Infor EAM

User’s Guide
v8.3
Copyright © 2008 Infor. All rights reserved. The word and design marks set forth herein are trademarks and/or registered
trademarks of Infor and/or related affiliates and subsidiaries. All rights reserved. All other trademarks listed herein are the
property of their respective owners. www.infor.com.
Infor is the sole owner of this documentation and may change this documentation without issuing notice. No person or entity may
reproduce or transmit any part of this documentation without written permission from Infor.
Infor EAM, Datastream, Datastream 7i, Datastream 7i Mobile, Datastream 7i Buy, Datastream 7i Supply, MP2, MP2i, Pocket
MP2, MP2 Messenger, MP2 PagerLink, MP2 RequestLink, MP2 WebLink, MP5, MP5i, and MaintainIt are trademarks of
Infor.
Adobe and Acrobat are trademarks of Adobe Systems, Inc.
Agentry is a trademark of Syclo, LLC.
Apache httpd server, mod_jk, mod_jk2, Tomcat, Velocity, Axis, commons-xxx, log4j, logkit, Structs, Ant, Xalan and Xerces are
trademarks of Apache Source Foundation.
ArcMap and ArcGIS are trademarks of Environmental Systems Research Institute, Inc.
Cognos and Cognos ReportNet are trademarks or registered trademarks of Cognos Incorporated in the United States and/or other countries.
ChartFx is a trademark of Software FX, Inc.
DataLIB is a trademark of Everest Enterprises.
dBest Barcodes is a trademark of Hallogram Publishing.
DataDirect Connect® for JDBC is a registered trademark of DataDirect Technologies.
DynaZip is a trademark of Inner Media.
Graphics Server is a trademark of Pinnacle Publishing, Inc.
ImageMan is a registered trademark of Data Techniques, Inc.
InstallShield is a trademark of InstallShield Corporation.
Jboss is a registered trademark of Jboss, Inc.
LaserJet is a trademark of Hewlett-Packard Company.
Lotus Notes, cc:Mail, Lotus 1-2-3, and Symphony are trademarks of Lotus Corporation.
NetHASP is a trademark of Aladdin Knowledge Systems Ltd.
Netscape Navigator is a trademark of Netscape, Inc.
Newton and MessagePad are registered trademarks of Apple Computer, Inc.
Novell and GroupWise are registered trademarks of Novell, Inc.
OpenExchange is a trademark of FirstPlace Software.
ORACLE is a registered trademark of Oracle Corporation.
PKZIP and PKUNZIP are registered trademarks of PKWARE, Inc.
Platinum is a registered trademark of Advanced Business Microsystems, Inc.
ProComm Plus is a trademark of Quarterdeck, Inc.
QuattroPro and Paradox are registered trademarks of Corel Corporation.
Sentinel Driver and Rainbow Port Driver are trademarks of Rainbow Technologies, Inc.
Sonic is a proprietary product of Progress Software Corporation.
Sun, Solaris, and Java are registered trademarks of Sun Microsystems, Inc.
Symbol is a trademark of Symbol Technologies, Inc.
TRAKKER is a trademark of Intermec, Inc. MailX is a trademark of Terckland Software.
UNIX is a registered trademark in the United States and other countries, licensed exclusively through X/Open Company Limited.
VMRS, VMRS 2000, Vehicle Maintenance Reporting System, American Trucking Association, and ATA are marks of The Maintenance
Council, American Trucking Associations, Inc. ("TMC/ATA").
Windows NT, Windows 95, SQL Server, Internet Explorer, MS Exchange, Excel, Word, Project and Access are trademarks of Microsoft
Corporation.
WinFax is a trademark of Symantec, Inc.
Wonderware is a registered trademark and NetDDE and Wonderware InTouch are trademarks of Wonderware Corporation.
WYSIWYG Editor is a registered trademark of INNOVA STUDIO.
iText Library - Copyright © 1999-2005 by Bruno Lowagie and Paulo Soares. All Rights Reserved.
Portions of this software are copyrighted by DataDirect Technologies Corp., 1991-2003.
All other brand names and product names mentioned in this document and in this software are trademarks, registered trademarks, or
service marks of their respective owners.
Infor
50 Datastream Plaza
Greenville, SC 29605
Printed in the United States of America.
March 2008
Infor EAM v8.3 User's Guide
CONTENTS

1 ‚ BASICS ................................................................................................................................................... 1
Starting Infor EAM.................................................................................................................................................................. 2
Navigation and User Interface ................................................................................................................................................. 2
Header.................................................................................................................................................................................. 3
Menu Bar ............................................................................................................................................................................. 3
Toolbar................................................................................................................................................................................. 3
Tabs...................................................................................................................................................................................... 3
Message Bar......................................................................................................................................................................... 4
Keyboard Shortcuts.............................................................................................................................................................. 4
System Keyboard Shortcuts........................................................................................................................................... 4
Screen-level Keyboard Shortcuts................................................................................................................................... 4
Screen Designer Keyboard Shortcuts ............................................................................................................................ 4
Right-Click Options ............................................................................................................................................................. 5
Screen-level Options...................................................................................................................................................... 5
System-level Options..................................................................................................................................................... 5
Fields ....................................................................................................................................................................................... 5
Updating Fields .................................................................................................................................................................... 5
Hidden Fields ....................................................................................................................................................................... 5
Entering Information into Fields .......................................................................................................................................... 5
Entering Dates and Times into Fields .................................................................................................................................. 7
Entering Dates with the Calendar .................................................................................................................................. 7
Entering Dates and Times with the Calendar................................................................................................................. 7
Entering Dates with Keyboard Shortcuts....................................................................................................................... 7
Entering Information into Fields with the Equipment Lookup ............................................................................................ 8
Entering Equipment with the Equipment Lookup.......................................................................................................... 8
Viewing Equipment Hierarchies with the Equipment Lookup ...................................................................................... 8
Entering Custom Fields........................................................................................................................................................ 9
Entering User Defined Fields............................................................................................................................................... 9
Defining Options for User Defined Text Fields............................................................................................................. 9
Defining Options for User Defined Date/Time Fields ................................................................................................. 10
Defining Options for User Defined Number Fields ..................................................................................................... 10
Defining Options for User Defined Checkbox Fields .................................................................................................. 10
Lists ....................................................................................................................................................................................... 10
Selecting Rows in a List..................................................................................................................................................... 11
Defining Quick Filters on Forms ....................................................................................................................................... 11
Defining Quick Filters on Lookups.................................................................................................................................... 12
Sorting Lists ....................................................................................................................................................................... 12
Arranging Columns in a List.............................................................................................................................................. 13
Resizing Columns in a List ................................................................................................................................................ 13

III
 Saving the List Layout ....................................................................................................................................................... 13
Copying Records................................................................................................................................................................ 13
Exporting Records.............................................................................................................................................................. 14
Displaying the Total Record Count.................................................................................................................................... 14
Associating Documents ......................................................................................................................................................... 14
Entering Comments ............................................................................................................................................................... 15
Adding Comments ............................................................................................................................................................. 15
Modifying Comments ........................................................................................................................................................ 15
Viewing Audits for Comments .......................................................................................................................................... 16
Entering Description Translations ......................................................................................................................................... 16
Viewing Electronic Records and Signatures.......................................................................................................................... 17
Associating Addresses........................................................................................................................................................... 17
Associating Parts ................................................................................................................................................................... 17
Dataspy.................................................................................................................................................................................. 18
Editing an Existing Dataspy............................................................................................................................................... 18
Creating and Saving a New Dataspy.................................................................................................................................. 18
Creating a Copy of an Existing Dataspy ............................................................................................................................ 19
Deleting a Saved Dataspy .................................................................................................................................................. 19
Specifying Dataspy Criteria ............................................................................................................................................... 19
Specifying Dataspy Filter Criteria ............................................................................................................................... 19
Specifying Dataspy Sort Criteria ................................................................................................................................. 20
Specifying Dataspy Layout Criteria ............................................................................................................................ 20
Specifying Dataspy Advanced Criteria........................................................................................................................ 21
Viewing the Start Center ....................................................................................................................................................... 21
Understanding the Start Center Inbox ................................................................................................................................... 21
Setting Up the Start Center Inbox ...................................................................................................................................... 22
Specifying the Default Start Center Inbox Tab............................................................................................................ 22
Adding Entries to the Start Center Inbox..................................................................................................................... 22
Modifying the Sequence of Inbox Entries ................................................................................................................... 23
Accessing Screens from the Start Center Inbox ................................................................................................................. 23
Understanding the Start Center KPIs..................................................................................................................................... 23
Setting Up the Start Center KPIs........................................................................................................................................ 23
Adding KPIs to the Start Center .................................................................................................................................. 23
Modifying the Sequence of KPIs................................................................................................................................. 24
Accessing Screens from Start Center KPIs ........................................................................................................................ 24
Managing Portlets.................................................................................................................................................................. 24
Adding List Portlets ........................................................................................................................................................... 24
Adding HTML Content Portlets......................................................................................................................................... 24
Adding Analytics Graph Portlets ....................................................................................................................................... 25
Deleting Portlets................................................................................................................................................................. 25
Assigning a New Dataspy to a Portlet................................................................................................................................ 25
Navigating to a List View or Record View from a Portlet ................................................................................................. 25
Starting a Business Process ................................................................................................................................................... 25
Managing Your Account ....................................................................................................................................................... 26
2 ‚ ASSET MANAGEMENT........................................................................................................................ 27
Understanding Equipment ..................................................................................................................................................... 28
Setting Up Initial Equipment Information ............................................................................................................................. 28
Setting Up Equipment Categories ...................................................................................................................................... 28
Setting Up Closing Codes .................................................................................................................................................. 28
Associating Closing Codes with Classes ..................................................................................................................... 29
Setting Up Departments ..................................................................................................................................................... 29
Associating Tools with Departments ........................................................................................................................... 30

CONTENTS IV
 Setting Up Warranties ........................................................................................................................................................ 30
Associating VMRS Codes with Warranties ................................................................................................................. 31
Creating Equipment Profiles .............................................................................................................................................. 31
Defining Equipment .............................................................................................................................................................. 32
Defining Assets .................................................................................................................................................................. 33
Defining Positions.............................................................................................................................................................. 35
Defining Systems ............................................................................................................................................................... 37
Defining Locations............................................................................................................................................................. 39
Defining Linear Equipment................................................................................................................................................ 39
Defining VMRS Equipment............................................................................................................................................... 40
Defining Equipment Using Profiles ................................................................................................................................... 40
Creating Equipment Hierarchies............................................................................................................................................ 41
Defining Equipment Hierarchies........................................................................................................................................ 41
Reorganizing Equipment Hierarchies ................................................................................................................................ 41
Viewing Equipment Hierarchies ........................................................................................................................................ 42
Unlinking Equipment ......................................................................................................................................................... 42
Toggling Cost Rollup......................................................................................................................................................... 42
Viewing the Parents of Assets, Positions, or Systems........................................................................................................ 42
Viewing the Parent of a Location....................................................................................................................................... 43
Creating Work Orders ........................................................................................................................................................ 43
Associating References with Linear Equipment.................................................................................................................... 43
Adding References to Linear Equipment ........................................................................................................................... 43
Searching for References ................................................................................................................................................... 44
Defining Meter Information .................................................................................................................................................. 45
Defining Physical Meters................................................................................................................................................... 45
Defining Logical Meters .................................................................................................................................................... 45
Entering Meter Readings for Logical Meters..................................................................................................................... 46
Viewing Meter History ...................................................................................................................................................... 46
Deleting Meter Readings from History .............................................................................................................................. 47
Associating Warranties with Equipment ............................................................................................................................... 47
Adding Calendar-based Warranty Coverage to Equipment ............................................................................................... 47
Adding Usage-based Warranty Coverage to Equipment.................................................................................................... 48
Creating Warranty Claims ..................................................................................................................................................... 48
Entering Settlement Details for Warranty Claims.............................................................................................................. 50
Associating Permits with Equipment..................................................................................................................................... 50
Adding PM Schedules to Equipment..................................................................................................................................... 50
Transferring Equipment Between Organizations................................................................................................................... 52
Understanding Equipment Transfer ................................................................................................................................... 53
Transferring Equipment ..................................................................................................................................................... 53
Tracking Asset Depreciation ................................................................................................................................................. 55
Understanding Depreciation Methods and Daily Calculations .......................................................................................... 55
Calculating Straight Line Depreciation ....................................................................................................................... 56
Calculating Sum of Years Digits Depreciation ............................................................................................................ 56
Calculating Double Declining Balance Depreciation .................................................................................................. 56
Calculating Units of Output Depreciation ................................................................................................................... 56
Understanding Periodic Depreciation and Book Value Calculations................................................................................. 56
Calculating Periodic Depreciation Expense................................................................................................................. 57
Calculating Book Values ............................................................................................................................................. 58
Entering Depreciation Data................................................................................................................................................ 58
Viewing Depreciation Details ............................................................................................................................................ 59
Entering Units of Output.................................................................................................................................................... 60

CONTENTS V
 Defining and Managing Change Notices............................................................................................................................... 61
Defining Change Notices ................................................................................................................................................... 61
Adding Lines for Change Notices...................................................................................................................................... 61
Viewing Assets for Change Notices................................................................................................................................... 62
Defining Locations for Change Notices............................................................................................................................. 62
Designing Energy Consumption for Equipment.................................................................................................................... 62
Understanding Effective and Expiration Date Calculations for Design Consumption....................................................... 63
Entering Actual Energy Consumption Information for Equipment ....................................................................................... 64
Viewing and Modifying Equipment Information .................................................................................................................. 64
Viewing All Equipment Work Orders................................................................................................................................ 64
Viewing Equipment Costs.................................................................................................................................................. 65
Viewing Material Usage .................................................................................................................................................... 66
Viewing Purchase Orders for Equipment........................................................................................................................... 66
3 ƒ MATERIALS MANAGEMENT .............................................................................................................. 67
Setting Up Initial Materials Information ............................................................................................................................... 68
Defining Commodity Codes .............................................................................................................................................. 68
Defining Currencies ........................................................................................................................................................... 68
Defining Exchange Rates for Currencies ........................................................................................................................... 68
Defining Lots ..................................................................................................................................................................... 69
Defining Tax Codes ........................................................................................................................................................... 70
Step 1. Defining Tax Rate Types................................................................................................................................. 70
Step 2. Defining Tax Rates .......................................................................................................................................... 70
Step 3. Defining Values for Tax Rates ........................................................................................................................ 70
Step 4. Defining Tax Codes......................................................................................................................................... 71
Step 5. Defining Rates for Tax Codes.......................................................................................................................... 71
Defining Reasons for Return.............................................................................................................................................. 71
Defining Units of Measure................................................................................................................................................. 71
Defining Conversion for UOM .......................................................................................................................................... 72
Understanding Time-Based Inventory Valuation (LIFO/FIFO) ............................................................................................ 72
Scenario 1: Issuing Parts to Work Orders (LIFO/FIFO) .............................................................................................. 73
Scenario 2: Receiving Parts (LIFO/FIFO) ................................................................................................................... 74
Scenario 3: Returning Parts from a Work Order to a Store (LIFO/FIFO).................................................................... 74
Scenario 4: Pricing Store-to-Store Transactions (LIFO/FIFO) .................................................................................... 75
Scenario 5: Pricing Returns to Suppliers (LIFO/FIFO) ............................................................................................... 76
Scenario 6: Pricing Internal Repair Receipts (LIFO/FIFO) ......................................................................................... 76
Scenario 7: Pricing Positive and Negative Adjustments (LIFO/FIFO) ........................................................................ 77
Creating Stores ...................................................................................................................................................................... 77
Creating Bins for Stores ..................................................................................................................................................... 78
Viewing Part Reservations for Stores ................................................................................................................................ 79
Creating and Managing Parts Information............................................................................................................................. 79
Creating Parts..................................................................................................................................................................... 79
Defining Multiple Prices of Parts (MOS)........................................................................................................................... 81
Associating Manufacturers with Parts................................................................................................................................ 82
Associating Suppliers with Parts........................................................................................................................................ 82
Associating Alternate Supplier Catalog References for Parts...................................................................................... 83
Creating Repair Details for Repairable Spare Parts ........................................................................................................... 84
Understanding the Auto-Assignment Processes for Repairable Spare Parts................................................................ 84
Creating Repair Details for Parts to be Repaired Internally......................................................................................... 84
Creating Repair Details for Repairable Spare Parts to be Repaired Externally ........................................................... 85
Scrapping Parts .................................................................................................................................................................. 86
Defining Substitute Parts.................................................................................................................................................... 87

CONTENTS VI
 Changing Part Numbers ..................................................................................................................................................... 87
Viewing Part Reservations for Stores ................................................................................................................................ 88
Defining and Managing Manufacturer Information............................................................................................................... 88
Defining Manufacturer Information................................................................................................................................... 88
Associating Parts with a Manufacturer .............................................................................................................................. 88
Defining and Managing Supplier Information....................................................................................................................... 89
Defining Suppliers ............................................................................................................................................................. 89
Defining Contacts for Suppliers......................................................................................................................................... 90
Copying Suppliers.............................................................................................................................................................. 90
Creating a Supplier Catalog ............................................................................................................................................... 91
Associating Alternate Catalog References for Suppliers ............................................................................................. 92
Viewing Purchase Order History for Suppliers.................................................................................................................. 92
Adding Services to Supplier............................................................................................................................................... 92
Defining Rates for Suppliers .............................................................................................................................................. 93
Associating Commodities with Suppliers .......................................................................................................................... 93
Recording Fuel Mixes for Associated Commodities ................................................................................................... 93
Managing Stock Information................................................................................................................................................. 94
Associating Stores with Parts............................................................................................................................................. 94
Entering Stock Information for Parts ................................................................................................................................. 96
Recording Stockouts for Parts............................................................................................................................................ 97
Calculating Economic Order Quantity (EOQ) ................................................................................................................... 97
Transferring Parts Between Bins ........................................................................................................................................... 98
Transferring Parts Without Requisitions ............................................................................................................................... 98
Generating Requisitions ........................................................................................................................................................ 99
Creating Requisitions .......................................................................................................................................................... 102
Creating Requisition Headers .......................................................................................................................................... 102
Adding Parts to Requisitions............................................................................................................................................ 103
Manually Creating Parts for Requisitions.................................................................................................................. 105
Selecting Substitute Parts........................................................................................................................................... 107
Adding Services to Requisitions ...................................................................................................................................... 107
Copying Requisitions....................................................................................................................................................... 109
Creating Work Orders and Activities on the Services Page ............................................................................................. 109
Manually Assigning Repair Details for Repairable Spare Parts on Requisitions ............................................................. 110
Viewing Transactions for Requisitions ............................................................................................................................ 110
Generating RFQs from Requisitions ................................................................................................................................ 110
Approving and Rejecting Purchasing Requisitions ............................................................................................................. 111
Approving Requisitions ................................................................................................................................................... 111
Rejecting Requisitions ..................................................................................................................................................... 111
Understanding Automatic Purchase Order Generation........................................................................................................ 111
Creating a New Purchase Order from Requisition Line Items............................................................................................. 112
Adding Requisition Line Items to an Existing Purchase Order ........................................................................................... 113
Receiving Parts.................................................................................................................................................................... 114
Receiving Parts Against Purchase Orders ........................................................................................................................ 114
Step 1: Create a PO Receipt Header .......................................................................................................................... 114
Step 2: Record Packing Slip Information for PO Receipts ........................................................................................ 115
Step 3: Retrieve Outstanding PO Lines (Skip Packing Slip) ..................................................................................... 115
Viewing Processed Lines for PO Receipts....................................................................................................................... 118
Creating Non-Purchase Order Receipts ........................................................................................................................... 119
Step 1: Create a Non-Purchase Order Receipt ........................................................................................................... 119
Step 2: Add Parts to a Non-Purchase Order Receipt.................................................................................................. 119
Issuing and Returning Parts ................................................................................................................................................. 121
Issuing Parts to Work Orders, Equipment, or Projects..................................................................................................... 121

CONTENTS VII
 Issuing Parts to Multiple Equipment Work Orders .......................................................................................................... 123
Adding Parts on a Material List to an Issue ..................................................................................................................... 125
Adding Parts on a Pick Ticket to an Issue/Return ............................................................................................................ 126
Returning Parts from Work Orders, Equipment, or Projects............................................................................................ 127
Returning Parts from Multiple Equipment Work Orders ................................................................................................. 129
Issuing Parts from a Stock Record of a Part..................................................................................................................... 131
Returning Parts from a Stock Record of a Part ................................................................................................................ 131
Returning Parts to a Supplier ........................................................................................................................................... 132
Step 1: Create a Supplier Return Header ................................................................................................................... 132
Step 2: Add Parts to a Supplier Return ...................................................................................................................... 133
Creating Store Groups ......................................................................................................................................................... 133
Defining Transfer Fees for Store Groups ......................................................................................................................... 134
Creating Store-to-Store Requisitions ................................................................................................................................... 134
Creating Store-to-Store Requisition Headers ................................................................................................................... 134
Adding Parts to Store-to-Store Requisitions .................................................................................................................... 135
Creating Store-to-Store Issues ............................................................................................................................................. 136
Creating Store-to-Store Issue Headers ............................................................................................................................. 137
Adding Parts to Store-to-Store Issues .............................................................................................................................. 137
Creating Store-to-Store Receipts ......................................................................................................................................... 139
Creating Store-to-Store Receipt Headers ......................................................................................................................... 139
Adding Parts to Store-to-Store Receipts .......................................................................................................................... 140
Creating a Return Requisition for Repairable Spare Parts from a Store-to-Store Receipt ............................................... 141
Creating Internal Repair Receipts........................................................................................................................................ 142
Creating Internal Repair Receipt Headers........................................................................................................................ 143
Adding Parts to Internal Repair Receipts ......................................................................................................................... 143
Creating Pick Tickets .......................................................................................................................................................... 144
Defining Pick Ticket Headers .......................................................................................................................................... 144
Adding Parts to a Pick Ticket........................................................................................................................................... 145
Importing a Parts List for a Pick Ticket ........................................................................................................................... 145
Performing a Physical Inventory ......................................................................................................................................... 146
Generating a Physical Inventory Counting Sheet............................................................................................................. 146
Entering Physical Inventory Quantities............................................................................................................................ 147
Refreshing Existing Physical Inventory Data .................................................................................................................. 147
Generating ABC Analysis ................................................................................................................................................... 147
Viewing and Modifying Materials Information................................................................................................................... 149
Viewing and Modifying Parts Information ...................................................................................................................... 149
Viewing and Modifying Store Information...................................................................................................................... 149
Viewing and Modifying Stores Associated with Parts..................................................................................................... 150
Viewing and Modifying Stock Information for Parts....................................................................................................... 150
Viewing and Modifying Multiple Prices of Parts (MOS) ................................................................................................ 151
Viewing and Modifying Part Inspections......................................................................................................................... 151
Viewing Instructions for Part Inspections.................................................................................................................. 152
Viewing Usage and Demand of Parts............................................................................................................................... 152
Viewing Part Details ........................................................................................................................................................ 153
Viewing Stock Levels by Part.......................................................................................................................................... 153
Viewing Purchasing Contracts for Parts .......................................................................................................................... 153
Viewing Requisitions for Parts ........................................................................................................................................ 153
Viewing Purchase Orders for Parts .................................................................................................................................. 153
Viewing Purchase Order History for Parts....................................................................................................................... 153
Viewing Stock Values for LIFO/FIFO Parts.................................................................................................................... 154
Viewing When and Where a Part Has Been Used............................................................................................................ 154
Viewing Stock Transactions for Parts .............................................................................................................................. 154

CONTENTS VIII
 Viewing Stock In-Transit for Parts .................................................................................................................................. 155
Viewing Part Reservations............................................................................................................................................... 156
Viewing Parts Associated with Manufacturers ................................................................................................................ 156
Viewing Parts Associated with Suppliers......................................................................................................................... 156
Viewing Stock for Stores ................................................................................................................................................. 156
Viewing Stock Levels by Store........................................................................................................................................ 157
Viewing Stock Transactions Per Store............................................................................................................................. 157
Viewing Bin Stock ........................................................................................................................................................... 158
Managing 7i Buy Items in Infor EAM................................................................................................................................. 158
Creating 7i Buy Vendors.................................................................................................................................................. 158
Creating Infor EAM Suppliers for 7i Buy Vendors ................................................................................................... 158
Associating Infor EAM Suppliers with 7i Buy Vendors............................................................................................ 159
Associating 7i Buy Items with Parts ................................................................................................................................ 159
Updating 7i Buy Items............................................................................................................................................... 159
Adding 7i Buy Part Items to Requisitions........................................................................................................................ 159
Viewing 7i Buy Sync Errors ............................................................................................................................................ 160
4 ‚ PURCHASING MANAGEMENT ......................................................................................................... 161
Defining Initial Purchase Information ................................................................................................................................. 162
Defining Purchase Order Terms....................................................................................................................................... 162
Defining Purchasing Clauses ........................................................................................................................................... 162
Defining Children for Purchasing Clauses................................................................................................................. 163
Viewing Purchasing Clause Hierarchies.................................................................................................................... 163
Defining Delivery Addresses ........................................................................................................................................... 163
Defining Credit Cards.......................................................................................................................................................... 163
Defining Users for Credit Cards....................................................................................................................................... 164
Creating and Revising Purchase Orders .............................................................................................................................. 164
Creating Purchase Order Headers .................................................................................................................................... 165
Adding Part Details to Purchase Orders........................................................................................................................... 166
Creating New Parts to Add to Purchase Orders ......................................................................................................... 167
Adding 7i Buy Part Items to Purchase Orders ........................................................................................................... 168
Updating 7i Buy Items............................................................................................................................................... 168
Entering Extra Charges or Discounts......................................................................................................................... 168
Creating Assets for Purchase Order Items........................................................................................................................ 169
Adding Service Details to Purchase Orders ..................................................................................................................... 169
Associating Clauses with Purchase Orders ...................................................................................................................... 171
Copying Purchase Orders................................................................................................................................................. 171
Viewing Transactions for Purchase Orders...................................................................................................................... 171
Viewing Tracking for Purchase Orders............................................................................................................................ 172
Viewing Purchase Order History......................................................................................................................................... 172
Creating and Using Blanket Orders ..................................................................................................................................... 172
Creating Blanket Order Headers ...................................................................................................................................... 172
Creating Purchase Orders from a Blanket Order ....................................................................................................... 173
Adding Part Details to Blanket Orders............................................................................................................................. 174
Adding Service Details to Blanket Orders ....................................................................................................................... 174
Associating Clauses with Blanket Orders ........................................................................................................................ 175
Associating Purchase Order Terms with Blanket Orders ................................................................................................. 176
Defining Blanket Order User Authorizations................................................................................................................... 176
Creating Partial Order Blanket Orders ............................................................................................................................. 176
Recording Invoice Vouchers ............................................................................................................................................... 177
Creating Regular Invoice Vouchers ................................................................................................................................. 177
Creating Invoice Voucher Headers ............................................................................................................................ 177
Adding Line Items to Invoice Vouchers .................................................................................................................... 179

CONTENTS IX
 Creating Costs for Invoice Vouchers ......................................................................................................................... 181
Defining Utility Bills for Invoice Vouchers .............................................................................................................. 181
Viewing Invoice Voucher Line Item Information...................................................................................................... 182
Booking Invoice Allocations............................................................................................................................................ 182
Defining Requests for Quotations........................................................................................................................................ 183
Calculating Costs for RFQs ............................................................................................................................................. 184
Defining Clauses for RFQs .............................................................................................................................................. 184
Associating Parts with RFQs............................................................................................................................................ 185
Creating Parts ............................................................................................................................................................ 185
Selecting Multiple Parts............................................................................................................................................. 185
Retrieving WO Parts.................................................................................................................................................. 186
Selecting Substitute Parts........................................................................................................................................... 186
Selecting Items on RFQs.................................................................................................................................................. 186
Updating a Supplier Catalog...................................................................................................................................... 187
Generating Requisitions for RFQs............................................................................................................................. 187
Generating POs for RFQs .......................................................................................................................................... 187
Viewing Totals by Supplier ....................................................................................................................................... 188
Defining Suppliers for RFQs............................................................................................................................................ 188
Defining Services for RFQs ............................................................................................................................................. 188
Retrieving WO Services for RFQ Service ................................................................................................................. 189
Copying RFQs ................................................................................................................................................................. 189
Editing Quotations............................................................................................................................................................... 189
Defining Services Price Information for Quotations........................................................................................................ 190
Defining Parts Price Information for Quotations ............................................................................................................. 190
5 ‚ WORK MANAGEMENT ...................................................................................................................... 191
Defining Initial Work Information ...................................................................................................................................... 192
Defining Supervisors........................................................................................................................................................ 192
Defining Permits .............................................................................................................................................................. 192
Adding Permit Body Comments ................................................................................................................................ 192
Deleting Permit Body Comments .............................................................................................................................. 193
Modifying Permit Body Comments........................................................................................................................... 193
Defining Qualifications.................................................................................................................................................... 193
Defining Trades ............................................................................................................................................................... 194
Defining Trade Rates................................................................................................................................................. 194
Defining Supplier Trade Rates................................................................................................................................... 195
Associating Qualifications with Trades ..................................................................................................................... 195
Defining Employee Information ...................................................................................................................................... 196
Defining Employee Codes ......................................................................................................................................... 196
Defining Wage Rates for Employees......................................................................................................................... 196
Recording Labor Availability Exceptions for Individual Employees ........................................................................ 197
Recording Labor Availability Exceptions for Groups ............................................................................................... 197
Associating Qualifications with Employee Codes ..................................................................................................... 198
Associating Employee Types..................................................................................................................................... 199
Transferring Employees Between Organizations....................................................................................................... 199
Defining Shift Information............................................................................................................................................... 200
Defining Shifts........................................................................................................................................................... 200
Defining Days for Shifts ............................................................................................................................................ 200
Defining Shift Personnel............................................................................................................................................ 201
Defining Crews ................................................................................................................................................................ 201
Adding Employees to Crews ..................................................................................................................................... 201
Defining Task Information............................................................................................................................................... 202
Adding Task Instructions........................................................................................................................................... 203

CONTENTS X
 Deleting Task Instructions ......................................................................................................................................... 203
Modifying Task Instructions...................................................................................................................................... 203
Defining Supplier Task Prices ................................................................................................................................... 204
Defining Prices for Common Tasks........................................................................................................................... 204
Associating Qualifications with Tasks....................................................................................................................... 205
Defining Tools ................................................................................................................................................................. 205
Defining Simple Tools ..................................................................................................................................................... 205
Defining Material Lists .................................................................................................................................................... 206
Copying Material Lists..................................................................................................................................................... 207
Defining VMRS Codes .................................................................................................................................................... 207
Approving and Rejecting Work Requests............................................................................................................................ 207
Approving Work Requests ............................................................................................................................................... 207
Rejecting Work Requests................................................................................................................................................. 208
Creating Standard Work Orders .......................................................................................................................................... 208
Defining Standard Work Order Headers .......................................................................................................................... 208
Defining Standard Work Order Activities........................................................................................................................ 209
Copying Standard Work Orders....................................................................................................................................... 210
Assigning Child Work Orders to Standard Work Orders ................................................................................................. 210
Creating Regular Work Orders............................................................................................................................................ 211
Defining Regular Work Order Headers............................................................................................................................ 211
Defining Regular Work Order Activities ......................................................................................................................... 215
Defining Additional Costs for Work Orders .................................................................................................................... 217
Creating a Labor Requisition ........................................................................................................................................... 217
Scheduling Labor for Work Orders.................................................................................................................................. 218
Copying an Existing Labor Schedule............................................................................................................................... 218
Adding Equipment to Work Orders to Split Work Order Costs....................................................................................... 219
Importing Equipment from an Existing Equipment Route to Work Orders ..................................................................... 220
Associating Qualifications with Work Order Activities................................................................................................... 221
Importing Unlinked Qualifications .................................................................................................................................. 221
Booking Labor for Work Orders ...................................................................................................................................... 222
Booking Vendor Hours for Work Orders......................................................................................................................... 223
Booking Labor by Employee ........................................................................................................................................... 225
Booking Labor for Work Orders in a Batch..................................................................................................................... 226
Adding Comments to Work Orders in a Batch................................................................................................................. 227
Entering Work Orders on the Quick Entry Form ............................................................................................................. 227
Creating, Updating, and Completing Work Orders.................................................................................................... 227
Creating Activities for Work Orders.......................................................................................................................... 229
Booking Labor for Work Orders................................................................................................................................ 230
Booking Labor Automatically for Fleet Work Orders ............................................................................................... 230
Issuing Parts to Work Orders..................................................................................................................................... 231
Managing Parts for Work Orders ..................................................................................................................................... 231
Adding Planned Parts to Work Orders....................................................................................................................... 231
Viewing Planned Part Availability for Work Orders ................................................................................................. 232
Adding Repairable Spare Parts to Work Orders for Repair ....................................................................................... 233
Manually Assigning Repair Details for Repairable Spare Parts on Work Orders...................................................... 234
Reserving Parts for Work Orders............................................................................................................................... 234
Importing a Parts List for a Work Order.................................................................................................................... 235
Creating a Pick Ticket ............................................................................................................................................... 235
Creating a Parts Requisition ...................................................................................................................................... 236
Entering Monitored Data Results for Work Orders.......................................................................................................... 236
Issuing and Returning Parts for Work Orders .................................................................................................................. 236
Issuing Parts to Work Orders..................................................................................................................................... 236

CONTENTS XI
 Returning Parts from Work Orders............................................................................................................................ 238
Issuing and Returning Parts to Work Orders in a Batch ............................................................................................ 239
Entering Meter Readings for Work Order Equipment ..................................................................................................... 240
Entering Batch Meter Readings ....................................................................................................................................... 242
Adding Child Work Orders to a Parent Work Order........................................................................................................ 242
Adding Permits to Work Orders....................................................................................................................................... 243
Scheduling Tools for Work Orders .................................................................................................................................. 243
Recording Tool Usage for Work Orders .......................................................................................................................... 244
Viewing and Modifying Work Orders ............................................................................................................................. 245
Viewing Work Order Cost ............................................................................................................................................... 245
Viewing Child Work Orders on a Parent Work Order ..................................................................................................... 247
Viewing Service Request Details..................................................................................................................................... 248
Viewing Equipment Custom Fields from a Work Order.................................................................................................. 248
Viewing Purchasing for Work Orders.............................................................................................................................. 248
Creating Capital Planning Requests .................................................................................................................................... 248
Creating Preventive Maintenance Work Orders .................................................................................................................. 250
Defining PM Routes and Equipment within Routes ........................................................................................................ 250
Defining Preventive Maintenance Schedules................................................................................................................... 251
Defining Activities of PM Work Orders .......................................................................................................................... 253
Defining Equipment for PM Schedules............................................................................................................................ 254
Viewing Work Orders per PM Schedule.......................................................................................................................... 256
Viewing Comments for PM Work Order Activities......................................................................................................... 256
Requesting Tools for PM Work Orders............................................................................................................................ 257
Releasing PM Work Orders ............................................................................................................................................. 257
Understanding PM Work Packages ..................................................................................................................................... 258
Creating and Editing PM Work Packages ........................................................................................................................ 258
Defining Equipment for PM Work Packages ................................................................................................................... 259
Scheduling Employees for PM Work Packages ............................................................................................................... 259
Understanding PM Forecasting ........................................................................................................................................... 259
Defining Equipment Parameters for PM Forecasting....................................................................................................... 260
Forecasting PMs............................................................................................................................................................... 261
Understanding PM Forecasting Options .................................................................................................................... 262
Viewing the Resource Load....................................................................................................................................... 263
Generating Work Orders ..................................................................................................................................................... 264
Generating Work Orders for Repairable Spare Parts........................................................................................................... 266
Scheduling Work ................................................................................................................................................................. 268
Viewing the Work Order Schedule .................................................................................................................................. 268
Calculating Labor Availability......................................................................................................................................... 268
Viewing Labor Utilization ............................................................................................................................................... 269
Scheduling or Rescheduling Work Orders ....................................................................................................................... 269
Viewing Work Order Comments ..................................................................................................................................... 270
Changing Work Order Status ........................................................................................................................................... 270
Freezing and Unfreezing Activity Schedules................................................................................................................... 271
Balancing the Workload................................................................................................................................................... 271
Viewing Work Order Details While Balancing the Workload ......................................................................................... 272
Completing Work ................................................................................................................................................................ 272
Closing Work Orders ....................................................................................................................................................... 272
Closing Work Orders on the Quick Close Form .............................................................................................................. 274
Updating Closing Details for Work Orders in a Batch..................................................................................................... 275
Reopening Closed Work Orders ...................................................................................................................................... 276
Performing Revision Control............................................................................................................................................... 276
Defining Revision Control Approval Lists....................................................................................................................... 276

CONTENTS XII
 Defining Approvers for Revision Control Approval Lists ............................................................................................... 276
Approving Revisions........................................................................................................................................................ 277
Rejecting Revisions.......................................................................................................................................................... 277
Viewing Approvers .......................................................................................................................................................... 277
Approving Parent PMs for Revision Control ................................................................................................................... 277
Viewing Revision Control Approval History................................................................................................................... 278
Defining Initial Service Request Information...................................................................................................................... 278
Defining Customer Information ....................................................................................................................................... 278
Creating Customers ................................................................................................................................................... 278
Associating Properties with Customers ..................................................................................................................... 278
Creating Callers for Customers.................................................................................................................................. 279
Viewing Customer Requests for Work Orders................................................................................................................. 279
Defining Property Code-structure Combinations for Service Requests ........................................................................... 279
Associating Properties with Employees ........................................................................................................................... 280
Managing Property Information....................................................................................................................................... 280
Creating Service Codes .................................................................................................................................................... 280
Creating Service Requests ................................................................................................................................................... 281
Creating New Caller Records........................................................................................................................................... 282
Editing Existing Caller Records....................................................................................................................................... 283
Assigning Personnel to Service Requests......................................................................................................................... 283
Viewing Work Order Details ........................................................................................................................................... 284
Closing Service Requests................................................................................................................................................. 284
Booking Hours for Service Requests ............................................................................................................................... 284
Issuing Parts for Service Requests ................................................................................................................................... 285
Returning Parts from Service Requests............................................................................................................................ 286
Booking Hours and Closing Service Requests ................................................................................................................. 286
Creating Service Request Log Entries ............................................................................................................................. 287
Creating Information Requests......................................................................................................................................... 287
Creating PM Plans............................................................................................................................................................... 288
Creating PM Plan Headers ............................................................................................................................................... 288
Copying PM Plans ........................................................................................................................................................... 289
Associating PM Schedules with PM Plans....................................................................................................................... 289
Creating Activities for PM Schedules on PM Plans......................................................................................................... 290
Moving Activities to PM Plans ........................................................................................................................................ 291
Adding Equipment to PM Plans....................................................................................................................................... 291
Understanding Deferred Maintenance ................................................................................................................................. 292
Creating Deferred Maintenance ....................................................................................................................................... 292
Adding Parts to Deferred Maintenance ............................................................................................................................ 294
6 ƒ INSPECTION MANAGEMENT........................................................................................................... 295
Inspection Management Terms............................................................................................................................................ 296
Defining Inspection Codes .................................................................................................................................................. 297
Defining Inspection Aspects ............................................................................................................................................ 297
Defining Properties of Inspection Aspects................................................................................................................. 297
Defining Inspection Point Types...................................................................................................................................... 298
Defining Inspection Methods ........................................................................................................................................... 299
Defining Inspection Conditions ....................................................................................................................................... 299
Defining Inspection Findings ........................................................................................................................................... 299
Assigning Equipment Classes to Findings................................................................................................................. 300
Viewing Monitored Data ..................................................................................................................................................... 300
Defining Points.................................................................................................................................................................... 300
Defining Equipment Inspection Points............................................................................................................................. 300
Defining Equipment Inspection Aspects .......................................................................................................................... 301

CONTENTS XIII
 Defining Equipment Inspection Aspect Points................................................................................................................. 301
Copying Aspect Points .............................................................................................................................................. 302
Defining Equipment Inspection Conditions ..................................................................................................................... 303
Entering Additional Equipment Inspection Information .................................................................................................. 303
Recording Equipment Inspection Results ........................................................................................................................ 303
Defining and Associating Inspection Routes....................................................................................................................... 304
Defining Inspection Routes.............................................................................................................................................. 304
Defining Inspection Route Inspection Points ................................................................................................................... 304
Associating Inspection Routes to Work Orders ............................................................................................................... 305
Associating Inspection Points with Work Orders............................................................................................................. 305
Changing Inspection Statuses .................................................................................................................................... 306
Adding Inspection Point Comments .......................................................................................................................... 306
Add Inspection Custom Fields................................................................................................................................... 307
Adding Inspection Point Custom Fields........................................................................................................................... 307
Approving Inspection Results.............................................................................................................................................. 307
Defining Formulas............................................................................................................................................................... 308
Associating Parameters with Formulas ............................................................................................................................ 308
Editing Formula Parameters ...................................................................................................................................... 309
7 ‚ Calibration Management ................................................................................................................... 310
Understanding Calibration Management ............................................................................................................................. 311
Understanding Calibration Management Terms............................................................................................................... 311
Understanding Calibration Statuses ................................................................................................................................. 312
Example ..................................................................................................................................................................... 313
Understanding Calibration Loops .................................................................................................................................... 313
Defining Calibration Test Point Data .................................................................................................................................. 314
Step 1: Define Basic Calibration Data ............................................................................................................................. 314
Step 2: Define or Import Test Point Data......................................................................................................................... 315
Defining Test Point Data ........................................................................................................................................... 315
Importing Test Point Data.......................................................................................................................................... 315
Entering Calibration Results................................................................................................................................................ 317
Viewing Loop Instruments for a Work Order...................................................................................................................... 318
Defining Standards Used for Calibration............................................................................................................................. 318
Viewing Calibration Results................................................................................................................................................ 319
8 ‚ PROJECT MANAGEMENT ................................................................................................................ 320
Defining Initial Project Information .................................................................................................................................... 321
Defining Budget Codes for Projects................................................................................................................................. 321
Defining Shutdown Codes ............................................................................................................................................... 321
Associating Standard Work Orders, Equipment, and Projects with Shutdown Codes ..................................................... 321
Defining Parent and Child Projects ..................................................................................................................................... 322
Defining Project Basics.................................................................................................................................................... 322
Associating Predefined Budget Codes with Projects ....................................................................................................... 323
Linking Default Budget Codes with Projects................................................................................................................... 323
Granting Purchasing Authorization Permissions for Projects .......................................................................................... 324
Viewing Project Hierarchy............................................................................................................................................... 324
Creating Project Work Orders ............................................................................................................................................. 324
Creating New Project Work Orders ................................................................................................................................. 324
Associating Existing Work Orders with Projects ............................................................................................................. 325
Generating Shutdown Work Orders ................................................................................................................................. 325
Viewing All Work Orders Associated with Projects........................................................................................................ 325
Viewing Project Purchase Orders ........................................................................................................................................ 326
Viewing Detailed Project Cost Summaries.......................................................................................................................... 326

