EQUIPMENT
DESCRIPTION: Equipment is used to add, modify, and remove equipment used by your municipality. Each equipment record is used in Pro Fund Accounting to track expenses, fuel, repairs, usage, and more. If you charge your customers for equipment usage and track depreciation and replacement costs, then an equipment record should be set up.
To access: Click on the Equipment module .png)
then click the Equipment menu item. .png){kind=small}
The following window will appear:
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Please see the following topic for help on setting up filters .png){kind=small}
in the search grid: Exploring Grid Filters
Click the .png){kind=small}
button on the top bar to return to Pro Fund Accounting's main window while keeping the current menu item window open. On the Search window, click the .png){kind=small}
button on the top bar to return to the Maintenance window.
At the top of the window there is a tool bar which contains common functions for each equipment code. The tool bar buttons have hot key functionality, and you can see the key combination for each button by hovering your cursor over the button.
The following is a list of the hot key combinations:
Search: Alt-E
Save: Alt-S
Add New: Alt-N
Cancel Add: Alt-C
Delete: Alt-D
Refresh: Alt-R
Limit: Alt-L
Document Management: Alt-O
First: Alt-HOME
Previous: Alt-LEFT Arrow
Next: Alt-RIGHT Arrow
Last: Alt-END
Each equipment record consists of eight tabs: General, Assets, Vehicle Details, Components, Tires & Specs, Work Order Tasks, History, and Notes.
To set up a new piece of equipment, click the New button at the top of the window. Enter a Code, a descriptive Name, VIN number, Category, Serial number, Make, Model, Model year. The Category field is used to group the equipment into a specific category, such as trailers, radios, under-body scrapers, etc. After entering the basic information, click the Save button at the top of the window before adding more details about the equipment.
When adding new equipment, make sure to create an account (in General Ledger Accounts menu item) with Level 6 matching the equipment code under the direct equipment expense section (A4 is 510) and, when applicable, under the direct fuel expense (A4 is 512) and equipment capital outlay (A4 is 900) sections. There are unique situations that an account would not have to be created for a particular piece of equipment.
The General Tab (as shown above) contains information about the piece of equipment and its charge-out rates. If available, an image of the piece of equipment will be displayed. By using the drop down list, select the Garage where this particular piece of equipment is located. If the desired location is not in the list, then click on the Manage .png){kind=small}
button to enter it as a Pull Down item. If you have a state trunkline contract, enter the State code and enter the State rate which is the hourly rate you charge the state for this piece of equipment from the schedule C booklet. Enter the Rate which is the normal hourly rate you charge for this piece of equipment. Enter the Plate number. Enter the FEMA code and the FEMA rate if/when this piece of equipment is used to perform work covered under FEMA. Enter the Extra PR rate if an employee's hourly rate increases when this piece of equipment is used (e.g., the employee earns an additional $3/hour when this piece of equipment is used). Enter the Radio and Fleet code. If you are using a fueling system, enter the Fuel system card number. Enter any Warranty information. There are several detailed fields you can use depending on the kind of equipment you are entering. Make sure to be consistent with the information entered across the different types of equipment you may have. When finished, click the Save button at the top of the window.
Click the Delete button at the top of the window to remove a piece of equipment. A piece of equipment can only be removed if it has no associated transactions attached to it. If transactions do exist, enter a disposal date and click Save to remove the equipment from service.
Select an existing equipment Code to view or modify. Ways to select a piece of equipment: 1) Scroll through the Search for Equipment list and click on the one you want to view. 2) Enter text into the Find box, then click the Find button. 3) Use the Navigation buttons (First, Previous, Next, and Last buttons) to locate the record you are looking for in the equipment list, then click on the item. When finished making changes, click the Save button at the top of the window.
The Assets Tab contains specific information about the piece of equipment. On the fields requiring dates, either type in the date or use the Calendar button to enter the date. Note that the Purchase date and the Date of delivery may be different. Enter the In service date. This is the date that the piece of equipment is ready to be used. Enter the Purchase price and where it was Purchased from. Enter the Voucher number. In the Value added field, enter any value that was added to the piece of equipment. This could be something like test-driving the equipment before sending it out on the road or adding a trailer hitch to the equipment to haul trailers or salt spreaders. If this piece of equipment is being leased, then enter that information in the Lease cost, Lease value, and Lease end date fields. Lease payments made need to be posted to 201-0-510-510-0-xxxx-950, where xxxx is the equipment code. When a piece of equipment is disposed of, enter its Disposal date and any Gain or loss that was realized from its disposal. The Extended life investment field contains the dollar amount you spent to fix the equipment for extended usage. From the drop down list, select any Fixed Asset that are connected to this piece of equipment. When finished, click the Save button at the top of the window. After saving, what was selected (if any) in the Fixed Asset field will be displayed in the grid.
