only the top-level equipment from each group that was rented will have information from the group rental. See Viewing information for a hierarchy group.

When an equipment group is placed On Rent, a snapshot of the hierarchy is saved for that rental. If the structure of the group changes after the equipment is taken off rent (i.e. components are added and/or removed), you can still view the group that was rented using the Component button on the following rental inquiry windows:

Rental Agreement Line Inquiry (Inquiry > Equipment > Rental Agreement Inquiry > Line Entry)
Rental Invoice Line Inquiry (Inquiry > Equipment > Rental Invoice Inquiry > Line Entry)