CONTENTS XIV
9 ‚ REPORTS............................................................................................................................................ 327
Generating Reports.............................................................................................................................................................. 328
Specifying Report Parameters.......................................................................................................................................... 328
Specifying Report Fields Layout ..................................................................................................................................... 328
Specifying Report Sort Order........................................................................................................................................... 328
Specifying Report Group Order ....................................................................................................................................... 329
Saving Report Parameters ................................................................................................................................................... 329
Retrieving Saved Report Parameters................................................................................................................................ 329
Deleting Saved Report Parameters................................................................................................................................... 329
Asset Reports....................................................................................................................................................................... 329
Calibration Equipment ..................................................................................................................................................... 330
Calibration History........................................................................................................................................................... 330
Capital Performance Evaluation....................................................................................................................................... 331
CO2 Analysis ................................................................................................................................................................... 331
CO2 Emissions................................................................................................................................................................. 331
Cost of WOs Per Equipment ............................................................................................................................................ 332
Equipment Depreciation................................................................................................................................................... 332
Equipment Hierarchies..................................................................................................................................................... 333
Equipment History ........................................................................................................................................................... 333
Equipment Transfer Log .................................................................................................................................................. 333
Fault Trend Analysis........................................................................................................................................................ 333
Gas Index Analysis .......................................................................................................................................................... 334
List of Categories Per Class ............................................................................................................................................. 334
List of Classes .................................................................................................................................................................. 334
List of Equipment............................................................................................................................................................. 335
List of Equipment Details ................................................................................................................................................ 335
Mean Time Between Failures .......................................................................................................................................... 335
Mean Time Between Failures Per Equipment.................................................................................................................. 335
Meter History ................................................................................................................................................................... 336
Table of Equipment with Custom Fields.......................................................................................................................... 336
Warranty Claims .............................................................................................................................................................. 336
WO Cost by Equipment ................................................................................................................................................... 337
WO Cost by Type, Cost Code, or Dept............................................................................................................................ 337
WO Cost of Equipment Per Location............................................................................................................................... 338
WO Cost Summary .......................................................................................................................................................... 338
Asset Management Services Reports................................................................................................................................... 338
Print Customer Charges ................................................................................................................................................... 338
Print Customer Contract................................................................................................................................................... 339
Print Invoice..................................................................................................................................................................... 339
Budget Reports .................................................................................................................................................................... 339
Budget Analysis ............................................................................................................................................................... 340
Budget Position Details.................................................................................................................................................... 340
Budget Summary.............................................................................................................................................................. 340
Budgets Consistency Control ........................................................................................................................................... 340
List of Budget Structure Codes ........................................................................................................................................ 341
List of Budgets (Lower Level) ......................................................................................................................................... 341
List of Budgets (Top Level)............................................................................................................................................. 341
Calibrations Reports ............................................................................................................................................................ 342
Calibration Analysis......................................................................................................................................................... 342
Calibration Due Report .................................................................................................................................................... 342
Calibration Record Report ............................................................................................................................................... 343
Calibration Reverse Traceability...................................................................................................................................... 344

CONTENTS XV
 Call Center Reports ............................................................................................................................................................. 344
Customer Request ............................................................................................................................................................ 344
Knowledge Base Articles................................................................................................................................................. 345
Penalty Deduction Detail ................................................................................................................................................. 345
Penalty Deduction Summary............................................................................................................................................ 345
Contract Reports.................................................................................................................................................................. 346
Contract Classes............................................................................................................................................................... 346
List of Debit Discounts .................................................................................................................................................... 346
List of Existing Contracts................................................................................................................................................. 346
List of Purchases Under Contract..................................................................................................................................... 346
Print Contract ................................................................................................................................................................... 347
Request Discount Based on Purchases............................................................................................................................. 347
Fleet Reports........................................................................................................................................................................ 347
Fleet Billing Report.......................................................................................................................................................... 347
Vehicle Ticket Report ...................................................................................................................................................... 348
VMRS Activities.............................................................................................................................................................. 348
Inspection Reports ............................................................................................................................................................... 348
Inspection Route Report................................................................................................................................................... 349
List of Inspection Results................................................................................................................................................. 349
List of Points to be Inspected ........................................................................................................................................... 349
Status of Inspection Points ............................................................................................................................................... 349
Materials Reports................................................................................................................................................................. 350
Average Monthly Usage Analysis.................................................................................................................................... 350
Consignment Activity ...................................................................................................................................................... 350
Goods Received Note....................................................................................................................................................... 350
Goods Return Note........................................................................................................................................................... 351
Inventory Standard........................................................................................................................................................... 351
List of Outstanding Requisition Items.............................................................................................................................. 351
List of Stock..................................................................................................................................................................... 352
Monthly Usage Trends..................................................................................................................................................... 352
Parts Currently Reserved/Allocated ................................................................................................................................. 352
Physical Inventory Discrepancy....................................................................................................................................... 353
Print Physical Inventory List............................................................................................................................................ 353
Print Pick Ticket .............................................................................................................................................................. 353
Print Requisition .............................................................................................................................................................. 354
Purchase History Per Item/Supplier ................................................................................................................................. 354
Return Summary .............................................................................................................................................................. 354
Stock Issues History by Part ............................................................................................................................................ 355
Stock Transactions ........................................................................................................................................................... 355
Stock Value Listing by Part Type .................................................................................................................................... 355
Project Reports .................................................................................................................................................................... 356
Cost Summary By Project and Area ................................................................................................................................ 356
List of WOs for Project .................................................................................................................................................... 356
Project Budget Code Cost Summary................................................................................................................................ 356
Project Cost Breakdown................................................................................................................................................... 357
Project Cost Summary ..................................................................................................................................................... 357
Project POs....................................................................................................................................................................... 357
Purchasing Reports .............................................................................................................................................................. 358
Approved POs Awaiting Delivery ................................................................................................................................... 358
Blanket Order List............................................................................................................................................................ 358
List of Invoices ................................................................................................................................................................ 358
Pricing Variance............................................................................................................................................................... 359

CONTENTS XVI
 Print PO............................................................................................................................................................................ 359
Purchase History Per PO/Supplier ................................................................................................................................... 359
PO Cost Summary............................................................................................................................................................ 360
PO Status.......................................................................................................................................................................... 360
POs Awaiting Invoicing................................................................................................................................................... 360
Quotation Summary ......................................................................................................................................................... 361
Request for Quotation ...................................................................................................................................................... 361
Request for Quotation Summary...................................................................................................................................... 361
Work Reports....................................................................................................................................................................... 362
Actual Labor Hours Against Estimated............................................................................................................................ 362
Batch Work Order Generation Summary ......................................................................................................................... 362
Call Center WO................................................................................................................................................................ 362
Daily Hours Worked Per Employee................................................................................................................................. 363
Daily Trade Schedule....................................................................................................................................................... 363
Expired Warranties .......................................................................................................................................................... 363
Future Maintenance Cost ................................................................................................................................................. 364
Hours Needed for Tasks................................................................................................................................................... 364
Labor Required Per Day or Trade .................................................................................................................................... 365
List of All PM Schedules ................................................................................................................................................. 365
List of Permit Issues......................................................................................................................................................... 365
List of WOs Bypassed Due to Nesting............................................................................................................................. 366
Long Term WO List......................................................................................................................................................... 366
Material Requirements Analysis ...................................................................................................................................... 366
Meter Based PM Due Report ........................................................................................................................................... 367
Part Failures ..................................................................................................................................................................... 367
Permits for WOs............................................................................................................................................................... 367
PM Forecasting ................................................................................................................................................................ 367
Print Short WO Cards ...................................................................................................................................................... 368
Print Work Order ............................................................................................................................................................. 368
Qualification Expiration Report ....................................................................................................................................... 369
Qualification Requirement Report ................................................................................................................................... 369
Resource Load Graph....................................................................................................................................................... 369
Schedule Attainment ........................................................................................................................................................ 370
Scheduled Activities ........................................................................................................................................................ 370
Scheduled vs. Actual – Detail .......................................................................................................................................... 370
Shift Employee................................................................................................................................................................. 371
Short Term WO List (Activities) ..................................................................................................................................... 371
Short Term WO List (WOs)............................................................................................................................................. 371
Tool Usage ....................................................................................................................................................................... 372
WO Backlog Report......................................................................................................................................................... 372
WO Aging........................................................................................................................................................................ 372
WO Cost List ................................................................................................................................................................... 373
WO Cost Summary Graph ............................................................................................................................................... 373
WO On-Time Delivery by Employee .............................................................................................................................. 373
WO On-Time Delivery by Trade ..................................................................................................................................... 374
WO Statistics ................................................................................................................................................................... 374
10 ‚ GIS INTEGRATION ........................................................................................................................... 375
Linking Infor EAM Equipment and GIS Features............................................................................................................... 376
Processing Rules for Defining Equipment Records within ESRI..................................................................................... 376
Defining Infor EAM Equipment (ESRI) .......................................................................................................................... 377
Processing Rules for Defining GIS Features within Infor EAM ...................................................................................... 377
Defining GIS Features (Infor EAM) ................................................................................................................................ 377

CONTENTS XVII
 Synchronizing Records (ESRI)............................................................................................................................................ 378
Synchronizing Equipment with Features (ESRI) ............................................................................................................. 378
Synchronizing Features with Equipment (ESRI) ............................................................................................................. 379
Synchronizing Attributes (ESRI) ..................................................................................................................................... 380
Synchronizing Attribute Details (ESRI) .................................................................................................................... 380
Applying a Data Filter (ESRI)............................................................................................................................................. 381
Running a Data Filter (ESRI)........................................................................................................................................... 381
Saving Filter Criteria (ESRI) ........................................................................................................................................... 382
Running Existing Data Filters (ESRI).............................................................................................................................. 383
Viewing Data Filter Results (ESRI)................................................................................................................................. 383
Performing Infor EAM Functionality (ESRI)...................................................................................................................... 383
Creating Infor EAM Work Orders (ESRI) ....................................................................................................................... 384
Defining Activities..................................................................................................................................................... 385
Associating Comments .............................................................................................................................................. 385
Entering Custom Fields ............................................................................................................................................. 385
Defining Linear Reference Details ............................................................................................................................ 386
Viewing Infor EAM Events (ESRI) ................................................................................................................................. 386
Performing a GIS Map Search (Infor EAM) ....................................................................................................................... 386
Performing a Basic Map Search (Infor EAM) ................................................................................................................. 387
Performing an Advanced Map Search (Infor EAM) ........................................................................................................ 388
GIS Map Search Toolbar (Infor EAM) ............................................................................................................................ 389
Selecting Features on the GIS Map (Infor EAM)............................................................................................................. 390
Identifying Features (Infor EAM) .................................................................................................................................... 391
Viewing the Nearest Address (Infor EAM)...................................................................................................................... 391
Creating GIS Filters (Infor EAM) .................................................................................................................................... 392
Adjusting the Range of Linear Equipment (Infor EAM).................................................................................................. 392
Creating Quick Work Orders (Infor EAM) ...................................................................................................................... 393
Creating Work Orders (Infor EAM)................................................................................................................................. 393
Creating Multiple Equipment Work Orders (Infor EAM)................................................................................................ 393
Scheduling Work Order Activities (Infor EAM).............................................................................................................. 394
Copying an Existing Work Order Activities Schedule (Infor EAM) ............................................................................... 395
Creating Routes and Route Work Orders (Infor EAM).................................................................................................... 395
Locating Equipment and Work Orders on the GIS Map (Infor EAM)............................................................................. 396
Viewing Analytics Data (Infor EAM).............................................................................................................................. 397
Viewing Child Equipment on the GIS Map (Infor EAM) ................................................................................................ 397
Viewing GIS Maps (Infor EAM)......................................................................................................................................... 397
Viewing GIS Maps from Equipment Records (Infor EAM) ............................................................................................ 397
Viewing GIS Maps from Work Orders (Infor EAM) ....................................................................................................... 398
11 ƒ FLEET MANAGEMENT.................................................................................................................... 399
Understanding Fleet Management Terms............................................................................................................................ 400
Understanding Motor Pool Management............................................................................................................................. 401
Understanding the Fleet Billing Process.............................................................................................................................. 401
Creating Vehicle Tickets ..................................................................................................................................................... 401
Associating Billing Exceptions with Vehicle Tickets ...................................................................................................... 403
Viewing Billing Adjustments for Vehicle Tickets ........................................................................................................... 403
Viewing Fleet Bills.............................................................................................................................................................. 404
Modifying Fleet Bills ....................................................................................................................................................... 404
Viewing Billing Details for Fleet Bills ............................................................................................................................ 404
Viewing Fleet Bill Transactions ................................................................................................................................ 404
Viewing Fleet Bill Adjustment Transactions............................................................................................................. 405
Creating Pool and Loaner Adjustments for Fleet Bills..................................................................................................... 405
Creating Assignment Adjustments for Fleet Bills............................................................................................................ 406

CONTENTS XVIII
12 ƒ INFOR EAM MICROSOFT PROJECT INTERFACE ....................................................................... 408
Installing the Infor EAM MS Project Interface ................................................................................................................... 409
Setting Up Connection Information..................................................................................................................................... 409
Associating Infor EAM Priority Codes with MS Project Priority Codes............................................................................. 409
Creating Scheduling Sessions in Infor EAM ....................................................................................................................... 410
Importing Sessions into MS Project from Infor EAM ......................................................................................................... 411
Creating and Adding Work Orders and Activities to Scheduling Sessions ......................................................................... 411
Creating a Work Order and Adding it to an Existing Scheduling Session ....................................................................... 412
Creating a Work Order Activity and Adding it to an Existing Scheduling Session ......................................................... 412
Exporting Sessions from MS Project to Infor EAM ............................................................................................................ 413
Canceling Sessions .............................................................................................................................................................. 413
13 ‚ ASSET MANAGEMENT SERVICES ................................................................................................ 414
Creating Customer Contracts............................................................................................................................................... 415
Creating Fixed Charge Schedules for Customer Contracts.................................................................................................. 415
Creating Pricing Schedules.................................................................................................................................................. 416
Creating Custom Trade Rates .......................................................................................................................................... 417
Creating Custom Part Charges ......................................................................................................................................... 417
Adding Additional Charges (MOS) ................................................................................................................................. 417
Defining Work Order Criteria .......................................................................................................................................... 418
Viewing Invoices for Customers ......................................................................................................................................... 418
Viewing Customer Contracts............................................................................................................................................... 419
Calculating and Approving Customer Charges ................................................................................................................... 419
Understanding the Calculation of Customer Charges ...................................................................................................... 419
Approving and Generating Customer Charges................................................................................................................. 420
Viewing Charges for Customers ...................................................................................................................................... 421
Creating and Generating Customer Invoices ....................................................................................................................... 421
Understanding Customer Invoice Generation .................................................................................................................. 422
Creating Customer Invoices from Work Orders............................................................................................................... 422
Generating Customer Invoices ......................................................................................................................................... 422
Creating Invoices for Work Orders .................................................................................................................................. 423
Viewing and Changing the Status of Customer Invoices ................................................................................................. 423
Viewing Customer Invoice Lines..................................................................................................................................... 424
Viewing an Overview of Customer Invoice Lines ........................................................................................................... 424
14 ‚ BUDGETS ......................................................................................................................................... 425
Defining Budget Setup Information .................................................................................................................................... 426
Defining Budget Calendar Types..................................................................................................................................... 426
Defining Budget Structures.............................................................................................................................................. 426
Defining Budget Terms.................................................................................................................................................... 426
Defining Periods for Budget Terms ................................................................................................................................. 427
Defining Budget Groups .................................................................................................................................................. 427
Assigning Items to Budget Groups .................................................................................................................................. 427
Defining Budgets................................................................................................................................................................. 427
Defining Budget Details................................................................................................................................................... 428
Calculating Budgets ......................................................................................................................................................... 428
Copying Budgets.............................................................................................................................................................. 429
Copying Sub-Level Budgets ............................................................................................................................................ 429
15 ‚ CONTRACTS .................................................................................................................................... 430
Defining Purchasing Contracts ............................................................................................................................................ 431
Assigning Parts to Purchasing Contracts.......................................................................................................................... 431
Defining Part Discounts for Purchasing Contracts........................................................................................................... 432
Defining Order Discounts for Purchasing Contracts ........................................................................................................ 432

CONTENTS XIX
 Defining Clauses for Contract Classes ................................................................................................................................ 432
Defining Purchasing Contract Text ..................................................................................................................................... 433
16 ƒ CALL CENTER................................................................................................................................. 434
Understanding Call Center Terms ....................................................................................................................................... 435
Understanding Call Center .................................................................................................................................................. 435
Information Requests ....................................................................................................................................................... 436
Action Requests ............................................................................................................................................................... 436
Departmental Hierarchies................................................................................................................................................. 436
Comments ........................................................................................................................................................................ 436
Setting Up Basic Call Center Information ........................................................................................................................... 436
Entering Contact Information .......................................................................................................................................... 436
Associating Equipment with Contact Information..................................................................................................... 437
Creating Service Problem Codes...................................................................................................................................... 437
Associating GIS Map Layers with Service Problem Codes ............................................................................................. 438
Creating Providers............................................................................................................................................................ 438
Creating Service Categories............................................................................................................................................. 439
Creating Department Structures ....................................................................................................................................... 439
Creating Service Delivery Matrixes for Equipment ......................................................................................................... 439
Defining Calendar Groups for Equipment ....................................................................................................................... 440
Defining Calendar Periods for Calendar Groups ....................................................................................................... 440
Creating Knowledge Base Articles .................................................................................................................................. 441
Viewing Associated Service Delivery Matrixes and Knowledge Base Articles ........................................................ 442
Creating Bulletin Board Notices ...................................................................................................................................... 442
Defining Event Log Type Filters ..................................................................................................................................... 442
Setting Up the Call Center Form ......................................................................................................................................... 443
Selecting Options for the Call Center Form ..................................................................................................................... 443
Specifying GIS Attributes for the Call Center Form........................................................................................................ 445
Defining Usability Codes for Equipment......................................................................................................................... 445
Processing Customer Requests ............................................................................................................................................ 445
Entering Customer Requests ............................................................................................................................................ 445
Performing a Customer Search ........................................................................................................................................ 446
Entering Customer Information ....................................................................................................................................... 446
Viewing Additional Information ...................................................................................................................................... 447
Viewing the Event Log .................................................................................................................................................... 447
Performing a Knowledge Base Search ............................................................................................................................. 447
Viewing the Results of the Knowledge Base Search ....................................................................................................... 448
Viewing the Results Summary................................................................................................................................... 448
Viewing My Recent Searches.................................................................................................................................... 448
Viewing My Favorites ............................................................................................................................................... 448
Viewing the Top 10 Knowledge Base Articles ................................................................................................................ 448
Processing an Action Request .......................................................................................................................................... 448
Adding Remarks to the Customer Request ...................................................................................................................... 449
Viewing Bulletin Board Notices ...................................................................................................................................... 450
17 ‚ WEB SERVICE PROMPT EXECUTION ........................................................................................... 451
Executing Web Service Prompts ......................................................................................................................................... 452
Executing a Web Service Prompt Containing an 'Update' Web Service .......................................................................... 452
Executing a Web Service Prompt Containing a 'Delete' Web Service ............................................................................. 452
INDEX ....................................................................................................................................................... 454

CONTENTS XX
1 ‚ BASICS

This chapter describes Infor EAM features and outlines the procedures for basic operation.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition. If you purchased Infor EAM Business Edition, you do not have access to all of the functionality
covered in this chapter.

In This Chapter
ƒ Starting Infor EAM
ƒ Navigation and User Interface
ƒ Fields
ƒ Lists
ƒ Associating Documents
ƒ Entering Comments
ƒ Entering Description Translations
ƒ Viewing Electronic Records and Signatures
ƒ Associating Addresses
ƒ Associating Parts
ƒ Dataspy
ƒ Viewing the Start Center
ƒ Understanding the Start Center Inbox
ƒ Understanding the Start Center KPIs
ƒ Managing Portlets
ƒ Starting a Business Process
ƒ Managing Your Account

1
Starting Infor EAM
Infor EAM is a Web-architected, Internet-based application. Infor EAM can only be accessed through the Internet
Explorer (version 6.0 or higher) browser. Additionally, your browser must be set up to allow cookies and enable
JavaScript before accessing the login page.
Follow these steps to start Infor EAM.
1 Choose Start | Programs | Internet Explorer from the Windows taskbar. Windows opens the Internet
Explorer browser window.
2 Address—Enter the URL provided by your system administrator. Internet Explorer displays the login page.
3 User ID—Enter your user ID.
4 Password—Enter your password.
Notes: Users can change passwords at any time. Refer to "Managing Your Account" later in this chapter.
Periodically, the system requires that you change your password.
5 Click Log In. The system displays the Start Center home page.
If you have query rights for the Start Center home page, the system displays work orders, purchase requisitions, and
service requests assigned to you. To see the record details, double-click the selected record.
Notes: To log out and return to the login page, click LOGOUT on the header.
If you want to bookmark the login page as a shortcut link, you may provide the User ID in the URL
http://YourServer/web/base/logindisp?userid=YourUserID. If your User ID contains a "+" symbol, then
you must substitute "%2B" for the "+" symbol.
Refer to "Viewing the Start Center," "Understanding the Start Center Inbox," and "Understanding the Start Center
KPIs" later in this chapter.

Navigation and User Interface

Infor EAM includes several navigation options that allow you to quickly and easily find the pages and information
you need. Navigate through the system by clicking icons, menus, buttons, tabs, and hyperlinks on each page.
Refer to the following sample screen, which details the user interface:
Header
Toolbar Tabs
Menu
Bar

Message
Bar

1 ‚ BASICS 2
Header
Access basic functions on the header, which is displayed on all pages. Additionally, click on the navigation tabs to
access the major functional areas or modules within the system.
Refer to the following descriptions when accessing options on the header:
Option Function
START CENTER Displays the Start Center home page
MY ACCOUNT Displays the My Account page, which allows you to view and
change your e-mail address, system language, login password, and success message information
HELP Displays help topics
covering system procedures and a link to the User’s Guide
ABOUT Displays system application information, such as application
name, version number, schema name, and user ID
LOGOUT Logs out of Infor EAM

Menu Bar
The system displays functions and menus that apply to a form or page on the menu bar. When you position your mouse over the
navigation menus on the menu bar, the system displays a "drop-down" menu that lists the forms that apply to that navigation
menu. Select an item from the drop-down menu to open the corresponding form.

Toolbar
Access basic system functions on the toolbar. Hover the cursor over a button to view a pop-up description of the
button’s function.
Refer to the following descriptions when accessing buttons on the toolbar:
Button Function Shortcut
Previous Screen—Returns to the previous page CTRL+Left Arrow or F11

Next Screen—Displays the next screen in a business process CTRL+Right Arrow or F12

Save Record—Saves the current record CTRL+S or F10

New Record—Inserts a new record CTRL+N or F6

Delete Record—Deletes the record CTRL+D or CTRL+F6

Next Record—Displays the next record CTRL+Down Arrow

Previous Record—Displays the previous record CTRL+Up Arrow

Copy Record—Copies the current record. Refer to "Copying Records" later CTRL+F or F4
in this chapter.
Reset Screen—Clears changes to the current record CTRL+R

Print Record—Prints the current record ALT+P

Print Preview—Displays a preview of the current report

Help—Displays online help for the current page ALT+H

Screen Designer—Displays the page in designer mode, for system ALT+E

administrators only

Tabs
Some forms within the system include multiple tabs. Each tab displays a page on the form. Some tabs are displayed
by default, and others must be manually added to the form.

1 ‚ BASICS 3
To add a tab to a form, click Add Tab, and then choose the tab to add. The added tab will not be saved by default
after you log out of the system. Permanently adding a tab is a security function performed by your system
administrator. Contact your system administrator for more information.

Message Bar
The system uses the message bar at the bottom of the window to quickly display messages, errors, and options you
must view or select after performing an action. The message bar can include any of the following message types:
ƒ Error—Indicates an error (e.g., a requisition must contain line items or the record has been modified by another
user)
ƒ Warning—Warns the user of an impending action (e.g., password expiration or overwriting an existing record)
ƒ Question—Requires the user to select an option before taking an action (e.g., enter a reason for rejection prior
to rejecting a requisition or work request)
ƒ Success—Indicates the action was successfully completed (e.g., clicking Submit successfully created a
requisition)
ƒ Information—Displays informational text that is not the result of a user’s action (e.g., a system message)

Keyboard Shortcuts
Keyboard shortcuts are keys or key combinations for functions within Infor EAM.

System Keyboard Shortcuts

The following keyboard shortcuts allow easy access to the system-level functions available on the header.
Function Shortcut
My Account CTRL+T
Help CTRL+H
About CTRL+B
Log Out ALT+Q

Screen-level Keyboard Shortcuts

The following keyboard shortcuts allow easy access to screen-level functions.
Function Shortcut
Open lookup F9
Screen-level help F1
Print screen CTRL+P
Open/close the multi-field search on List View and Record F7
View screens
Execute a multi-field search F8
Open the Jump to Screen popup CTRL+F2

Screen Designer Keyboard Shortcuts

Keyboard shortcuts are keys or key combinations for system functions. The following keyboard shortcuts allow easy
access to screen designer functions while in designer mode.
Function Shortcut
Save layout CTRL+S
Open group selection CTRL+G
Switch to preview mode CTRL+W
Switch to screen designer mode ALT+E
Exit screen designer mode CTRL+I

1 ‚ BASICS 4
Right-Click Options
The system includes two types of right-click menu options: system-level and screen-level. Right-click menu options
are available when inserting or updating records.

Screen-level Options
Screen-level options are displayed at the top of the right-click menu. The screen-level options change based on
which screen is being accessed. A right-click menu option is displayed for each button that appears on the screen.

System-level Options
System-level options are displayed at the bottom of the right-click menu. System-level options are common
functions that are available on all screens, such as audit trail.

Fields
A field is a single topic of information in a record. Required fields (noted by a shaded color) must be completed for
a record to be valid.

Updating Fields
Right-click in a field within a grid to update selected rows. Updating fields in Infor EAM follows the standard
Windows controls for selecting rows:
ƒ CTRL+CLICK: Individually selects and unselects rows
ƒ SHIFT+CLICK: Selects all rows between the clicked row and the most recently selected row. Shift+Click also
unselects all rows that do not meet the criteria above.
The header at the top of the form will not update for subsequent selections; it will always show the first record
selected. Therefore, if the List View page has multiple records selected, the system remains on the record displayed
in the header. The multi-selection is lost when you leave the page.
If you click off the record that is currently being displayed in the header, the system displays the top-most selected
record in the header.
Important: The update fields feature is available only on the following List View pages: Work Orders, Parts,
Equipment, Requisitions, and Purchase Orders.
Follow these steps to update fields.
1 Select the records to update.
2 Right-click on a selected record, and then select Update Field. The system displays the Field popup.
3 Field—Select the field to update.
Note: Not all fields are available for update in the right-click options. If a field is Protected or Hidden, it is not
included in the list. In addition, some fields with associated special business rules, i.e., prompting the
user with a yes/no question, are excluded.
4 New Value—Enter the new value for the field.
5 Set Value to Null—Select to set the field to null.
6 Click Submit. The system updates the field on all selected records.

Hidden Fields
The system only displays certain fields by default upon delivery. The user documentation includes steps and
procedures for all fields, even if they are hidden upon delivery. Your system administrator has the rights to hide and
unhide fields as necessary.

Entering Information into Fields

There are many types of fields. Refer to the following table when entering information into fields:
Note: Press F7 in any text field to access spell checker functionality.

Field Type Entering Information and Examples

Text box Enter information directly into the field.

1 ‚ BASICS 5
Field Type Entering Information and Examples
Drop-down list Click , and then select the value from the displayed list.

Note: Begin typing in the field to quickly narrow the list of selections.
Lookup Enter the value or click , and then select the value from the lookup page.

Note: If the field calling the lookup has two levels, then you can select a top-level record
and then view and select the second-level record. When you select the second-level
record, the system returns both values.
Equipment Lookup Enter the value or click . The system displays the Equipment Lookup popup. Refer to
"Entering Information into Fields with the Equipment Lookup" later in this chapter.
Task Lookup Enter the value or click . The system displays the Tasks popup.
Note: The system displays the task instructions for the selected task.

Select the task, and then click OK. The system closes the Tasks popup and populates Task.
Bin Lookup Enter the value or click . The system displays either the Bins popup or the Bin Lookup
popup depending on the calling form.
If the system displays the Bins popup, apply a filter as necessary. Select a record from the Bins
list, and then click OK.

If the system displays the Bin Lookup popup, select to view All Bins, Bins for Part, or
Unassociated Bins. Select a record from the Bins list, and then click OK.

1 ‚ BASICS 6
Field Type Entering Information and Examples

Comments Enter text directly into the comment field. Use the scroll bar to scroll through a comment that
extends beyond the provided area.

Radio button Select one of the values.

Check box Select to activate/deactivate the option.

Entering Dates and Times into Fields

The system automatically enters the current date and time in some date fields; however, you can manually enter or
edit dates and times using keyboard shortcuts, or you can use the calendar to select a date as necessary.

Entering Dates with the Calendar

Follow these steps to enter dates with the calendar.
1 Click next to the date field. The system displays a calendar popup.
Shortcut: Press F9 while your cursor is positioned in the date field to display the calendar.
2 Select the month and year from the drop-down lists on the top of the calendar.
Shortcuts: Click the – hyperlink next to the month or year drop-down lists to select the month or year previous to
the displayed value.
Click the + hyperlink next to the month or year drop-down lists to select the month or year following the
displayed value.
3 Click the desired date. The system closes the popup and displays the selected date in the field.

Entering Dates and Times with the Calendar

Follow these steps to enter dates and times with the calendar.
1 Click next to the date/time field. The system displays a calendar popup.
Shortcut: Press F9 while your cursor is positioned in the date field to display the calendar.
2 Select the month and year from the drop-down lists on the top of the calendar.
Shortcuts: Click the – hyperlink next to the month or year drop-down lists to select the month or year previous to
the displayed value.
Click the + hyperlink next to the month or year drop-down lists to select the month or year following the
displayed value.
3 Click the desired date, and then enter the desired time for Hour and Minute. The system closes the popup and
displays the selected date and time in the field.

Entering Dates with Keyboard Shortcuts

Follow these steps to enter dates with keyboard shortcuts.
1 Position the cursor in the date field.

1 ‚ BASICS 7
2 Choose one of the following options as necessary:
ƒ Enter the current date—Press SPACEBAR. The system displays the current date in the field.
ƒ Enter a specific date or partial date—Press numeric keys to enter the desired date (e.g., 070102), and then
press TAB to exit the field. The system evaluates the date and displays the closest match in the required
format (e.g., Jul/01/2002).
Note: Use the "+" and "-" keys to change the date when the cursor is in the date field. Press the "+" key to add
one day to the date. Press the "-" key to subtract one day from the date.

Entering Information into Fields with the Equipment Lookup

The equipment lookup enables you to search for assets, positions, systems, and locations and retrieves them to fields
and forms within the system. You can filter the list of records in the lookup based on the key fields and many
attributes of the equipment. You can also view an equipment’s hierarchy using the equipment lookup and retrieve
equipment records to fields and forms within the system from the Structure Details.
Note: When invoked from some forms within the system, the equipment lookup enables you to retrieve
multiple equipment records to forms at once.

Entering Equipment with the Equipment Lookup

Follow these steps to enter equipment with the equipment lookup.
1 From any form containing the equipment lookup, click . The system displays the Equipment Lookup popup.
Shortcut: Enter the first few characters of the value for which you are searching, and then click . The system
displays all values beginning with the characters you entered.
If you entered the first few characters of the piece of equipment and only one equipment record that
begins with those characters exists in the database, the system automatically displays the equipment
record on the Structure page. The system does not display any equipment records until you conduct a
search.
2 Choose one of the following options:
ƒ Dataspy—Select an existing Dataspy or edit an existing dataspy. The system applies the Dataspy to the list
view. Refer to "Dataspy" later in this chapter.
ƒ Quick Filter—Define a quick filter to filter the list of records in the lookup based on the key fields and
many attributes of the equipment, and then click . The system displays equipment records that are not
Out of Service or Withdrawn. For more information about entering search parameters, refer to "Defining
Quick Filters on Lookups" later in this chapter.
3 Choose one of the following options:
ƒ Double click the row containing the equipment to retrieve. The system retrieves the equipment record to the
form.
ƒ Select—Select for each equipment record to retrieve, and then click OK. The system retrieves the selected
equipment record(s) to the form.
4 Click OK. The system closes the popup and displays the equipment on the form.

Viewing Equipment Hierarchies with the Equipment Lookup

View equipment hierarchies of parent/child relationships between equipment. Select records within the hierarchy to
retrieve equipment to forms and fields within the system. Refer to "Creating Equipment Hierarchies" in Chapter 2 ‚
Asset Management.
Follow these steps to view equipment hierarchies with the equipment lookup.
1 From any form containing the equipment lookup, click . The system displays the Equipment Lookup popup.
2 Dataspy and Quick Filter—Query for the equipment for which to view a hierarchy.
3 Select the record for which to view the equipment hierarchy, and then click the Structure tab. The system
displays the Structure page.
4 Choose one of the following options as necessary:
ƒ Click Display as Focal Point. The system sets the focus of the Structure tab to the selected record.

1 ‚ BASICS 8
 ƒ Click Show Details. The system returns to the Search screen and updates the Equipment list with only the
selected record.
Note: Click the Search tab to return to the Search page without selecting a specific record from the equipment
hierarchy.
5 Select the record(s) to retrieve, and then click OK. The system closes the popup and displays the selected
equipment record(s) on the form.

Entering Custom Fields

Further define records with custom fields.
Note: Define custom fields on the Custom Fields form and the Associate Custom Fields form. Contact your
system administrator for more information.
Follow these steps to enter custom fields.
1 From any form, click the Record View tab. The system displays the Record View page.
2 Enter information in the fields as necessary.
3 Click . The system saves the record.

Entering User Defined Fields

Enter user defined fields as an alternative to custom fields. User defined fields are stored in the parent table of each
record (rather than in a separate table as with custom fields).
Follow these steps to enter user defined fields.
1 From any form containing user defined fields, click the Record View tab. The system displays the Record View
page.
2 Enter information in the fields as necessary.
3 Click . The system saves the record.
Note: Fields types available are text, date/time, number, and checkbox.

Defining Options for User Defined Text Fields

Follow these steps to define options for user defined text fields.
1 Click the Record View tab. The system displays the Record View page.
2 In Screen Designer mode, right-click in a user defined text field, and then select User Defined Field
Options. The system displays the UDF Options popup.
3 Lookup Type—Choose one of the following options:
ƒ None
ƒ Code
ƒ Code and Description
ƒ Entity
4 Lookup Entity—Enter the entity to be used for the lookup.
Note: Lookup Entity is available only for Lookup Types of Entity.
5 Minimum Value—Enter the minimum value for the field.
6 Maximum Value—Enter the maximum value for the field.
7 Validate Against Lookup—Select to validate this field against the lookup.
8 Print UDF on Supported Reports—Select to print this field on reports with the Print UDF option.
9 Enable UDF for Add-ons—Select to enable this field for add-ons.
10 Click Submit. The system saves the record and displays the Record View page.
Defining Lookup Values for User Defined Text Fields
Define lookup values for a user defined text field defined as a lookup.
Follow these steps to define lookup values for user defined text fields.
1 Click the Record View tab. The system displays the Record View page.
2 In Screen Designer mode, right-click in a field, and then select User Defined Field Lookup Values. The
system displays the UDF Lookup Values popup.

1 ‚ BASICS 9
3 Click Add Value.
4 Value—Enter the a lookup value for the field.
5 Description—Enter a description for the field.
Note: Description is not available if field lookup type is Code.
6 Click Submit. The system saves the record
Note: To delete a lookup value, select the lookup value to delete and then click Delete Value. The system
deletes the record and updates the UDF Lookup Values list.

Defining Options for User Defined Date/Time Fields

Follow these steps to define options for user defined date/time fields.
1 Click the Record View tab. The system displays the Record View page.
2 In Screen Designer mode, right-click in a user defined date/time field, and then select User Defined Field
Options. The system displays the UDF Options popup.
3 Minimum Value—Enter the minimum value for the field.
4 Maximum Value—Enter the maximum value for the field.
5 Display Time Element—Select to display the time element adjacent to the date.
6 Print UDF on Supported Reports—Select to print this field on supported reports.
7 Enable UDF for Add-ons—Select to enable this field for add-ons.
8 Click Submit. The system saves the record and displays the Record View page.

Defining Options for User Defined Number Fields

Follow these steps to define options for user defined number fields.
1 Click the Record View tab. The system displays the Record View page.
2 In Screen Designer mode, right-click in a user defined number field, and then select User Defined Field
Options. The system displays the UDF Options popup.
3 Minimum Value—Enter the minimum value for the field.
4 Maximum Value—Enter the maximum value for the field.
5 Number Type—Choose one of the following options:
ƒ Number
ƒ Currency
ƒ Integer
6 UOM Value—Enter the unit of measure for the field.
7 Print UDF on Supported Reports—Select to print this field on supported reports.
8 Enable UDF for Add-ons—Select to enable this field for add-ons.
9 Click Submit. The system saves the record and displays the Record View page.

Defining Options for User Defined Checkbox Fields

Follow these steps to define options for user defined checkbox fields.
1 Click the Record View tab. The system displays the Record View page.
2 Enter information in the fields as necessary.
3 In Screen Designer mode, right-click in a user defined checkbox field, and then select User Defined Field
Options. The system displays the UDF Options popup.
4 Print UDF on Supported Reports—Select to print this field on reports with the Print UDF option.
5 Enable UDF for Add-ons—Select to enable this field for add-ons.
6 Click Submit. The system saves the record and displays to the Record View page.

Lists
The system often displays information in tabular format, such as list view pages, the Asset Warranties page
containing a list of items, and any lookup. Select a row in a list to view record details or select data from a list view.
You can also quickly sort, filter, re-arrange or resize fields if the system defaults do not suit your needs.

1 ‚ BASICS 10
Selecting Rows in a List
Select rows in a list to view the record associated with the row, to copy the row data from a lookup to fields on a
page, or to specify records on which to perform an action.
Follow these steps to select rows in a list.
1 Open any page or lookup containing a list of records. The system displays the list of records.
2 Click anywhere in the row to select the row. The system highlights the row.
3 Choose one of the following options:
ƒ Perform an action on the selected row—Click the button corresponding with the action.
ƒ If the row is in a portlet or list view, view the details of the record associated with the row—Double-click
the row. The system opens the record in the associated record view. Refer to "Managing Portlets" later in
this chapter.
ƒ If the row is in a lookup list view, copy the row data to fields on the original page—Double-click the row
(or select the row, and then click OK). The system closes the lookup and displays the data in the
corresponding fields on the page.

Defining Quick Filters on Forms

Filter a list of records on forms to display only those records that meet your specified criteria.
Follow these steps to define quick filters on forms.
Note: The system applies the filter in addition to any filter criteria specified in a Dataspy that is applied to the
list. Refer to "Dataspy" later in this chapter.
1 Open any form containing a list of records. The system displays the filter above the list.
Note: On list views, the system displays the number of records that were located using the specified Dataspy
on the filter bar. Refer to "Dataspy" later in this chapter.
2 Filter—Select the field on which to filter from the first drop-down list.
Note: For forms that include custom fields, the custom fields are displayed at the end of the filter drop-down
list. Only custom fields associated to the entity of the screen AND associated to a class with an
organization for which the user has query rights will be displayed. If more than one entity exists for the
screen, then only the primary entity will be used.
3 Select an operator from the second drop-down list. Refer to the following table for operator options:
Operator Definition
= (equal to) Search for items with a value equal to the entered value.
> (greater than) Search for items with a value greater than the entered value.
< (less than) Search for items with a value less than the entered value.
> = (greater than or equal to) Search for items with a value greater than or equal to the entered value.
< = (less than or equal to) Search for items with a value less than or equal to the entered value.
Contains Search for items with a description that contains the entered value.
Begins with Search for items with a description that begins with the entered value.
Ends with Search for items with a description that ends with the entered value.
Is Empty Search for items with a description that has no entered value.
Not Empty Search for items with a description that has any entered value.
Not Equal Search for items with a description that does not equal the entered value.
4 Enter the value for which to filter in the third field.
Note: If the field on which you are filtering is displayed on a Record View page, the third field in the quick filter
will display according to that field type: text box, drop-down list, lookup, checkbox, or calendar. Refer to
"Fields" earlier in this chapter.
5 Click . The system displays the records matching the filter criteria.
Shortcut: You can also press ENTER to display the records matching the filter criteria.