The Vehicle Details Tab contains more specific information about the vehicle. The vehicle's meter readings, if applicable, are shown in the Meters section. This information is taken from the Meter Readings menu item. When finished entering in the information, click the Save button at the top of the window.
The Components Tab contain more detailed information about some of the components that make up the piece of equipment. When finished entering in the information, click the Save button at the top of the window.
The Tires & Specs Tab contain information about what tires and how many are on this piece of equipment. This information is used by the Wheel Hour Calculation menu item.
Please see the following topic for help on setting up filters in the search grid: Exploring Grid Filters
To add the Tire code and Tire qty, click on the .png){kind=small}
button in the Tires section and enter the Tire code and Tire quantity.
The Specifications grid is an editable grid that lets you add, update, or remove specific types. To add a new specification, click the button at the top corner of the grid or press Control N. Select the Spec Type by using the drop down list. If the desired specification is not in the list, then click on the Manage button to enter it as a Pull Down menu item. Enter a Description. When finished, click the Save button at the top of the window. To edit a specification's entry, open its details view by clicking the expander (>) box at the beginning of the row, double-clicking the row, or selecting the row and pressing F2. Changes made in the details view are also reflected in the specifications grid. You can open or close multiple details views as needed. Click the column header (>>) button or press Control F2 to open or close all details views. To delete a specification, click the X button on its row. When finished, click the Save button at the top of the window.
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The Work Order Tasks Tab will display a list of work orders.
Please see the following topic for help on setting up filters in the search grid: Exploring Grid Filters
Enter the date range to view the work orders in that range. Click on the Load Tasks button. A list of work orders that have been issued in that date range will appear in the grid. To view a particular work order's details, double-click on the desired line in the grid. The Work Orders window will appear showing all of the details for that particular work order. Once a work order has been Closed (by having this box checked), it cannot be edited. Click on the X in the upper right corner of the window to close the Work Orders window.
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Please see the following topic for help on setting up filters in the search grid: Exploring Grid Filters
There are four tabs under the History Tab - Labor, Equipment Charges, Inventory, and Other information.
The Labor Tab displays all of the labor transactions that were posted relating to this particular piece of equipment within the date range specified.
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Please see the following topic for help on setting up filters in the search grid: Exploring Grid Filters
The Equipment Charges Tab displays the places where this particular piece of equipment is used within the date range specified.
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Please see the following topic for help on setting up filters in the search grid: Exploring Grid Filters
The Inventory Tab displays a list of all of the inventory that has been charged to this particular piece of equipment within the date range specified.
Please see the following topic for help on setting up filters in the search grid: Exploring Grid Filters
The Meter History Tab displays a list of the meter readings that have been entered for this piece of equipment within the date range specified.
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Please see the following topic for help on setting up filters in the search grid: Exploring Grid Filters
The Other Tab mainly displays the Accounts Payable information for a particular piece of equipment within the date range specified.
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The Notes Tab displays any notes on a particular piece of equipment.
Please see the following topic for help on setting up filters in the search grid: Exploring Grid Filters
The Notes grid is an editable grid that lets you add, update, or remove notes. To add a new note, click the button at the top corner of the grid or press Control N. The Date field defaults to the current date. A different Date can be entered. Click or Tab to the Note field. Type in your note directly into the field or click the Memo button .png){kind=small}
to add a longer note. The Edit Notes window will appear. Type in your notes. A counter of how many words typed is given just below the Edit window on the left. When finished, click the OK button. Click the Cancel button to close the Edit Notes window without saving any changes to the note. Click the Save button at the top of the window. To edit a note's entry, open its details view by clicking the expander (>) box at the beginning of the row, double-clicking the row, or selecting the row and pressing F2. Changes made in the details view are also reflected in the notes grid. You can open or close multiple details views as needed. Click the column header (>>) button or press Control F2 to open or close all details views. To delete a note, click the X button on its row. When finished, click the Save button at the top of the window.
Click on the X in the upper right corner of the window to close the window.