Setting up Locations

Equipment records contain the location of the piece of equipment. You can set up a list of the locations where equipment is stored. Locations can also be added when a new piece of equipment is being recorded.

A piece of equipment may have a physical location, an owning location, and an operating location. The physical location is where the piece of equipment is. An owning location is where the equipment is managed from when it is not on rent. An operating location is the location where the equipment is currently operating.

For example, a piece of equipment may belong to an organization's Fargo branch but currently is on loan to the Milwaukee branch where it was rented to client ABC. The piece of equipment will be recorded as having an owning location of Fargo, an operating location of Milwaukee, and a physical location of ABC site.

An equipment location may be linked to a customer, a vendor, an inventory site, a company, or a truck. When a location is linked to a customer or vendor, it is linked to a specified address of the customer or vendor.

The physical location of a piece of equipment is displayed in the Location field in the Equipment Manager window. The owning and operating locations are displayed on the Details tab of the Equipment Manager window.

All locations can be changed manually. In some cases, the system creates and records a location based on an event. For example, if the equipment is received to an inventory site that is not set up as a location, a location by the same name is automatically created in Equipment Management. Also, when a purchase order is saved, if no location exists in Equipment Management for the vendor, a location will be created and linked based on the format: VENDOR ID ADDRESS ID.

When purchasing equipment, the operating location can be entered on the equipment record.

The following events automatically change the physical location of a piece of equipment:

• An equipment purchase order is saved.
• An equipment purchase order receiving is posted.
• Equipment is recorded as on rent or off rent.
• A Service Management service call for equipment is saved or completed.
• Equipment is marked as dispatched or delivered in the transport module.
• An equipment sales invoice is posted.

When a process associated with a location is complete, the system checks whether the equipment is on another process. If not, the physical location will revert to the operating location.

1. Select Cards > Equipment > Equipment Location.
2. Complete the following fields, as necessary.
   • Location
     Enter a location name.
   • Link Type
     Select a link type if the location is linked to a customer, vendor, inventory site, company, or truck.
   • Link Type ID
     If a link type other than None is selected, select the appropriate ID.
   • Address ID
     If a customer, company, or vendor ID is selected, select an Address ID. The contact information defaults.
   • Contact
     If None is selected as the link type, enter the contact.
   • Address
     If None is selected as the link type, enter the address.
   • City
     If None is selected as the link type, enter the city.
   • State
     If None is selected as the link type, enter the state.
   • Zip Code
     If None is selected as the link type, enter the zip code.
   • Country Code
     If None is selected as the link type, enter the country code.
   • Phone
     If None is selected as the link type, enter the applicable phone numbers.
   • Fax
     If None is selected as the link type, enter the fax numbers.
3. Select Save.