1 ‚ BASICS 11
Defining Quick Filters on Lookups
Filter a list of records on lookups to display only those records that meet your specified criteria.
Follow these steps to define quick filters on lookups.
Note: The system applies the filter in addition to any filter criteria specified in a Dataspy that is applied to the
list. Refer to "Dataspy" later in this chapter.
1 Open any lookup containing a list of records. The system displays the filter above the list.
2 Filter—Select the field on which to filter from the first drop-down list.
Note: For forms that include custom fields, the custom fields are displayed at the end of the filter drop-down
list. Only custom fields associated to the entity of the screen AND associated to a class with an
organization for which the user has query rights will be displayed. If more than one entity exists for the
screen, then only the primary entity will be used.
3 Select an operator from the second drop-down list. Refer to the following table for operator options:
Operator Definition
= (equal to) Search for items with a value equal to the entered value.
> (greater than) Search for items with a value greater than the entered value.
< (less than) Search for items with a value less than the entered value.
> = (greater than or equal to) Search for items with a value greater than or equal to the entered value.
< = (less than or equal to) Search for items with a value less than or equal to the entered value.
Contains Search for items with a description that contains the entered value.
Begins with Search for items with a description that begins with the entered value.
Ends with Search for items with a description that ends with the entered value.
Is Empty Search for items with a description that has no entered value.
Not Empty Search for items with a description that has any entered value.
Not Equal Search for items with a description that does not equal the entered value.
4 Enter the value for which to filter in the third field.
Note: If the field on which you are filtering is displayed on a Record View page, the third field in the quick filter
will display according to that field type: text box, drop-down list, lookup, checkbox, or calendar. Refer to
"Fields" earlier in this chapter.
5 Click to add additional lines to the filter.
6 Click the AND/OR hyperlink to select one of the following join operators:
ƒ Include records that include all joined conditions—Select AND.
ƒ Include records that contain one or the other condition—Select OR.
7 Click or to add a parenthesis to the highlighted row. These parentheses are used when running a
query to group statements together when mixing AND and OR statements.
8 Enter additional conditions by which to filter as necessary.
9 Click . The system displays the records matching the filter criteria.
Shortcut: You can also press ENTER to display the records matching the filter criteria.

Sorting Lists
Sort a list of records by any column in the list in ascending or descending order.
Follow these steps to sort lists.
1 Open any page or lookup containing a list of records. The system displays the list of records.
2 Choose one of the following options:
ƒ Sort the records in ascending (A-Z) order—Double-click the column header of the column by which to sort
the list. The system displays on the header. The system refreshes the table with the records sorted in the
specified order.

1 ‚ BASICS 12
 ƒ Sort the records in descending (Z-A) order—Double-click the column header of the column by which to
sort the list, and then double-click the column header again. The system displays on the header. The
system refreshes the table with the records sorted in the specified order.

Arranging Columns in a List

Arrange the order in which columns in a list are displayed.
Follow these steps to arrange columns in a list.
1 Open any page or lookup containing a list of records. The system displays the list of records.
2 Click and hold the column header of the column to move.
3 Holding the mouse button down, drag the header on top of the column header next to which you want the
column to appear until the target column header is highlighted.
Note: If the column header is dragged from left to right, the system places the column header after the target
column. If the column header is dragged from right to left, the system places the column header before
the target column.
4 Release the mouse button. The system arranges the column in the specified order.
Note: To save the order and sizes of the columns, click in the upper-right part of the list view.

Resizing Columns in a List

Specify the widths of columns in a list.
Follow these steps to resize columns in a list.
1 Open any page or lookup containing a list of records. The system displays the list of records.
2 Position your mouse over the right-hand border of the column to resize. The system displays as the mouse
icon.
3 Click and hold the column border, and then drag the border in the desired direction to increase or decrease the
width of the column.
4 Release the mouse button. The system resizes the column.
Note: To save the order and sizes of the columns, click in the upper-right part of the list view.

Saving the List Layout

After arranging the columns in the list view, save the layout to be used each time you return to that screen.
Follow these steps to save the list layout.
1 Open the form for which to save the layout.
2 Modify the page layout as necessary.
3 Click in the upper-right part of the list view. The system displays a message indicating that the layout was
saved.
4 Click OK. The system closes the message bar.

Copying Records
Use the Copy Record toolbar button to copy information from one record to another record within the same form.
Copying a record creates an editable copy of the record that contains the same base data. The Copy Record button is
only available on forms that have List View and Record View pages, and it is only enabled on the List View and
Record View pages.
Note: To copy a record, you must have insert rights for the organization of the record you are copying.
Follow these steps to copy records.
1 Open the form for which to copy records.
2 Select the record to copy, and then click . The system copies values from the previously selected record to
the new record, including custom fields, and displays the form in insert mode.
Note: To maintain certain business and security rules, some displayed fields may not copy over to the new
record. Verify all copied data before saving the record.
3 Modify the record as necessary.

1 ‚ BASICS 13
4 Click . The system saves the record.

Exporting Records
Export records from to a Microsoft Excel file to extract information from the database without making an external
connection, e.g., from outside of the system, to the database. The file can be viewed using Microsoft Excel.
Follow these steps to export records.
1 Open the form from which to export records.
Important: The system will export the results of the last query performed, even if you are not currently viewing
those records (e.g., if you cleared the form or if this exceeds the limit of what is displayed on the grid).
2 Click . The system opens a new browser window and displays the exported records in Excel format.
Note: The export to Excel function exports a maximum of 64,000 records.
3 Save the file as necessary.

Displaying the Total Record Count

All list views have the ability to display the total record count, even if this count exceeds the current maximum
number of records that can be displayed in the list view.
Follow these steps to display the total record count.
1 Open the form for which to display the total record count.
2 Click . The system displays a message indicating the total number of records.
3 Click OK. The system closes the message bar.

Associating Documents
Associate documents with records using the Documents page and specify whether the system copies and/or prints
document attachments linked to work orders. For example, a technician who created an equipment record needs to
attach a document to the record, e.g., schematics, drawings, warranties, etc.
The copy and print options displayed on the Documents popup change dynamically depending on the record to
which you are linking a document. Documents can be of any file type. The documents being associated must have
already been created using the Documents form.
Note: You can only print document attachments that are Adobe Acrobat Portable Document Format (.PDF)
files for work orders.
Follow these steps to associate documents.
1 From any form, click the Documents tab. The system displays the Documents page.
2 Click Add Document. The system displays the Link Document popup.
3 Document—Enter the document to associate. The system automatically populates the Document Description.
4 Choose one or more of the following options as necessary:
ƒ Print with Work Order/Print with Purchase Order—Select to enable the system to print document
attachments when you print the work order or purchase order. If selected, the system prints the .PDF
attachments from the purchase order or work order.
Print with Work Order is only displayed for document attachments associated with assets, systems,
positions, categories, profiles, work orders, and preventive maintenance schedules. Print with Purchase
Order is only displayed for documents associated with parts and purchase orders.
ƒ Copy to Work Order/Copy to Purchase Order—Select to enable the system to copy any document
attachments associated with a part on a purchase order line to the purchase order or to copy any document
attachments associated with a piece of equipment on a work order to the work order. If selected, the system
copies the document attachments from the part, equipment, PM, or standard work order to the purchase
order or new work order.
Copy to Work Order is only displayed for document attachments associated with the OBJ, STWO, or
PPM entities. Copy to Purchase Order is only displayed for document attachments associated with the
PART entity.

1 ‚ BASICS 14
Note: You can only select to copy a document attachment to a purchase order or work order when you
originally create the purchase order or work order. After saving a purchase order or work order to the
database, modifying the copy settings for document attachments for a part, equipment, PM, or standard
work order will not roll down and affect any existing purchase orders or work orders. Any changes made
to the copy settings for document attachments after initially saving them to the database will only affect
any purchase orders or work orders for the part, equipment, PM, or standard work order when a new
purchase order or work order is generated for the modified part, equipment, PM, or standard work order.
ƒ Print with Report—Select to enable the system to print document attachments when you print reports. If
selected, the system prints the .PDF attachments from the report.
Print with Report is not displayed for document attachments associated with assets, systems, positions,
work orders, parts, purchase orders, or customer requests.
Note: Although the Print with Report checkbox is available on all entities, only some reports support the Print
Attachments option.
5 Click . The system saves the record and updates the Documents list.
Note: To remove a document, select the document to remove, and then click Remove Document Link. The
system removes the record and updates the Documents list.

Entering Comments
Enter comments for most modules in the system using the Comments page. You can also specify whether the
comment should print with the specified record.
Access the Add/Edit Comments page via the Add/Edit Comments link on certain forms. The procedures for entering
comments are the same, regardless of how you access the Add/Edit Comments page.

Adding Comments
Enter comments on records.
Follow these steps to add comments.
1 From any form which supports comments, select the record for which to add comments, and then choose one of
the following options:
ƒ Using the Comments tab—Click the Comments tab. The system displays the Comments page. Click on
Add/Edit Comments. At the bottom of the page, the system expands the Add/Edit Comments section with
HTML Editor Capabilities.
ƒ Using the Add/Edit Comments link—Click Add/Edit Comments for a selected record on the details tab
of a form that supports adding comments, i.e., select a work order record, and then click the Activities tab
of the Work Orders form. The system displays the Comments page. Click on Add/Edit Comments. At
the bottom of the page, the system expands the Add/Edit Comments section with HTML Editor
Capabilities.
Notes: Set HTMLCOMM to ON to view the HTML Editor toolbar. Contact your system administrator for more
information on installation parameters.
Crystal Clear Reports and Cognos Reports do not support HTML formatting. For Cognos Reports, the
system will display comments as text without formatting.
The WO Quick Close and Batch WO Update forms do not support adding HTML formatted comments.
2 Language—Select the language of the comment.
3 Comments—Enter the comments on the form.
Note: Format comments using the HTML Editor toolbar.
4 Print with Document—Select to indicate that the comments print on the associated report.
5 Click Save. The system saves the record.
Notes: To save a comment, click . The system saves the comment.
To clear a comment, click . The system clears the comment.
To delete a comment, click . The system deletes the record.

Modifying Comments
Modify comments on records.

1 ‚ BASICS 15
Important: The WO Quick Close form does not support modifying HTML formatted comments.
Follow these steps to modify comments.
1 From any form which supports comments, select the record for which to modify comments, and then choose
one of the following options:
ƒ Using the Comments tab—Click the Comments tab. The system displays the Comments page. Click the
comment to modify. At the bottom of the page, the system expands the Add/Edit Comments section with
HTML Editor Capabilities.
ƒ Using the Add/Edit Comments link—Click Add/Edit Comments. The system displays the Comments
page. Click on Add/Edit Comments. At the bottom of the page, the system expands the Add/Edit
Comments section with HTML Editor Capabilities.
Note: To view or edit comments entered in another language, select the desired Language. The system
displays that language’s Comments. If no comments were entered for the selected language, the
system displays the comments for the user’s default language.
2 Click the header of the comment to modify. At the bottom of the page, the system expands the Add/Edit
Comments section and automatically populates the selected comments.
3 Modify the existing comments as necessary.
4 Click Save. The system saves the record.
Notes: On the Comments page, the system does not display a link for the original Created comment after the
comment is modified. To preserve all comments, do not delete any previous comment text when
modifying comments.
To save a comment, click . The system saves the comment.
To clear a comment, click . The system clears the comment.
To delete a comment, click . The system deletes the record.

Viewing Audits for Comments

View audits in order to monitor changes in comments.
Follow these steps to view audits for comments.
1 Open any entity form.
2 Select the record for which to view the audit.
3 Click the Comments tab. The system displays the Comments page.
4 Click . The system displays the Comments Audit Trail popup.
5 View the audit information.
Note: You can only view audit information if you have established audit control and changes have been made
to the fields under audit. Contact your system administrator for more information.
Recorded in Mobile indicates when comments are updated or deleted in Mobile. The date and time
reflect updates in Mobile.
6 Click Close. The system closes the Comments Audit Trail popup.

Entering Description Translations

Enter description translations for languages. For example, when an asset is created, the description becomes the
record’s description for every language. If the asset’s description is entered in English, it will appear in English to all
users.
Use the Translations tab to translate the description into specific languages. This feature only applies to multilingual
installations.
Note: When you update a description on the Record View page of any entity record, if that description has
previously been translated, the translation becomes invalid and the system unselects Translated.
Follow these steps to enter description translations.
1 From any form associated with an entity, select the record you wish to translate, and then click the Translations
tab. The system displays the Translations page.
2 Select the description to translate.

1 ‚ BASICS 16
3 Translated Description—Enter the translated description for the language.
The system automatically selects Translated.
4 Translated—Select to indicate that you have entered a translated description.
5 Click Submit. The system saves the record and updates the Translations list.

Viewing Electronic Records and Signatures

View electronic records and signatures for entities. The system stores information concerning snapshots and
signatures, including the date and type of the snapshot or signature, name of the person who signed or updated the
record, the type of the signature entered, and the new status of the record.
Follow these steps to view electronic records and signatures.
1 Open any form requiring electronic signatures for status changes.
2 Select the record for which to view the eRecord, and then click the eRecords tab. The system displays the
eRecords page.
3 View the snapshot and electronic signature information.
Note: You can also print the electronic records directly from the eRecords page. Click Print All eRecords to
print all records in the list for that entity, or click Print Selected eRecord to print only a specific record
for the entity.

Associating Addresses
Associate mail, invoice, and delivery addresses with records and functions. Enter contact information such as
address, telephone, fax, and e-mail address.
Follow these steps to associate addresses.
1 From any form associated with an entity, select the record with which to associate or edit the address, and then
click the Addresses tab. The system displays the Addresses page.
2 Click Add Address. The system inserts a new Address Details record.
3 Address Type—Select one of the following options:
ƒ Mail—Select to create a mailing address.
ƒ Invoice—Select to create an invoice address.
ƒ Delivery—Select to create a delivery address.
4 Enter the appropriate contact information.
5 Full Address—Enter the full address as well as any comments.
6 Click Submit. The system saves the record and updates the Addresses list.
Note: To delete an address, select the address to delete, and then click Delete Address. The system deletes
the record and updates the Addresses list.

Associating Parts
Associate parts with records and functions. For example, associate specific parts to an asset, position, system, or
location. You can also modify the quantity of an existing part or remove a part from the Parts Associated page.
Note: Define parts on the Parts form. Refer to "Creating Parts" in Chapter 3 ‚ Materials Management.
Follow these steps to associate parts.
1 From any form associated with an entity, select the record with which to associate parts, and then click the Parts
Associated tab. The system displays the Parts Associated page.
2 Click Add Part. The system inserts a new Parts Details record.
3 Part—Enter the part to associate with the record.
The system automatically populates the part description, Part Org., Primary Manufacturer, and Primary
Manufacturer Part Number.
Note: Click Stock Info to view stock information. Click Substitutes to view alternate part information. Click
Suppliers to view supplier information for the part. Click Manufacturers to view manufacturer
information. Click Where Used to view information on where the part is used.

1 ‚ BASICS 17
4 Quantity—Enter the number of parts to associate with the record. This number must be greater than zero.
5 Comments—Enter additional comments as necessary.
6 Click Submit. The system saves the record and updates the Parts Associated list.
Note: To remove a part, select the part to remove, and then click Remove Part. The system removes the
record and updates the Parts Associated list.

Dataspy
A Dataspy is a named, predefined view of a list of records or set of data that can be used on any page, lookup, or
data area that contains that same list of records. For example, a Dataspy that is created to apply to a list of
requisitions can also be applied to a portlet containing that same list of requisitions.
A Dataspy consists of the following four basic components:
ƒ Filter—Contains the conditional statements that make up a filter. For example, a Dataspy might filter for all
requisitions that have a Status "equal to" Approved, and a Creation Date "greater than" last Friday.
ƒ Sort—Specifies the order in which the records should be sorted. For example, a Dataspy might sort the
requisitions so that the most recently created requisitions are displayed at the top of the list in descending order.
ƒ Layout—Specifies the fields that are displayed in the list and the order in which those fields should be
displayed. For example, a Dataspy might specify that the Requisition Description column is displayed to the
left of the Requisition Number column and that the Storeroom field is not displayed in the list.
ƒ Advanced—Specifies an additional Where clause used for filtering data. The Where clause is appended to the
Where clause generated by the Dataspy Filter.
Notes: You can also specify column order by arranging the columns in a list view. Refer to "Arranging Columns
in a List" earlier in this chapter.
If a custom field saved in a Dataspy is ever unassociated, then that custom field will no longer appear in
the Dataspy nor will it impact the Dataspy. If the same custom field is ever associated again, the
relationship in the Dataspy will automatically be restored.

Editing an Existing Dataspy

Edit the values in an existing Dataspy.
Note: The system automatically includes a number of predefined public Dataspies. Only a system
administrator can modify the public Dataspies.
Follow these steps to edit an existing Dataspy.
1 On any list view page, select the Dataspy to edit from the drop-down list on the filter bar, and then click .
The system displays the selected Dataspy in the Dataspy editor.
Note: You can select a different Dataspy name from the drop-down list on the Dataspy editor header.
2 Edit the Dataspy criteria as necessary. Refer to "Specifying Dataspy Criteria" later in this chapter.
Notes: Click to apply the Dataspy to the list without saving changes.
Click Make Default to save this Dataspy as the default.
Shortcut: You can also press ENTER to display the records matching the filter criteria.
3 Click Save. The system saves the changes to the Dataspy and closes the Dataspy editor. The system applies the
Dataspy to the list view and portlet from which the Dataspy editor was launched.
Note: You can only edit and save Dataspies that you created. If you edit a system-delivered Dataspy, the
system goes into Copy mode.

Creating and Saving a New Dataspy

Follow these steps to create and save a new Dataspy.
1 Open an existing Dataspy from a list view, and then click New. Refer to "Editing an Existing Dataspy" earlier
in this chapter. The system opens the Dataspy editor and displays a text box containing "(New)" in the header.
2 Enter a title for the Dataspy in the text box.
3 Edit the Dataspy criteria as necessary. Refer to "Specifying Dataspy Criteria" later in this chapter.

1 ‚ BASICS 18
Notes: Click to apply the Dataspy to the list without saving changes.
Click Cancel New to cancel the creation of a new Dataspy and return to the previous view.
Click Make Default to save this Dataspy as the default.
Shortcut: You can also press ENTER to display the records matching the filter criteria.
4 Click Save. The system saves the changes to the Dataspy and closes the Dataspy editor. The system applies the
Dataspy to the list view and portlet from which the Dataspy editor was launched.

Creating a Copy of an Existing Dataspy

Copy the values from an existing Dataspy into a new Dataspy and edit the criteria as necessary.
Follow these steps to create a copy of an existing Dataspy.
1 On any list view page, select the Dataspy to edit from the drop-down list on the filter bar, and then click .
The system displays the selected Dataspy in the Dataspy editor.
2 Click Copy. The system displays a text box containing a modified title of the original Dataspy in the header.
3 Modify the title for the Dataspy in the text box as necessary.
4 Edit the Dataspy criteria as necessary. Refer to "Specifying Dataspy Criteria" later in this chapter.
Note: Click Cancel Copy to cancel the creation of a new Dataspy and return to the previous view.
Click Make Default to save this Dataspy as the default.
5 Click Save. The system saves the changes to the Dataspy and closes the Dataspy editor. The system applies the
Dataspy to the list view and portlet from which the Dataspy editor was launched.

Deleting a Saved Dataspy

Follow these steps to delete a saved Dataspy.
1 On any list view page, select the Dataspy to edit from the drop-down list on the filter bar, and then click .
The system displays the selected Dataspy in the Dataspy editor.
2 Click Delete. The system deletes the selected Dataspy.
Notes: You can only delete Dataspies that you created.

Specifying Dataspy Criteria

Specify the filter, sort, layout, and advanced criteria when creating, editing, or copying a Dataspy. When the
Dataspy is applied to a list or portlet, the system displays only the records that match the specified filter criteria in
the sort order and layout specified.

Specifying Dataspy Filter Criteria

Select the fields, conditions, and values upon which to filter a list of records.
Follow these steps to specify Dataspy filter criteria.
1 On any list view page, select the Dataspy to edit from the drop-down list on the filter bar, and then click .
The system displays the selected Dataspy in the Dataspy editor.
2 Click from the left-hand column of the Dataspy editor. The system displays the Filter view in
the Dataspy editor.
3 Select a field on which to filter from the first drop-down list.
4 Select an operator from the second drop-down list. Refer to the following table for operator options:
Operator Definition
= (equal to) Search for items with a value equal to the entered value.
> (greater than) Search for items with a value greater than the entered value.
< (less than) Search for items with a value less than the entered value.
> = (greater than or equal to) Search for items with a value greater than or equal to the entered value.
< = (less than or equal to) Search for items with a value less than or equal to the entered value.
Contains Search for items with a description that contains the value.

1 ‚ BASICS 19
 Operator Definition
Begins with Search for items with a description that begins with the value.
Ends with Search for items with a description that ends with the value.
Is Empty Search for items with a description that has no entered value.
Not Empty Search for items with a description that has any entered value.
Not Equal Search for items with a description that does not equal the entered value.
5 Enter a value for which to filter in the third field.
Note: Enter relative dates by specifying + or – with units in days. For example,"-1" is one day back, and last
week would be >="-7".
6 Click the AND/OR hyperlink to select one of the following join operators:
ƒ Include records that include all joined conditions—Select AND.
ƒ Include records that contain one or the other condition—Select OR.
7 Click or to add a parenthesis to the highlighted row. These parentheses are used when running a
query to group statements together when mixing AND and OR statements.
8 Enter additional conditions by which to filter as necessary.
Notes: Click Add Line to add additional lines to the filter.
To remove a filter line, choose the blank selection from the first drop-down list.

Specifying Dataspy Sort Criteria

Select the order in which to sort a list of records.
Follow these steps to specify Dataspy sort criteria.
1 On any list view page, select the Dataspy to edit from the drop-down list on the filter bar, and then click .
The system displays the selected Dataspy in the Dataspy editor.
2 Click from the left-hand column of the Dataspy editor. The system displays the Sort view in
the Dataspy editor.
3 1st—Select the first field by which to sort the records.
4 Click to select one of the following sort orders:

ƒ Sort records either alphabetically or numerically by the selected field (ascending)—Select .

ƒ Sort records in either reverse alphabetical or reverse numerical order by the selected field
(descending)—Select .
5 Enter additional fields by which to sort as necessary.
Note: To remove sort criteria, choose the blank selection from the drop-down lists.

Specifying Dataspy Layout Criteria

Select the columns to display when the Dataspy is applied to a list of records, and then specify the order in which the
fields will be displayed. Since a portlet can contain only three columns and a list view can contain any number of
columns, the system requires that you specify one layout to be used when the Dataspy is applied to a list view and
another to be used when the same Dataspy is applied to a portlet.
Additionally, the system allows you to specify the number of records that the system will retrieve before it retrieves
another set of records from the database in a list view. This setting does not affect the height of a table (i.e., the
number of rows that are shown without scrolling the table). This setting is important because it will affect the speed
at which the system downloads and displays a list containing a large number of records.
For example, if the value is set at 100 (the default), the system will only download the first 100 records that match
the criteria specified in the selected Dataspy. When you scroll to the end of the 100 records, the system will
download and display the next 100 records that match the criteria specified in the Dataspy. If the value is set to 300,
then the system will not display any of the records until it has downloaded all 300 records.
Follow these steps to specify Dataspy layout criteria.
1 On any list view page, select the Dataspy to edit from the drop-down list on the filter bar, and then click .
The system displays the selected Dataspy in the Dataspy editor.

1 ‚ BASICS 20
2 Click from the left-hand column of the Dataspy editor. The system displays the List View
Layout view in the Dataspy editor.
Available Fields lists all fields that are available but not visible in the list of records, while Visible Fields lists
all fields displayed as columns in the list of records.
3 Refer to the following table when selecting or ordering fields:
Function Procedure
Add a field Select the field in Available Fields, and then click .
Remove a field Select the field in Visible Fields, and then click .
Add all fields Click .
Remove all fields Click .
Reorder fields Select the field in Visible Fields, and then click either or to move
the field up or down in the order.
4 Number of data rows to retrieve—Enter the number of rows that the system will retrieve in the list view
before it downloads another set of rows.
5 Select Portlet. The system displays the Portlet Layout view in the Dataspy editor.
6 Click the field to select, and then refer to the table above when selecting or ordering fields.
7 Number of rows to display in the portlet—Enter the number of rows that the system will display in the portlet
when the Dataspy is applied.

Specifying Dataspy Advanced Criteria

Follow these steps to specify Dataspy advanced criteria.
1 On any list view page, select the Dataspy to edit from the drop-down list on the filter bar, and then click .
The system displays the selected Dataspy in the Dataspy editor.
2 Click from the left-hand column of the Dataspy editor. The system displays the Advanced view
in the Dataspy editor.
3 Where Clause—Enter an additional Where clause as necessary. The Where clause is appended to the Where
clause generated by the Dataspy Filter. The Where clause will be appended with an "AND" statement if a Filter
has been specified.
4 Click Test Where Clause. If the SQL statement compiles without error, the system displays a confirmation
message.
Note: Click Display SQL Statement to view the entire SQL statement. The SQL Statement field is read-only.

Viewing the Start Center

View inbox entries and KPIs on the Start Center page.
Follow these steps to view the Start Center.
1 Log in to Infor EAM. The system displays the Start Center page.
Note: To return to the start center from any other form, click Start Center on the header. The system displays
the Start Center page.
2 View the Inbox and KPI sections.
Notes: The system automatically recalculates the values of inbox entries that have Auto Refresh activated
when you open the Start Center page. Refer to "Adding Entries to the Start Center Inbox" later in this
chapter. To manually refresh the inbox entries, click Refresh. The system recalculates the inbox entries
and updates the inbox.
To refresh the KPI values, click Refresh. The system recalculates the KPI values and updates the KPIs.

Understanding the Start Center Inbox

The inbox displays pending actions or activities (inbox entries) for users on the Start Center page. You can call
screens necessary to complete actions or activities associated with inbox entries directly from the inbox. Inbox
entries can either be user-group specific or public and can be assigned to specific user groups or defined as public
entries that are displayed for all users.

1 ‚ BASICS 21
Access the inbox by invoking the Start Center, or the system administrator can set up the inbox to open
automatically when you log in to the system. Configure the inbox to refresh completely or selectively every time it
is accessed.
The system administrator associates SQL select statements with inbox entries. These statements define inbox entries
that query the database for the appropriate instances of an entry to retrieve to your inbox.
Depending on your system privileges, you can also modify the inbox by adding and/or deleting entries. You can also
modify the order and sequence in which entries are displayed.
The system displays a description and value for each entry in the inbox. If a screen is selected for an entry during
definition, the system administrator enters a Dataspy for the inbox entry to automatically query for and retrieve the
records associated with an inbox entry to the called screen when it is invoked.
For example, the system administrator sets up an inbox entry to approve work orders for your company’s
maintenance manager. When the maintenance manager accesses the Start Center, the SQL statement defined for the
work order approval inbox entry queries the system database and displays an inbox entry to approve work orders in
the inbox. The inbox entry indicates that there are three outstanding work orders to approve. The maintenance
manager calls the Work Orders form directly from the work order approval entry on the inbox by double-clicking,
and the Dataspy defined for the screen automatically retrieves the three work orders requiring approval on the Work
Orders form.
The Inbox includes three tabs and pages of information: Operations, Maintenance, and Management. You can
modify the text that appears on the three Start Center Inbox tabs. Contact your system administrator for more
information.

Setting Up the Start Center Inbox

Set up the Start Center Inbox to display inbox entries specific to your job. Specify the default inbox tab and modify
the sequence in which inbox entries are displayed in the inbox. You can also delete inbox entries.

Specifying the Default Start Center Inbox Tab

The Start Center Inbox contains three tabs and pages of information: Operations, Maintenance, and Management.
Specify which of the Start Center Inbox tabs you wish to display by default whenever you access the Start Center.
Follow these steps to specify the default Start Center Inbox tab.
1 Open the Start Center page.
2 Select the inbox tab to set as the default.
3 Right-click on the tab page, and then choose Set Inbox Tab as Default. The system sets the corresponding tab
as the default displayed tab.

Adding Entries to the Start Center Inbox

Add entries to the Start Center Inbox to display entries that are specific to your job.
Follow these steps to add entries to the Start Center Inbox.
1 Open the Start Center page.
2 Click Personalize. The system displays the Personalize Your Inbox popup.
3 Click Insert Inbox Entry. The system inserts a new Inbox Entry Details record.
4 Sequence Number—Enter the sequence in which the inbox entry will be displayed in the inbox.
5 Inbox Code—Enter the inbox entry to add to the inbox.
6 Tab—Select the tab on which to place the inbox entry.
7 Auto Refresh—Select to enable the system to automatically refresh the inbox every time the Start Center is
invoked.
Note: Automatic refresh causes slower performance when opening the Start Center page.
8 Click Submit. The system saves the record and updates the Inbox Entries list.
Note: To delete an inbox entry, select the inbox entry to delete, and then click Delete Inbox Entry. The
system deletes the record and updates the Inbox Entries list.
9 Click Close. The system closes the Personalize Your Inbox popup and automatically refreshes the inbox.

1 ‚ BASICS 22
Modifying the Sequence of Inbox Entries
Modify the sequence in which inbox entries are displayed in the inbox.
Follow these steps to modify the sequence of inbox entries.
1 Open the Start Center page.
2 Click Personalize. The system displays the Personalize Your Inbox popup.
3 Select the inbox entry for which to modify the display sequence, and then enter a new value for Sequence
Number.
4 Click Submit. The system saves the record and updates the Inbox Entries list.
5 Click Close. The system closes the Personalize Your Inbox popup and automatically refreshes the inbox.

Accessing Screens from the Start Center Inbox

Access screens associated with inbox entries directly from the inbox.
Follow these steps to access screens from the Start Center Inbox.
1 Open the Start Center page.
2 Locate the inbox entry for which to call a screen, and then double-click the entry. The system calls the screen.
Note: The system automatically queries for and retrieves the records associated with the inbox entry to the
called screen if you defined a Dataspy for the called screen when defining the inbox entry.

Understanding the Start Center KPIs

The Start Center displays key performance indicators (KPIs) and their scores. KPIs are user-defined parameters that
measure productivity or efficiency. The system displays an icon and a score for each KPI on the Start Center. The
Start Center enables you to view the status of your work environment with respect to the KPIs specific to your job,
as well as your current score for each KPI. The scores for KPIs are calculated at regular intervals based on the KPI
definition.
The system administrator defines and grants access to the KPIs. KPIs can either be user-group specific or public.
Public KPIs can be displayed for all users.
Access KPIs on the Start Center or have the system administrator set up the Start Center to open automatically when
you log on to Infor EAM. Depending on system privileges, you can configure the Start Center to display KPIs based
on your preferences.
Important: The system only supports .gif files for the images displayed for KPIs on the Start Center

Setting Up the Start Center KPIs

Set up the KPIs specific to your job. Modify the sequence in which KPIs are displayed in the inbox. You can also
delete KPIs.

Adding KPIs to the Start Center

Add KPIs to the Start Center to display the KPIs that are specific to your job.
Follow these steps to add KPIs to the Start Center.
1 Open the Start Center page.
2 Click Personalize. The system displays the Personalize Your KPIs popup.
3 Click Insert KPI Entry. The system inserts a new KPI Entry Details record.
4 Sequence Number—Enter the sequence in which the KPI will be displayed in the Start Center.
5 KPI Code—Enter the KPI to add to the Start Center.
6 Click Submit. The system saves the record and updates the KPI Entries list.
Note: To delete a KPI entry, select the KPI entry to delete, and then click Delete KPI Entry. The system
deletes the record and updates the KPI Entries list.
7 Click Close. The system closes the Personalize Your KPIs popup and automatically refreshes the KPIs.

1 ‚ BASICS 23
Modifying the Sequence of KPIs
Modify the sequence in which KPIs are displayed on the Start Center.
Follow these steps to modify the sequence of KPIs.
1 Open the Start Center page.
2 Click Personalize. The system displays the Personalize Your KPIs popup.
3 Select the KPI for which to modify the display sequence, and then enter the new value for Sequence Number.
4 Click Submit. The system saves the record and updates the KPI Entries list.
5 Click Close. The system closes the Personalize Your KPIs popup and automatically refreshes the KPIs.

Accessing Screens from Start Center KPIs

Access screens associated with KPIs directly from the Start Center.
Follow these steps to access screens from Start Center KPIs.
1 Open the Start Center page.
2 Locate the KPI entry for which to call a screen, and then double-click the entry. The system calls the screen.
A in the KPI entry title indicates that the entry is a parent KPI. The arrow only appears when children have
been added to the parent. The arrow does not automatically appear by selecting Parent during KPI setup.
To access the children KPIs, click . The system refreshes the KPIs and displays all children KPIs. Double-
click the child KPI for which to call a screen. The system calls the screen.
Note: The system automatically queries for and retrieves the records associated with the KPI entry to the
called screen if you defined a Dataspy for the called screen when defining the KPI entry.

Managing Portlets
Portlets are a concise list of records that are sorted and arranged to match your specifications using pre-existing,
modified, or new Dataspies. The system enables you to view the current status of work requests or requisitions that
you have submitted as well as instantly access records that require your approval from a single screen. By
customizing your Operations Overview form to display portlets, you can quickly access the records that are most
important to you.

Adding List Portlets

Specify the list portlets to display on your Operations Overview form.
Follow these steps to add list portlets.
1 Open the Operations Overview form.
2 Click . The system displays the Add Portlet popup.
3 Portlet Type—Select List to display the portlet content in a list view. The system displays two additional
fields.
4 Source Name—Select the source of the portlet content.
5 Dataspy Name—Select the Dataspy for which to display the portlet content.
6 Click Save. The system closes the popup and displays the portlet.

Adding HTML Content Portlets

Specify the HTML portlets to display on your Operations Overview form.
Note: You must set up the HTML content before adding an HTML content portlet. Contact your system
administrator for more information.
Follow these steps to add HTML content portlets.
1 Open the Operations Overview form.
2 Click . The system displays the Add Portlet popup.
3 Portlet Type—Select HTML Content to display the portlet content in an HTML view. The system displays
one additional field.
4 Source Name—Select the source of the portlet content.
5 Click Save. The system closes the popup and displays the portlet.

1 ‚ BASICS 24
Adding Analytics Graph Portlets
Specify the graph portlets to display on your Operations Overview form.
Follow these steps to add analytics graph portlets.
1 Open the Operations Overview form.
2 Click . The system displays the Add Portlet popup.
3 Portlet Type—Select Analytics Graph to display the portlet content in a graph view. The system displays two
additional fields.
4 Source Name—Select the source of the portlet content.
5 Horizontal Size—Select the size for which to display the portlet.
6 Click Save. The system closes the popup and displays the portlet.

Deleting Portlets
Follow these steps to delete portlets.
1 Open the Operations Overview form.
2 Click on the header of the portlet to delete. The system deletes the portlet and rearranges the Operations
Overview page.

Assigning a New Dataspy to a Portlet

Select a new Dataspy to associate with a portlet.
Follow these steps to assign a new Dataspy to a portlet.
1 Open the Operations Overview form.
2 Click Edit on the portlet containing the Dataspy to edit. The system displays the Add Portlet popup.
3 Dataspy Name—Select a different Dataspy from the drop-down list.
4 Click Save. The system closes the popup and displays the portlet with the new Dataspy.

Navigating to a List View or Record View from a Portlet

Quickly open a list view or a specific record from a portlet.
Follow these steps to navigate to a list view or record view from a portlet.
1 Open the Operations Overview form.
2 Choose one of the following options:
ƒ Open a specific record from the list of records in the portlet—Double-click the row containing the record
to display. The system displays the record on the corresponding Record View page.
ƒ Open a complete list of the records—Click >>> on the portlet footer. The system displays the results of the
Dataspy on the corresponding List View page.

Starting a Business Process

A business process is a process, which consists of a series of forms, which is used to complete a task, such as
creating a work order. The Business Processes form displays large icons with a title below them. Clicking on one of
the icons displays the first form of the selected business process.
The system only displays the business processes that have been set up for your user group. Contact your system
administrator for more information.
Follow these steps to start a business process.
1 Open the Business Process Management Center form.
2 Double-click the business process to start. The system displays the first form of the business process.
3 Enter information into the form, and then click .

1 ‚ BASICS 25
4 Click to navigate to the next form of the business process, or click to navigate to a previous screen
within the
business process.
Note: If you navigate to a form by any other means than or while inside a business process, the
system terminates the business process.

Managing Your Account

Change your e-mail address, system language, and/or login password as necessary.
Note: If you change your user password and have any report schedules in Infor EAM Advanced Reporting,
you must renew your credentials in Infor EAM Advanced Reporting. Contact your system administrator
for more information.
Follow these steps to manage your account.
1 Click MY ACCOUNT on the header. The system displays the My Account page.
2 Success Msg. Timeout—Select the timeframe for which you want the message bar to display success
messages.
3 E-mail—Enter a new e-mail address as necessary.
4 Language—Select the language to use for your account.
Note: If you modify Success Msg. Timeout or Language, you must log out, close all browser sessions, and
then log in to see the changes.
5 Current Password—Enter the password you used to log in.
6 New Password—Enter the new password.
7 Confirm Password—Re-enter the new password.
Note: If LDAP is enabled, the Current Password, New Password, and Confirm Password fields are not
displayed.
8 Click . The system saves the record.

1 ‚ BASICS 26
2 ‚ ASSET MANAGEMENT

The equipment module controls the organization and use of material equipment. Track equipment and their
associated costs by defining them as assets, positions, systems, or locations; create equipment profiles to use as
templates when defining new equipment records, and place equipment in hierarchical relationships. Define
equipment records as vehicles, linear equipment, and/or VMRS equipment to thoroughly track information pertinent
to each distinct equipment record.
In addition, define meter information, and then associate a logical meter with a piece of equipment. Meter readings
allow you to track equipment usage and more effectively manage preventive maintenance.
Manage equipment warranties, file claims when necessary, and schedule preventive maintenance to safeguard
against costly equipment failures. Finally, track the value of your equipment’s depreciation expense.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition. If you purchased Infor EAM Business Edition, you do not have access to all of the functionality
covered in this chapter.

In This Chapter
ƒ Understanding Equipment
ƒ Setting Up Initial Equipment Information
ƒ Defining Equipment
ƒ Creating Equipment Hierarchies
ƒ Associating References with Linear Equipment
ƒ Defining Meter Information
ƒ Associating Warranties with Equipment
ƒ Creating Warranty Claims
ƒ Associating Permits with Equipment
ƒ Adding PM Schedules to Equipment
ƒ Transferring Equipment Between Organizations
ƒ Tracking Asset Depreciation
ƒ Defining and Managing Change Notices
ƒ Designing Energy Consumption for Equipment
ƒ Entering Actual Energy Consumption for Equipment
ƒ Viewing and Modifying Equipment Information

27
Understanding Equipment
Pieces of equipment are entities for which you store data and create work orders. Equipment can be of many
different types, but the four main types are locations, systems, positions, and assets.
ƒ Locations—Physical locations of systems, positions, and assets. For example, a pumping system is located in
Room 104.
ƒ Systems—Collections of positions and/or assets that work together so that when one part goes down, all parts
are affected. For example, if a pump stops working, you must turn off the entire water line to repair it.
ƒ Positions—Functions performed by a general kind of asset. For example, the pump that moves water from one
tank to another is a functional position, which can be filled by any number of actual, physical pumps (assets).
Positions are also called "functional positions."
ƒ Assets—Generally, physical objects. Assets are the base unit of equipment information and the smallest
tracking unit for capital investments.
Locations, systems, positions, and assets form a hierarchy of equipment information, with locations at the top of the
hierarchy and assets at the bottom. Data is shared among the levels of the equipment hierarchy. For example, data
for a work order performed on an asset is also stored in the position, system, and location equipment to which the
asset belongs. This data sharing allows you to track assets and their performance in detail and under differing
conditions, to evaluate the performance of entire systems, and to assess the effect that locations and positions have
on systems and assets.
For example, you might have a pump (PU-9476-96) working in a functional position (PUMP-03) in a system on the
first floor (FLOOR-01). The pump fails, and you remove it from the system to repair it and place another pump (PU-
4854-93) in that position. The work order data for the failed pump is stored not only with the pump equipment (PU-
9476-96) but also with the position equipment (PUMP-03) and the location equipment (FLOOR-01). When the
pump is repaired, you place it in a different functional position (PUMP-02) on the second floor (FLOOR-02). After
the pump is in that position for a while, you can compare
ƒ the performance of PU-9476-96 to the performance of PU-4854-93 in position PUMP-03 in location FLOOR-
01 and
ƒ the performance of PU-9476-96 in position PUMP-03 at location FLOOR-01 to its performance in position
PUMP-02 at location FLOOR-02.

Setting Up Initial Equipment Information

Set up initial equipment information before using the equipment module.

Setting Up Equipment Categories

Categories provide a way to further organize pieces of equipment. For example, if a class is defined for motors,
create a category for motor types and sizes.
Note: If you created custom attributes for equipment classes, those attributes roll down to the category level
and are visible in the Custom Fields section of the Record View page.
Follow these steps to set up equipment categories.
1 Open the Categories form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Category—Enter a unique code identifying the category, and then enter a description of the category in the
adjacent field.
4 Equipment Class—Enter the equipment class of the category.
5 Manufacturer—Enter the manufacturer.
6 Click . The system saves the record.

Setting Up Closing Codes

The system contains four types of closing codes—action codes, cause codes, failure codes, and problem codes.
Action codes describe the steps necessary to correct the problem (e.g., add lubricant to a pump). Cause codes
identify what caused the component or type of component to fail, i.e., the root cause of the problem. Failure codes
identify the reason the equipment failed. Finally, problem codes identify the observed equipment failure (e.g., a leak
from a faucet or the overheating of a pump).

2 ‚ ASSET MANAGEMENT 28
Follow these steps to set up closing codes.
1 Open the Closing Codes form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Closing Code—Enter the name of the closing code, and then enter a description of the closing code in the
adjacent field.
4 Type—Select the type of closing code.
5 General—Select to make the closing code available to associate with any equipment regardless of the class
defined for the equipment. General closing codes apply to general terms. Refer to "Associating Closing Codes
with Classes" later in this chapter.
Note: If classes have been created for the closing code, you cannot select General.
6 Show for Part Failures—Select to display this closing code for part failures.
7 Click . The system saves the record.

Associating Closing Codes with Classes

Associate closing codes with classes, e.g., equipment with a class of HVAC can have different closing codes than
equipment with a class of MOTOR. A closing code can be associated with multiple classes.
Note: You cannot associate classes with general closing codes.
Follow these steps to associate closing codes with classes.
1 Open the Closing Codes form. The system displays the List View page.
2 Select the closing code with which to associate classes, and then click the Classes tab. The system displays the
Classes page.
3 Click Add Class. The system inserts a new Class Details record.
4 Class—Enter the class to associate with the closing code.
The system automatically populates the class description and Class Org.
5 Click Submit. The system saves the record and updates the Classes list.
Note: To remove a class, select the class to remove, and then click Remove Class. The system removes
the record and updates the Classes list.

