Creating Equipment Records

With Service Management, you can track your customer's equipment with a complete equipment database for each customer location. The equipment database tracks the manufacturer, type, model, serial number, and location of each piece of equipment. Fields are also included on each record to keep track of the installation date, installer, and warranty information. Each equipment record can contain user-defined fields, as well as notepad and document management functionality. You can set up component records, which can be assigned to equipment records if you want to track individual parts.

The equipment database allows you to monitor equipment warranty types and expiration dates, which helps you avoid billing a customer for a service that is covered under warranty. Tracking equipment information can also help your marketing efforts by identifying recommended service or maintenance contract sales opportunities.

A Warranty indicator 

Another feature for servicing and tracking equipment is refrigerant tracking. Organizations are required to report annual refrigerant usage and track leak rates to the EPA (Environmental Protection Agency). If you work with a third party agency to manage or confirm refrigerant safety, reporting can be done through that agency.

When setting up an equipment record, we recommend that you enter data in as many fields as possible. Detailed record keeping helps to fill report information more completely. It also helps when using the Find button on the Service Manager window to locate a customer based on equipment information.

Creating an equipment record

1. Choose Cards > Service Management > Service Manager > Additional > Equipment. Select the equipment and then choose Edit.OR Choose Cards > Sales > Customer > Location > Equipment.
2. In the Equipment Master window, complete the following fields, as necessary:
   • Equipment ID
     If you chose to auto-generate equipment IDs during setup, the ID will already be entered. See Choosing Service Options.
   • Suspend MCC Calls
     This checkbox is used to temporarily suspend computer-generated maintenance (MCC) calls for the equipment. For more information, see Suspending MCC calls.
   • Equipment Type
     Use the lookup or manually enter an equipment type. Information from the equipment type template appears on the equipment record. Zoom on this field to view replacement parts and maintenance tasks assigned to the equipment type. For information on setting up and using equipment types, equipment type replacement parts, and maintenance tasks, see Setting Up Equipment Types.
   • Manufacturer ID, Model Number, Serial Number
     Some information in these fields may default from the equipment type template.
   • Sublocation ID
     To help technicians complete service calls more efficiently, you can direct them to a sublocation where the equipment is located. If you marked the option during setup to use validation for sublocations, you can use the lookup window, as well as the zoom feature in the Sublocation ID field.
   • Installation Date, Installation By
     Enter the installation date and identify who installed the piece of equipment.
   • Warranty Expires
     Enter the month, day, and year of the warranty's expiration.
   • Extended Warranty
     Describe what type of warranty is attached to the equipment.
   • Extended Warranty Expires
     Enter the month, day, and year of the extended warranty's expiration.
   • Service Level ID
     If you are using the service level agreement feature, you can assign a service level ID to the equipment.
   • Contract Number
     After the equipment is covered by a maintenance contract, you can zoom on this field to open the Maintenance Contract window.
3. Choose the Additional Fields tab to enter user-defined information and view active user-defined information in the Equipment - Additional Fields window. See Labeling user-defined fields. This tab also includes the following Refrigerant Tracking fields. This information will default into the Refrigerant Tracking window for this equipment.
   • Optimal Charge (lbs)
   • Refrigerant Type ID
   • Refrigerant Equipment Type
4. Choose Save.