Setting Up Departments
A department is the center or area that is responsible for the maintenance of equipment, such as an asset, a position,
a system, or a location. The department coordinates the work, assigns the appropriate crew, plans the work, and
approves respective work orders.
When defining equipment, assign it to a department. The department can be modified if needed on work orders.
When creating work orders (for maintenance or repairs to equipment), the system rolls up the associated costs to the
department of the work order. Set up a default store for each department as well as a default supervisor. When
reserving parts for a work order, the system stores them in the specified store.
Note: You cannot delete departments if they have already been used elsewhere in the system.
Follow these steps to set up departments.
1 Open the Departments form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the department belongs if you use multi-organization security.
4 Department—Enter a unique code identifying the department, and then enter a description of the department in
the adjacent field.
5 Class—Enter the class of the department.
6 Screener—Enter the user responsible for screening work requests for the department.
7 Default Supervisor—Enter the supervisor of the department.
8 Account Segment Value—Enter the general ledger account code segment that represents the department in
your accounting structure. Refer to your chart of accounts for more information.
9 Default Store—Enter the store of the department.
10 Out of Service—Select to indicate the department is no longer in use.

2 ‚ ASSET MANAGEMENT 29
11 Click . The system saves the record.

Associating Tools with Departments

Associate tools with departments for scheduling purposes. Once you have associated a tool with a department, the
system allows you to schedule the tool on a work order for the department.
Follow these steps to associate tools with departments.
1 Open the Departments form. The system displays the List View page.
2 Select the department with which to associate a tool, and then click the Tools tab. The system displays the Tools
page.
3 Click Add Tool. The system inserts a new Tool Details record.
4 Organization—Enter the organization to which the tool belongs if you use multi-organization security.
5 Tool—Enter the tool to associate with the department.
The system automatically populates Tool Org.
6 Quantity—Enter the available quantity of the tool.
7 Rate—Enter the hourly rate for the tool.
8 Hours—Enter the number of hours the tool is available.
9 Currency—The system displays the base currency of the organization.
10 Click Submit. The system saves the record and updates the Tools list.
Note: To remove a tool, select the tool to remove, and then click Remove Tool. The system removes the
record and updates the Tools list.

Setting Up Warranties
Define warranty documents to set up supplier and/or manufacturer information for the warranty and enter general
warranty information. Specify the duration of the warranty and the percentages indicating how much the warranty
covers for different material and labor expenses.
Follow these steps to set up warranties.
1 Open the Warranties form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the warranty belongs if you use multi-organization security.
4 Warranty—Enter a unique code identifying the warranty, and then enter a description of the warranty in the
adjacent field.
5 Class—Enter the class of the warranty.
6 Manufacturer—Enter the manufacturer if the document is a manufacturer’s warranty for equipment or parts.
7 Supplier—Enter the supplier if the document is a supplier’s warranty for equipment or parts.
The system automatically populates Supplier Org.
8 Start Date—Enter the start date of the warranty.
9 Expiration Date—Enter the expiration date of the warranty.
10 Class—Enter the class of the warranty.
The system automatically populates Class Org.
11 Duration—Enter the duration in days of the warranty.
12 Renewal Threshold—Enter the renewal threshold for the warranty.
13 File—Enter the file name of the document.
14 File Type—Enter the type of the file, e.g., word document, spreadsheet, etc.
15 Revision Number—Enter the revision number of the document, e.g., if you have updated the document since
the document was entered in Infor EAM, enter 1.
16 Revision Date—Enter the date of the latest document revision.
17 Original Code—Enter the code defined by the originator.
18 File Location—Enter the location where the document is stored.
19 Pages—Enter the number of pages in the document.
20 Labor %—Enter the percentage of labor costs covered by this warranty.

2 ‚ ASSET MANAGEMENT 30
21 Hired Labor %—Enter the percentage of hired labor costs covered by this warranty.
22 Services %—Enter the percentage of service costs covered by this warranty.
23 Stock Items %—Enter the percentage of stock material costs covered by this warranty.
24 Direct Purchases %—Enter the percentage of direct purchase material costs covered by this warranty.
25 Tools %—Enter the percentage of tool costs covered by this warranty.
26 Click . The system saves the record.

Associating VMRS Codes with Warranties

Associate VMRS codes with warranties to track warranty information for vehicle components. If you do not
associate any VMRS codes with a warranty, the warranty covers all components of referenced vehicles.
The system allows you to associate multiple VMRS codes with each warranty.
Define VMRS codes before associating them with warranties. Refer to "Defining VMRS Codes" in Chapter 5 ‚
Work Management.
Follow these steps to associate VMRS codes with warranties.
1 Open the Warranties form. The system displays the List View page.
2 Select the warranty with which to associate VMRS codes, and then click the VMRS Codes tab. The system
displays the VMRS Codes page.
3 Click Add VMRS Code. The system inserts a new VMRS Code Details record.
4 System Level—Enter the VMRS code identifying the system associated with the vehicle.
5 Assembly Level—Enter the VMRS code identifying the assembly associated with the vehicle.
Note: You cannot enter an Assembly Level unless you entered a System Level.
6 Component Level—Enter the VMRS code identifying the component associated with the vehicle.
The system automatically populates Description based on the System Level, Assembly Level, and
Component Level combination.
Note: You cannot enter a Component Level unless you entered an Assembly Level.
7 Click Submit. The system saves the record and updates the VMRS Codes list.
Note: To remove a VMRS code, select the code to remove, and then click Remove VMRS Code. The system
removes the code and updates the VMRS Codes list.

Creating Equipment Profiles

Create equipment profiles to use as equipment templates. After creating a profile, use it to quickly create equipment
records that require the same information as is contained on the profile.
Follow these steps to create equipment profiles.
1 Open the Profiles form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the profile belongs if you use multi-organization security.
4 Profile—Enter a unique code identifying the profile, and then enter a description of the profile in the adjacent
field.
5 Department—Enter the department of the equipment to define with this profile.
6 Type—Select the type of equipment to define with this profile.
7 Status—Select the status of the equipment to define with this profile.
8 Class—Enter the class of the equipment to define with this profile.
Note: If you enter a Class, the system displays any custom fields associated with that class.
9 Category—Enter the category of the equipment to define with this profile.
The system automatically populates Manufacturer and custom fields based on the information you entered on
the Categories form.
10 GIS Profile—Select to flag the profile as a GIS profile.
Note: Once you create a GIS profile, associate it with a GIS layer. Refer to "Defining Preferences for the
Creation of Infor EAM Equipment (ESRI)" in Chapter 6 ‚ GIS Integration of the System Administrator’s
Guide. GIS and Infor EAM use the GIS profile and layer information to create equipment records in the
respective systems.

2 ‚ ASSET MANAGEMENT 31
11 Equipment Value—Enter the value of the equipment to define with this profile.
12 Meter Unit—Enter the meter unit of the equipment to define with this profile.
13 Manufacturer—Enter the manufacturer of the equipment to define with this profile.
14 Revision—Enter the revision of the equipment to define with this profile.
15 Model—Enter the model of the equipment to define with this profile.
16 Part—Enter the part code of the equipment to define with this profile.
The system automatically populates Part Org.
17 Store—Enter the store of the equipment to define with this profile.
18 Variable 1, Variable 2, Variable 3, Variable 4, Variable 5, and Variable 6—Enter any additional
information to be included on the equipment to define with this profile.
19 Click . The system saves the record.

Defining Equipment
Define your organization’s assets, positions, systems, and locations as equipment.
Notes: You can only delete equipment records that do not have histories or other associated records.
If you have purchased the GIS integration, automatically define ESRI GIS features as you define Infor
EAM assets, positions, or systems. Refer to "Defining GIS Features (Infor EAM)" in Chapter 10 ‚ GIS
Integration. In addition, view equipment on a GIS map from the Assets, Positions, or Systems forms.
Refer to "Viewing GIS Maps from Equipment Records (Infor EAM)" in Chapter 10 ‚ GIS Integration for
more information.
As you define an equipment record, specify that it is subject to the United States Food and Drug Administration
(FDA) Current Good Manufacturing Practices (cGMP) standards as necessary. Depending on your system
configuration, the system creates electronic records and/or requires signatures for any work performed on cGMP
equipment. Contact your system administrator for more information.
Create a large number of identical equipment records quickly with equipment profiles. Refer to "Defining
Equipment Using Profiles" later in this chapter.
Define linear equipment records for equipment that spans a length of space, e.g., a bridge. Refer to "Defining Linear
Equipment" later in this chapter.
Define Vehicle Maintenance Reporting System (VMRS) equipment as necessary. Refer to "Defining VMRS
Equipment" later in this chapter.
Define equipment before associating parts or permits with that equipment or before setting up parent/child
relationships. Refer to "Defining Equipment Hierarchies" later in this chapter.
Notes: When the selected equipment is dependent on a parent, the equipment inherits its location from that
parent. Equipment cannot be dependent on more than one parent.
When equipment is directly associated with a location, the relationship is automatically a dependent
one.
Multiple system parents can exist for assets, positions, and systems; therefore, this relationship cannot
be established or maintained on the Record View pages of these forms.
Because equipment records are central to all functionality, the system allows you to perform a number of functions
directly from the Assets, Positions, or Systems forms. Right-click to access the functionality. Refer to the following
table, which displays the functionality available from the Assets, Positions, and Systems forms and directs you to the
section and chapter within this guide that provides instructions for use:
Right-Click Option Refer To
Create GIS Feature "Defining GIS Features (Infor EAM)" in Chapter 10 ‚ GIS Integration
View GIS Map "Viewing GIS Maps from Equipment Records (Infor EAM)" in Chapter 10 ‚ GIS Integration
View GIS Attributes "Identifying Features (Infor EAM)" in Chapter 10 ‚ GIS Integration
Create WO "Defining Regular Work Order Headers" and "Defining Regular Work Order Activities" in
Chapter 5 ‚ Work Management
Transfer Equipment "Transferring Equipment Between Organizations" later in this chapter
Linear Equipment Search "Searching for References" later in this chapter

2 ‚ ASSET MANAGEMENT 32
Defining Assets
Define your organization’s assets as equipment.
Note: The installation parameter ASSETASS determines whether assets are recognized at purchase order
creation or upon receipt. Refer to "Defining Installation Parameters" in Chapter 1 ‚ System Configuration
of the System Administrator’s Guide.
Follow these steps to define assets.
1 Open the Assets form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates Type, Status, Production, Commission Date, and State if available.
3 Organization—Enter the organization to which the asset belongs if you use multi-organization security.
4 Asset—Enter a unique code identifying the asset, and then enter a description of the asset in the adjacent field.
Note: If the AUTOANUM installation parameter is set to YES, the system automatically assigns the asset
number if the Asset code is not entered.
5 Department—Enter the asset’s department.
6 Type—Select the equipment type.
7 Status—Select the asset status. Refer to the following list for default status values:
ƒ Awaiting purchase—Interacts with the purchasing module. If assets are recognized at purchase order
creation, then an asset must be created at time of purchase order generation. The ASSETASS installation
parameter determines when assets are recognized: at receipt (R) or at purchase order creation (P). Refer to
Chapter 4 ‚ Purchasing Management.
ƒ In store—Reserved for new assets received into a firm’s store. Select the Status value In store only when
defining an asset in the inventory store.
ƒ Installed—Assigned when an asset is in place and operating within the business organization.
ƒ Withdrawn—Assigned when an asset is no longer available for use. This status is not available during
initial asset creation. The system automatically populates Withdrawal Date.
You cannot create work orders when the asset’s Status is Awaiting purchase.
8 Class—Enter the class of the asset.
9 Category—Enter the asset’s category.
Note: If you enter a category for which calibration data has been defined, the system copies the calibration
and test point data to the asset.
10 Profile—Enter the profile on which to base this equipment record. Refer to "Defining Equipment Using
Profiles" later in this chapter for more information.
11 Cost Code—Enter the asset’s cost code.
12 Production—Select if the asset is used in production.
13 Safety—Select to observe safety precautions when working with this asset.
14 Out of Service—Select if the asset is not used.
15 Prevent WO Completion—Select to indicate that work orders for this asset should not be closed.
16 System Level, Assembly Level, and Component Level—Enter the VMRS codes identifying the system,
assembly, and component associated with the vehicle. Refer to "Defining VMRS Equipment" later in this
chapter for more information.
The system automatically populates VMRS Description.
17 Commission Date—Enter the asset’s installation date.
Note: The Commission Date defaults to the current date when you create an asset.
18 Equipment Value—Enter the asset’s value (generally, purchase price).
19 Assigned To—Enter the person responsible for the asset.
20 Meter Unit—Enter the asset’s primary unit of measure.
21 Criticality—Enter a criticality code to indicate the relative importance of the asset to the overall production of
goods or services for your organization.
Note: Criticality proceeds to work orders when the asset requires maintenance.

2 ‚ ASSET MANAGEMENT 33
22 State—Select the state of the asset.
Note: If you select CN pending, CN In Process, or CN Completed, the system requires a value for Change
Notice be entered. If you select Good or Defective, the system clears Change Notice.
23 Withdrawal Date—Enter the date on which the equipment is withdrawn from service.
24 Change Notice—Enter the change notice for the asset.
Note: If you enter or change the value for Change Notice, the system will change State to CN Pending if
State is not populated. If you clear Change Notice, the State changes to Good.
25 cGMP—Select to indicate that the equipment is subject to cGMP standards.
26 Dormant Start—Enter the date on which the dormant period for any PM work orders for the equipment begins.
27 Dormant End—Enter the date on which the dormant period for any PM work orders for the equipment ends.
28 Reuse Dormant Period—Select to use the same specified dormant period for any PM work orders for the
equipment on an annual basis.
29 Sold/Scrap Date—Enter the date on which the asset is sold or scrapped.
30 Manufacturer—Enter the asset’s manufacturer.
31 Serial Number—Enter the asset’s serial number.
32 Model—Enter the asset’s model number.
33 Revision—Enter the manufacturer’s revision number.
34 Part—Enter the equipment’s part number.
Note: Only enter parts that are tracked by asset.
35 Store—Enter the store in which the asset is stocked.
Note: You can enter a Store and Bin only if the equipment’s Status is Awaiting purchase or In store.
36 Bin—Enter the bin storing the asset.
37 Lot—Enter the lot number, or batch, of the part.
38 Variable 1, Variable 2, Variable 3, Variable 4, Variable 5, and Variable 6—Enter any additional
information to be included on this asset record.
39 Vehicle—Select if the asset is a vehicle.
40 Fleet Customer—Enter the fleet customer with which to associate the asset.
The system automatically populates Fleet Customer Org.
41 Billing Code—Enter the billing code with which to associate the asset.
The system automatically populates Billing Code Org.
42 Markup Code—Enter the markup code with which to associate the asset.
The system automatically populates Markup Code Org.
Notes: If a Billing Code and/or a Markup Code are associated directly to the asset, the ticketing process will
always assign these codes to the ticket, regardless of the Billing Codes associated with the fleet
customer on the Billing Codes form.
The Vehicle Status must be Available to be issued via a ticket.
The Fleet Customer, Cost Code, Vehicle Status, and Issued To values should be controlled primarily
through the ticketing process for vehicles. Refer to Chapter 11 ‚ Fleet Management.
43 Vehicle Status—Select the status of the vehicle.
Enter the following Call Center Details:
44 Calendar Group—Enter the calendar group for the asset.
The system automatically populates Calendar Group Org.
45 Penalty Factor—Enter the penalty factor for the asset.
46 Service Delivery Matrix—Select to restrict work orders for this equipment to a pre-defined service delivery
matrix.
Note: Service Delivery Matrix must be selected for Service Problem Code Validation on the Call Center
Setup form.
47 Minimum Deduction/Currency—Enter the minimum deduction allowed.
48 Parent Asset—Enter the parent asset.
49 Dependent—Select if the asset is dependent on the parent asset.
50 Cost Roll-up—Select if costs should roll up to the parent asset.

2 ‚ ASSET MANAGEMENT 34
51 Position—Enter the position of the asset.
52 Dependent—Select if the asset is dependent on the position.
53 Cost Roll-up—Select if costs should roll up to the position.
54 Location—Enter the location of the asset.
55 Equipment Length, Equip. Length UOM, Linear Ref. UOM, Ref. Precision, and Geographical Ref.—
Enter the linear equipment information. Refer to "Defining Linear Equipment" later in this chapter for more
information.
Enter the following Facility Condition Index (FCI) Details:
Important: The values of the FCI details should be entered based on the planning budget and investment figures
from a third party audit.
56 Cost of Needed Repairs—Enter the cost of necessary repairs.
The system automatically populates the currency.
57 Replacement Value—Enter the current replacement value for the equipment.
The system automatically populates the currency.
58 Facility Condition Index—Enter the resultant FCI based on the maintenance details.
Cost of Needed Repairs/Current Replacement Value=FCI
59 Utility Bill Level—Select to mark the asset as having capabilities to record utility bills.
60 GAS Tracked—Select to set the equipment as GAS (Global Asset Sustainability) Tracked.
Note: If data exists on the Design Consumption or Actual Consumption forms, the equipment must remain as
GAS Tracked.
61 Floor Area—Enter the floor area, and then enter the unit of measure for the floor area.
62 Estimated Revenue—Enter the estimated revenue the piece of equipment can generate.
63 Region—Enter the region for the equipment.
64 Primay Use—Enter the primary use for the equipment.
65 Year Built—Enter the year built for the equipment.
66 Service Life (years)—Enter the service life of the equipment.
67 Click . The system saves the record.

Defining Positions
Define your organization’s functional positions as equipment.
Follow these steps to define positions.
1 Open the Positions form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the position belongs if you use multi-organization security.
The system automatically populates Transfer Date and Org.
4 Position—Enter a unique code identifying the position, and then enter a description of the position in the
adjacent field.
Note: If the AUTOANUM installation parameter is set to YES, the system automatically assigns the position
number if the Position code is not entered.
5 Department—Enter the position’s department.
6 Type—Select the equipment type.
7 Status—The system defaults the Status to Installed; this value cannot be changed.
Enter the following Equipment Details:
8 Class—Enter the class of the position.
9 Category—Enter the position’s category.
Note: If you enter a category for which calibration data has been defined, the system copies the calibration
and test point data to the position.
10 Cost Code—Enter the position’s cost code.
11 Production—Select if the position is used in production.
12 Safety—Select to observe safety precautions when working with this position.

2 ‚ ASSET MANAGEMENT 35
13 Profile—Enter the profile on which to base this equipment record. Refer to "Defining Equipment Using
Profiles" later in this chapter for more information.
14 Out of Service—Select if the position is not used.
15 Prevent WO Completion—Select to indicate that work orders for this position should not be closed.
16 System Level, Assembly Level, and Component Level—Enter the VMRS codes identifying the system,
assembly, and component associated with the vehicle. Refer to "Defining VMRS Equipment" later in this
chapter for more information.
The system automatically populates VMRS Description.
17 Commission Date—Enter the installation date for the position.
Note: The Commission Date defaults to the current date when you create a position.
18 Assigned To—Enter the person responsible for the position.
19 Meter Unit—Enter the position’s primary unit of measure.
20 Criticality—Enter a criticality code to indicate the relative importance of the position to the overall production
of goods or services for your organization.
21 cGMP—Select to indicate that the equipment is subject to cGMP standards.
22 Dormant Start—Enter the date on which the dormant period for any PM work orders for the equipment begins.
23 Dormant End—Enter the date on which the dormant period for any PM work orders for the equipment ends.
24 Reuse Dormant Period—Select to use the same specified dormant period for any PM work orders for the
equipment on an annual basis.
25 Sold/Scrap Date—Enter the date on which the asset is sold or scrapped.
Enter the following Tracking Details:
26 Manufacturer—Enter the manufacturer of the position.
27 Serial Number—Enter the serial number of the position.
28 Model—Enter the model of the position.
29 Revision—Enter the revision of the position.
Enter the following Variables:
30 Variable 1, Variable 2, Variable 3, Variable 4, Variable 5, and Variable 6—Enter the variables of the
position.
Enter the following Call Center Details:
31 Calendar Group—Enter the calendar group for the position.
The system automatically populates Calendar Group Org.
32 Penalty Factor—Enter the penalty factor for the position.
33 Minimum Deduction/Currency—Enter the minimum deduction allowed.
Enter the following Hierarchy details:
34 Asset—Enter the asset for the position.
35 Dependent—Select if the position is dependent upon the Asset.
36 Cost Roll-up—Select if costs should roll up to the Asset.
37 Location—Enter the location of the position.
38 Parent Position—Enter the parent position.
39 Dependent—Select if the position is dependent upon the Parent Position.
40 Cost Roll-up—Select if costs should roll up to the Parent Position.
Enter the following GIS Details:
41 GIS ID—Enter the GIS ID of the position.
42 Layer—Enter the layer of the position.
43 Location X—Enter the X location of the position.
44 Location Y—Enter the Y location of the position.
Enter the following Linear Reference Details.
45 Equipment Length, Equip. Length UOM, Linear Ref. UOM, Ref. Precision, and Geographical Ref.—
Enter the linear equipment information. Refer to "Defining Linear Equipment" later in this chapter for more
information.

2 ‚ ASSET MANAGEMENT 36
Enter the following Facility Condition Index (FCI) Details:
Important: The values of the FCI details should be entered based on the planning budget and investment figures
from a third party audit.
46 Cost of Needed Repairs—Enter the cost of necessary repairs.
The system automatically populates the currency.
47 Replacement Value—Enter the current replacement value for the equipment.
The system automatically populates the currency.
48 Facility Condition Index—Enter the resultant FCI based on the maintenance details.
Cost of Needed Repairs/Current Replacement Value=FCI
49 Utility Bill Level—Select to mark the asset as having capabilities to record utility bills.
50 GAS Tracked—Select to set the equipment as GAS (Global Asset Sustainability) Tracked.
Note: If data exists on the Design Consumption or Actual Consumption forms, the equipment must remain as
GAS Tracked.
51 Floor Area—Enter the floor area, and then enter the unit of measure for the floor area.
52 Estimated Revenue—Enter the estimated revenue the piece of equipment can generate.
53 Region—Enter the region for the equipment.
54 Primay Use—Enter the primary use for the equipment.
55 Year Built—Enter the year built for the equipment.
56 Service Life (years)—Enter the service life of the equipment.
57 Click . The system saves the record.
Note: Click Linear Equipment Search to locate linear equipment for the selected position. Refer to "Defining
Linear Equipment" later in this chapter for more information.

Defining Systems
Define your organization’s systems as equipment.
Follow these steps to define systems.
1 Open the Systems form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the system belongs if you use multi-organization security.
4 System—Enter a unique code identifying the system, and then enter a description of the system in the adjacent
field.
Note: If the AUTOANUM installation parameter is set to YES, the system automatically assigns the system
number if the System code is not entered.
5 Department—Enter the system’s department.
6 Type—Select the equipment type.
7 Status—The system defaults the Status to Installed; this value cannot be changed.
Enter the following Equipment Details:
8 Class—Enter the class of the system.
9 Category—Enter the system’s category.
Note: If you enter a category for which calibration data has been defined, the system copies the calibration
and test point data to the system.
10 Cost Code—Enter the system’s cost code.
11 Production—Select if the system is used in production.
12 Safety—Select to observe safety precautions when working with this system.
13 Profile—Enter the profile on which to base this equipment record. Refer to "Defining Equipment Using
Profiles" later in this chapter for more information.
14 Out of Service—Select if the system is not used.
15 Prevent WO Completion—Select to indicate that work orders for this system should not be closed.

2 ‚ ASSET MANAGEMENT 37
16 System Level, Assembly Level, and Component Level—Enter the VMRS codes identifying the system,
assembly, and component associated with the vehicle. Refer to "Defining VMRS Equipment" later in this
chapter for more information.
The system automatically populates VMRS Description.
17 Commission Date—Enter the installation date for the system. The Commission Date defaults to the current
date when you create a system.
18 Assigned To—Enter the person responsible for the system.
19 Meter Unit—Enter the system’s primary unit of measure.
20 Criticality—Select a criticality code to indicate the relative importance of the system to the overall production
of goods or services for your organization.
21 cGMP—Select to indicate that the equipment is subject to cGMP standards.
22 Dormant Start—Enter the date on which the dormant period for any PM work orders for the equipment begins.
23 Dormant End—Enter the date on which the dormant period for any PM work orders for the equipment ends.
24 Reuse Dormant Period—Select to use the same specified dormant period for any PM work orders for the
equipment on an annual basis.
25 Sold/Scrap Date—Enter the date on which the asset is sold or scrapped.
Enter the following Tracking Details:
26 Manufacturer—Enter the manufacturer of the system.
27 Serial Number—Enter the serial number of the system.
28 Model—Enter the model of the system.
29 Revision—Enter the revision of the system.
Enter the following Variables:
30 Variable 1, Variable 2, Variable 3, Variable 4, Variable 5, and Variable 6—Enter the variables of the
system.
Enter the following Call Center Details:
31 Calendar Group—Enter the calendar group for the system.
The system automatically populates Calendar Group Org.
32 Penalty Factor—Enter the penalty factor for the system.
33 Minimum Deduction/Currency—Enter the minimum deduction allowed.
Enter the following Hierarchy:
34 Location—Enter the location of the system.
Enter the following GIS Details:
35 GIS ID—Enter the GIS ID of the system.
36 Layer—Enter the layer of the system.
37 Location X—Enter the X location of the system.
38 Location Y—Enter the Y location of the system.
Enter the following Linear Reference Details.
39 Equipment Length, Equip. Length UOM, Linear Ref. UOM, Ref. Precision, and Geographical Ref.—
Enter the linear equipment information. Refer to "Defining Linear Equipment" later in this chapter for more
information.
Enter the following Facility Condition Index (FCI) Details:
Important: The values of the FCI details should be entered based on the planning budget and investment figures
from a third party audit.
40 Cost of Needed Repairs—Enter the cost of necessary repairs.
The system automatically populates the currency.
41 Replacement Value—Enter the current replacement value for the equipment.
The system automatically populates the currency.
42 Facility Condition Index—Enter the resultant FCI based on the maintenance details.
Cost of Needed Repairs/Current Replacement Value=FCI
43 Utility Bill Level—Select to mark the asset as having capabilities to record utility bills.

2 ‚ ASSET MANAGEMENT 38
44 GAS Tracked—Select to set the equipment as GAS (Global Asset Sustainability) Tracked.
Note: If data exists on the Design Consumption or Actual Consumption forms, the equipment must remain as
GAS Tracked.
45 Floor Area—Enter the floor area, and then enter the unit of measure for the floor area.
46 Estimated Revenue—Enter the estimated revenue the piece of equipment can generate.
47 Region—Enter the region for the equipment.
48 Primay Use—Enter the primary use for the equipment.
49 Year Built—Enter the year built for the equipment.
50 Service Life (years)—Enter the service life of the equipment.
51 Click . The system saves the record.

Defining Locations
Locations are the top level of the equipment hierarchy and, like other equipment, can have parents and children with
many sublevels. For example, a facility can be a parent to children such as wings, floors, and levels.
Locations can also mean two different things. One location can tell you a piece of equipment’s physical location,
e.g., the pump in Boiler Room 2. Another location can be equipment itself, e.g., Boiler Room 2. Keep in mind that
equipment keeps its location until it is moved; in other words, it can only be in one place at one time.
Note: Set up parent locations before setting up child locations. You cannot delete parent locations if child
locations exist.
Follow these steps to define locations.
1 Open the Locations form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the location belongs if you use multi-organization security.
4 Location—Enter a unique code identifying the location, and then enter a description of the location in the
adjacent field.
5 Department—Enter the location’s department.
6 Class—Enter the class of the location.
7 Safety—Select to observe safety precautions when working at this location.
8 Out of Service—Select if the location is not used.
9 Cost Code—Enter the location’s cost code.
10 cGMP—Select to indicate that the equipment is subject to cGMP standards.
Enter the following Call Center Details:
11 Calendar Group—Enter the calendar group for the location.
The system automatically populates Calendar Group Org.
12 Penalty Factor—Enter the penalty factor for the location.
13 Minimum Deduction/Currency—Enter the minimum deduction allowed.
Enter the following Hierarchy details:
14 Parent Location—Enter the parent location.
15 Click . The system saves the record.

Defining Linear Equipment

Linear equipment occupies a length of space, e.g., an interstate or bridge. Create work orders for specific points or
segments of linear equipment records, allowing you to track work orders, costs, and events along the equipment.
After you define a linear equipment record, add linear references. Refer to "Adding References to Linear
Equipment" later in this chapter for more information.
Note: You can edit Equipment Length or Equip. Length UOM for an existing equipment record as long as
there are no linear references that fall outside of the newly entered length in the Linear Ref. UOM.

2 ‚ ASSET MANAGEMENT 39
 If you edit the length of a linear equipment record, the system may automatically edit associated PM
records when installation parameter PMRVCTRL is set to No. If the new equipment length falls on or
within the length of the PM, the system automatically updates the To Point of the PM record based on
the new equipment length. If the new equipment length falls outside of the length of the PM, the system
does not update the PM record.
Follow these steps to define linear equipment.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Enter the information necessary to define the piece of equipment. Refer to "Defining Assets," "Defining
Positions," or "Defining Systems" earlier in this chapter.
4 Equipment Length—Enter the length of the equipment.
5 Equip. Length UOM—Enter the unit of measure for the Equipment Length.
6 Linear Ref. UOM—Enter the unit of measure for linear references.
Notes: The system populates the from and to point unit of measure for work orders based on the Linear Ref.
UOM.
Linear references can have a different UOM than the Equipment Length, e.g., if the system is
integrated with ESRI’s GIS, the equipment’s map units may be in feet, but linear references, e.g., mile
posts, may be defined in miles.
7 Ref. Precision—Enter the number of decimal places to include in linear reference measurements.
Note: If you do not enter a Reference Precision, the system automatically sets the precision to 0.
8 Geographical Ref.—Enter a geographical reference for the equipment.
9 Click . The system saves the record.

Defining VMRS Equipment

Define equipment records as VMRS equipment as you enter the equipment information on the Assets, Positions, or
Systems form. Before you can define VMRS equipment, you must define VMRS codes. Refer to "Defining VMRS
Codes" in Chapter 5 ‚ Work Management.
Once you define VMRS equipment records, track work orders and warranties associated to the piece of equipment
based on the specified VMRS codes. Refer to "Associating VMRS Codes with Warranties" earlier in this chapter.
Follow these steps to define VMRS equipment.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Enter the information necessary to define the piece of equipment. Refer to "Defining Assets," "Defining
Positions," or "Defining Systems" earlier in this chapter.
4 System Level—Enter the VMRS code identifying the system associated with the vehicle.
5 Assembly Level—Enter the VMRS code identifying the assembly associated with the vehicle.
Note: You cannot enter an Assembly Level unless you entered a System Level.
6 Component Level—Enter the VMRS code identifying the component associated with the vehicle.
The system automatically populates VMRS Description based on the System Level, Assembly Level, and
Component Level combination.
Note: You cannot enter a Component Level unless you entered an Assembly Level.
7 Click . The system saves the record.

Defining Equipment Using Profiles

Before defining equipment records using profiles, create profiles. Refer to "Creating Equipment Profiles" earlier in
this chapter for more information.
Follow these steps to define equipment using profiles.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Enter the information necessary to define the piece of equipment. Refer to "Defining Assets," "Defining
Positions," or "Defining Systems" earlier in this chapter.

2 ‚ ASSET MANAGEMENT 40
4 Profile—Enter the profile.
The system automatically populates the description, Department, Class, Category, Equipment Value, Meter
Unit, Manufacturer, Model, Revision, Part, Variable 1 through Variable 6, and any custom fields on the
Record View page.
The system automatically populates Part and its description, Part Org., Quantity and its unit of measure, and
Comments on the Parts Associated page of the record.
5 Click . The system saves the record.

Creating Equipment Hierarchies

Define parent/child relationships among equipment to link costs and meter readings.

Defining Equipment Hierarchies

Define parent/child relationships among equipment. Define parent records before child records. If you add a third
level, the child becomes a parent, and the added piece of equipment is its child.
Note: Equipment hierarchies must be consistent with the hierarchy rules described in "Understanding
Equipment" earlier in this chapter, e.g., a system cannot be the parent of a location because locations
are at the top of the hierarchy of equipment information. Assets, however, are the exception to this rule.
Although assets are at the bottom of the hierarchy of equipment information, an asset can be the parent
of a position.
Follow these steps to define equipment hierarchies.
1 Open the Assets, Positions, Systems, or Locations form. The system displays the List View page.
2 Select the equipment for which to define a hierarchy, and then click the Structure tab. The system displays the
Structure page.
3 Dataspy and Filter—Query for the equipment for which to define a hierarchy.
4 Choose one of the following options:
ƒ Define a parent for a piece of equipment—Drag and drop the equipment record from the grid to the Add
Parent drop point in the Structure Details.
ƒ Define a child for a piece of equipment—Drag and drop the equipment record from the grid to the selected
parent equipment record in the Structure Details. The system indicates the piece of equipment is a child
with the icon.
Shortcut: Drag and drop an equipment record from the grid to the icon next to an existing record. The system
adds the record from the grid as a sibling immediately below the record next to the icon.

5 Click . The system saves the record.

Reorganizing Equipment Hierarchies

Drag and drop equipment records within an equipment hierarchy to reorganize its structure.
Follow these steps to reorganize equipment hierarchies.
1 Open the Assets, Positions, Systems, or Locations form. The system displays the List View page.
2 Select the equipment for which to reorganize a hierarchy, and then click the Structure tab. The system displays
the Structure page.
3 Choose one of the following options:
ƒ Change the order in which child equipment records appear—Drag and drop an equipment record from its
current location in the Structure Details to the icon next to the sibling record under which you want the
equipment to appear.
ƒ Move a piece of equipment under a new parent—Drag and drop the equipment record from its current
location in the Structure Details to its new parent record. The system transfers cost and meter roll-up data
for the equipment record to its new parent.
4 Click . The system saves the record.

2 ‚ ASSET MANAGEMENT 41
Viewing Equipment Hierarchies
The system displays the hierarchical structure of a piece of equipment.
Follow these steps to view equipment hierarchies.
1 Open the Assets, Positions, Systems, or Locations form. The system displays the List View page.
2 Select the equipment for which to view the hierarchy, and then click the Structure tab. The system displays the
Structure page.
3 Dataspy and Filter—Query for the equipment for which to define a hierarchy.
4 View the equipment hierarchy on the left side of the form under Structure Details.
ƒ A number (e.g., 2003001) followed by the equipment type (A, P) indicates that this is the highest level for
that equipment type.
ƒ A plus sign (+) indicates that the equipment may have children, but they are not displayed. To display an
equipment’s children, click the plus sign.
ƒ A minus sign (-) indicates that the equipment has children and the children are visible. Click the minus
sign to hide the children.
ƒ Click on a piece of equipment to make it active; the equipment then becomes highlighted in blue. The
children of the active row on the hierarchical area (on the left) are shown in detail on the right side of the
form.
ƒ To change the focus of the Structure Details, select an equipment record in the tree view, and then click
Display as Focal Point. The system updates the Structure Details.
ƒ To view the record details, select an equipment record in the tree view, and then click Go to Selection.
The system displays the Record View page for the selected equipment.

Unlinking Equipment
Unlink equipment records from the Structure Details tree view by unlinking the equipment record from other
equipment records.
Follow these steps to unlink equipment.
1 Open the Assets, Positions, Systems, or Locations form. The system displays the List View page.
2 Select the equipment for which to unlink the structure, and then click the Structure tab. The system displays the
Structure page.
3 Select the parent or child equipment record to unlink, and then click Un-Link. The system removes the record
and updates the Structure Details.

Toggling Cost Rollup

Roll up costs and history to a particular parent piece of equipment (assets, positions, and systems only). .
Follow these steps to toggle cost rollup.
1 Open the Assets, Positions, Systems, or Locations form. The system displays the List View page.
2 Select the equipment for which to toggle cost rollup, and then click the Structure tab. The system displays the
Structure page.
Note: If an equipment record has a next to it, the equipment’s costs do not roll up to the parent equipment.
Toggle the cost rollup to modify the equipment record.
3 Select the parent or child equipment record for which to toggle cost rollup, and then click Toggle Cost
Rollup. The system saves the record and updates the Structure Details.

Viewing the Parents of Assets, Positions, or Systems

View a list of all immediate parents defined for equipment. .
Follow these steps to view a list of parent equipment.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Select the equipment for which to view parents, and then click the Structure tab. The system displays the
Structure page.
3 Select the equipment record for which to view parents, and then click Show Parents. The system displays the
Parents popup.

2 ‚ ASSET MANAGEMENT 42
4 Dependent—Select if the child is dependent on the parent.
Notes: You can only select Dependent for one parent. You can also specify that no parent is Dependent.
When the selected equipment is an asset, position, or system, and a location is listed as a parent of the
equipment, the Dependent checkbox is unchecked for all parents listed.
Checking the checkbox for one of the other parents listed will result in the removal of the direct
relationship with the location.
5 Click Submit. The system saves the record and closes the popup.

Viewing the Parent of a Location

View the immediate parent location of another location.
Follow these steps to view the parent location.
1 Open the Locations form. The system displays the List View page.
2 Select the equipment for which to view the parent, and then click the Structure tab. The system displays the
Structure page.
3 Select the location record for which to view the parent, and then click Show Parents. The system displays the
Parents popup.
4 Dependent—This checkbox is always selected when both the parent and the child are locations.
Note: You cannot change the setting of the Dependent checkbox in this case.
5 Click Submit. The system saves the record.

Creating Work Orders

You can create a work order for any equipment in the hierarchy.
Follow these steps to create work orders.
1 Open the Assets, Positions, Systems, or Locations form. The system displays the List View page.
2 Select the equipment for which to create a work order, and then click the Structure tab. The system displays the
Structure page.
3 Select the equipment record for which to create a work order, and then click Create WO. The system displays
the Create Work Order/Activity popup.
4 Enter the information necessary to create the work order. Refer to "Defining Regular Work Order Headers" in
Chapter 5 ‚ Work Management for more information.
5 Enter linear reference information. Refer to "Creating Regular Work Orders" in Chapter 5 ‚ Work Management
for more information.
Note: The system only displays Linear Reference Details if the equipment record for which to create the work
order is a linear equipment record.
6 Enter the information necessary to add the first activity to the work order. Refer to "Defining Regular Work
Order Activities" in Chapter 5 ‚ Work Management for more information.
7 Click Submit. The system saves the record.

Associating References with Linear Equipment

Associate linear references with linear equipment and specify the point or segment at which the reference is located.
Refer to "Defining Linear Equipment" earlier in this chapter for more information about defining equipment as
linear equipment.
Linear references enable you to dynamically segment work orders and equipment costs based on meaningful
reference descriptions.

Adding References to Linear Equipment

Add linear references to linear equipment records. A linear reference is a point or line along a linear equipment
record and serves as a reference point.

2 ‚ ASSET MANAGEMENT 43
Important: If two linear equipment records intersect, you must define the point of intersection as a linear reference
on each equipment record, e.g., if Main St. and Washington Ave. intersect, define Main St. as a linear
reference on Washington Ave.’s equipment record and define Washington Ave. as a linear reference on
Main St.’s equipment record. If you do not define the point of intersection as linear references on both
equipment records, the system will calculate linear distance incorrectly when searching for equipment.
Refer to "Searching for References" below for more information.
Follow these steps to add references to linear equipment.
1 Open the Assets, Systems, or Positions form. The system displays the List View page.
2 Select the asset, system, or position for which to add a linear reference, and then click the Linear References
tab. The system displays the Linear References page.
The system automatically populates Equipment Length and the unit of measure in the adjacent field.
3 Click Add Reference. The system inserts a new Reference Details record.
4 Type—Select one of the following options:
Note: Reference types are linked to the LRTP entity for which you must define your reference type codes.
Depending on your system configuration, the codes listed below are not the codes that appear in the
dropdown. Contact your system administrator for more information.
ƒ Linear reference system—Select to indicate that this reference denotes the measurement system by
which to locate a point, line, or piece of equipment along the linear equipment record, e.g., mile markers on
an interstate.
ƒ Related equipment—Select to indicate that this reference denotes equipment that is located along the
linear equipment record, e.g., exit ramps along an interstate.
ƒ Point of interest—Select to indicate that this reference denotes any point along the linear equipment
record that is important to track, but is not defined as an equipment record within the system, e.g., road
signs.
Note: If you select Related equipment, the system enables Equipment.
5 Equipment—Enter the equipment record to add as the reference if you selected Related equipment as the
Type.
The system automatically populates Ref. Description, Equipment Org., and Geographical Reference.
6 Ref. Description—Enter a description of the reference.
7 From Point—Enter the point on the linear equipment record from which to begin the reference.
8 To Point—Enter the point on the linear equipment record to end the reference.
9 Geographical Reference—Enter a geographical reference point for the reference.
10 Click Submit. The system saves the record and updates the Linear References list.
Note: To delete a reference, select the reference to delete, and then click Delete Reference. The system
deletes the record and updates the Linear References list.

Searching for References

Select an equipment record, and then search for linear references or linear equipment records within a defined linear
distance of the equipment record.
Important: The system cannot accurately calculate the point of intersection of two linear equipment records unless
you define the point of intersection as a linear reference on each equipment record, e.g., if you add
Main St. as a linear reference on Washington Ave. but do not add Washington Ave. as a reference on
Main St., the system assumes that Washington Ave. crosses Main St. at point 0 on Main St. Refer to
"Adding References to Linear Equipment" earlier in this chapter for more information.
Follow these steps to search for references.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Select the asset, position, or system from which to begin your search, and then click the Record View tab. The
system displays the Record View page.
Note: The selected equipment record must be a linear equipment record or a linear reference. Refer to
"Defining Linear Equipment" and "Adding References to Linear Equipment" earlier in this chapter for
more information.
3 Right-click, and then select Linear Equipment Search. The system displays the Linear Equipment Search
popup.
The system automatically populates Originating Point with the midpoint of the equipment record, i.e., the
length of the equipment record divided by 2 and rounded to the equipment record’s defined precision. The

2 ‚ ASSET MANAGEMENT 44
 system automatically populates the Search Parameters with the class of the equipment record for which you are
searching for linear references.
Note: If the equipment record on which you are basing your search does not contain a Linear Reference
UOM, the system protects and populates Originating Point with 0 and the Linear Distance unit of
measure with Feet.
4 Originating Point—Enter the point on the Originating Equipment from which to begin your search.
5 Linear Distance—Enter the distance from the Originating Point of the Originating Equipment within which
to search.
6 UOM—Enter the unit of measure for the entered Linear Distance.

7 Enter filter criteria, and then click . The system displays linear references that fall on or within the specified
distance and meet the filter criteria.
The system calculates each linear reference’s distance from the Originating Point in the unit of measure of the
Linear Distance and displays the linear distance in the list.
Note: The system displays each linear reference’s linear parent, linear parent organization, and linear parent
description if the linear parent equipment also falls on or within the specified distance. The linear parent
is the linear equipment record on which the equipment record is a reference.
8 Select a linear reference, and then click Go To. The system closes the Linear Equipment Search popup and
displays the linear reference’s Record View page.
Notes: The system cannot display the Record View page of a Linear reference system or Point of Interest
because they are not defined as equipment records.
Click the Structure tab to view equipment hierarchy information.

Defining Meter Information

A physical meter is a tangible device, such as a car odometer, that measures a particular usage of a piece of
equipment. Physical meters have limits on how much usage you can track before the meter resets to zero. Define
physical meters in the Meters form.
Logical meters record the accumulative usage of a piece of equipment throughout its operational life. In the system,
the meter due value of a preventive maintenance work order is always based on a logical meter. Use logical meters
to monitor equipment usage. Plan preventive maintenance in response to logical meter levels. Define logical meters
on the Meters page of the Assets, Positions, Systems, or Locations form.

Defining Physical Meters

Follow these steps to define physical meters.
1 Open the Meters form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the meter belongs if you use multi-organization security.
4 Meter—Enter a unique code identifying the meter, and then enter a description of the meter in the adjacent
field.
5 Meter Unit—Enter the meter’s unit of measure.
6 Maximum Value—Enter the maximum value the meter can reach before it exceeds its physical count limit and
resets to zero. Leave Maximum Value blank if the meter cannot reset to zero when it reaches its physical count
limit.
7 Last Value—Enter the last meter reading as necessary.
8 Class—Enter the class of the meter. The classes shown belong to the MET entity.
Note: When defining a physical meter, Service Point is a read-only field. You can enter the Service Point of
a piece of equipment when editing a meter record.
9 Click . The system saves the record.

Defining Logical Meters

Define logical meters by linking meters with equipment.
Follow these steps to define logical meters.

2 ‚ ASSET MANAGEMENT 45
1 Open the Assets, Positions, Systems, or Locations form. The system displays the List View page.
2 Select the equipment with which to link a meter, and then click the Meters tab. The system displays the Meters
page.
3 Click Add Meter. The system inserts a new Meter Details record.
4 Unit of Measure—Enter the unit of measure for the logical meter.
5 Type of Meter—Select one of the following meter types:
ƒ Standalone—Select so that the equipment will not receive meter readings based on its established parent
equipment meters of the same UOM, nor will it send meter readings to any of its established child
equipment meters of the same UOM.
ƒ Parent—Select to send the equipment’s meter readings down to child equipment. If you have parent/child
relationships among equipment, enter meter readings for the parent piece of equipment only when adding
meter readings.
ƒ Child—Select to enable the child equipment to receive usage information from a higher-level piece of
equipment. The child equipment’s unit of measure (UOM) must match that of the parent.
ƒ Parent & Child—Select to receive meter readings based on entries made for its parent equipment meters of
the same UOM, and it will send meter readings to its children.
6 Total Usage—Enter the total usage of the logical meter.
The system automatically updates Usage Since Install and Usage Since Last WO.
7 Usage Since Install—Enter the usage of the logical meter since the last change in the equipment hierarchy.
8 Est. Daily Usage—Enter the estimated amount of the daily usage.
9 Readings for Calc.—Enter the number of readings used to calculate the average daily usage.
The system automatically updates Avg. Daily Usage.
10 Physical Meter—Enter the code of the physical meter, if any.
11 Last Reading Date—Enter the date of the last meter reading.
12 Click Submit. The system saves the record and updates the Meters list.
Note: To delete a meter, select the meter record to delete, and then click Delete Meter. The system deletes
the record and updates the Meters list.

Entering Meter Readings for Logical Meters

Follow these steps to enter meter readings for logical meters.
1 Open the Assets, Positions, Systems, or Locations form. The system displays the List View page.
2 Select the equipment for which to enter meter readings, and then click the Meters tab. The system displays the
Meters page.
3 Select the meter for which to enter a reading, and then click Enter Meter Reading. The system displays the
Add Meter Reading popup.
4 Entry Type—Choose one of the following entry types:
ƒ Reading—Enter the current meter reading for Value.
ƒ Difference—Enter the difference between the last reading and the current reading for Value.
5 Date/Time—Enter the date and time of the meter reading.
6 Value—Enter the meter reading value.
7 Click Submit. The system saves the record and updates the Meters list.

Viewing Meter History

Follow these steps to view meter history.
1 Open the Assets, Positions, Systems, or Locations form. The system displays the List View page.
2 Select the equipment for which to view meter history, and then click the Meters tab. The system displays the
Meters page.
3 Select the meter, and then click View Meter History. The system displays the Meter History popup.
4 View the meter history details, and then click Cancel. The system closes the Meter History popup.

2 ‚ ASSET MANAGEMENT 46
Deleting Meter Readings from History
You may only delete the most recent meter reading.
Follow these steps to delete meter readings from history.
1 Open the Assets, Positions, Systems, or Locations form. The system displays the List View page.
2 Select the equipment for which to delete meter readings from history, and then click the Meters tab. The system
displays the Meters page.
3 Select the meter, and then click View Meter History. The system displays the Meter History popup.
4 Select the meter reading to delete, and then click Delete Reading. The system deletes the meter reading,
5 Click Cancel. The system closes the Meter History popup.

Associating Warranties with Equipment

Associate warranty documents with specific pieces of equipment or with other equipment. Define warranty terms
based on equipment usage or by date.
One or more warranty coverage records may be established for a piece of equipment for tracking purposes to ensure
that stipulations of the warranty are adhered to both internally and externally. In general, there are two types of
warranty coverage records that can be tracked for equipment: calendar-based and usage-based. Warranty coverage
records can be associated with an asset, position, or system.
Calendar-based coverage records require a duration value expressed in days. The start and expiration of this type of
warranty for a given piece of equipment is expressed in terms of calendar dates. Usage-based warranty coverage
records require a duration value expressed in some unit of measure other than days. The warranty’s unit of measure
has to be defined as a logical meter for the equipment. The start and expiration of this type of warranty for a given
piece of equipment is expressed in terms of usage.
Notes: If you are using the COVDURUP installation parameter, you may modify the Duration field of any
warranty coverage record.
If you are using the COVDUPAC installation parameter, equipment can only have one active warranty
coverage at any given time.

Adding Calendar-based Warranty Coverage to Equipment

Note: To manage warranties from the perspective of the warranty record, choose Equipment | Warranties. The
system displays the Warranties form.
Follow these steps to add calendar-based warranty coverage to equipment.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Select the equipment for which to add a warranty, and then click the Warranties tab. The system displays the
Warranties page.
The system automatically populates Coverage Type, Active, Date Entered, and Entered By.
3 Click Add Warranty Coverage. The system inserts a new Warranty Details record.
4 Warranty—Enter the warranty document to associate with the equipment.
The system automatically populates the warranty description, Duration, Threshold, Manufacturer, and
Supplier.
5 Coverage Type—Select Calendar to indicate that the warranty is based on number of days used.
6 Duration—Enter the length of the warranty, in days.
7 Threshold—Enter the number of days prior to expiration at which the system should notify you that the
warranty is about to expire.
8 Start Date—Enter the start date of the warranty.
9 Expiration Date—Enter the Expiration Date. The system automatically populates Expiration Date based on
Start Date + Duration. Modify the Expiration Date as necessary.
Note: The system automatically adjusts Duration if you modify the Start Date or Expiration Date.
10 Active—Select to indicate that the warranty is currently active.
11 Click Submit. The system saves the record and updates the Warranties list.
Note: To delete warranty coverage from equipment, select the warranty record to delete, and then click Delete
Warranty Coverage. The system deletes the record and updates the Warranties list.

2 ‚ ASSET MANAGEMENT 47
Adding Usage-based Warranty Coverage to Equipment
Note: To manage warranties from the perspective of the warranty record, choose Equipment | Warranties. The
system displays the Warranties form.
Follow these steps to add usage-based warranty coverage to equipment.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Select the equipment for which to add a warranty, and then click the Warranties tab. The system displays the
Warranties page.
The system automatically populates Coverage Type, Active, Date Entered, and Entered By.
3 Click Add Warranty Coverage. The system inserts a new Warranty Details record.
4 Warranty—Enter the warranty document to associate with the equipment.
The system automatically populates the warranty description, Duration, Threshold, Manufacturer, and
Supplier.
5 Coverage Type—Select Usage to indicate that the warranty is based on actual usage.
6 Active—Select to indicate that the warranty is currently active.
7 Duration UOM—Enter the usage length of the warranty and the usage unit of measure.
The system automatically populates Last Value with the most recent meter reading of this equipment record
and unit of measure. If there is no meter reading, the system populates Last Value with the Total Usage of the
equipment record and unit of measure.
8 Threshold UOM—Enter the amount of usage quantity prior to expiration at which the system should notify
you that the warranty is about to expire.
9 Starting Usage—Enter the amount of usage that occurred prior to the warranty start date.
10 Expiration Usage—Enter the amount of usage at which the warranty expires. The system automatically
populates this field based on Starting Usage + Duration UOM. Modify the Expiration Usage as necessary.
11 Click Submit. The system saves the record and updates the Warranties list.
Note: To delete warranty coverage from equipment, select the warranty record to delete, and then click Delete
Warranty Coverage. The system deletes the record and updates the Warranties list.

Creating Warranty Claims

Create warranty claims to recoup faulty parts or material and labor costs incurred when warranty-related repair work
has to be performed in-house.
Associate your warranty claim with a piece of equipment, a work order, or an activity on a work order to track
warranty claim costs.
Note: The system does not display the work order costs on the warranty claim unless you specified that the
piece of equipment listed on the work order activity is under warranty. Refer to "Creating Regular Work
Orders" in Chapter 5 ‚ Work Management and "Associating Warranties with Equipment" earlier in this
chapter.
The system automatically assigns the Status of Unfinished to new claims. After creating and entering all of the
information for the claim, update the claim status to indicate its progress throughout the claim process.
Follow these steps to create warranty claims.
1 Open the Claims form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the warranty claim belongs if you use multi-organization
security.
4 Claim—Enter a description of the claim in the adjacent field. The system assigns a claim number after you save
the record.
Note: If you do not enter a description, the system automatically populates the description defined on the work
order with which you associate this warranty claim.
5 Work Order—Enter the work order with which to associate the warranty claim.
The system automatically populates Equipment based on the information provided on the Work Orders form
and Serial Number, Commission Date, Part Details, and VMRS Code Details based on the equipment record.

2 ‚ ASSET MANAGEMENT 48
 The system automatically populates WO Labor, WO Hired Labor, WO Services, WO Stock Items, WO
Direct Purchases, WO Tools, WO Claim Amount, and Total Claim Amount based on the warrantable costs
for the selected work order.
Notes: If the selected Work Order is a multiple equipment or MEC work order, then the system automatically
populates Equipment with the equipment on the work order, and it is protected. The system enables
you to create warranty claims for the parent multiple equipment work order or any related work order(s).
Refer to "Adding Equipment to Work Orders to Distribute Work Order Costs" in Chapter 5 ‚ Work
Management.
If no Equipment is selected, the system displays all work orders, including MEC work orders.
If an Equipment is selected, then the system displays only the work orders for which the work order
equipment is the same as the equipment on the claim.
6 Activity—Enter the work order activity with which to associate the warranty claim.
The system automatically updates WO Labor, WO Hired Labor, WO Services, WO Stock Items, WO
Direct Purchases, WO Tools, WO Claim Amount, and Total Claim Amount based on the warrantable costs
for the selected work order activity.
7 Equipment—Enter the piece of equipment with which to associate the warranty claim.
The system automatically populates Serial Number, Commission Date, Part Details, and VMRS Code
Details.
8 Commission Date—Enter the equipment’s commission date.
9 Commissioning WO—Enter the work order that commissioned the installation of the equipment associated
with this warranty claim.
10 Warranty—Enter the warranty with which the claim is associated.
The system automatically populates Supplier.
11 Usage—Enter a value to indicate the usage of the equipment when it failed under warranty.
12 UOM—Enter the unit of measure for the usage.
13 Top Parent—Enter the highest-level parent of the equipment associated with this warranty claim.
14 Top Parent Usage—Enter the usage value of the highest-level parent piece of equipment.
15 Status—Select the status of the claim if you are authorized to do so. Changing the status of a warranty claim
may affect additional system checks and field changes as follows:
ƒ Approved—The system verifies that an attached work order has a system status of Completed. If the work
order does not have a system status of Completed, the system verifies whether you want to continue. Click
Yes to change the status to Approved. Any future costs added to or subtracted from the work order will not
reflect on the warranty claim.
The system automatically populates Date Approved with the current system date.
ƒ Canceled—The system protects all fields on the Claims form except Status.
ƒ Completed—The system protects all fields on the Claims form except Status.
ƒ Response received—The system allows you to enter Settlement Details. Refer to "Entering Settlement
Details for Warranty Claims" later in this chapter.
ƒ Unfinished—The system refreshes WO Labor, WO Hired Labor, WO Services, WO Stock Items, and
WO Direct Purchases based on an attached work order each time the unfinished claim record is selected
for display on the Record View page.
16 Class—Enter the class of the claim.
The system automatically populates Class Org.
17 Supplier—Enter the supplier of the warranty claim.
18 Date Filed—Enter the date the warranty claim is filed.
19 Date Reported—Enter the date the warranty claim is reported.
20 Other Claim Amount—Enter the work order costs not included in WO Claim Amount.
The system automatically updates Total Claim Amount with the total of WO Claim Amount and Other
Claim Amount.
21 Click . The system saves the record.

2 ‚ ASSET MANAGEMENT 49
Entering Settlement Details for Warranty Claims
Enter settlement details for a warranty claim after the claim has been settled. Enter monetary values according to the
amount of money you are able to recoup through the claim process. The system automatically calculates WO Cost
Settlement based on the monetary values you enter in Labor, Hired Labor, Stock Items, and/or Direct Purchases. If
you specified a percentage to be recouped on the Warranty form, the system calculates WO Cost Settlement based
on the percentage.
Before you can enter settlement details, the system status of the warranty claim must be Response Received. The
system does not display this status as an option until the warranty claim has been given a system status of Approved.
Follow these steps to enter settlement details for warranty claims.
1 Open the Claims form. The system displays the List View page.
2 Select the claim for which to enter settlement details, and then click the Record View tab. The system displays
the Record View page.
3 Status—Select Response received as the status of the warranty claim. The system enables Settlement
Details.
4 Date Resolved—Enter the date the warranty claim was resolved.
5 Labor—Enter a monetary value for labor.
6 Hired Labor—Enter a monetary value for hired labor.
7 Services—Enter a monetary value for services.
8 Stock Items—Enter a monetary value for stock items.
9 Direct Purchases—Enter a monetary value for direct purchases.
10 Tools—Enter a monetary value for tools.
11 WO Cost Settlement—Enter a monetary value for the cost settlement of the work order.
12 Other Settlement—Enter a monetary value for expenses not accounted for in WO Cost Settlement.
The system automatically populates Total Settlement.
13 Click . The system saves the record.

Associating Permits with Equipment

Associate permits with equipment records.
Note: Define permits on the Permits form. Refer to "Defining Permits" in Chapter 5 ‚ Work Management.
Follow these steps to associate permits with equipment.
1 Open the Assets, Positions, Systems, Locations, Profiles, or Categories form. The system displays the List View
page.
2 Select the equipment with which to associate permits, and then click the Permits tab. The system displays the
Permits page.
3 Click Add Permit. The system inserts a new Permit Details record.
4 Permit—Enter the permit to associate with the equipment, and then enter a description of the permit in the
adjacent field.
5 Mandatory—Select to indicate that the permit is mandatory to complete work.
6 Click Submit. The system saves the record and updates the Permits list.
Note: To delete a permit, select the permit to delete, and then click Delete Permit. The system deletes the
record and updates the Permits list.

Adding PM Schedules to Equipment

View and modify the list of PM schedules for equipment (assets, positions, or systems) on the PM Schedules tab of
the respective Equipment form.
Add a new PM schedule to the equipment record, change the due date, deactivate an existing PM schedule, and
delete a PM schedule altogether from the list of existing PM schedules for the equipment. When adding a new PM
schedule to an equipment record, the Work Order Org. will default to the organization of the equipment if the
organization is not common; if the organization is common, you must choose the specific organization for which to
generate PM work orders.

2 ‚ ASSET MANAGEMENT 50
PM revision control cannot be active because changing equipment PM schedule relationships demands a new
revision of the PM schedule. If PM revision control is active, the PM Schedule page is for informational purposes
only.
Note: If you edit the length of a linear equipment record, the system may automatically edit associated PM
records when installation parameter PMRVCTRL is set to No. If the new equipment length falls on or
within the length of the PM, the system automatically updates the To Point of the PM record based on
the new equipment length. If the new equipment length falls outside of the length of the PM, the system
does not update the PM record.
Follow these steps to add PM schedules to equipment.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Select the equipment for which to add a PM schedule, and then click the PM Schedules tab. The system
displays the PM Schedules page.
3 Click Add PM. The system inserts a new PM Schedule Details record.
The system automatically populates Work Order Org., Department, Location, Loc. Org., Cost Code,
Dormant Start, Dormant End, Reuse Dormant Period, and Assigned To if available.
The system automatically populates Date of Last Work Order with the Due Date of the current work order for
the PM. If the work order is a duplicate PM, the system displays the latest date.
Note: If the system does not automatically populate Work Order Org., you must enter a Work Order Org. to
activate the other fields on the form.
4 PM—Enter the PM schedule.
The system automatically populates the description, PM Org., Test Point Set, PM Type, Work Order, WO
Class, WO Class Org., Supervisor, Meter Interval, and Meter #2 Interval if available.
5 Department—Enter the department.
6 Location—Enter the location.
The system automatically populates Loc. Org.
7 Route—Enter the equipment route.
8 Perform Every—Enter the length of the interval of time to pass before the system generates the next PM
routine work order, and then select the unit of measure in the adjacent field.
9 Due Date—Enter the due date of the first work order.
Note: Each work order determines the due date of the following work order. If you update the Due Date on the
PM Schedules page, the system updates the work order Due Date so that this due date is later than the
last work order completion date. The system adds the interval to the entered Due Date on the PM
Schedules page until a date later than the last completion date is reached. Future due dates are
accepted without validation.
10 Dormant Start—Enter the date on which the dormant period for any PM work orders for the equipment begins.
11 Dormant End—Enter the date on which the dormant period for any PM work orders for the equipment ends.
12 Reuse Dormant Period—Select to use the same specified dormant period for any PM work orders for the
equipment on a yearly basis. The system automatically updates the specified Dormant Start and Dormant End
dates to future dates after the dormant period for the equipment has elapsed. Additionally, the specified dormant
period will be the default dormant period for any new PM equipment records.
13 Test Point Set—Enter the test point set for calibration of the equipment.
Note: If the work order is a calibration work order, the system copies the test points for the specified
equipment record to the work order when it is released. The system copies the test points related to the
selected Test Point Set.
14 PM Type—Select one of the following options:
ƒ Fixed—Select to issue the PM based on a fixed schedule, e.g., based on date or reading when the last PM
was originally due.
ƒ Variable—Select to issue the PM based on a variable schedule, e.g., based on the date or reading on which
the last PM was completed.
ƒ Duplicate—Select to allow multiple PM work orders to be open at the same time.
Note: Selecting Duplicate as the PM type enables you to create an exception to the rule that a PM equipment
may have only one work order for the PM work order at a time.
15 WO Class—Enter the class of the work order.
The system automatically populates WO Class Org.

2 ‚ ASSET MANAGEMENT 51
16 Cost Code—Enter the cost code associated with the PM.
17 Assigned To—Enter the person responsible for the equipment.
18 Supervisor—Enter the supervisor for the equipment.
19 Date Deactivated—Enter a date beyond which to discontinue generation of future PM Work Orders.
20 Meter Interval—Enter the length of the interval of time indicating how frequently the PM is to be performed,
and then enter the unit of measure for the meter interval.
21 Meter Due—Enter the reading due value for the first work order.
Note: Each work order determines the due reading of the following work order. If you update Meter Due on
the PM Schedules page, the system updates the work order Meter Due so that this due reading is
higher than the reading on the last work order completed. The system adds the interval to the entered
Meter Due on the Equipment page until a reading higher than the reading on the last work order
completed is reached. Future due readings are accepted without validation.
22 Meter # 2 Interval—Enter the length of the interval of time indicating how frequently the PM is to be
performed, and then enter the unit of measure for the meter interval.
23 Meter # 2 Due—Enter the reading due value for the first work order.
Important: Specify more than one meter interval for a PM. For example, change the oil in a truck every 3000 miles,
according to Meter Interval and change the oil in the same truck after 720 hours of running time
according to Meter #2 Interval. You must enter a value for Meter Interval to enter a value for Meter #2
Interval.
24 Perform On—Enter the week of the month and the day of the week on which to perform the work on the
equipment, e.g., 2nd Tuesday of the month due. Select Last to handle scenarios in which there are five weeks in
a month. The system sets the due date to the last week of the month.
Note: Perform On is only available for duplicate PMs, and is not available for daily or weekly frequencies.
25 Enter Linear Reference Details. Refer to "Creating Regular Work Orders" in Chapter 5 ‚ Work Management for
more information.
26 Click Submit. The system saves the record and updates the PM Schedules list.
Note: To delete a PM schedule, select the PM schedule record to delete, and then click Delete PM. The
system deletes the record and updates the PM Schedules list.

Transferring Equipment Between Organizations

Transfer equipment between organizations within your company if you use multi-organization security.
You can only transfer equipment records with a system Status of Installed. You cannot transfer equipment records
with any other Status. In addition, you cannot transfer any equipment record that meets the following criteria:
ƒ It is flagged as Out of Service.
ƒ It is associated with a change notice.
ƒ It has work orders with a system Status of Work Request or Released.
ƒ It has work orders with a system Status of Bypassed or Awaiting Execution and for which there are open
purchase orders, purchase requisitions, or items being held in store.
ƒ It has a parent record within an equipment hierarchy.
ƒ It has a child record that has a second parent record.
ƒ It has a child record that belongs to a different organization.
ƒ It has non-superseded PM work orders and PM Revision Control is On.
ƒ It has a child equipment record that already exists in the new organization.
ƒ It already exists in the new organization, but its children do not.
ƒ It already exists in the new organization with a system Status of Awaiting Purchase, Installed, or In Store.
Note: You can transfer an equipment record that has child records in an equipment hierarchy; however, the
child equipment records must meet the same criteria as noted above.

2 ‚ ASSET MANAGEMENT 52
Understanding Equipment Transfer
Refer to the following list of processing rules that the system follows when an equipment record is transferred
between organizations:
ƒ The system maintains a record of the equipment in the originating organization with a system Status of
Withdrawn, flags the equipment record as Out of Service, and automatically populates the equipment record’s
Transfer Date.
ƒ The system transfers child equipment records and retains the equipment hierarchy in the new organization.
ƒ The system creates an event record of the transfer in both the originating organization (event type is ATT) and
new organization (event type is ATF). The system maintains the event history of the equipment record in the
originating organization, and then copies the event history to the equipment record in the new organization.
ƒ The system automatically converts currency-based fields from the currency of the originating organization to
the currency of the new organization if an exchange rate exists.
ƒ The system completes any PM work orders associated with the transferred equipment that have a system Status
of Awaiting Execution or Bypassed. The system adds a comment to the work order to indicate it was
automatically completed because of the organization transfer.
ƒ The system automatically copies depreciation setup data defined on the Depreciation page of the Assets,
Positions, or Systems form, and then recalculates the depreciation of the equipment record within the new
organization based on the Commission Date of the equipment record.
ƒ The system removes the transferred equipment record from any shutdown lists on which it is referenced.
The system automatically copies equipment information defined on the Record View page of the Assets, Positions,
or Systems form to the equipment record within the new organization.
Note: The system only copies information that is valid within the equipment record’s new organization. If the
equipment record contains information that is not valid within the new organization, the system
completes the transfer without copying the invalid information.
Refer to the following list of additional data that is copied during the transfer if applicable:
ƒ Addresses ƒ Logical Meters
ƒ Calibration data (except for Next Cal. Due) ƒ Parts Associated
ƒ Comments ƒ Permits
ƒ Custom Fields ƒ Physical Meters that belong to common
ƒ Depreciation setup data organizations
ƒ Documents ƒ Test Point Data
ƒ Equipment Details for Monitored Equipment ƒ Translations
ƒ Warranties
The system does not automatically copy all data associated with an equipment record during the transfer. Refer to
the following list of data that the system does not copy to the equipment record within the new organization:
ƒ Account Details ƒ Audit trail information
ƒ Electronic signatures ƒ Preventive Maintenance records
ƒ Electronic records ƒ Inspections data
ƒ Physical Meters that belong to specific organizations

Transferring Equipment
Follow these steps to transfer equipment.
1 Open the Assets, Systems, or Positions form. The system displays the List View page.
2 Select the equipment record to transfer, and then click the Record View tab. The system displays the Record
View page.
3 Right-click, and then select Transfer Equipment. The system displays the Transfer Equipment popup.
The system automatically populates the Equipment Details and the Current Org. Details.
4 Organization—Enter the organization to which to transfer the equipment.
The system enables Status and automatically populates Department, Part, Cost Code, and Manufacturer if
the information defined on the equipment record is valid within the new Organization.
5 Status—Select the equipment record’s status.
6 Department—Enter the equipment record’s department.

2 ‚ ASSET MANAGEMENT 53
7 Part—Enter the equipment record’s part number.
8 Cost Code—Enter the equipment record’s cost code.
9 Manufacturer—Enter the manufacturer of the equipment.
10 Click Transfer. The system saves the record.

Tracking Asset Depreciation

Depreciation enables you to calculate equipment depreciation expense, which is the value of the wear and
deterioration of a piece of equipment based on an accounting period and the useful life of the piece of equipment.
Note: The system does not roll up depreciation costs within an equipment hierarchy. Maintain individual
depreciation records for all assets, positions, or systems for which you need to maintain depreciation
data.
The system provides four depreciation methods for your equipment. Refer to "Understanding Depreciation Methods
and Daily Calculations" later in this chapter for more information.
Create depreciation types based on the agency to which the depreciation data must be reported, e.g., create
depreciation types for generally accepted accounting practices (GAAP) and/or a local, federal, state, or international
government agency.
Note: Depreciation types are linked to the DETP entity for which you must define your depreciation type
codes. Contact your system administrator for more information.
For all depreciation methods and types, the system can calculate depreciation data based on months or fiscal years of
the asset’s organization. The system begins calculating the depreciation of a piece of equipment on its Commission
Date and continues calculating the equipment’s depreciation until the piece of equipment reaches its Sold/Scrap
Date or its end of life date.
Note: The system calculates an asset’s end of life date based on the following equation:
End of Life Date = Commission Date + (Est. Useful Life – 1 day)
Specify the Commission Date and Sold/Scrap Date on the Assets, Positions, or Systems form. Refer
to "Defining Assets," "Defining Positions," or "Defining Systems" earlier in this chapter for more
information. Specify the Est. Useful Life on the Depreciation page of the Assets form. Refer to
"Entering Depreciation Data" later in this chapter for more information.
Base depreciation calculations on an estimated useful life of days, weeks, months, quarters, or years. Regardless of
the unit of measure you select, the system calculates a daily depreciation expense upon which all depreciation and
book value calculations are based. The system calculates the annual depreciation expense based on the depreciation
method you select, and then calculates a daily depreciation expense. Refer to "Understanding Depreciation Methods
and Daily Calculations" later in this chapter.
Once the system calculates a piece of equipment’s daily depreciation expense, it can calculate periodic depreciation
expenses and book values. Refer to "Understanding Periodic Depreciation and Book Value Calculations" later in
this chapter for more information.

Understanding Depreciation Methods and Daily Calculations

Not all calendar years consist of 365 days, e.g., leap years consist of 366 days. Therefore, the system must calculate
a daily depreciation expense upon which periodic depreciation expense and book values are calculated.
The system calculates the annual depreciation rate based on the depreciation method you select, and then calculates
the daily depreciation rate based on the following equation:
Daily Depreciation Rate = Annual Depreciation Rate / Number of Days in the Year
Specify the depreciation method that the system should use to calculate the annual depreciation expense on the
Depreciation page of the Assets, Positions, or Systems form. Refer to "Entering Depreciation Data" later in this
chapter for more information. The system provides four asset depreciation methods: Straight Line, Sum of Years
Digits, Double Declining Balance, and Units of Output.
Note: The ASDEPTYP installation parameter determines the default depreciation method for the system;
however, you can also set the depreciation method on the organization or equipment level. Setting the
depreciation method at the organization level supersedes the setting of the ASDEPTYP installation
parameter. Setting the depreciation method at the equipment level supersedes the setting of
ASDEPTYP and/or the depreciation method specified for the organization.

2 ‚ ASSET MANAGEMENT 55
Calculating Straight Line Depreciation
Straight Line depreciation, the most commonly used method, calculates depreciation based on the principle that an
asset loses an equal amount of value each fiscal year.
The system calculates annual Straight Line depreciation expense based on the following equation:
(Original Value – Residual Value) / Estimated Useful Life = Annual Depreciation Expense

Calculating Sum of Years Digits Depreciation

Sum of Years Digits depreciation is an accelerated depreciation method, which assumes that assets incur greater
depreciation during the early years of the asset’s life.
To calculate the Sum of Years Digits depreciation, the system must first calculate the Sum of Years Digits and the
remaining years of life.
The system calculates the Sum of Years Digits using the following equation:
Est. Useful Life in Years x [(Est. Useful Life in Years + 1) / 2] = Sum of Years Digits
Using this equation, the Sum of Years Digits for an asset with an expected useful life of five years is calculated as
follows:
5 years x [(5 years + 1) / 2] = 15 years
Note: Quickly determine the Sum of Years Digits value by adding together the numbers representing the years
of an asset’s useful life, e.g., if an asset is expected to have a useful life of five years, the digits
representing that useful life are: 1, 2, 3, 4, and 5. To determine the Sum of Years Digits value, add the
digits: 1 + 2 + 3 + 4 + 5 = 15.
The system determines an asset’s remaining years of life based on its expected useful life, e.g., for an asset whose
expected useful life is five years, the remaining years of life is 5 for the first year, 4 for the second year, 3 for the
third year, etc.
The system then calculates the Sum of Years Digits depreciation based on the following equation:
(Original Value – Residual Value) x Remaining Years of Life / Sum of Years Digits = Annual Depreciation
Expense

Calculating Double Declining Balance Depreciation

Double Declining Balance depreciation is the most accelerated method of depreciation. Using the Double Declining
Balance method, an asset depreciates twice the rate of the Straight Line depreciation method rate each year.
To calculate the Double Declining Balance depreciation, the system must first calculate the annual Straight Line
depreciation rate.
The system calculates the annualized Straight Line depreciation rate based on the following equation:
1 / Est. Useful Life in Years = Annual Straight Line Depreciation Rate
The system then calculates the Double Declining Balance depreciation expense based on the following equation:
Book value x (2 x Annual Straight Line Depreciation Rate) = Annual Depreciation Expense

Calculating Units of Output Depreciation

The Units of Output method is also known as the productive output, units of production, or units of activity method.
It calculates depreciation based on equipment output during a period of time, while considering the equipment’s
estimated lifetime units of output. Companies commonly use the Units of Output method when usage varies
dramatically from period to period.
Important: The Units of Output method cannot project depreciation over the remaining asset life. The Units of
Output must be entered before the system can calculate period depreciation.
To calculate Units of Output depreciation, the system must calculate a depreciation cost per unit based on the
following equation:
(Original Value – Residual Value) / Estimated Lifetime Output = Depreciation Expense per Unit
The system then calculates the units of output depreciation expense for a period based on the following equation:
Depreciation Expense per Unit x Units of Output = Depreciation Expense

Understanding Periodic Depreciation and Book Value Calculations

The system calculates depreciation expenses based on a depreciation period, a generic term that refers to an
organization’s fiscal years or calendar month. Select to view depreciation expenses based on the depreciation period
you prefer. Refer to "Viewing Depreciation Details" later in this chapter for more information.

2 ‚ ASSET MANAGEMENT 56
To calculate an asset’s periodic depreciation expense and book value, the system must first calculate the daily
depreciation expense of the asset. Refer to "Understanding Depreciation Methods and Daily Calculations" earlier in
this chapter for more information.
The system must also calculate the number of days in the period before calculating an asset’s periodic depreciation
expense or book value.
Important: When calculating the number of days in a period, the system includes the first and final day in its tally,
e.g., the system counts the time between July 1, 2004 and July 2, 2004 as 2 days.
For most periods of an asset’s life, the number of days in the period equals the number of days in the calendar month
or fiscal year defined for your organization, e.g., if you view depreciation expenses based on calendar month, the
number of days in the period is 30 or 31. If you view depreciation expenses based on fiscal year and the fiscal year
for your organization contains 365 days, the number of days in the period is 365.
The number of days falling in the first and last period of an asset’s life, however, usually does not equal a full 365,
30, or 31 days. The system calculates the number of days in the first period based on the following equation:
Number of Days in First Period = Number of Days Between Commission Date and Period End Date
The system calculates the number of days in the last period based on one of the following equations:
Number of Days in Last Period = Number of Days Between Period Start Date and Sold/Scrap Date
—Or—
Number of Days in Last Period = Number of Days Between Period Start Date and the Asset’s End of Life Date
Once the system calculates the number of days in each period, it can calculate the asset’s depreciation expense and
book values. Refer to the sections below for examples.

Calculating Periodic Depreciation Expense

The system calculates the periodic depreciation expense based on the following equation:
Periodic Depreciation Expense = Daily Depreciation Rate x Number of Days in Period
Notes: If you view depreciation calculations based on fiscal years, the system may have to further divide each
period into two segments to calculate the depreciation expense. If an asset’s year of life, as defined by
its Commission Date, and fiscal year do not coincide, the system must calculate two periodic
depreciation expenses for each year of the asset’s life, e.g., your asset’s Commission Date is 5/1/02.
Therefore, its first year of life runs from 5/1/02 through 4/30/03. The fiscal year of the asset runs from
11/1 through 10/31. Therefore, the system must calculate the asset’s depreciation expense from 5/1/02
to 10/31/02 and then again from 11/1/02 to 4/30/03.
If you select Double Declining Balance as your Depreciation Method, the calculated periodic
depreciation expense for the last period of an asset’s life may cause the Book Value of the asset to be
less than its Residual Value. In this case, the system adjusts the depreciation expense of the last
period so the asset’s Book Value equals its Residual Value.

Example
Refer to the following information to determine an asset’s periodic depreciation expense for the years 2003, 2004,
and 2005:
ƒ The fiscal year of the asset’s organization begins September 1 and ends August 31.
ƒ The Commission Date for the asset is 02-JUL-2003.
ƒ The Sold/Scrap Date of the asset is 02-SEP-2005.
ƒ The daily depreciation expense of the asset is 17.60 USD.
To determine the depreciation expense for the year 2003, the system performs the following calculation:
2003 Depreciation Expense = Daily Depreciation Expense x Number of Days Between Commission Date and
Period End Date
2003 Depreciation Expense = 17.60 USD * 61
2003 Depreciation Expense = 1,073.60 USD
To determine the depreciation expense for the year 2004, the system performs the following calculation:
2004 Depreciation Expense = Daily Depreciation Expense x Number of Days in Period
2004 Depreciation Expense = 17.60 USD * 366
2004 Depreciation Expense = 6,441.60 USD
Note: Because 2004 is a leap year and February 2004 occurs within the organization’s 2004 fiscal year, the
number of days in the period is 366.

2 ‚ ASSET MANAGEMENT 57
To determine the depreciation expense for the year 2005, the system performs the following calculation:
2005 Depreciation Expense = Daily Depreciation Expense x Number of Days Between Period Start Date and
Sold/Scrap Date
2005 Depreciation Expense = 17.60 USD * 2
2005 Depreciation Expense = 35.20 USD

Calculating Book Values

The first time the system calculates the book value of an asset, it calculates based on the following equation:
Book Value = Original Value – Periodic Depreciation Expense
For all subsequent book value calculations of the asset, the system uses the following equation:
Book Value = Book Value from Previous Period – Periodic Depreciation Expense

Example
Refer to the following information to determine an asset’s book value at the end of the 2003, 2004, and 2005:
ƒ The Original Value of the asset is 10,000 USD.
ƒ The depreciation expense for 2003 is 1,073.60 USD; the depreciation expense for 2004 is 6,441.60 USD; and
the depreciation expense for 2005 is 35.20 USD as taken from the example in "Calculating Periodic
Depreciation Expense" earlier in this chapter.
To determine the asset’s book value at the end of 2003, the system performs the following calculation:
2003 Book Value = Original value – 2003 Periodic Depreciation Expense
Book Value = 10,000 USD – 1073.60 USD
Book Value = 8,926.40 USD
To determine the asset’s book value at the end of 2004, the system performs the following calculation:
2004 Book Value = 2003 Book Value – 2004 Periodic Depreciation Expense
Book Value = 8,926.40 USD – 6,441.60 USD
Book Value = 2,484.80 USD
To determine the asset’s book value at the end of 2005, the system performs the following calculation:
2005 Book Value = 2004 Book Value – 2005 Periodic Depreciation Expense
Book Value = 2,484.80 USD – 35.20 USD
Book Value = 2,449.60 USD

Entering Depreciation Data

Enter basic depreciation data for your equipment. The system calculates depreciation rates based on the information
you enter. Refer to "Understanding Depreciation Methods and Daily Calculations" and "Understanding Periodic
Depreciation and Book Value Calculations" earlier in this chapter.
Create multiple depreciation schedules for a single piece of equipment as necessary, e.g., you need to report
depreciation information to GAAP and a state agency for a CHILLER. GAAP requires that you use the Straight Line
method, but the state agency requires that you use the Double Declining Balance method. Create one depreciation
schedule for the CHILLER using the GAAP type and Straight Line method and a second depreciation schedule
using the state agency type and the Double Declining Balance method.
If you update Original Value, Est. Useful Life, the unit of measure, or Residual Value, the system automatically
recalculates depreciation values.
Note: You can also manually recalculate depreciation values for all the equipment records in an organization
for which you have defined depreciation data by clicking the Recalculate Depreciation Data on the
Fiscal Years page of the Organizations form. Refer to "Defining Fiscal Years for Asset Depreciation" in
Chapter 2 ‚ System Security of the System Administrator’s Guide.
Follow these steps to enter depreciation data.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Select the asset, position, or system for which to enter depreciation data, and then click the Depreciation tab.
The system displays the Depreciation page.
3 Click Add Depreciation Type. The system inserts a new Depreciation Type Details record.
4 Depreciation Method—Select the depreciation method for the depreciation schedule. Refer to "Understanding
Depreciation Methods and Daily Calculations" earlier in this chapter for more information about depreciation
methods.

2 ‚ ASSET MANAGEMENT 58
5 Original Value—Enter the original value of the asset.
6 Est. Useful Life—Enter the estimated useful life of the asset, and then select the unit of measure of the
estimated useful life in the adjacent field. If you select Days or Months as the unit of measure, you must enter
the estimated useful life as a positive integer. If you select Weeks, Quarters, or Years, you can enter the
estimated useful life as a decimal.
Note: If you select Weeks, Months, Quarters, or Years as the unit of measure, the system must convert the
estimated useful life into number of days in order to calculate depreciation expenses. The system is
able to automatically convert months into the appropriate number of corresponding days without
performing any calculations. If you select Weeks, Quarters, or Years, the system must convert the unit
of measure into days or months in order to determine the corresponding number of days.
Refer to the following for more information:
ƒ Weeks—The system must convert the estimated useful life into days. The system multiplies the
number you enter by 7 to determine the equivalent number of days, and then rounds the result to
the nearest positive integer, e.g., .1 weeks x 7 = .7 days, which the system rounds to 1 day.
ƒ Quarters—The system must convert the estimated useful life into months. The system multiplies
the number you enter by 3 to determine the number of months, and then rounds to the nearest
positive integer, e.g., .4 quarters x 3 = 1.2 months, which the system rounds to 2 months.
ƒ Years—The system must convert the estimated useful life into months. The system multiplies the
number you enter by 12 to determine the number of months, and then rounds to the nearest
positive integer, e.g., .4 years x 12 = 4.8 months, which the system rounds to 5 months.
7 Residual Value—Enter the estimated value of the asset at the end of its useful life.
8 Est. Lifetime Ouput—Enter the units of output you estimate the equipment will produce over its lifetime if you
selected Units of output as the Depreciation Method.
9 Depreciation Type—Select a depreciation type.
Note: Depreciation types are linked to the DETP entity for which you must define your depreciation type
codes. Contact your system administrator for more information.
10 Click Submit. The system saves the record and updates the Depreciation list.
Note: To delete a deprecation type, select the depreciation type to delete, and then click Delete Depreciation
Type. The system deletes the record and updates the Depreciation list.

Viewing Depreciation Details

View depreciation details based on the fiscal year defined for your organization or for each month of the fiscal year
defined for your organization.
Refer to "Understanding Periodic Depreciation and Book Value Calculations" earlier in this chapter for an
explanation of how the system calculates depreciation expense and book value.
If you update an asset’s Original Value, Est. Useful Life, the unit of measure, Residual Value, or Commission Date,
the system recalculates depreciation values.
Note: If you update an asset’s values, the system displays the new depreciation calculations. You cannot
access the asset’s former depreciation calculations. Likewise, if you transfer an asset to a new
organization, the system calculates depreciation based on the fiscal year of the asset’s new
organization. You cannot access the asset’s former depreciation calculations.
Follow these steps to view depreciation details.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Select the asset, position, or system for which to view depreciation details, and then click the Depreciation tab.
The system displays the Depreciation page.
3 Select the depreciation record for which to view depreciation details, and then click View Depreciation
Details. The system displays the View Depreciation Details popup.
4 Fiscal Years or Months—Select to view the depreciation details based on fiscal years or months.
The system automatically populates Depreciation (To Date), Depreciation (Period To Date), and Book
Value (To Date) based on the following equations:

2 ‚ ASSET MANAGEMENT 59
 Straight Line, Sum of Years Digits, Units of Output
and Double Declining Balance
Depreciation (To Date) Daily Depreciation Rate x Number of Depreciation Per Unit * Units of Output
Days Between Commission Date and in the period (where Depreciation per
Current Date Unit =) through n (where n= fiscal year
prior to current fiscal year) +
Depreciation for the Current Fiscal Year
through Today’s Date
Refer to "Calculating Units of Output
Depreciation" earlier in this chapter for
more information.
Note: For the current fiscal year,
depreciation uses the
following equation:
Average Number of Units Produced per
Day * Number fiscal through today's
date * Depreciation per Unit where:
Average Number of Units per day =
entered Units of Output total days in
Fiscal Year
Number of Fiscal Year days through
Today's Date = Today's Date –
Commission Date of Fiscal Year Start
Date, whichever is greater + 1
Depreciation Per Unit = (Original Value
– Residual Value) / Estimated Lifetime
Value
Depreciation (Period To Date) Daily Depreciation Rate x Number of See equation in Depreciation (To Date)
Days Between First Day in the Current above fore more information on
Period and the Current Date calculating depreciation in current
period.
Book Value (To Date) Original Value – Depreciation (To Date) Original Value – Depreciation (To Date)
5 Click Close. The system closes the popup.

Entering Units of Output

Enter units of output information for equipment if you are tracking its depreciation based on the Units of Output
depreciation method.
Follow these steps to enter units of output.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Select the asset, position, or system for which to enter units of output, and then click the Depreciation tab. The
system displays the Depreciation page.
3 Select the depreciation record for which to enter units of output, and then click Units of Output. The system
displays the Units of Output popup.
4 Click Add Units of Output. The system inserts a new Units of Output Details record.
5 Start Date—Enter the fiscal year for which to enter units of output.
The system automatically populates End Date.
Note: If the fiscal year’s End Date is later than today’s date, the system calculates Depreciate (To Date),
Depreciation (Period To Date), and Book Value (To Date) based on the entire length of the fiscal
year. Refer to "Viewing Depreciation Details" earlier in this chapter for more information.
6 Units of Output—Enter the number of units produced by the piece of equipment.
7 Click Submit. The system saves the record and updates the Units of Ouput list.
8 Click Close. The system closes the popup.

2 ‚ ASSET MANAGEMENT 60
Defining and Managing Change Notices
Vendors use change notices to notify their customers of possible defects in their equipment or to recommend
changes to previously documented maintenance plans. Change notices can be recorded in the system once they are
issued from the vendor. Identify equipment affected by the change notices, reference change notices on work orders,
and track transactions and events associated with change notices.

Defining Change Notices

Define change notices, setting up selection criteria for the assets to which to associate the change notice.
Follow these steps to define change notices.
1 Open the Change Notices form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the change notice belongs if you use multi-organization
security.
4 Change Notice—Enter a unique number identifying the change notice, and then enter a description of the
reason for the change notice in the adjacent field.
5 Status—Select the status for the change notice.
Note: You can only create change notices in an Unfinished status.
6 Class—Enter the class of the change notice.
The system automatically populates Class Org.
7 Manufacturer—Enter the manufacturer of the assets affected by the change notice.
8 Start Date and End Date—Enter the dates during which the manufacturer repairs or replaces assets affected by
the change notice.
The system automatically populates Close Date when Status changes to Closed.
9 Filter Assets by Manufacturer—Select to include only equipment with the entered manufacturer on the list of
equipment for the change notice.
10 Click . The system saves the record.

Adding Lines for Change Notices

Details on this form specify which assets to be included on a change notice. You can specify ranges for asset
numbers, serial numbers, and part numbers.
Follow these steps to add lines for change notices.
1 Open the Change Notices form. The system displays the List View page.
2 Select the change notice for which to add a line, and then click the Lines tab. The system displays the Lines
page.
3 Click Add Line. The system inserts a new Line Details record.
4 Choose one of the following options:
ƒ From Asset and To Asset—Enter the starting number and ending number for the range of assets to
include.
The system automatically populates From Asset Org. and To Asset Org.
ƒ From Serial Number and To Serial Number—Enter the starting number and ending number for the range
of serial numbers to include.
ƒ Part—Enter the part number for the part affected by the change notice.
The system automatically populates Part Org.
5 Click Submit. The system saves the record.
Note: To delete a change notice line, select the change notice line record to delete, and then click Delete
Line. The system deletes the record and updates the Lines list.

2 ‚ ASSET MANAGEMENT 61
Viewing Assets for Change Notices
View a list of assets associated with a specific change notice.
Follow these steps to view assets for change notices.
1 Open the Change Notices form. The system displays the List View page.
2 Select the change notice for which to view assets, and then click the Assets tab. The system displays the Assets
page.
3 View the asset information.

Defining Locations for Change Notices

Change notice locations filter the types of equipment that can be added to change notices. If Location is populated,
assets are restricted to valid locations.
Follow these steps to define locations for change notices.
1 Open the Change Notices form. The system displays the List View page.
2 Select the change notice for which to define locations, and then click the Locations tab. The system displays the
Locations page.
3 Click Add Location. The system inserts a new Location Details record.
4 Location—Enter the location for which assets can be included.
The system automatically populates the location description.
5 Click Submit. The system saves the record.
Note: To remove a location from a change notice, select the location record to remove, and then click
Remove Location. The system removes the record and updates the Locations list.

Designing Energy Consumption for Equipment

Design energy consumption information for equipment that are flagged as GAS Tracked. Record the equipment
manufacturer’s energy efficiency specifications to indicate the level of energy efficiency the equipment should
maintain while operating when using specific energy commodities, such as electricity, gas, etc.
You can also link equipment with a utility bill source to tie the equipment to the utility billing information/rates for
the utility bill source, e.g., a building in which the equipment is located.
Note: The link between the equipment and utility bill source established on the Design Consumption page is
simply a link between the equipment related to energy consumption and is not a structural link as
defined in an equipment hierarchy.
Important: This section covers functionality available in Infor EAM Asset Sustainability Edition. If you purchased
Infor EAM Business Edition or Enterprise Edition, you do not have access to the functionality covered in
this section.
Follow these steps to design energy consumption for equipment.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Select the equipment for which to add design consumption, and then click the Design Consumption tab. The
system displays the Design Consumption page.
The system automatically populates Date Effective with the current date and Date Expired with 12/31/2199.
You can modify Date Effective as necessary.
3 Utility Bill Source—Enter the utility bill source to associate with the equipment. The Utility Bill Source
represents the billing structure established to calculate a daily rate for utility/energy consumption for invoice
vouchers. Refer to "Defining Utility Bills for Invoice Vouchers" in Chapter 4 ‚ Purchasing Management for
more information.
Note: If Utility Bill Level is not selected for the equipment, then a Utility Bill Source is required.
4 Commodity—Enter the commodity to associate with the equipment.
The system populates the Commodity UOM from the selected Commodity.
If a record is inserted and the Date Effective and Date Expired of the new record overlap with the Date
Effective and Date Expired of another record with the same Commodity, the system updates the Date
Expired of the new record with the oldest Date Effective to avoid having an overlap. Refer to "Understanding
Effective and Expiration Date Calculations for Design Consumption" later in this chapter for more information.

2 ‚ ASSET MANAGEMENT 62
5 Design Usage UOM—Enter the unit of measure to be used for the energy consumption design, e.g., hours.
The system populates Design Consumption UOM in the format Commodity UOM/Design Usage UOM.
6 Design Consumption Rate—Enter the energy consumption rate for the equipment. This indicates the amount
of the commodity, e.g., electricity, that is consumed in the Design Usage UOM, e.g., hours. For example, an
equipment can be designed to use 10KW of electricity per hour.
7 Click Submit. The system saves the record and updates the Design Consumption list.
Notes: Click Clear to clear the design consumption details for the selected record.
Setting the GDRV installation parameter to FULL enables the system to purge and recalculate all
energy efficiency data (including actual energy consumption records). However, if you are updating a
design consumption record, the system does not update data displayed on the Actual Consumption
page of the Assets, Positions, or Systems forms. Refer to "Entering Actual Energy Consumption
Information for Equipment" later in this chapter for more information.

Understanding Effective and Expiration Date Calculations for Design

Consumption
When entering multiple design consumption records on the Design Consumption page of the Assets, Positions, or
Systems forms, the Commodity specified for a record is tied to a Date Effective and Date Expired. This
association establishes the valid date ranges for the energy efficiency specifications established for the Commodity.
By necessity, these date ranges must be flexible in the ways in which they connect the equipment and the
Commodities to which they are linked. Therefore, if you must enter multiple design consumption records on the
Design Consumption page for same Commodity, the system must calculate the date ranges for Date Effective and
Date Expired based on the existing record(s) and the Date Effective entered for an additional record when there is
an overlap between the Date Effective of the existing record and the Date Effective of the additional record(s).
Likewise, the same is true for the expiration dates of the existing and additional records. Refer to the following
example for more information.
Example 1
In this example, there are two existing design consumption records, and you are inserting a new record. At the time
of insert, the date information for the design consumption records is as follows:
Date Effective Date Expired
Existing record one 01/01/2006 06/30/2006
Existing record two 07/01/2006 12/31/2199
Record to be inserted 01/01/2007 12/31/2199
Note: Date Expired is protected. The system defaults 12/31/2199 as the Date Expired for the record to be
inserted.
The record to be inserted shares the same Commodity as the existing records, and the Date Effective of the record
to be inserted overlaps with the Date Effective and Date Expired of the existing records. The system locates the
existing record with the same Commodity based on the Date Effective and updates the Date Expired for the
second existing record with a new Date Effective as follows:
Date Effective Date Expired
Existing record one 01/01/2006 06/30/2006
Existing record two 07/01/2006 12/31/2006
Record inserted 01/01/2007 12/31/2199

Example 2
In this example, there are two existing design consumption records, and you are inserting a new record. At the time
of insert, the date information for the design consumption records is as follows:
Date Effective Date Expired
Existing record one 01/01/2006 12/31/2006
Existing record two 01/01/2007 12/31/2199
Record to be inserted 06/01/2006 12/31/2199
Note: Date Expired is protected. The system defaults 12/31/2199 as the Date Expired for the record to be
inserted.

2 ‚ ASSET MANAGEMENT 63
The record to be inserted shares the same Commodity as the existing records, and the Date Effective of the record
to be inserted overlaps with the Date Effective of the existing records. The system locates the existing record with
the same Commodity based on the Date Effective and updates the Date Expired of existing record one and the
Date Effective of existing record two and the data inserted is as follows:
Date Effective Date Expired
Existing record one 01/01/2006 05/14/2006
Existing record two 01/01/2007 12/31/2199
Record inserted 06/01/2006 12/31/2006

Entering Actual Energy Consumption Information for

Equipment
Enter details related to the actual energy consumptions levels for equipment that are flagged as GAS Tracked. The
energy consumption information is recorded to track the actual energy usage levels maintained during a given time
period while operating equipment using specific types of energy commodities, such as electricity, gas, etc.
Important: This section covers functionality available in Infor EAM Asset Sustainability Edition. If you purchased
Infor EAM Business Edition or Enterprise Edition, you do not have access to the functionality covered in
this section.
Follow these steps to enter actual energy consumption information for equipment.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Select the equipment for which to add actual consumption, and then click the Actual Consumption tab. The
system displays the Actual Consumption page.
The system automatically populates Reading Date with the current date.
Note: If you clear Reading Date, the system automatically clears Actual Usage UOM and Actual
Consumption UOM.
3 Commodity—Enter the commodity to associate with the actual consumption reading.
The system populates the Actual Consumption UOM from the selected Commodity and the Actual Usage
UOM from the Design Usage UOM on the Design Consumption page. Refer to "Designing Energy
Consumption for Equipment" earlier in this chapter for more information.
Note: When the Commodity is updated for the actual consumption reading, the system automatically updates
Actual Consumption UOM, Actual Usage UOM, and Actual Consumption Rate UOM by searching
for a date range on the Design Consumption page.
4 Actual Consumption—Enter the actual energy consumed.
Note: If Utility Bill Level is not selected for the equipment on the Record View page, you must enter a value
for Actual Consumption. If Utility Bill Level is selected, the system uses the actual consumption from
the utility bill when generating the asset sustainability calculations.
5 Actual Usage—Enter the actual usage. This indicates the amount time that was used to consume the value
entered for Actual Consumption.
The system automatically calculates the Actual Consumption Rate.
6 Click . The system saves the record.

Viewing and Modifying Equipment Information

Search for equipment records, and view and modify equipment information as necessary.

Viewing All Equipment Work Orders

View the list of work orders and other events related to the equipment.
Follow these steps to view all equipment work orders.
1 Open the Assets, Positions, Systems, or Locations form. The system displays the List View page.
2 Select the equipment for which to view equipment work orders, and then click the Events tab. The system
displays the Events page.

2 ‚ ASSET MANAGEMENT 64
3 View the equipment work order and events information.
Notes: When you select a record in the grid, the system populates the associated work order number next to
Event. The work order number is a hyperlink to the actual work order on the Work Orders screen.
Double-click on a record in the grid to hyperlink to the Work Orders form. The system displays a popup
with the selected work order filtered on the List View page of the Work Orders form.
For linear equipment records, the system populates From Point and To Point based on the entire length in the linear
reference unit of measure of the equipment. Complete the following steps to view events for a segment or point of
the linear equipment record.
4 From Point—Enter the point of the linear equipment record from which to view events.
5 To Point—Enter the point of the linear equipment record to which to view events.

6 Click . The system displays the events for the segment.

The system displays events that intersect at any point with the segment, e.g., the system displays a work order if
its To Point intersects with the segment’s From Point or if its From Point intersects with the segment’s To
Point.

Viewing Equipment Costs

Follow these steps to view equipment costs.
1 Open the Assets, Positions, Systems, or Locations form. The system displays the List View page.
2 Select the asset, position, or system for which to view costs, and then click the Costs tab. The system displays
the Costs page.
3 Click Refresh Cost Data. The system calculates the current cost information for the selected equipment and
updates the Costs list.
4 View the cost information.
Notes: If the selected equipment is on the parent work order and a child work order, then the system duplicates
the child work order costs by rolling the child work order costs up to the parent work order. Therefore,
the system does not display the child work order costs when viewing the costs for the parent work order
on the Costs page.
Click Refresh Cost Data to see the most up-to-date cost information.
For linear equipment records, the system populates From Point and To Point based on the entire length in the linear
reference unit of measure of the equipment. Complete the following steps to view costs for a segment of the linear
equipment record.
5 From Point—Enter the point of the linear equipment record from which to view costs.
6 To Point—Enter the point of the linear equipment record to which to view costs.

7 Click . The system displays the costs for the segment.

The system calculates and displays only those event costs that apply to the entered segment. When calculating
segment cost, the system assumes that costs were accrued equally over the length of the work order. Refer to the
following example.
WO 1657 was completed for I-85 from mile marker 5 to 10, and you want to view costs for I-85 from mile marker 5
to 6. The system displays WO 1657 in the list of equipment costs for I-85, but displays its cost as $20.

Total WO Cost = $100

5 6 7 8 9 10

$20 $20 $20 $20 $20

The system cannot calculate segmented work order costs at a single point. Refer to the following example.
You want to view costs for a segment of I-85. WO 1, WO 2, WO 3, WO 4, and WO 5 all fall on or within the
defined From Point and To Point. Therefore, the system displays all five work orders on the Costs page. The

2 ‚ ASSET MANAGEMENT 65
system displays WO 3 and WO 4 because they intersect at some point with the segment’s From Point and To
Point; however, the system displays their costs as $0. The system calculates and displays the segmented costs for
WO 1 and WO 2. The system displays the full cost of WO 5 because its length coincides exactly with the segment’s
length.
From Point To Point

WO 1

WO 2

WO 3

WO 4

WO 5

Viewing Material Usage

Follow these steps to view material usage.
1 Open the Assets, Positions, Systems, or Locations form. The system displays the List View page.
2 Select the equipment for which to view material usage, and then click the Material Usage tab. The system
displays the Material Usage page.
3 View the material usage information.

Viewing Purchase Orders for Equipment

View purchase orders for equipment to review a list of all purchase order lines for parts associated with work orders
for the equipment.
Follow these steps to view purchase orders for equipment.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Select the asset, system, or position for which to view purchase orders, and then click the Purchase Orders tab.
The system displays the Purchase Orders page.
Notes: By default the system displays all purchase order lines for the equipment that have not been completely
received.
If a purchase order line contains a multiple equipment work order, the system also displays information
about how the purchase order is split among the equipment and related work order(s).
3 View the purchase order information. Refer to "Creating Purchase Orders" in Chapter 4 ‚ Purchasing
Management for more information about the information displayed in the Purchase Orders list.

2 ‚ ASSET MANAGEMENT 66
3 ƒ MATERIALS MANAGEMENT

The materials management module maintains materials inventory by providing an online catalog of parts, stores,
manufacturers, and suppliers. You can issue and return materials, create pick tickets, perform physical inventories,
manage the entire purchase order process from creating requisitions to receiving parts, and automatically generate
requisitions and purchase orders based on low stock levels.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition. If you purchased Infor EAM Business Edition, you do not have access to all of the functionality
covered in this chapter.

In This Chapter
ƒ Setting Up Initial Materials Information
ƒ Understanding Time-Based Inventory Valuation (LIFO/FIFO)
ƒ Creating Stores
ƒ Creating and Managing Parts Information
ƒ Defining and Managing Manufacturer Information
ƒ Defining and Managing Supplier Information
ƒ Managing Stock Information
ƒ Transferring Parts Between Bins
ƒ Transferring Parts Without Requisitions
ƒ Generating Requisitions
ƒ Creating Requisitions
ƒ Approving and Rejecting Purchasing Requisitions
ƒ Understanding Automatic Purchase Order Generation
ƒ Creating a New Purchase Order from Requisition Line Items
ƒ Adding Requisition Line Items to an Existing Purchase Order
ƒ Receiving Parts
ƒ Issuing and Returning Parts
ƒ Creating Store Groups
ƒ Creating Store-to-Store Requisitions
ƒ Creating Store-to-Store Issues
ƒ Creating Store-to-Store Receipts
ƒ Creating Internal Repair Receipts
ƒ Creating Pick Tickets
ƒ Performing a Physical Inventory
ƒ Generating ABC Analysis
ƒ Viewing and Modifying Materials Information
ƒ Managing 7i Buy Items in Infor EAM

67
Setting Up Initial Materials Information
Set up initial materials information before using the materials management module.

Defining Commodity Codes

Define commodity codes to establish a method of classifying materials for purchasing and inventory. Commodity
codes can identify specific types of goods, such as fiber optics, fuses, switches, etc., that can then be used to
categorize specific parts in your inventory. Buyers can then associate particular suppliers with these different
commodities and send out requests for quotes for the particular commodities. Storeroom and maintenance personnel
can also use commodity codes to quickly access stock information.
After defining a commodity, you can update the commodity record as necessary; however, you cannot modify the
Commodity or Organization for an existing commodity record.
Follow these steps to define commodity codes.
1 Open the Commodities form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the commodity belongs if you use multi-organization security.
4 Commodity—Enter a unique code identifying the commodity, and then enter a description of the commodity in
the adjacent field.
5 Class—Enter the class of the commodity. The classes shown belong to the COMM entity.
The system automatically populates Class Org.
6 Out of Service—Select to indicate that the commodity code is no longer in use. If you select Out of Service,
the system retains the commodity record, but it will no longer appear in the lookups for commodities on other
forms.
7 Click . The system saves the record.

Defining Currencies
In international markets, organizations are required to monitor the various currencies used and the different
exchange rates. The system contains many predefined currencies. Define additional currencies as necessary.
Note: Various parts of the system rely upon currency for computing transactions. Therefore, even if you do not
intend to use the system to calculate currencies for international markets, you must at least enter a
base currency and attach an exchange rate of "1" to it.
Follow these steps to define currencies.
1 Open the Currencies form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Currency—Enter a unique code identifying the currency, and then enter a description of the currency in the
adjacent field.
4 Class—Enter the class of the currency. The classes shown belong to the CURR entity.
The system automatically populates Class Org.
5 Out of Service—Select to remove this currency from the currency lookups.
6 Click . The system saves the record.

Defining Exchange Rates for Currencies

Define the exchange rate for a currency by entering a base currency and exchange rate for the currency.
Note: Define the base currency in the DEFCURR parameter of the Install Parameters form.
The system uses exchange rates to convert foreign currency amounts to base currency using the following equation:
base currency amount=foreign currency amount/exchange rate

Example
Your base currency is USD. You have created a purchase order for 50 filters at 9 EUR. The price of the air filters
must now be converted to USD. Assuming that the exchange rate is 1.2 EURO-USD, the system calculates the
following conversion:

3 ‚ MATERIALS MANAGEMENT 68
 50 air filters @ 9 EUR = 450 EUR;
450 EUR/1.2 = 375 USD
Follow these steps to define exchange rate for currencies.
1 Open the Currencies form. The system displays the List View page.
2 Select the currency with which to associate an exchange rate, and then click the Exchange Rates tab. The
system displays the Exchange Rates page.
3 Click Add Exchange Rate. The system inserts a new Exchange Rate Details record.
4 Base Currency—Enter the base currency against which to calculate the selected foreign currency. The system
automatically displays the currency associated with the organization of the current session. The system displays
only those currencies associated with organizations to which you have access.
Note: You can only define exchange rates for multiple currencies if the MULTIORG installation parameter is
set to YES.
5 Exchange Rate—Enter the exchange rate for the currency.
6 Start Date—Enter the date for which the exchange rate is effective. The system automatically displays the
current date.
7 End Date—Enter the date for which the exchange rate is no longer effective.
8 Click Submit. The system saves the record and updates the Exchange Rates list.
Note: Because exchange rates change frequently, update currency information often.

Defining Lots
Define lots for materials as necessary. Manufacturers often produce items in volume batches, called lots. Lots are a
numeric or alphanumeric method of indicating that an item is a member of a group of items that are produced at the
same time.
Depending on the setting of the LOTNRG installation parameter, the system can automatically generate lot numbers
when you receive items. Set the installation code LOTNRG to one of the following values:
ƒ T—The system generates a lot code for each receipt (Transaction).
ƒ P—The system generates a lot code for each part checked by lot. These items are designated by having Track
by Lot selected on the Parts form.
Note: The SHOWLOT installation parameter determines whether lots are used for stock information for parts.
The default setting for SHOWLOT is Y. If SHOWLOT is set N, the system disables Lot and it is not
displayed on forms.
ƒ - (dash)—No parts are lot-controlled.
The default setting for lot numbering is P. In most cases, this is the ideal lot number method. Items requiring lot
tracking receive your lot assignment; those items that do not need lot tracking are simply placed in the stock system
as is. Infor recommends setting the value to T for companies whose incoming parts and supplies should be lot-
tracked at all times for safety, regulatory, and quality control purposes.
The lot numbers assigned by the system are internal numbers. Cross-reference the internal numbers assigned by the
system to the manufacturer’s lot numbers to track defective parts when notified by the manufacturer.
Define lot codes to identify the exact lot or batch number when stocking parts in stores.
After defining a lot, you can update the lot record as necessary; however, you cannot modify the Lot or
Organization for an existing lot record.
Follow these steps to define lots.
1 Open the Lots form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the lot belongs if you use multi-organization security.
4 Lot—Enter a unique code identifying the lot, and then enter a description of the lot in the adjacent field.
5 Class—Enter the class of the lot. The classes shown belong to the LOT entity.
6 Expiration Date—Enter the expiration date of the lot.
7 Manufacturer Lot—Enter the manufacturer’s lot number.
8 Click . The system saves the record.

3 ‚ MATERIALS MANAGEMENT 69
Defining Tax Codes
Define tax codes to apply to materials and purchases. Tax codes represent the definition of tax coding structure that
consists of a tax rate type, a tax rate code, a value for tax rate code, a tax code, and a value for the tax code.
Tax code records represent the combination of tax rate codes and tax code information that establish a structure that
will apply all of the applicable taxes to materials and purchases based on transaction dates and the established tax
structure created within a tax code. You can create any number of tax codes to fit any tax situation. You can also
enter multiple rate codes for each tax code, as necessary.
Define tax codes by creating a tax code structure in the following order.

Step 1. Defining Tax Rate Types

Define tax rate types to specify tax rate classifications corresponding to base tax rates, such as taxable and
nontaxable. Use tax rate type codes to identify the type of tax, such as sales tax, internal tax, excise tax, or an import
tax.
Follow these steps to define tax rate types.
1 Open the Tax Rate Types form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Tax Rate Type—Enter a unique code identifying the tax rate type, and then enter a description of the tax rate
type in the adjacent field.
4 Click . The system saves the record.

Step 2. Defining Tax Rates

Define tax rates to build the second level of tax coding. Before creating a tax rate, create tax rate types on the Tax
Rate Type form. Refer to "Step 1. Defining Tax Rate Types" earlier in this chapter.
Create a tax rate, such as "SC TAX" to represent a South Carolina state tax, and then associate that tax rate with a
tax rate type, such as a sales or excise tax rate type. The combination of a tax rate type and a tax rate represent the
definition of a tax rate code. You can also indicate whether to include the tax rate code in stock valuation.
Follow these steps to define tax rates.
1 Open the Tax Rates form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Tax Rate—Enter a unique code identifying the tax rate, and then enter a description of the tax rate in the
adjacent field.
4 Type—Enter the type of tax rate.
5 Include in Stock Value—Select to include tax in inventory calculations of stock value.
6 Click . The system saves the record.

Step 3. Defining Values for Tax Rates

Define values for tax rates to specify the tax rate percentage and the dates on which the tax period begins and ends.
Follow these steps to define values for tax rates.
1 Open the Tax Rates form. The system displays the List View page.
2 Select the tax rate for which to define values and then click the Values tab. The system displays the Values
page.
3 Click Add Value. The system inserts Value Details record.
4 Start Date—Enter the tax rate’s effective date.
5 End Date—Enter the tax rate’s expiration date.
6 Percentage—Enter the tax percentage.
7 Click Submit. The system saves the record and updates the Values list.
Note: To delete a value, select the value to delete, and then click Delete Value. The system deletes the
record and updates the Values list.

3 ‚ MATERIALS MANAGEMENT 70
Step 4. Defining Tax Codes
Define tax codes to specify a code under which to group tax rates together to simplify taxing materials.
Tax code records represent the combination of each of the applicable tax rates and their values. To define a tax code,
enter a code and description for the tax code, and then associate all of the tax rates that are applicable for the tax
code. You can create tax codes to fit any tax situation as necessary, and you can associate multiple tax rates for each
tax code.
Follow these steps to define tax codes.
1 Open the Tax Codes form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the tax code belongs if you use multi-organization security.
4 Tax Code—Enter a unique code identifying the tax, and then enter a description of the tax code in the adjacent
field.
5 Class—Enter the class of the tax code. The classes shown belong to the TAX entity.
6 Click . The system saves the record.

Step 5. Defining Rates for Tax Codes

Define rates for tax codes to specify the tax rate(s) to include in the tax code. For example, a tax code for South
Carolina might include a federal sales tax, state sales tax, and city sales tax.
The system calculates the sum of all the tax rates specified for the tax code and displays the value in Total Tax %
on the Record View page of the Tax Code form.
Follow these steps to define rates for tax codes.
1 Open the Tax Codes form. The system displays the List View page.
2 Select the tax code for which to define rates, and then click the Rates tab. The system displays the Rates page.
3 Click Add Rate. The system inserts a new Rate Details record.
4 Rate—Enter the rate used with this tax.
The system automatically populates the rate description and Percentage.
5 Click Submit. The system saves the record and updates the Rates list.
Notes: Currently, taxes cannot be applied on a per piece basis. Taxes are determined as a percentage of the
purchase price.
To remove a rate, select the rate to remove, and then click Remove Rate. The system removes the
record and updates the Rates list.

Defining Reasons for Return

Define reasons for return based on the most common reasons for which you must return parts. When returning parts
to the supplier, the system allows you to select a reason for return. Predefined reasons for returns enable you to track
return trends.
Follow these steps to define reasons for return.
1 Open the Reasons for Return form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Reason for Return—Enter a unique code identifying the reason for return, and then enter a description of the
reason for return in the adjacent field.
4 Class—Enter the class of the reason for return.
The system automatically populates Class Org.
5 Click . The system saves the record.

Defining Units of Measure

Measurements for storing and issuing stock items can depend on the item itself or on the supplier. Cable, for
example, is generally measured in feet. Liquids can be measured by the bottle, barrel, or gallon. Screws might be
measured according to box or pound.

3 ‚ MATERIALS MANAGEMENT 71
Measurements can vary within your own organization. Perhaps you must order widgets from a vendor in 24-item
cases (the purchase unit of measure). Inventory, on the other hand, stocks widgets as single items (the inventory or
stock-keeping unit of measure).
Define various measurements for different purchasing and inventory items. All system store transactions are based
on inventory units of measure (how the items are actually stored). All quantities referred to on the bill of materials
are also based on inventory units of measure.
When purchasing items in units of measure different from that in which you stock them, convert the unit of
measurement. When the inventory unit of measure and the purchase unit of measure are exactly the same, the
conversion factor is 1. If they are not the same, use the following formula:
purchase UOM x conversion = issue UOM
(1 box of widgets x 10 = 10 widgets)
When the buyer sends out requests for quotes to suppliers, the supplier might provide a price based on a unit of
measure that is different than the purchase unit of measure (which could be true due to volume discounts, for
instance). This is the quotation UOM, and you then need to supply a conversion factor between the quotation UOM
and the purchase UOM when creating the purchase order or requisition.
Note: The system follows ISO recommendations and comes with many units of measure installed.
Follow these steps to define units of measure.
1 Open the UOM Setup form. The system displays the List view page.
2 Click . The system inserts a new record and displays the Record View page.
3 UOM—Enter a unique code identifying the measurement, and then enter a description of the measurement in
the adjacent field.
4 Class—Enter the class of the unit of measurement.
5 Out of Service—Select to prevent the UOM from being displayed in lookups.
Note: You cannot delete a unit of measurement if it is being used elsewhere in the system. If you want to hide
the UOM in the system lookups, select Out of Service. This feature is especially useful for discarding
many of the predefined ISO units that you may never use.
6 Click . The system saves the record.

Defining Conversion for UOM

Define the conversion factor for a selected UOM. A UOM may have multiple Conversion Factor assignments.
From UOM = Conversion Factor * To UOM
Important: This section covers functionality available in Infor EAM Asset Sustainability Edition. If you purchased
Infor EAM Business Edition or Enterprise Edition, you do not have access to the functionality covered in
this section.
Follow these steps to define conversion for UOM.
1 Open the UOM form. The system displays the List View page.
2 Select the UOM for which to define conversion, and then click the Conversion tab. The system displays the
Conversion page.
3 Click Add Conversion Factor. The system inserts a new Conversion Details record and automatically
populates From UOM.
4 Conversion Factor—Enter the conversion factor.
5 To UOM—Enter the UOM to which to apply the conversion factor.
6 Click Submit. The system saves the record and updates the Conversion list.
Note: To delete a conversion factor for a UOM, select the Conversion Factor to delete and then click
Delete Conversion Factor. The system deletes the record and updates the Conversion list.

Understanding Time-Based Inventory Valuation (LIFO/FIFO)

You can set up and initialize stock using the Last in first out (LIFO) and/or First in first out (FIFO) inventory
valuation methods. LIFO and FIFO are both time-based price types. FIFO inventory pricing mandates that you will
consume the materials purchased first before using the most recently purchased materials. LIFO pricing mandates
that you will consume the most recently purchased materials before using the materials that were purchased first.

3 ‚ MATERIALS MANAGEMENT 72
LIFO and FIFO are both storeroom price types that require you to set your pricing level on the store level. Pricing
level is defined by the PRICELEV installation parameter, which must be set to S for store-level pricing.
You can set LIFO or FIFO as your pricing method for each store created on the Stores form; however, you can still
modify price types for parts within a LIFO/FIFO store using a price type other than LIFO/FIFO, e.g., average price,
last price, or standard price. The default price type for a store is determined by the PRICETYP installation
parameter.
Important: You can set PRICETYP on the Install Parameters form; however, the parameter only determines the
default price type that the system automatically displays for Price Type when you are creating a store
on the Stores form. Modify the price type for each store as necessary.
When you create stock with any price type using the Parts form or the Equipment forms (for equipment defined with
In store status), the system updates the R5BINSTOCK table with the increase in quantity, and it also creates a
receipt transaction in the R5TRANSACTIONS and R5TRANSLINES tables. You can view the receipt transaction
on the PO Receipts form. Because all receipt transactions require a supplier, the system automatically inserts an
asterisk (*) as the supplier for the receipt, and the default description for each of these receipt transactions is ‘Stock
initialization.’ If you are using LIFO/FIFO as your pricing method, the system also creates a record for all stock
initialization in the R5FIFO table to ensure that it uses the appropriate price for all future issues of stock items from
stores.
The R5FIFO table stores the part, price, quantity, store, and transaction date for each receipt transaction, as well as
the purchase order and purchase order line for all LIFO/FIFO stock received from a purchase order. The transaction
date indicates the date the stock is inserted into inventory upon which future LIFO/FIFO transactions are based. For
every transaction that increases stock, the system inserts a new record in the R5FIFO table. For every transaction
that decreases stock, the system locates the appropriate record(s) to update or delete based on the transaction date.
For FIFO pricing, the system locates the record that was inserted into inventory first. For LIFO pricing, the system
locates the record that was most recently inserted into inventory.
The system revalues the price of materials based on LIFO/FIFO pricing as transactions involving stock occur. The
system displays the current price for LIFO/FIFO stock in Stock Value on the Store page of the Parts form. Refer to
the following scenarios for more information about how the system prices for different types of inventory
transactions for the LIFO/FIFO pricing methods.
Important: FIFO pricing is used in the examples for each of the following scenarios. If you are using LIFO pricing,
the system handles LIFO pricing for each example in the same manner; however, it locates the record
that was inserted into inventory most recently to calculate the appropriate price, rather than locating the
record that was inserted into inventory first.

Scenario 1: Issuing Parts to Work Orders (LIFO/FIFO)

When issuing parts from stores to work orders using the Work orders form, and when you are using LIFO/FIFO as
your pricing method, the system calculates the transaction price of issued parts using the R5FIFO table, rather than
retrieving the base price from the R5PARTS or R5STOCK table.
If you have selected FIFO as your pricing method, the system locates the oldest part with the earliest insertion date
in the R5FIFO table and attempts to fulfill the demanded quantity of the part on the work order. If the quantity of the
first record is not sufficient to fulfill the demanded quantity of the part on the work order, the system issues the
available quantity of the first record to the work order, and then locates the next record inserted into inventory in the
R5FIFO table. The system continues to locate and issue the parts from the R5FIFO table, issuing the oldest parts
first until the requested quantity of the part is fulfilled for the work order.
The system records the transaction price of the LIFO/FIFO issue to the work order using the price of the appropriate
part inserted into the R5FIFO table. If the system uses more than one record from the R5FIFO table to fulfill the
quantity of the issue, then it calculates the price of the issue using the weighted average of the price of the R5FIFO
records used to fulfill the issue. However, the system inserts a record of the original issue price and quantity of the
part issued in the R5ISSUES table to preserve a record of the original issue price of a part should the issued part
need to be returned to store in the future. Refer to the example below for more information about how the system
handles LIFO/FIFO pricing for issuing parts to work orders.
Example
Your pricing method is FIFO. You have created a work order that creates demand for 10 air filters. Presently you
have 19 air filters in stock with different insertion dates and prices. At the time of issue, the R5FIFO table contains
the following information:

3 ‚ MATERIALS MANAGEMENT 73
Insertion date Quantity in store Price
1-APR-2002 4 7 USD
7-MAY-2002 3 8 USD
10-JUN-2002 8 16 USD
25-JUN-2002 4 18 USD
Note: The Insertion date column in the table above indicates the date the stock was received into inventory.
To fulfill the requested quantity of the air filters for the work order, the system locates the 4 parts inserted into stock
on 1-APR-2002 at 7 USD each, inserts a record of 4 parts at 7 USD into the R5ISSUES table, and then deletes the
record of the 4 parts at 7 USD from the R5FIFO table. The system then locates the 3 parts inserted into stock on 7-
MAY-2002 at 8 USD each, inserts a record of the 3 parts at 8 USD into the R5ISSUES table, and then deletes the
original record of the 3 parts from the R5FIFO table. The system then locates the 8 parts inserted into stock on 10-
JUN-2002 at 16 USD, inserts a record of 3 parts into the R5ISSUES table, and updates the quantity of the 10-JUN-
2002 record to 5 in the R5FIFO table. The system then creates the issue to the work order and calculates the
transaction price of the issue using the following equation:
[(4 air filters @ 7 USD) + (3 air filters @ 8 USD) + (3 air filters @ 16 USD)] / 10 = 10 USD
After completing the issue to the work order, the R5ISSUES and R5FIFO tables contain the following information:
R5ISSUES R5FIFO
4 air filters @ 7 USD 5 air filters @ 16 USD
3 air filters @ 8 USD 4 air filters @ 18 USD
3 air filters @ 16 USD

Scenario 2: Receiving Parts (LIFO/FIFO)

When receiving parts into inventory using LIFO/FIFO as your pricing method, the system automatically inserts a
record for the received part into the R5FIFO table upon approval of the receipt.
When creating and approving a receipt using the PO Receipts form, the system associates the stock record inserted
in the R5FIFO table with the part on the appropriate purchase order line. Associating the stock record with the
purchase order line in the R5FIFO table records the quantity of the part received at the purchased unit price. The
purchase unit price includes tax and/or any additional charges for the part if you have set the part price to include tax
and/or additional charges. Refer to "Setting Up Initial Materials Information" earlier in this chapter and "Defining
Initial Purchase Information" in Chapter 4 ‚ Purchasing Management.

Scenario 3: Returning Parts from a Work Order to a Store (LIFO/FIFO)

When returning parts from work orders to stores using the Work orders form, and when you are using LIFO/FIFO as
your pricing method, the system attempts to locate an equivalent issue in the R5ISSUES table for the same store and
part from which to make the return. The system also attempts to locate the same work order and activity or
equipment or project to which the part was originally issued. If the equivalent issue exists in the R5ISSUES table,
the system uses the issue price as the price of the return. If the equivalent issue does not fulfill the entire return, the
system returns the remaining quantity of the part using its current average price.
As the system locates issues to fulfill the return, it deletes the used issues from the R5ISSUES table and inserts a
record into the R5FIFO table using the date and time of the original receipt stored in the record in the R5ISSUES
table. If the system cannot fulfill the return quantity using records from the R5ISSUES table, it inserts a new record
in the R5FIFO table using the current system date and time as the transaction date. If the system locates the issues to
fulfill the return quantity, it deletes or reduces the quantity of the issues used for the return from the R5ISSUES
table.
The system calculates the transaction price of the LIFO/FIFO return from a work order, equipment, or project to
store using the weighted average of the prices of the parts used from the R5ISSUES table. If equivalent issues exist
to fulfill the return quantity, the system uses the date of the original R5FIFO records stored in the ISS_FIFODATE
column of the R5ISSUES table as the transaction date recorded for the record(s) inserted into the R5FIFO table for
the return. If no equivalent issues exist to fulfill the return, the system uses the current date. Refer to the example
below for more information about how the system handles LIFO/FIFO pricing for returning parts from a work order
to a store.

3 ‚ MATERIALS MANAGEMENT 74
Example
Your pricing method is FIFO. You need to return 10 air filters from a work order to store. At the time of the return,
the R5ISSUES and R5FIFO table contain the following information:
R5ISSUES (for this work order) R5FIFO
3 air filters @ 8 USD 4-MAY-2002 1 air filter @ 8 USD 7-MAY-2002
5 air filters @ 10 USD 1-APR-2002 2 air filters @ 7 USD 29-MAY-2002
2 air filters @ 9 USD 1-JUN-2002
Note: The date displayed in the R5ISSUES column in the table above indicates the date the stock was
received into inventory, e.g., 4-MAY-2002.
To cover the return quantity, the system locates the 5 parts inserted into R5ISSUES on 1-APR-2002 at 10 USD each,
returns them from the work order to store, inserts a record of 5 parts at 10 USD into the R5FIFO table, and deletes
the record of the 5 parts at 10 USD from the R5ISSUES table. The system then locates the 3 parts inserted into
R5ISSUES on 4-MAY-2002 at 8 USD each, returns them from the work order to store, inserts a record of the 3 parts
at 8 USD into the R5FIFO table, and deletes the original record of the 3 parts from the R5ISSUES table.
There are no equivalent issues remaining from which to fulfill the return quantity, and 2 parts are still needed to
fulfill the return quantity of 10, so the system then locates the records that existed in the R5FIFO table before the
return and calculates the weighted average price of the parts using the following equation:
[(1 air filter @ 8 USD) + (2 air filters @ 7 USD) + (2 air filters @ 9 USD)] / 5 = 8 USD
The system returns the remaining 2 parts using the price of 8 USD and inserts a new record of 2 parts at 8 USD in
the R5FIFO table.
The system calculates the transaction price of the return using the following equation:
[(5 air filters @ 10 USD) + (3 air filters @ 8 USD) + (2 air filters @ 8 USD)] / 10 = 9 USD
After completing the return from work order to store, the R5ISSUES and R5FIFO tables contain the following
information:
R5ISSUES R5FIFO
5 air filters @ 10 USD 1-APR-2002

3 air filters @ 8 USD 4-MAY-2002

1 air filter @ 8 USD 7-MAY-2002

2 air filters @ 7 USD 29-MAY-2002

2 air filters @ 9 USD 1-JUN-2002

2 air filters @ 8 USD 4-JUN-2002

(The transaction date for this record is updated to the current
system date and time.)

Scenario 4: Pricing Store-to-Store Transactions (LIFO/FIFO)

When moving parts between stores, you can do so using the following forms: the Quick Store-to-Store Transfers
form, the Store-to-Store Issues form, the Store-to-Store Requisitions form, and the Store-to-Store Receipts form.
Refer to "Transferring Parts Without Requisitions" later in this chapter. The system creates two transaction lines for
the store-to-store transaction. Initially, the system creates an issue transaction in the issuing store of the parts to
transfer. The system also creates a receipt transaction in the receiving store. If you are using LIFO/FIFO as your
pricing method when moving parts between stores; the system also creates a record in the R5FIFO table for the
receiving store; however, this issue transaction does not create a record in the R5ISSUES table for the issuing store.
To avoid creating transactions that result in a price of zero for store-to-store materials movements, you must enter a
value for Price when you issue a part using the Quick Store-to-Store Transfer form. Refer to "Transferring Parts
Without Requisitions" later in this chapter.
The system automatically populates Price with the average LIFO/FIFO price of the part in the issuing store. You can
modify Price as necessary. The price of the issue transaction in the issuing store is equal to the average price of the
records in the R5FIFO table that are affected by the transfer.
If the part being transferred does not already exist in the receiving store, then the system inserts a new record of the
part and the receiving store in the R5FIFO table priced at the value entered for Price on the Quick Store-to-Store
Transfer form or on the PO Receipts form. The system also creates a receipt transaction for the quantity transferred
and the value entered for Price.

3 ‚ MATERIALS MANAGEMENT 75
Scenario 5: Pricing Returns to Suppliers (LIFO/FIFO)
When returning parts purchased on a purchase order from a store to a supplier using the Supplier Returns form, and
when you are using LIFO/FIFO as your pricing method, the system attempts to locate a record of the same part on
the original purchase order line from which to calculate the return price of the part in the R5FIFO table. If the
system locates a record of the part on the purchase order line in the R5FIFO table, then the system uses the original
price of the part on the purchase order line as the return price. If the return quantity cannot be completely covered by
the quantity of the part located on the purchase order line in the R5FIFO table, the system continues to attempt to
locate matching records of the part to return on purchase order line records in the R5FIFO table until the return
quantity is completely covered.
If the system cannot locate enough matching records to fulfill the return quantity, then the outstanding quantity of
the return is fulfilled using other available records of the same part in the R5FIFO table that are not associated with
the original purchase order line for which you are returning the parts. However, the system still uses the appropriate
first or last record depending on whether your price type is LIFO or FIFO. The system deletes or reduces the
quantity of all the records used to fulfill the return quantity from the R5FIFO table.
Refer to the example below for more information about how the system handles LIFO/FIFO pricing for pricing
returns to suppliers.
Example
Your pricing method is FIFO. You need to return 10 air filters that were originally purchased on purchase order
number 10003 at 8 USD each. At the time of the return, the R5FIFO table contains the following information:
Insertion date Quantity in store Price Purchase order number
1-APR-2002 2 18 USD
7-MAY-2002 9 8 USD 10003
10-JUN-2002 8 9.50 USD 10004
Note: The Insertion date column in the table above indicates the date the stock was received into inventory.
The system locates the 9 parts at 8 USD from the original purchase order 10003 for the return and deletes this record
from the R5FIFO table, because there is no remaining quantity of this part for this R5FIFO record.
There are no matching records of the part on a purchase order line from which to fulfill the return quantity, and 1
part is still needed to fulfill the return quantity of 10, so the system then locates the first record of 2 parts at 18 USD
that were received into inventory and inserted into the R5FIFO table on 1-APR-2002. The system updates the
quantity from 2 to 1 for the return. The last part is returned at the price of 18 USD.
The system calculates the price of the return using the following equation:
[(9 air filters @ 8 USD each) + (1 air filter @ 18 USD each)] / 10 = 9 USD
After completing the return from store to the supplier, the R5FIFO table contains the following information:
Insertion date Quantity in store Price Purchase order number
1-APR-2002 1 18 USD
10-JUN-2002 8 9.50 USD 10004

Scenario 6: Pricing Internal Repair Receipts (LIFO/FIFO)

The system handles pricing of internal repair receipts in much the same manner as a normal receipt from a vendor.
Refer to "Scenario 2: Receiving Parts (LIFO/FIFO)" earlier in this chapter. Repairable spares can be repaired
internally and externally. The forms used to receive repairable spares and the receipt process will vary depending on
whether the part is being repaired externally or internally. When creating receipts for parts repaired internally, use
the Internal Repair Receipts form. Refer to "Creating Internal Repair Receipts" later in this chapter. When creating
receipts for parts repaired externally, use the PO Receipts form. Refer to "Receiving Parts Against Purchase Orders"
and "Creating Non-Purchase Order Receipts" later in this chapter. Refer to the examples below for more information
about how the system handles LIFO/FIFO pricing for parts repaired internally and externally.
Example 1
You are receiving a part repaired internally. The system updates the available quantity of the part in inventory by the
received quantity and inserts a record of the part and the Repair Price in the R5FIFO table when the internal repair
receipt is approved.

3 ‚ MATERIALS MANAGEMENT 76
Example 2
You are receiving a part repaired externally. The system updates the available quantity of the part in inventory by
the received quantity and inserts a record of the part and the receipt unit price in the R5FIFO table when the PO
receipt is approved.
Note: You can view and/or edit stock value information created by transactions for all LIFO/FIFO stock on the
Stock Value page of the Parts form. Refer to "Viewing Stock Values for LIFO/FIFO Parts" later in this
chapter.

Scenario 7: Pricing Positive and Negative Adjustments (LIFO/FIFO)

When signing off stocktake and updating quantities using the Physical Inventory form, the system handles
LIFO/FIFO pricing of negative adjustments the same way that it handles regular issues. Refer to "Scenario 1:
Issuing Parts to Work Orders (LIFO/FIFO)" earlier in this chapter.
For positive adjustments, the system calculates the average price of the part in the store that is adjusted by the
stocktake. Then the system inserts a record of the positive adjustment quantity at the calculated average price and a
transaction record of the positive adjustment in the R5FIFO table.
Note: For scrapped repairable spare parts, the system does not update the price for external or internal
repairs.

Creating Stores
Create stores to define specific locations for storing parts. When creating stores, the system automatically populates
the Price Type for the store with the value specified for the PRICETYP installation parameter, but you can modify
the price type for each store as necessary.
You can set the store pricing method to Average price, Last price, Standard price, First in first out (FIFO), or Last in
first out (LIFO). However, you can only set Price Type to FIFO or LIFO if the PRICELEV installation parameter is
set to S. Refer to "Understanding Time-Based Inventory Valuation (LIFO/FIFO)" earlier in this chapter.
Follow these steps to create stores.
1 Open the Stores form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the store belongs if you use multi-organization security.
Note: Stores cannot belong to common organizations.
4 Store—Enter a unique code identifying the store, and then enter a description of the store in the adjacent field.
5 Class—Enter the class of the store. The classes shown belong to the STOR entity.
6 Price Type—Select the price type for the store.
Note: If the PRICELEV installation parameter is set to P, Price Type is hidden, and the system sets the price
type for the store based on the setting of the PRICETYP installation parameter.
7 Location—Enter the store’s location within the facility.
8 Auto. Req. Status—Select the status code for a part requisition when quantities fall below a specified
minimum. Auto. Req. Status determines the status that is automatically assigned to the system-generated
requisitions. You may want to set Auto. Req. Status to automatically assign a status of Approved to
requisitions with set reorder points and approved reorder quantities.
9 Parent Store—Enter the parent store.
10 Copy Parent’s Reorder Details—Select to copy stock management information from the parent store to the
child store when creating a stock record in the child store.
If you select a parent store, the system automatically populates Minimum Level, Reorder Level, Order
Quantity, and Preferred Supplier or Preferred Store for the new stock record with the values from the stock
record of the parent store.
Note: Copy Parent’s Reorder Details is enabled only if you have selected a value for Parent Store.
Additionally, a stock record must already exist for the store selected as the parent store from which to
copy the parent reorder details, and the DEFSTOCK installation parameter must be set to YES.
11 Out of Service—Select to indicate that the store is no longer in use. If you select Out of Service, the system
retains the store record, but it will no longer appear in the lookups for stores on other forms. However, you can
continue to modify information on the store record as necessary.
Note: Selecting Out of Service will not affect any unfinished transactions for the store, such as requisitions,
purchase orders, purchase order receipts, part issues and returns, etc.

3 ‚ MATERIALS MANAGEMENT 77
12 Sun., Mon., Tues., Wed., Thurs., Fri., and Sat.—Select to indicate the working days for the store that are to
be included when the system is counting the number of days for which to generate demand-based requisitions
based on the Reserved Parts Buffer (Days).
For example, if you select Mon., Tues., Wed., Thurs., and Fri. as the working days for the store, then the
system will only count those days, and Saturdays and Sundays will be excluded from the count. If the Reserved
Parts Buffer (Days) is set to 60 and you select Mon., Tues., Wed., Thurs., and Fri. as the working days for
the store, the system will actually be including part-demand on generated requisitions for a period that is longer
than 60 days in actuality but only 60 days in terms of the selected working days for the store.
13 Lead Time (Days)—Enter the number of days needed internally for inventory deliveries or transfers at the
store. Lead Time (Days) is only used for store-to-store requisitions.
Note: If you also define or have defined Lead Time (Days) on the Stores page of the Parts form, that value
overrides the value entered here on the Record View page of the Stores form.
14 Internal Lead Time (Days)—Enter the number of days needed internally for inventory deliveries or transfers
at the store. Internal Lead Time (Days) is used for store-to-store requisitions that have automatically generated
from a batch report.
Specifying an Internal Lead Time (Days) enables you to factor in an additional lead time required for
approvals or processing that must be considered when calculating the time needed to receive inventory. The
value specified for Internal Lead Time (Days) will be considered in conjunction with the Lead Time (Days)
specified for the supplier on the Record View page of the Suppliers form. If you know that you require three
days for a purchase order to be approved internally for this store, you can enter 3 as the value for Internal Lead
Time (Days) to accommodate the lead time when generating demand-based requisitions for this store.
15 Reserved Parts Buffer (Days)—Enter the maximum number of days for the system to consider when
generating requisitions for reserved parts. Reserved Parts Buffer (Days) is only used for automatic requisition
generation. Refer to "Generating Requisitions" later in this chapter.
For example, if you specify 60 as the value for Reserved Parts Buffer (Days), then the system will only
include parts for which there is demand within 60 days of the date on which the requisitions are generated.
To further illustrate the function of the Reserved Parts Buffer (Days): A scheduler within your organization
creates and releases a preventive maintenance work order on which there are part reservations that create
demand for the parts on the work order. However, because the due date for the work order is six months from
the date on which you are generating requisitions, the demand for the parts will also be six months. Therefore,
since the Reserved Parts Buffer (Days) is set to 60, the system will not consider the part demand created by
the released preventive maintenance work order when generating requisitions even though the released work
order has already created demand for the parts required for the work order, because the demand for the parts on
the work order extends beyond the specified buffer of 60 days.
16 Label Printer—Enter the default printer for printing barcoding labels.
17 Label Template (Issue)—Enter the default label template for printing barcoding labels for issues.
18 Label Template (Receipt)—Enter the default label template for printing barcoding labels for purchase order
receipts.
19 Label Template (Non-PO Receipt)—Enter the default label template for printing barcoding labels for non-
purchase order receipts.
20 Label Server—Enter the server for printing barcoding labels.
21 Click . The system saves the record.

Creating Bins for Stores

Create bins for stores to identify specific locations where parts can be stored. Bins are useful for locating and issuing
parts and for supporting physical inventory counts of part holdings.
Follow these steps to create bins for stores.
1 Open the Stores form. The system displays the List View page.
2 Select the store for which to create bins, and then click the Bins tab. The system displays the Bins page.
3 Click Add Bin. The system inserts a new Bin Details record.
4 Bin—Enter a unique code identifying the bin.
5 Description—Enter a description of the bin.
6 Out of Service—Select to indicate that the bin is no longer in use.
Note: You can only select Out of Service if there is no quantity of a part/parts on hand in the bin.

3 ‚ MATERIALS MANAGEMENT 78
7 Click Submit. The system saves the record and updates the Bins list.
Note: To delete a bin, select the bin to delete, and then click Delete Bin. The system deletes the record and
updates the Bins list. You can only delete a bin if there are no existing part records associated with the
bin.

Viewing Part Reservations for Stores

View part reservations for parts in store that are reserved or allocated.
Follow these steps to view part reservations for stores.
1 Open the Stores form. The system displays the List View page.
2 Select the store for which to view part reservations, and then click the Reservations tab. The system displays the
Reservations page.
3 View the reservations for the part in the selected store.

Creating and Managing Parts Information

Creating and managing parts information for a business has far-reaching effects. Once you include this information
in the database, it is used time and time again by buyers, storeroom employees, planners, managers, and other
individuals throughout the organization.
One of the primary considerations associated with creating and managing parts information is choosing and
establishing your pricing method for parts. The system enables you to set up and initialize stock using different price
types and pricing methods. Average price reflects a calculated average of part prices throughout the life cycle of the
part. Last price is the last price paid for a part in purchasing. Standard price is a periodically adjusted fixed price that
is usually taken from the supplier’s catalog. You can enter the initial prices; however, the system readjusts these
prices as the part begins to record transactions. Base price is the default price used for purchasing if the part is not
listed in the supplier’s catalog. It is also the price used for work orders, stock issues, and direct purchases that
involve the part. Base price is always average price, last price, or standard price depending on the value set for the
price type.
The system also enables you to set up and initialize stock using the Last in first out (LIFO) and/or First in first out
(FIFO) inventory valuation methods. LIFO and FIFO are both time-based price types. FIFO inventory pricing
mandates that you consume the materials purchased first before using the most recently purchased materials. LIFO
pricing mandates that you consume the most recently purchased materials before using the materials that were
purchased first. Class codes, categories, units of measure, suppliers, and other information must be defined before
adding parts information to the database.

Creating Parts
Create parts to identify parts, assets, and tools that can be entered into inventory. When creating parts, you can
classify and categorize parts; identify serialized parts; and specify tax codes, warranty information, tracking
methods, buyers, and preferred suppliers to facilitate the requisition and purchasing process. You can also designate
parts as repairable spare parts. Repairable spare parts are issued and returned like regular parts; however, a
repairable spare part can also be repaired or reconditioned like a piece of equipment. When a part is flagged as a
repairable spare, you can set up repair details on the Parts form to indicate how the part is to be repaired. Repairable
spare parts can be repaired internally on work orders or externally on purchase orders.
The pricing level of a part is set at either the part level or the stock level, but the prices are always set on the Part
form. Price level determination is defined by the PRICELEV installation parameter. If the PRICELEV installation
parameter is set to P, then define prices on the part level. If PRICELEV is set to S, then define prices on the store
level.
If PRICELEV is set to P and you are not using multi-organization security (MOS), you can set prices on the Record
View page of the Part form. If you have set the PRICELEV installation parameter to P and you are using MOS, you
must set prices on the Prices page of the Part form. Refer to "Defining Multiple Prices of Parts (MOS)" later in this
chapter.
If the PRICELEV is set to S you must set prices on the Stores page of the Part form regardless of whether you are
using MOS. Refer to "Associating Stores with Parts" later in this chapter.
If you are using FIFO or LIFO as your pricing method, PRICELEV must be set to S. For LIFO/FIFO pricing, the
system creates a receipt transaction that automatically updates and inserts records into the R5BINSTOCK and
R5FIFO tables when you receive a part to store to ensure that the appropriate unit price is used for each subsequent
issue transaction. Because receipt transactions require a supplier, the system automatically inserts an asterisk (*) as

3 ‚ MATERIALS MANAGEMENT 79
the supplier for the receipt. Refer to "Understanding Time-Based Inventory Valuation (LIFO/FIFO)" earlier in this
chapter.
The PRICETYP installation parameter is a fixed parameter that determines the default price type that the system
uses to process storeroom transactions for parts. The default value for PRICETYP is A (Average price); however,
the system administrator can set PRICETYP to S (Standard price), L (Last price), LIFO (Last in first out price), or
FIFO (First in first out price) depending on the setting of the PRICELEV installation parameter.
Follow these steps to create parts.
1 Open the Parts form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the work order belongs if you use multi-organization security.
4 Part—Enter a unique code identifying the part, and then enter a description of the part in the adjacent field.
The system automatically populates Primary Manufacturer and Primary Manufacturer Part Number if the
selected part has a record with Primary selected on the Manufacturers page.
Notes: If the AUTOPNUM installation parameter is set to YES, the system automatically assigns a part number
after you save the record if no Part code is entered.
If you need to change the Part number, click Change Part Number. Refer to "Changing Part Numbers"
later in this chapter.
5 Class—Enter the class of the part. The classes shown belong to the PART entity.
6 Category—Enter the category of the part.
7 Tool—Enter a tool for the part to identify the part as a tool. Identifying a part with a Tool enables you to issue
and return tools and track tool usage for the part. Tools are defined on the Tools form. Refer to "Defining
Tools" in Chapter 5 ‚ Work Management.
Note: If Track by Asset is selected for the part, then the tool is also equipment. If Track by Asset is not
selected, then the tool is only considered a part.
8 UOM—Enter the part’s unit of measure.
9 Commodity—Enter the commodity if the part is considered a commodity. Entering a commodity code for a
part enables you to segregate parts into broad groups for purchasing and inventory, e.g., wiring, office supplies,
and safety equipment.
10 Secondary Commodity—Enter the secondary commodity if the part is considered a commodity within more
than one commodity group. Entering a secondary commodity code for a part enables you to further segregate
parts into multiple groups for purchasing and inventory, e.g., wiring, office supplies, and safety equipment.
11 Track by Asset—Select to track parts by asset number or serial number. Tracking parts by asset indicates that
parts are pieces of equipment.
Note: If you select Track by Asset, you must first receive the part and then enter a unique serial number for
each part upon receiving the part.
12 Track by Lot—Select to track parts by lot number. If you select a Lot, then a lot number will be required for all
material transactions involving the part.
13 Calibration Standard—Select to indicate the part is used as a standard for calibration.
14 Repairable Spare—Select if the part is a repairable spare and should be repaired or reconditioned as necessary.
Repairable spare parts are parts that are issued and returned like other non-repairable spare parts, but they can
also be repaired or reconditioned like equipment. Repairable spare parts can be repaired internally on work
orders or externally on purchase orders.
15 Out of Service—Select if you do not want the part to appear in the parts lookup elsewhere in the system.
16 Tax Code—Enter the tax to apply to the part. The values in this lookup come from a previously defined tax
structure.
17 Insp. Method—Enter the inspection method for the part.
18 Insp. Required—Select to indicate that an inspection is required for the part when it is received on the PO
Receipts form.
19 System Level—Enter the VMRS code identifying the system level for the part.
20 Assembly Level—Enter the VMRS code identifying the assembly level for the part.
Note: You cannot enter an Assembly Level unless you entered a System Level.
21 Componenet Level—Enter the VMRS code identifying the component level for the part.
Note: You cannot enter a Component Level unless you entered an Assembly Level.

3 ‚ MATERIALS MANAGEMENT 80
 The system automatically populates VMRS Description based on the last VMRS code.
22 Tracking Method—Select one of the following options:
ƒ Stock—Use stocked, quantity tracked, and amount tracked for normal, stocked parts.
ƒ Expense—Use stocked, quantity tracked, and amount not tracked for devalued spare parts. These parts are
issued at no cost.
ƒ Non-stock—Use non-stock, not tracked, expedited ordering for expediting the parts procurement process.
23 Warranty Days—Enter the number of days the part is under warranty.
24 Save History—Select to capture historical inventory valuation data for the part in the parts daily snapshot
(PDS).
25 Part Hierarchy—Enter the part code hierarchy level to attach to the part.
26 Profile Name—Enter the profile to attach to the part.
27 Department—Enter the department to attach to the part.
28 Equipment Class—Enter the equipment class to attach to the part.
29 Manufacturer—Enter the manufacturer of the part.
30 Model—Enter the model of the part.
31 Revision—Enter the revision number for the part.
32 Variable 1 through Variable 6—Enter any additional information about the part as necessary.
33 Buyer—Enter the part’s buyer. Buyer assigns a particular person to buying functions for the part.
34 Preferred Supplier—Enter the part’s primary supplier if the system automatically generates requisitions for
this part.
The system automatically populates Supplier Price, Supplier UOM, and Qty. per UOP if they have been
added to the supplier’s catalog.
If you enter a Preferred Supplier with no catalog records, the system automatically creates a record of the part
in the supplier’s catalog. You can update part details for the supplier on the Suppliers page.
Notes: If the MULTIORG installation parameter is set to YES, part pricing is organization specific, and Price
Type, Average Price, Last Price, Standard Price, and Core Value are read-only. Refer to "Defining
Multiple Prices of Parts (MOS)" later in this chapter.
If the PRICELEV installation parameter is set to S, part prices are recorded at the stock level on the
Stores page of the Parts form, and Price Type, Core Value, Average Price, Standard Price, and Last
Price are read-only. Part pricing at the stock level enables you to maintain different prices for the same
part in different stores. Refer to "Associating Stores with Parts" later in this chapter.
If the PRICELEV installation parameter is set to P, part prices are recorded at the part level. Complete
steps 32-36.
35 Price Type—Select the price type for the part.
The system automatically populates Price Type depending on the setting of the PRICETYP installation
parameter.
Note: If PRICETYP is set to LIFO or FIFO, the system does not display Last in First Out or First in First Out as
a price type because LIFO/FIFO is not available for part pricing when prices are set at the part level.
You must select Average price, Last price, or Standard price as the price type for the part.
36 Core Value—Enter the value of the part when it needs repair.
37 Average Price—Enter the average price paid for the part if prices are based on the average price paid.
38 Standard Price—Enter the standard price for the part if prices are based on standard price.
39 Last Price—Enter the last price paid for the part if prices are based on last price paid.
40 Click . The system saves the record.

Defining Multiple Prices of Parts (MOS)

With multi-organization security (MOS), centrally maintain prices of parts used across organizations. Often
companies have multiple organizations with different currencies for each organization.
When you are using MOS, you can enter multiple prices for a part that belongs to a common organization. However,
you can only enter one price for a part that belongs to a specific organization.
If PRICELEV is set to P and MULTIORG is set to NO, then set prices on the Record View page of the Part form. If
PRICELEV is set to S, set prices on the Stores page of the Part form regardless of the setting of the MULTIORG
parameter. The PRICELEV installation parameter is fixed.

3 ‚ MATERIALS MANAGEMENT 81
Follow these steps to define multiple prices of parts (MOS).
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to define prices, and then click the Prices tab. The system displays the Prices page.
3 Click Add Price. The system inserts a new Price Details record.
4 Organization—Enter the organization to which the part price belongs.
Note: The system only displays organizations to which you have access. If the part belongs to a common
organization, the system displays all valid specific organizations for the logged in user. If the part
belongs to a specific organization, the system displays only that organization.
5 Price Type—Select the price type for the part.
6 Core Value—Enter the value of the part when it needs repair.
7 Average Price—Enter the average price of the part if prices are based on average price.
8 Standard Price—Enter the standard price of the part if prices are based on standard price.
9 Last Price—Enter the last price paid for the part if prices are based on last price paid.
The system automatically populates the currency in the field adjacent to Average Price, Last Price, and
Standard Price with the currency of the part’s organization.
10 Click Submit. The system saves the record and updates the Prices list.
Notes: To delete a price, select the price to delete, and then click Delete Price. The system deletes the record
and updates the Prices list.
To modify the part number, click Change Part Number on the Record View page. Refer to "Changing
Part Numbers" later in this chapter.

Associating Manufacturers with Parts

Associate manufacturers with parts. You can have multiple manufacturers for a part within an organization.
You must define manufacturers on the Manufacturers form before associating them with parts. Refer to "Defining
and Managing Manufacturer Information" later in this chapter.
Follow these steps to associate manufacturers with parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to associate manufacturer information, and then click the Manufacturers tab. The
system displays the Manufacturers page.
3 Click Add Manufacturer. The system inserts a new Manufacturer Details record.
4 Manufacturer—Enter the manufacturer for the part.
The system automatically populates Manufacturer Org.
5 Manufacturer Part Number—Enter the manufacturer’s part number for the part.
6 Out of Service—Select if you do not want the system to display the manufacturer part number in the
manufacturer part number lookups.
7 Drawing Number—Enter the drawing number if a drawing of the part is available.
8 Primary—Select to indicate that the manufacturer is the primary manufacturer of the part.
9 Click Submit. The system saves the record and updates the Manufacturers list.
Note: To delete a manufacturer, select the manufacturer to delete, and then click Delete Manufacturer. The
system deletes the record and updates the Manufacturers list.
The system does not delete the record if the manufacturer and the manufacturer part number are
selected on the Stores page of the Parts form as the Primary Manufacturer or Primary Manufacturer
Part Number.

Associating Suppliers with Parts

Associate suppliers with parts. You can have multiple suppliers for a part within an organization. Additionally,
suppliers may also have different methods for distributing parts, such as their own unique units of measure. If a
supplier’s unit of measure for selling a part is different than the unit of measure of the part in inventory, you must
establish the conversion factor for the part to create the appropriate unit of measure for an issue. You can also
identify the supplier’s catalog number for the part, supplier’s part description, as well as other information
pertaining to supplier’s price, currency, and minimum order quantity.
The reference between suppliers and parts is created automatically when generating purchase orders. The system
verifies the supplier and notifies you if a supplier is not recorded for a specific part. You may still proceed with a

3 ‚ MATERIALS MANAGEMENT 82
transaction after such a warning. If you do proceed, the system automatically creates a new reference for the part
with the supplier.
You must define suppliers on the Suppliers form before associating them with parts. Refer to "Defining and
Managing Supplier Information" later in this chapter.
Follow these steps to associate suppliers with parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to define supplier information, and then click the Suppliers tab. The system displays
the Suppliers page.
3 Click Add Supplier. The system inserts a new Supplier Details record.
4 Supplier—Enter the supplier for the part.
The system automatically populates Supplier Org. and Tax Code.
5 Supplier Part Desc.—Enter the supplier’s description of the part.
6 Catalog Reference—Enter the supplier’s part number. It may be identical to the existing part number.
7 Gross Price—Enter the supplier’s price for the part without discounts or additional fees.
8 Repair Price—Enter the supplier’s repair price for the part if the part is a repairable spare.
Notes: Repair Price is only enabled if the Part for which you are entering a supplier record is a repairable
spare.
If you entered an Internal Repair Price for a part on the Repair Details page of the Parts form, the
system retrieves the Repair Price from the repair details for the part. If you did not specify an Internal
Repair Price, the system retrieves the Base Price of the part for the Repair Price.
9 Preferred—Select to indicate that the supplier is the preferred supplier of the part.
10 Minimum Order Qty.—Enter the supplier’s minimum order quantity for the part.
11 UOP—Select the supplier’s unit of purchase for the part.
12 Qty. per UOP—Enter the conversion factor if the purchase unit of measure is different from the inventory unit
of measure.
13 Lead Time (Days)—Enter the average number of days that the supplier needs to provide the ordered goods.
14 Repair Part Number—Enter the supplier’s repair part number for the part if the part is a repairable spare.
Note: Repair Part Number is only enabled if the Part for which you are entering a supplier record is a
repairable spare.
15 Expiration Date—Enter the expiration date for the part and supplier. This is just a "catalog" date, and the date
entered indicates the date on which the supplier’s catalog information for the part should be replaced with a new
catalog entry (new price, number, etc.).
16 Tax Code—Enter the tax code for the supplier.
17 Click Submit. The system saves the record, updates the Suppliers list, and automatically populates Net Price.
Notes: The system calculates the Net Price by adjusting the Gross Price for any discounts or additional fees
for the part.
The system inserts the current date in Date Last Updated and calculates Local Price based on the
currency of your organization with the following equation:
(Gross Price / Exchange Rate) / Qty. per UOP = Local Price
To delete a supplier, select the supplier to delete, and then click Delete Supplier. The system deletes
the record and updates the Suppliers list.
To add 7i Buy item association to, click Add 7i Buy Item Association. Refer to "Associating 7i Buy
Items to Parts" later in this chapter.
To update 7i Buy items in the parts catalog, click Update 7i Buy Items. Refer to "Updating 7i Buy Items"
later in this chapter.
To update selected 7i Buy items in the parts catalog, click Update Selected 7i Buy Items. Refer to
"Updating 7i Buy Items" later in this chapter.
To view 7i Buy sync errors, click View 7i Buy Sync Errors. The system displays the popup. View the
errors, and then click Close. Refer to "Viewing 7i Buy Sync Errors" later in this chapter.

Associating Alternate Supplier Catalog References for Parts

Alternate supplier catalog references allow customers to keep a record of past catalog reference numbers for a
specific part.

3 ‚ MATERIALS MANAGEMENT 83
Follow these steps to associate alternate supplier catalog references for parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to create an alternate catalog reference of parts, and then click the Suppliers tab. The
system displays the Suppliers page.
3 Click Alternate Catalog of References. The system opens the Alternate Catalog of References popup.
4 Click Add Catalog Reference. The system inserts a new Alternate Catalog Reference Details record.
5 Catalog Reference—Enter the supplier catalog reference to which to associate to the part.
6 Notes—Enter notes for the catalog reference as necessary.
7 Click Submit. The system saves the record and updates the Alternate Catalog References list.
Note: To delete an alternate catalog reference, select the alternate catalog reference to delete, and then click
Delete Catalog Reference. The system deletes the record and updates the Alternate Catalog
References list.

Creating Repair Details for Repairable Spare Parts

Create repair details for repairable spare parts to enter detailed information about repairing or reconditioning a part.
The repair details for a repairable spare part specify whether a part is to be repaired internally or externally, and they
include additional information used to generate repair work orders or external repair requisition lines.

Understanding the Auto-Assignment Processes for Repairable Spare Parts

The assignment process for a repairable spare part denotes a bin location from which the system is to take a part for
repair, not a location in which to place a part for repair. The system can either automatically assign repair details or
you can manually assign repair details. The manner in which the system auto-assigns repairable spare parts will vary
depends on the Auto-Assign setting and quantities available for repair in bin locations.
If you enter a Store and set up a Default Repair Bin, the system assigns the Qty. to Repair from the Default
Repair Bin (from which the Bin, Lot, and Asset are specified for the repair parts), and updates the Qty. Assigned.
The system updates the Repair Details page of the Parts form and moves the Qty. for Repair to the Qty. at Shop. If
the system cannot find enough parts for repair in the Default Repair Bin or if no parts are located in the Default
Repair Bin or if you do not select a Default Repair Bin on the Repair Details page of the Parts form, the system
assigns details from other bin locations.

Creating Repair Details for Parts to be Repaired Internally

Create repair details for parts to be repaired internally on Repairable Spare Type work orders. If you select to
generate work orders for repairable spares on the Generate/Release WOs form, the system checks to see if there is a
Qty. for Repair specified for any parts in inventory for which you have entered repair details. If so, the system
generates a work order for the repairable spare part based on the specified repair details for the part.
Follow these steps to create repair details for parts to be repaired internally.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to create repair details, and then click the Repair Details tab. The system displays the
Repair Details page.
3 Select the store for which to create repair details for this repairable spare part. The system displays the Repair
Details.
4 Internal Repair—Select to repair the part internally.
Note: If you select External Repair after saving the repair details as an Internal Repair, the system displays
a confirmation message asking whether you wish to continue. If you select to continue, the system
clears WO Equipment, Department, and Standard WO. The system enables Supplier, Lead Time
(Days), and Min. Repair Qty.
5 WO Equipment—Enter the work order equipment for the repairable spare.
6 Department—Enter the department for the repair work order.
Note: If you enter a value for WO Equipment, the system automatically populates Department. Modify
Department as necessary.
7 Standard WO—Enter the standard work order for repairing the part.
8 Internal Repair Price—Enter the cost of repairing the part internally.
9 Core Value—Enter the core value of the part at the store level. The core value is the value of the part while it is
in stock awaiting repair (for both external and internal repairs). For example, you have a part CS-ST-

3 ‚ MATERIALS MANAGEMENT 84
 SPROCKET-249x284 IN part (a carbon steel skip tooth sprocket .249" x .284" thickness) valued at $200. The
core value of CS-ST-SPROCKET-249x284 IN is $70. You issue one CS-ST-SPROCKET-249x284 IN valued
at $200 to a piece of equipment. You also return one CS-ST-SPROCKET-249x284 IN taken off of the piece of
equipment for repair. Because the CS-ST-SPROCKET-249x284 IN must be sent to the machine shop for repair,
the system does not issue an inventory credit of $200. Instead, the system issues a credit of the $70 core value to
your inventory.
Note: If the PRICELEV installation parameter is set to P, Core Value is protected.
10 Default Repair Bin—Enter the default repair bin to which to return the broken repairable spare.
If you specify a Default Repair Bin, the system automatically returns the broken repairable spare part to the
specified bin location when you return it for repair from any form on which you can return a part for repair.
Note: Infor strongly recommends using the Default Repair Bin feature to reduce the number of manual steps
required to manage your repairable spare data. Specifying a Default Repair Bin in the repair details
eliminates the need to manually enter a bin location for returning the broken spare part when you
actually return the part for repair.
11 Use Stock Method—Select to generate the quantity to repair based on the default stock method specified for
the part in the store.
If you select Use Stock Method, the system calculates the Qty. to Repair based on the stock replenishment
method specified for the part in the holding store. For example, you selected Min/Max as the stock method for
the part and you specified 5 as the Minimum Qty. and 10 as the Maximum Qty. for the part. The current
Quantity of the part on hand is 4 and the Qty. for Repair is 9. When you generate an internal repair work order
for the part, the system calculates the Qty. for Repair as 6 parts rather than 9 to update the Qty. on Hand of
the part in stock to the specified maximum of 10.
The Qty. for Repair represents the total number of broken parts that are waiting for repair. The system
calculates the Qty. to Repair, which is the total number of parts that must be repaired and can be less than the
Qty. for Repair depending on the current stock/repair levels for the part.
12 Auto-Assign—Select to indicate that the system automatically assign parts for repair from the specified Default
Repair Bin when generating a repairable spare work order or requisition.
If you select Auto-Assign, the system attempts to assign the number of parts in Qty. to Repair from the
specified Default Repair Bin when generating repair work orders or requisitions. If there are parts to be
repaired in the Default Repair Bin, the system automatically assigns the parts from the bin location to the work
order or requisition first. When the system assigns all of the parts for repair located in the Default Repair Bin
or if no parts are located in that bin, the system then checks other bin locations for the parts to assign to the
work order or requisition.
Note: The assignment process for a repairable spare part denotes a bin location from which a part is to be
taken for repair, not a location in which to place a part for repair.
13 Click Submit. The system updates the stock record for the part in the selected store with the repair details and
saves the record.
Note: If you are using LIFO/FIFO as your pricing method and the RPPRCCAL installation parameter is set to
NO, the system protects the internal repair price and records the base price of the part in the R5FIFO
table.

Creating Repair Details for Repairable Spare Parts to be Repaired Externally

Create repair details for parts to be repaired externally. External repairs are initiated using external repair
requisitions submitted to a supplier who will repair the part. If you select to generate external repair requisitions on
the Generate Requisitions form, the system checks to see if there is a Qty. for Repair specified for any parts in
inventory for which you have entered repair details. If so, the system generates a requisition for the repairable spare
part based on the specified repair details for the part.
Follow these steps to create repair details for repairable spare parts to be repaired externally.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to create repair details for repairable spare parts, and then click the Repair Details tab.
The system displays the Repair Details page.
3 Select the store for which to create repair details for repairable spare parts. The system displays the Repair
Details.

3 ‚ MATERIALS MANAGEMENT 85
4 External Repair—Select to send the part to an external supplier for repair.
Note: If you select Internal Repair after saving the repair details as an External Repair, the system displays
a confirmation message asking whether you wish to continue. If you select to continue, the system
clears Preferred Supplier, Lead Time (Days), and Min. Repair Qty. The system enables WO
Equipment, Department, and Standard WO.
5 Core Value—Enter the core value of the part at the store level. The core value is the value of the part while it is
in stock awaiting repair (for both external and internal repairs). For example, you have a part CS-ST-
SPROCKET-249x284 IN part (a carbon steel skip tooth sprocket .249" x .284" thickness) valued at $200. The
core value of CS-ST-SPROCKET-249x284 IN is $70. You issue one CS-ST-SPROCKET-249x284 IN valued
at $200 to a piece of equipment. You also return one CS-ST-SPROCKET-249x284 IN taken off of the piece of
equipment for repair. Because the CS-ST-SPROCKET-249x284 IN must be sent to the machine shop for repair,
the system does not issue an inventory credit of $200. Instead, the system issues a credit of the $70 core value to
your inventory.
Note: If the PRICELEV installation parameter is set to P, Core Value is protected.
6 Default Repair Bin—Enter the default repair bin to which to return the broken repairable spare.
If you specify a Default Repair Bin, the system automatically returns the broken repairable spare part to the
specified bin location when you return a broken repairable spare part from any form from which you can return
a part for repair.
Note: Infor strongly recommends using the Default Repair Bin feature to reduce the number of manual steps
required to manage your repairable spare data. Specifying a Default Repair Bin in the repair details
eliminates the need to manually enter a bin location for returning the broken spare part when you
actually issue/return the part for repair.
7 Preferred Supplier—Enter the preferred supplier for which to generate the requisition for repair.
8 Lead Time (Days)—Enter the lead time for the repairable spare in days. The specified lead time is added to the
date requested (system date) to determine the amount of additional lead time necessary for processing the
repair.
9 Min. Repair Qty.—Enter the minimum quantity for repair that will trigger the generation of a requisition for
the repairable spare.
10 Auto-Assign—Select to indicate that the system automatically assign parts for repair from the specified Default
Repair Bin when generating a repairable spare work order or requisition.
If you select Auto-Assign, the system attempts to assign the number of parts in Qty. to Repair from the
specified Default Repair Bin when generating repair work orders or requisitions. If there are parts to be
repaired in the Default Repair Bin, the system automatically assigns the parts from the bin location to the work
order or requisition first. When the system assigns all of the parts for repair located in the Default Repair Bin
or if no parts are located in that bin, the system then checks other bin locations for the parts to assign to the
work order or requisition.
Note: The assignment process for a repairable spare part denotes a bin location from which a part is to be
taken for repair, not a location in which to place a part for repair.
11 Click Submit. The system updates the stock record for the part in the selected store with the repair details and
saves the record.
Note: If you are using LIFO/FIFO as your pricing method and the RPPRCCAL installation parameter is set to
NO, the system protects the internal repair price and records the base price of the part in the R5FIFO
table.

Scrapping Parts
Scrap parts that are beyond repair.
Note: Parts must be repairable spares to scrap.
Follow these steps to scrap parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part to scrap, and then click the Stock tab. The system displays the Stock page.
3 Select the specific stock to scrap, and then click Scrap Part. The system displays the Scrap Part popup.
The system automatically populates Part, Description, Qty. for Repair/UOM, and Asset ID if the part is
tracked by asset.
4 Scrap Qty.—Enter the quantity of parts to scrap.
5 Click Submit. The system saves the record and closes the popup.

3 ‚ MATERIALS MANAGEMENT 86
Defining Substitute Parts
Define parts that can be substituted for other parts. Parts do not have to be substituted in a one-to-one relationship.
Follow these steps to define substitute parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to define a substitute, and then click the Substitutes tab. The system displays the
Substitutes page.
3 Click Add Substitute. The system inserts a new Substitute Details record.
4 Substitute Part—Enter the part to serve as a substitute.
The system automatically populates the part description and Part Org.
5 Fully Compatible—Select to indicate the original and substitute parts can serve as substitute parts for each
other, e.g., if you define Part A as a substitute for Part B and select Fully Compatible, the system automatically
displays Part B as a substitute for Part A as well.
Notes: To remove a substitute, select the substitute to remove, and then click Remove Substitute. The system
removes the substitute and updates the Substitutes list.
If you remove a substitute that was specified as Fully Compatible, the system removes the association
for both parts, e.g., Part A is not a substitute for Part B and Part B is not a substitute for Part A.

Changing Part Numbers

Modify part numbers/codes for temporary part numbers or existing parts.
During the requisition and purchase order process, the system assigns a temporary part number to a part to prevent
the part from appearing in the parts catalog several times with different part numbers. System-generated part
numbers begin with the character "N." Allocate a new part number to one of the system-generated temporary part
numbers or change the temporary number to an existing part number. The system retains the part information from
the purchase order and creates a new part record.
Additionally, many companies assign part codes to parts in their part catalog based on a supplier’s catalog number
for the part. Frequently, a supplier’s catalog is updated or changes over time, so an existing part in your part catalog
may lose its association with the supplier catalog number. Therefore, you may need to update an existing part code
to retain the purchasing history and historical information for the part, rather than creating a new part to associate
with the updated supplier catalog numbers.
Note: If installation parameter AUTOPNUM is set to Yes, you may change a temporary or existing part
number; however, the system automatically changes the part number to the next available part number
within the system.
Follow these steps to change part numbers.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to modify the part number, and then click the Record View tab. The system displays
the Record View page.
3 Right-click on the form, and then select Change Part Number. The system displays the Change Part Number
popup.
The system automatically populates New Part Org. and New Part Description based on the current
organization and description of the part.
4 Class—Enter the part class.
The system automatically populates Class Org.
5 New Part—Enter the new part number.
Notes: You may either enter an existing part number or enter a part number that does not exist currently in the
system by typing the number in New Part.
The new part number cannot begin with the character "N" followed by a number.
The system updates New Part Org. and New Part Description.
6 Use Auto-number—Select to have the system automatically assign the next available part number as the new
part number.
Note: If you select Use Auto-number, the system protects New Part. You cannot enter a new part number.
7 Click Submit. The system saves the record.

3 ‚ MATERIALS MANAGEMENT 87
Viewing Part Reservations for Stores
View part reservations for parts in store that are reserved or allocated.
Follow these steps to view part reservations for stores.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view part reservations, and then click the Reservations tab. The system displays the
Reservations page.
3 View the reservations for the part in the selected store.

Defining and Managing Manufacturer Information

Manufacturer information is more than a listing of manufacturers of parts. You can associate manufacturers with
parts in a concise and organized manner and attach other relevant information relating to manufacturers and parts,
e.g., drawing numbers, manufacturer part numbers, and local part numbers. Complete supplier information on the
Supplier form prior to defining manufacturers and parts information. Refer to "Defining and Managing Supplier
Information" later in this chapter.

Defining Manufacturer Information

Follow these steps to define manufacturer information.
1 Open the Manufacturer form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the manufacturer belongs if you use multi-organization
security.
4 Manufacturer—Enter a unique code identifying the manufacturer, and then enter a description of the
manufacturer in the adjacent field.
5 Class—Enter the class of the manufacturer. The classes shown belong to the MANU entity.
The system automatically populates Class Org.
6 Supplier—Enter the manufacturer’s supplier.
The system automatically populates Supplier Org.
7 Out of Service—Select if the manufacturer is out of service.
8 Click . The system saves the record.

Associating Parts with a Manufacturer

Associate parts with a manufacturer record. If you have multiple parts for one manufacturer, the system allows you
to associate each of them with that manufacturer. For each part that you associate with a manufacturer, enter your
part code and the manufacturer’s part code. The system will automatically cross-reference the manufacturer’s part
codes with your part codes based on the information you provide.
Follow these steps to associate parts with a manufacturer.
1 Open the Manufacturers form. The system displays the List View page.
2 Select the manufacturer for which to associate parts, and then click the Parts tab. The system displays the Parts
page.
3 Click Add Part. The system inserts a new Part Details record.
4 Part—Enter your part code.
The system automatically populates the part description and Part Org.
5 Manufacturer Part Number—Enter the manufacturer part code.
6 Out of Service—Select if you do not want the system to display the manufacturer part number in the
manufacturer part number lookups.
6 Drawing Number—Enter the drawing code if a drawing of the part is available.
7 Click Submit. The system saves the record and updates the Parts list. Add additional parts as necessary.
Note: To delete a part from the Parts list, select the part to delete from the list, and then click Delete Part. The
system deletes the record and updates the Parts list.

3 ‚ MATERIALS MANAGEMENT 88
 The system does not delete the record if the manufacturer and the manufacturer part number are
selected on the Stores page of the Parts form as the Primary Manufacturer or Primary Manufacturer
Part Number.

Defining and Managing Supplier Information

Large maintenance organizations deal with many suppliers. There are suppliers for parts, equipment, services,
rentals, office supplies, and more. The Suppliers form is the primary form for setting up a supplier network. Within
this form, establish a list of suppliers, create a catalog of parts provided by specific suppliers, and list contacts for
suppliers. You can also associate addresses for suppliers. Refer to "Associating Addresses" in Chapter 1 ‚ Basics.
You can also create a supplier hierarchy to establish parent/child relationships between suppliers. When creating a
supplier hierarchy, you cannot designate a supplier as a parent supplier if the supplier is already designated as a
child in a supplier hierarchy. Additionally, a supplier cannot have multiple parent suppliers, nor can a supplier be
parent supplier to itself within a supplier hierarchy. For example, you create supplier records for the following three
suppliers: AMG INC, HARTFORD BOILERS, and SOUTHEASTERN. To create a supplier hierarchy, you select
AMG INC as the parent supplier for both HARTFORD BOILERS and SOUTHEASTERN. Because HARTFORD
BOILERS and SOUTHEASTERN are designated as children of AMG INC, neither can be selected as a parent
supplier in any other supplier hierarchy, nor can they be designated as a child to any other supplier in another
supplier hierarchy.
After defining supplier information, you can update information for both suppliers and their catalogs as necessary;
however, you cannot delete a supplier record or a record from a supplier’s catalog if they have been associated with
another record within the system.

Defining Suppliers
Define suppliers to create records for the suppliers in your supplier network.
Purchase Site and Services indicate whether you can purchase materials and/or services from the supplier. If you
unselect Purchase Site, you cannot select the supplier for purchase orders for materials. Likewise, if you unselect
Services, you cannot select the supplier for purchases for services or labor.
Additionally, you can specify minimum and maximum order values for the supplier to establish limits for
purchasing from this supplier. The system prevents you from creating purchase orders or requisitions for the supplier
if you exceed the specified maximum or fail to meet a minimum order value for purchasing materials or services.
Follow these steps to define suppliers.
1 Open the Suppliers form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the supplier belongs if you use multi-organization security.
4 Supplier—Enter a unique code identifying the supplier, and then enter the supplier’s name in the adjacent field.
5 Language—Select the supplier’s language.
6 Currency—Enter the supplier’s currency.
7 Class—Enter the class of the supplier. The classes shown belong to the COMP entity.
8 Infor EAM Buy Vendor—Enter the vendor to associate with the supplier for use with Infor EAM Buy
transactions.
9 Account Number—Enter the supplier’s Infor EAM Buy account number.
10 Purchase Site—Select to indicate that you purchase goods from this supplier. Selecting Purchase Site inserts
the supplier into the lookup from which you select suppliers on any other forms within the system. Unselect to
indicate that the supplier is only for purchasing labor or services.
11 Status—Enter a status to categorize suppliers by status. Define the status field for any purpose (e.g., enter AC if
the supplier is being actively used). The status is for your informational use only.
12 Parent Supplier—Enter the parent company. Using the "Parent" attribute, you can indicate whether a supplier
is part of a larger organization. Parent/child supplier relationships can be established for information only.
Note: You cannot designate a supplier as a parent supplier if the supplier is already designated as a child in a
supplier hierarchy. Additionally, a supplier cannot have multiple parent suppliers, nor can a supplier be
parent supplier to itself within a supplier hierarchy. Refer to "Defining and Managing Supplier
Information" earlier in this chapter.

3 ‚ MATERIALS MANAGEMENT 89
13 Lead Time (Days)—Enter the average number of days the supplier needs to provide the ordered goods or
services.
14 Services—Select to indicate that the supplier provides services. Unselect to indicate that the supplier is only for
purchasing materials.
15 Real-time Info—Select to indicate that the supplier provides real-time information for the items they supply via
Infor EAM Buy.
16 Out of Service—Select to indicate that you no longer wish to use this supplier. If you select Out of Service, the
system retains the supplier record; however, it will no longer display the supplier in the lookups from which you
select suppliers on any other forms within the system.
17 Min. Order Value—Enter the minimum order amount.
18 FOB Point—Enter the supplier’s free on board shipping point.
19 Ship Via—Enter the supplier’s method of shipping.
20 Pay by Method—Enter the supplier’s preferred method of payment.
21 Max. Order Value—Enter the maximum order amount.
22 Payment Terms—Enter the supplier’s payment terms.
23 Freight Terms—Enter the supplier’s freight terms.
24 Buyer—Enter the primary buyer for this supplier.
25 Contact Name—Enter the primary supplier contact.
26 Telephone and Fax Number—Enter the supplier’s phone and fax numbers.
27 E-mail Address—Enter the supplier contact’s e-mail address.
28 Our Contact—Enter the supplier’s primary contact for your organization, which is generally the corporate
buyer.
29 EDI Number—Enter the supplier’s electronic data interchange (EDI) number for processing electronic
transaction information.
30 Click . The system saves the record.

Defining Contacts for Suppliers

Define contacts to have a reference library of contacts for each supplier. Maintain a list of supplier contacts for
various purposes, e.g., customer service, shipping, and billing, in addition to the primary contact specified on the
Record View page of the Suppliers form.
Follow these steps to define contacts for suppliers.
1 Open the Suppliers form. The system displays the List View page.
2 Select the supplier for which to define contacts, and then click the Contacts tab. The system displays the
Contacts page.
3 Click Add Contact. The system inserts a new Contact Details record.
4 Sequence—Enter a sequence number to associate with the contact.
5 Name—Enter the contact’s name.
6 E-mail Address—Enter the contact’s e-mail address.
7 Telephone—Enter the contact’s telephone number.
8 Fax Number—Enter the contact’s fax number.
9 Click Submit. The system saves the record and updates the Contacts list.
Note: To delete a contact, select the contact to delete, and then click Delete Contact. The system deletes the
record and updates the Contacts list.

Copying Suppliers
The copy supplier feature copies a supplier, including all details.
Follow these steps to copy suppliers.
1 Create a supplier. Refer to "Defining Suppliers" earlier in this chapter for more information.
2 Right-click, and then select Copy Supplier. The system displays the Copy Supplier popup.
3 New Supplier—Enter the name of the new supplier.

3 ‚ MATERIALS MANAGEMENT 90
 The system automatically populates the New Supplier description.
4 Select the record types to copy, and then click Submit. The system copies all supplier details to the new
supplier.

Creating a Supplier Catalog

Create a supplier catalog to establish and maintain a list of the materials provided by a supplier.
Follow these steps to create a supplier catalog.
1 Open the Suppliers form. The system displays the List View page.
2 Select the supplier for which to create a catalog of parts, and then click the Parts tab. The system displays the
Parts page.
3 Click Add Part. The system inserts a new Parts Details record.
4 Part—Enter the part to add to the requisition.
The system automatically populates Part Org., Exchange Rate, and Date Last Updated.
5 Supplier Part Desc.—Enter the supplier’s description of the part.
6 Catalog Reference—Enter the supplier’s part number. It may be identical to the existing part number.
7 Gross Price—Enter the supplier’s price for the part without discounts or additional fees. After adjusting gross
price for discounts and additional fees, the system updates Net Price and calculates Local Price based on the
currency of the organization with the following equation:
(Price / Exchange Rate) / Qty. per UOP = Local Price
8 Repair Price—Enter the supplier’s price for repairing the part.
Note: Repair Price is only enabled if the Part is a repairable spare.
9 Tax Code—Enter the tax code for the part that identifies the tax structure to apply all of the applicable taxes to
purchases of this part.
10 Preferred Supplier—Select to indicate that this supplier is the preferred supplier of the part.
11 Expiration Date—Enter the expiration date indicating the date on which the supplier’s catalog information
should be replaced with a new catalog entry (new price, part number, etc.).
12 Comments—Enter comments for the supplier/part combination as necessary.
13 Minimum Order Qty.—Enter the minimum quantity of the part that you can order from this supplier.
14 UOP—Enter the unit of measure of purchase for the part.
15 Qty. per UOP—Enter the conversion factor if the purchase unit of measure is different from the inventory unit
of measure.
16 Lead Time (Days)—Enter the average number of days that the supplier needs to provide the ordered goods.
17 Repair Part Number—Enter the number/code for the supplier who will actually be repairing the part.
Note: Repair Part Number is only enabled if the Part is a repairable spare.
18 Click Submit. The system saves the record and updates the Parts list.
Notes: To delete a part, select the part to delete, and then click Delete Part. The system deletes the record and
updates the Parts list.
The system automatically populates the Date Last Updated with the system date of the most recent
changes to the part record.
To add 7i Buy item association, click Add 7i Buy Item Association. Refer to "Associating 7i Buy Items
with Parts" later in this chapter.
To update 7i Buy items in the parts catalog, click Update 7i Buy Items. Refer to "Updating 7i Buy Items"
later in this chapter.
To update selected 7i Buy items in the parts catalog, click Update Selected 7i Buy Items. Refer to
"Updating 7i Buy Items" later in this chapter.
To view 7i Buy sync errors, click View 7i Buy Sync Errors. Refer to "Viewing 7i Buy Sync Errors" later
in this chapter.
To create an alternate supplier catalog reference, click Alternate Catalog Reference. Refer to
"Associating Alternate Catalog References for Suppliers" later in this chapter.

3 ‚ MATERIALS MANAGEMENT 91
Associating Alternate Catalog References for Suppliers
Alternate supplier catalog references allow customers to keep a record of past catalog reference numbers for a
specific part.
Follow these steps to associate alternate catalog references for suppliers.
1 Open the Suppliers form. The system displays the List View page.
2 Select the supplier for which to create an alternate catalog reference of parts, and then click the Parts tab. The
system displays the Parts page.
3 Click Alternate Catalog of References. The system opens the Alternate Catalog of References popup.
4 Click Add Catalog Reference. The system inserts a new Alternate Catalog Reference Details record.
5 Catalog Reference—Enter the catalog reference number to which to associate to the supplier.
6 Notes—Enter notes for the catalog reference as necessary.
7 Click Submit. The system saves the record and updates the Alternate Catalog References list.
Note: To delete an alternate catalog reference, select the alternate catalog reference to delete, and then click
Delete Catalog Reference. The system deletes the record and updates the Alternate Catalog
References list.

Viewing Purchase Order History for Suppliers

Follow these steps to view purchase order history for suppliers.
1 Open the Suppliers form. The system displays the List View page.
2 Select the supplier for which to view purchase order history, and then click the PO History tab. The system
displays the PO History page.
3 View the purchase order history for the supplier.
The PO History page displays the same information as the Purchase Orders form. Refer to "Creating and
Revising Purchase Orders" in Chapter 4 ‚ Purchasing Management for more information about the Purchase
Orders form.
Adding Services to Suppliers
Follow these steps to add services to suppliers.
1 Open the Suppliers form. The system displays the List View page.
2 Select the supplier to which to add a service, and then click the Services tab. The system displays the Services
page.
3 Click Add Service. The system inserts a new Service Details record.
4 Task—Enter the work order task that corresponds with the supplier’s service.
The system automatically populates the task description, Task Org., and Exchange Rate.
5 Catalog Reference—Enter the supplier’s catalog reference number for the service.
6 Price—Enter the supplier’s cost and currency for the service.
7 Tax Code—Enter the tax code for the service and supplier.
8 Preferred Supplier—Select if the supplier is the preferred supplier for the service.
9 Expiration Date—Enter the expiration date for the service and supplier. This is just a "catalog" date, and the
date entered indicates the date on which the supplier’s catalog information for the service should be replaced
with a new catalog entry (new price, number, etc.).
10 Purchase UOM—Enter the supplier’s unit of measure for the service.
11 Qty. per UOP—Enter the quantity per unit of purchase for the service.
Note: If you enter Purchase UOM, enter Qty. per UOP to indicate the unit of purchase in relation to the unit of
measure that the supplier has defined for the service, e.g., you hire a supplier to landscape. The
supplier defines his services in hours. It will take the supplier 5 hours to landscape. Enter the code for
hours in Purchase UOM, and then enter 5 in Qty. per UOP.
12 Lead Time (Days)—Enter the average number of days that the supplier needs to provide the service.
13 Click Submit. The system saves the record and updates the Services list.
The system inserts the current date in Date Last Updated and calculates Local Price based on the currency of
your organization with the following equation:
(Price / Exchange Rate) / Qty. per UOP = Local Price

3 ‚ MATERIALS MANAGEMENT 92
Note: To remove a service, select the service to remove, and then click Remove Service. The system
removes the record and updates the Services list.

Defining Rates for Suppliers

Define and update rates for suppliers. Define multiple rates for each supplier as necessary.
Note: When automatically populating Hourly Rate on any form, the system populates the field based on the
information entered on the Rates page of the Suppliers form. If you do not define a rate for a supplier,
the system populates Hourly Rate based on the information entered on the Rates page of the Trades
form if applicable.
Follow these steps to define rates for suppliers.
1 Open the Suppliers form. The system displays the List View page.
2 Select the supplier for which to define rates, and then click the Rates tab. The system displays the Rates page.
3 Click Add Rate. The system inserts a new Rate Details record.
4 Organization—Enter the organization to which the rate belongs if you use multi-organization security.
Note: If the supplier is assigned to a specific organization, the system automatically displays the organization.
You cannot modify Organization.
5 Trade—Enter the trade.
6 Hourly Rate—Enter the hourly rate of the trade.
7 Start Date and End Date—Enter the beginning and ending dates to which the rate applies.
Note: Dates for the same trade and rate combination cannot overlap, e.g., the MAINT trade cannot have a
rate of 20 to start 01-01-2004 and to end on 01-01-2005 and another rate of 25 to start on 06-01-2004.
8 Click Submit. The system saves the record and updates the Rates list.
Note: To delete a rate, select the rate to delete, and then click Delete Rate. The system deletes the record
and updates the Rates list.

Associating Commodities with Suppliers

Define commodity codes before associating commodities with suppliers. Refer to "Defining Commodity Codes"
earlier in this chapter for more information.
The system allows you to associate multiple commodities with each supplier.
Follow these steps to associate commodities with suppliers.
1 Open the Suppliers form. The system displays the List View page.
2 Select the supplier with which to associate a commodity, and then click the Commodities tab. The system
displays the Commodities page.
3 Click Add Commodity. The system inserts a new Commodity Details record.
4 Commodity—Enter the commodity to associate with the supplier.
The system automatically displays the commodity description and Commodity Org.
5 Click Submit. The system saves the record and updates the Commodities list.
Note: To remove a commodity, select the commodity to remove, and then click Remove Commodity. The
system removes the record and updates the Commodities list.

Recording Fuel Mixes for Associated Commodities

Record the fuel mix for each commodity associated with a supplier.
Important: This section covers functionality available in Infor EAM Asset Sustainability Edition. If you purchased
Infor EAM Business Edition or Enterprise Edition, you do not have access to the functionality covered in
this section.
Follow these steps to record fuel mixes for associated commodities.
1 Open the Suppliers form. The system displays the List View page.
2 Select the supplier for which to record fuel mixes, and then click the Fuel Mix tab. The system displays the Fuel
Mix page.
3 Click Add Record. The system inserts a new Fuel Mix Details record.
4 Commodity—Enter the commodity for which to record fuel mixes.
5 Fuel Type—Select the type of fuel used for the associated commodity.
6 Daily Capacity—Enter the amount for the daily capacity.

3 ‚ MATERIALS MANAGEMENT 93
 The system automatically populates the daily capacity UOM and % of Total Capacity.
7 Date Effective—Enter the date this record will become effective.
The system automatically populates Date Expired.
8 Click Submit. The system saves the record and updates the Fuel Mix list.

Managing Stock Information

Stock refers to the basic information on items contained within a store (or group of stores in the same company).
Think of stock as a subset of parts—every item in stock must be a part, but not every part must be in stock. Stock is
a list of items held; a parts list is your list of items available for purchase from outside sources or items that you
generally do not stock.
You can associate stores with parts and enter automatic reorder information for parts. Consider how the stock item is
reordered. The inventory unit of measure may be 'each' but the purchasing unit of measure may be based on item,
case, or gross. If the maximum level is 20 and your minimum level is 10, but you reorder the item by the case (with
24 items per case), you need to adjust levels.
Consider the vendor lead time. Some stock items may be reordered every 60 days and others may be reordered every
30 days. You may want to order a higher quantity of items for those 60-day periods. Also, some items take longer to
procure and you may have to increase reorder amounts to have enough on hand.
Specify the stock replenishment method for the part. You can set the stock method to Min/Max, Reorder Level, or
On-Demand.
If you are using LIFO/FIFO as your pricing method for stock, the system records the unit price of each receipt
transaction for stock so that each subsequent inventory transaction is recorded at the appropriate unit price. Refer to
"Understanding Time-Based Inventory Valuation (LIFO/FIFO)" earlier in this chapter.

Associating Stores with Parts

Associating stores with parts enables you to specify detailed inventory information for specific parts, such as
minimum stock levels and reorder quantities that determine how your company’s stock levels are maintained.
Additionally, you can also define part prices at the stock level enabling you to enter and update pricing information
for each store in which the part is held.
Additionally, if you select Last in first out price (LIFO) or First in first out price (FIFO) as the Price Type for the
part in the store, the system inserts a record for the part in the R5FIFO table when the part is received to stock that
includes the part, price, quantity, store, and transaction date. The transaction date indicates the date the stock is
inserted into inventory upon which all future LIFO/FIFO transactions for the part are based. For FIFO pricing, the
system locates the record that was inserted into inventory first. For LIFO pricing, the system locates the record that
was most recently inserted into inventory.
Depending on your system configuration, set the stock replenishment method for the part in stock and specify
minimum and maximum quantities, a reorder level, and/or an order quantity as necessary.
The INVMETH installation parameter determines the default stock method for new parts in stock in all stores as
Reorder Level (-). Modify the stock method for a part in stock in any store as necessary. If you have not modified
the INVMETH parameter or do not specify a stock method for a stock record, the system automatically sets the
stock method to Reorder Level.
Additionally, the system does not implement any of the stock methods for a part until you enter the information
required to implement the stock method for the part. For example, if you set the stock method of a part in stock to
Min/Max, you must enter a value Minimum Qty. and Maximum Qty. to implement the stock method for the part.
Follow these steps to associate stores with parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to define store information, and then click the Stores tab. The system displays the
Stores page.
3 Click Add Store. The system inserts a new Order Details record.
4 Store—Enter the store for the part.
The system automatically populates the store description, Store Org., Stock Date with the current system date,
and Base Price with the appropriate price of the part.

3 ‚ MATERIALS MANAGEMENT 94
 The system also populates Stock Value with the current value of the quantity on hand for the part using the
base price of the part in stock. The system populates Credit Balance with the amount of credit associated with
the part for an invoice line.
Note: Credit Balance is applied to the Average Price of the part based on the INCREDIT installation
parameter upon approval of a new invoice and/or a credit or debit note applied to an invoice or an
invoice line.
5 Stock Class—Enter the stock class for the part.
6 Preferred Supplier—Enter the preferred supplier for the part.
7 Preferred Store—Enter the preferred store for the part.
Note: You cannot enter a value for both Preferred Supplier and Preferred Store. Preferred Supplier and
Preferred Store are both used for automatically generating requisitions from low stock to provide
different information for the requisition. Entering a Preferred Supplier for the part in store indicates that
the requisition type for the part is Goods Requested. Entering a Preferred Store indicates that the
requisition type for the part in store is a Store-to-Store transfer. Refer to "Generating Requisitions" later
in this chapter.
8 Lead Time (Days)—Enter the average number of days that the store needs to provide the part. The Lead Time
(Days) indicates a number of days that are needed internally for inventory deliveries or transfers of the part
from the store. Lead Time (Days) is only used for store-to-store requisitions.
Note: You can also enter Lead Time (Days) on the Record View page of the Stores form. The setting of Lead
Time (Days) on the Stores page of the Parts form overrides the setting of Lead Time (Days) on the
Record View page of the Stores form.
9 ABC Class—Select the class (A, B, or C) with which to associate the stock items. The system uses this
information to perform ABC analysis.
10 Stock Method—Select one of the following stock method types:
ƒ Min/Max—Select to replenish low stock based on a specified minimum and maximum quantity of a part to
keep in stock. When the quantity of a part in stock reaches a level that is less than the specified minimum
level, the system reorders the necessary quantity of the part to replenish the quantity to the specified
maximum level.
Reorder Level and Order Qty. are read-only when Stock Method is Min/Max.
ƒ Reorder Level—Select to replenish low stock based on a specified reorder level and order quantity. When
the quantity of a part in stock reaches the reorder level, the system reorders the part in increments of the
specified order quantity until the quantity of the part in stock reaches a level that is greater than or equal to
the reorder level.
Maximum Qty. is read-only when Stock Method is Reorder Level.
ƒ On Demand—Select to replenish low stock only when there is a demand for it on a work order or store-to-
store requisition.
Reorder Level and Maximum Qty. are read-only when Stock Method is On Demand.
11 Reorder Level—Enter the quantity at which the system is to reorder the part. The value entered for Reorder
Level specifies the quantity of a part that, when reached, triggers a purchase action for acquiring more of that
part.
12 Order Qty.—Enter the standard quantity of this part ordered at one time.
13 Record Stockouts—Select to enable the system to create a record of the part, store, and date on which the
inventory level for this part reached zero. You can view this information on a separate form.
14 Label Printer—Enter the default printer for printing barcode labels.
15 Label Template (Issue)—Enter the default label template for printing barcode labels for issues.
16 Label Template (Receipt)—Enter the default label template for printing barcode labels for purchase order
receipts.
17 Label Printing Default—Select the default method for printing labels when the part is received to the selected
store.
18 Default Bin—Enter the default bin for the part.
The system automatically populates the Default Bin Qty. with the quantity of the parts located in the selected
bin.
19 Label Template (Non-PO Receipt)—Enter the default label template for printing barcode labels for non-
purchase order receipts.

3 ‚ MATERIALS MANAGEMENT 95
20 Click Submit. The system saves the record and updates the Stores list.
Notes: To delete a store, select the store to delete, and then click Delete Store. The system deletes the record
and updates the Stores list. You cannot delete a store associated with a part if a stock record exists for
the part in that store.
Click Add/Edit Comments to enter comments. Refer to "Entering Comments" in Chapter 1‚ Basics for
more information.

Entering Stock Information for Parts

When you enter stock information for parts, you can select the Store, Bin, and Lot for the part in store. The system
automatically enters the Price based on the calculated Base Price of the part, and you can modify the Price as
necessary.
If you do not enter a Qty. on Hand for the part when entering a stock record, the system creates a new stock record
for the part but does not create a stock transaction.
If you are using LIFO/FIFO as your pricing method, the system creates a record for the part in the R5FIFO table and
creates a receipt transaction for the stock initialization of the part.
Follow these steps to enter stock information for parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to define stock information, and then click the Stock tab. The system displays the
Stock page.
3 Click Add Stock Record. The system inserts a new Stock Details record.
4 Store—Enter the store for the part.
The system automatically populates the store description and the Store Org.
5 Bin—Enter the bin number storing the part.
6 Lot—Enter the lot number or batch of the part.
Note: The SHOWLOT installation parameter determines whether lots are used for stock information for parts.
The default setting for SHOWLOT is Y. If SHOWLOT is set to N, the system disables Lot, and it is
hidden.
7 Qty. on Hand—Enter the available quantity of the part.
8 Qty. for Repair—If the part is a repairable spare, enter the quantity of the part that is ready/waiting for repair
in this Bin location. These are parts that you plan to repair on internal repair work orders or to send to a supplier
on external repair requisitions. The value of Qty. for Repair is available for work orders and requisitions.
The system automatically populates UOM.
Notes: You can only enter a value for Qty. for Repair when inserting a stock record. You cannot edit or modify
Qty. for Repair after saving the record.
The system does not create a stock transaction for the part when you enter a value for Qty. for Repair,
nor does it make any price updates until the part is repaired and received back to Qty. on Hand.
If you attempt to delete the stock record for the part, the system verifies both the Qty. on Hand and the
Qty. for Repair. If both the Qty. on Hand and the Qty. for Repair are not equal to 0, the system will not
allow you to delete the stock record for the part.
9 Click Submit. The system saves the record and updates the Stock list.
Notes: If you enter a value greater than zero for Qty. on Hand, the system also creates a receipt transaction of
type RECV for the part. However, if you enter zero as the quantity or do not enter a value for Qty. on
Hand, the system creates a stock record for the part but does not create a receipt transaction for the
part.
The system does not create a receipt transaction for the part when you enter a value for Qty. for
Repair, nor does it make any price updates.
The system treats the stock information entered for this part as a stock receipt and updates the Last
Price of the part
To delete a stock, select the stock to delete, and then click, Delete Stock Record. The system deletes
the record and updates the Stock list. You cannot delete a stock record for a part if the quantity on hand
of the part is greater than zero.
The system displays an Asset ID if the part is tracked by asset.
The system populates Price based on the setting of the PRICELEV installation parameter. If PRICELEV
is set to P, the system populates Price with the base price of the part from the Prices tab of the Part
form. If PRICELEV is set to S, the system populates Price with the base price of the part from the
Stores tab of the Part form, and you can change the price as necessary.

3 ‚ MATERIALS MANAGEMENT 96
 To record a stockout for a store, select the store, and then click Record Stockouts. Refer to
"Recording Stockouts for Parts" later in this chapter.

Recording Stockouts for Parts

Record a stockout when the part's Qty. on Hand is not enough to fill the demanded Part Qty.
Follow these steps to record stockouts for parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to record a stockout, and then click the Stock tab. The system displays the Stock page.
3 Select a store, and then click Record Stockout. The system displays the Record Stockout popup.
The system automatically populates Store, Part, and Part Org.
4 Stockout Qty.—Enter the number of parts missing that are required to complete the transaction.
5 Date/Time—Enter the date and time the stockout occurred, i.e., the day there was not enough of the part in
inventory to issue to fill the demand.
5 Click Submit. The system closes the popup and displays the Stock page.

Calculating Economic Order Quantity (EOQ)

Calculate the EOQ for a store to determine the most efficient quantity to order for inventory items. EOQ represents
the ideal balance between ordering costs and inventory holding costs for items being demanded annually at a
constant rate. EOQ helps manage inventory by minimizing order costs and holding costs for each item.
Follow these steps to calculate EOQ.
1 Open the Calculate EOQ form. The system displays the Parameters page.
2 Organization—Enter the organization for which to calculate EOQ if you use multi-organization security.
3 Date From—Enter the date of the item’s first analysis.
4 Date To—Enter the date of the item’s last analysis.
5 Store—Enter the store for which to calculate EOQ.
6 Part—Enter the part for which to calculate EOQ.
7 Stock Class—Enter the class of the stock for which to calculate EOQ.
8 ABC Class—Select the class of the stock (A, B, or C) for which to calculate EOQ.
9 Choose one of the following options:
ƒ % of Average Price—Select to calculate EOQ with a percentage of average price. Skip step 11.
Note: The system uses this equation to calculate EOQ based upon % of Average Price.
Holding Cost % is required.

2 * Annualized Qty.Demanded * OrderCost

EOQ =
Average Pr ice * ( HoldingCos t % / 100)
ƒ Fixed Value—Select to calculate EOQ with a fixed value. Skip step 10.
Note: The system uses this equation to calculate EOQ based upon Fixed Value.
Holding Cost is required.

2 * Annualized Qty.Demanded * OrderCost

EOQ =
HoldingCos t
10 Holding Cost %—Enter the cost for the holding percentage.
11 Holding Cost—Enter the holding cost.
12 Fixed Order Cost—Enter the fixed order cost.
13 Print Calculated EOQ—Select to print the EOQ report.
14 Click Process. The system displays the Preview page.
15 Select each store for which to update the order quantity.
16 Click Update Order Qty. The system updates the order quantity on the Stores page of the Parts form for each
selected parts record with the value in New Order Qty.

3 ‚ MATERIALS MANAGEMENT 97
Transferring Parts Between Bins
Transfer parts between bins within the same store. Transferring parts between bins does not create a stock
transaction, because inventory levels for the part remain the same.
Follow these steps to transfer parts between bins.
1 Open the Parts form. The system displays the List View page.
2 Select the part to transfer between bins, and then click the Stock tab. The system displays the Stock page.
3 Select the store, bin, and lot from which to transfer the part, and then click Transfer Part between Bins. The
system displays the Transfer Part between Bins popup.
4 New Bin—Enter the bin receiving the item.
5 Transfer Qty.—Enter the number of parts to transfer from the sending bin to the receiving bin.
If the part to issue is tracked by asset, the system automatically selects Track By Asset, enters 1 as the
Transaction Quantity and Available Quantity, and displays the asset number by which the part is tracked for
Asset ID.
Note: You cannot enter a Transaction Quantity greater than 1 when issuing parts tracked by asset. If you
want to issue multiple quantities of a part tracked by asset, you must transfer the part with a
Transaction Quantity of 1 until you have transferred the total number of the part tracked by asset that
you wish to transfer from the sending bin to the receiving bin.
6 Click Submit. The system saves the record, transfers the specified quantity of the part from the sending bin to
the receiving bin, and updates the Qty. on Hand of the selected bins in the Stock list.

Transferring Parts Without Requisitions

Transfer parts from store to store without requisitioning them. Parts transferred using the Quick Store-to-Store
Transfer form never achieve in-transit status. Since this tracking feature is not used for this type of transfer, store-to-
store transfers should be reserved for very quick material movements. Quantities available both in the sending and
receiving warehouses are adjusted immediately after the system saves the transaction.
When you transfer parts from store-to-store, the system creates a stock record for the transferred part in the receiving
store for which the price type defaults to the price type of the receiving store. By default, the price type for a store is
defined by the PRICELEV installation parameter; however, you can modify the price type for each store as
necessary
Using the Quick Store-to-Store Transfer form, define a transfer header and then add as many part records as there
are parts to transfer. Before submitting your transaction, you can edit part records by selecting the part in the
Transaction Details list. The system displays the part record in the detail section where you can edit information
related to the transfer as necessary.
Important: If you are using multi-organization security, you can only transfer parts between stores without
requisitions using the Quick Store-to-Store Transfer form if the stores you are transferring the parts
between are in the same organization, if the parts belong to the common organization, and the
organizations have the same currency. Refer to "Implementing Multi-organization Security (MOS)" in
Chapter 2 ‚ System Security of the System Administrator’s Guide.
Follow these steps to transfer parts without requisitions.
1 Open the Quick Store-to-Store Transfer form. The system displays the Quick Store-to-Store Transfer form.
2 Transfer Desc.—Enter a description of the transfer.
3 From Store—Enter the store from which to transfer parts.
Note: If a Default Bin is defined for the From Store, the system populates From Bin with the Default Bin,
and the system populates the On Hand Qty. and For Repair Qty. based on the From Bin.
The system will also populate the Bin.
4 To Store—Enter the store to which to transfer parts.
5 Click Add Part. The system inserts a new Transaction Details record.
6 Part—Enter the part to transfer.
The system automatically populates From Bin, To Bin, Lot, Price, and On Hand Qty.
If the selected Part is a repairable spare, the system enables Transfer For Repair Qty. and populates For
Repair Qty. with the number of parts designated as for repair in the From Bin.

3 ‚ MATERIALS MANAGEMENT 98
Notes: The value displayed for On Hand Qty. indicates the current quantity of the part that is available for the
specified To Bin and Lot, which is equal to the On Hand Qty. minus any quantity of the part that is
currently allocated to any work orders.
If you delete the From Bin, the system clears Lot and then calculates the On Hand Qty. and For
Repair Qty. for the From Store, which is the sum of the quantities of the part in all the bins in the From
Store.
The system calculates the For Repair Qty. as the difference between quantity for repair in the From
Bin and the number parts that are assigned on the Repair Parts page of a Repairable Spare work order
and the number of parts that are currently on External Repair requisitions.
7 From Bin—Modify the bin from which to transfer the part if necessary. If you modify From Bin, the system
removes the part.
8 To Bin—Modify the bin to which to transfer the part if necessary. If you modify To Bin, the system removes
the part.
9 Lot—Modify the lot of the part to transfer if necessary. If you modify Lot, the system removes the part.
10 Price—Modify the price of the part to transfer if necessary. If you modify Price, the system removes the part.
Note: When PRICELEV is set to S, the system automatically populates Price with the base price of the part in
the receiving store.
11 Asset ID—Enter the code identifying the asset associated with the part to transfer.
If the part is tracked by asset, the system enables Asset ID and you must enter an asset ID number for the part
before you can enter values for Transfer On Hand Qty. or Transfer For Repair Qty.
12 Transfer On Hand Qty.—Enter the number of parts to transfer from the quantity of the parts available in the
From Store.
Note: If the part is an asset part, you can only transfer one part at a time. The system automatically displays a
transfer quantity of "1" for asset parts. On Hand Qty. shows how many parts are available in the store
or store, bin, and lot.
13 Transfer For Repair Qty.—Enter the number of parts to transfer from the quantity of the parts designated for
repair in the From Store.
Notes: You can only enter a value for Transfer On Hand Qty. or Transfer For Repair Qty., but not both. When
you enter a value for either Transfer On Hand Qty. or Transfer For Repair Qty., the system protects
the other field.
If you enter a Transfer For Repair Qty., the system clears the From Bin, To Bin, Asset ID, Serial
Number, Lot, and Expiration Date, and you must enter values for these fields manually.
If a Default Bin is defined for the To Store and you have not entered a value for Transfer For Repair
Qty., the system populates To Bin with the Default Bin.
If no Default Bin is defined for the part in the To Store and you have not entered a value for Transfer
For Repair Qty., the system populates To Bin depending on whether more than one bin stock record is
defined for the part in the To Store. If more than one bin-stock record is defined for the part in the To
Store, the system leaves the To Bin blank. If only one bin-stock record is defined for the part in the To
Store, the system populates To Bin with the Bin from the bin-stock record.
14 Click Add to List. The system saves the record and updates the Transaction Details list.
15 Click Submit Transaction. The system saves the record and immediately adjusts quantities available in the
sending and receiving warehouses.

Generating Requisitions
Generate requisitions from low stock levels to automatically create requisitions based on a stock replenishment
method and specified generation options. The system provides three stock replenishment methods: Min/Max,
Reorder Level, and On-Demand. The system also enables you to generate requisitions for external repairs of
repairable spare parts.
To generate requisitions from low stock, the system examines current stock levels in stores, reserved parts, and parts
specified on requisitions, purchase orders, and in transit. The system then generates a default requisition for all parts
below the acceptable level to reach the specified stock level for the parts. The system will either generate a
requisition for a standard order quantity until the specified stock level is reached, or it will simply order the
necessary number of parts depending on the information you have entered for the stock record.

3 ‚ MATERIALS MANAGEMENT 99
Note: If you are using the On-Demand method, there is no minimum quantity of the part to maintain. The
system generates a requisition for the part when there is demand for the part, e.g., there is a reservation
for the part, but there is not enough of the part in stock to fill the reservation. If you make reservations
for an event in the distant future, the system generates a requisition for the required materials. Infor
recommends the implementation of company policies to restrict reservation usage to a reasonable time
frame in order to minimize excessive inventory.
To implement a stock replenishment method, you must specify a stock method for the part and enter a Minimum
Qty., Maximum Qty., Order Qty., and/or a Reorder Level on the stock record, depending on the stock method
you have selected. You also must enter a Preferred Supplier. Refer to "Entering Stock Information for Parts" and
"Associating Stores with Parts" earlier in this chapter.
Set Auto Req. Status on the Stores form to Approved, and all stock requisitions automatically generated for that
store are created with a status of Approved. Otherwise, you must manually approve all purchase requisitions
generated with a status of Unfinished.
When generating requisitions, the system may generate more than one requisition. Based on the parameters you
enter on the Generate Requisitions form, the system may select part lines with multiple store, supplier, and/or buyer
combinations. When you click Generate, the system generates a different requisition for each individual
store/supplier/buyer combination. The following table illustrates this concept.
Store Supplier Buyer Req. Created
Store 1 Supplier 1 10000
Store 1 Supplier 2 10001
Store 2 Supplier 1 10002
Store 2 Supplier 1 Buyer 1 10003
Store 2 Supplier 1 Buyer 2 10004
Note: User limits do not apply on the Generate Requisitions form.
Follow these steps to generate requisitions.
1 Open the Generate Requisitions form. The system displays the Parameters page.
2 Parameter List—Select the saved selection parameters. The system retrieves the saved selection criteria. Refer
to "Saving Report Parameters" in Chapter 9 ‚ Reports for more information.
3 Organization—Enter the organization from which to generate the requisition if you use multi-organization
security.
4 Requesting Store—Enter the store for which requisitions should be generated.
Note: To generate requisitions for all stores that begin within a specific letter, enter the letter followed by a
percentage sign, e.g., you want to generate requisitions for all of your Houston locations, so you enter
‘H%’ in Store.
5 Supplier—Enter the supplier for which requisitions should be generated.
6 Buyer—Enter the buyer of the parts for which requisitions should be generated.
7 Preferred Store—Enter the store for which requisitions should be generated if the part in store is a store-to-
store transfer.
8 ABC Class—Select the A, B, or C class of the parts for which requisitions should be generated.
9 Part Class—Enter the class of the parts for which requisitions should be generated.
Note: To generate requisitions for all part classes that begin within a specific letter, enter the letter followed by
a percentage sign.
10 Requested By—Enter the name of the person requesting the requisitions.
11 Default Approver—Enter the name of the person approving the requisitions.
Note: The system uses the information you supply in Default Approver to populate Approved By on the
Requisitions form. If Auto Req. Status on the Stores form is set to A (Approved) and you do not enter a
default approver, the system will populate Approved By on the Requisitions form with your User ID.
12 Cost Code—Enter the cost code for the requisition.
13 Consignment Items—Select to generate requisitions for consignment items only.
14 Non-consignment Items—Select to generate requisitions for non-consignment items only.
15 All Items—Select to generate requisitions for both consignment and non-consignment items.

3 ‚ MATERIALS MANAGEMENT 100

16 Generate Purchase Requisitions—Select to generate purchase requisitions.
Note: To generate a requisition for parts that need to be purchased, you must set up a Preferred Supplier on
the Stores page of the Parts form or a Preferred Supplier on the Record View page of the Parts form.
17 Generate External Repair Requisitions—Select to generate external repair requisitions.
Notes: If you select both Generate Purchase Requisitions and Generate External Repair Requisitions, the
system processes the external repair requisitions first so that the repairable spare parts will be repaired,
rather than ordering new parts. Also, if you have selected both Generate Purchase Requisitions and
Generate External Repair Requisitions and you need more than the quantity designated for repair,
the system generates one requisition with both a repair line and a purchase line.
To generate external repair requisitions for repairable spare parts, the repairable spare parts must meet
the specified parameter criteria. The following information must also be true or set up for a repairable
spare part on the Repair Details page of the Parts form to generate a requisition for the part: Qty. for
Repair must be greater than 0, External Repair must be selected, you must have entered a Supplier
for the part, and the Qty. for Repair must be greater than or equal to the Min. Repair Qty.
If you set up a Preferred Supplier on the Repair Details page of the Parts form, but you have not on
the Stores page of the Part form, the system only generates lines of type External Repair regardless of
whether you selected both Generate Purchase Requisitions and Generate External Repair
Requisitions. If you have set up a Preferred Supplier on the Stores page of the Parts form, but not on
the Repair Details page of the Parts form, the system only generates lines of type Stock Purchase
regardless of whether you selected both Generate Purchase Requisitions and Generate External
Repair Requisitions.
If you specified a Min. Repair Qty. on the Repair Details page of the Parts form, the system only
generates repair requisitions if the Qty. for Repair is greater than the Min. Repair Qty.
If you selected Auto-Assign for a part on the Repair Details page of the Part form, the system will
assign repair details for external repair parts automatically. Refer to "Understanding the Auto-
Assignment Processes for Repairable Spare Parts" earlier in this chapter.
18 Generate Store-to-Store Requisitions—Select to generate store-to-store requisitions.
Note: If you selected Generate Store-to-Store Requisitions, the system uses the same formula used to
calculate Requested Qty. for purchase requisitions.
19 Include Child Store(s) Qty.—Select to include the quantities for all child stores of the selected Store in the
requisition generation process.
20 Print Requisition—Select to print the generated requisitions.
21 Click Process. Depending on the generation options you have selected, the system retrieves part lines for low
stock items and/or repairable spare parts to be repaired externally that are not listed on an existing requisition
and displays the Preview page.
The system calculates the parts to be added to the requisition based on the following equation and the
generation options you have selected:
(Qty. on Hand + Qty. at Shop + Qty. at Supplier + the quantity of the part on requisitions + the quantity of the
part on purchase order without requisitions + in transit Qty. without requisitions) – (Reserved Qty. + Qty.
Requisitioned from store) = Quantity
The difference of this equation is then compared to the order information on the Stores page of the Parts form.
Depending on the stock method you are using, the system calculates the parts to include on the requisition based
on the following rules:
ƒ If you are using the reorder level method—The system generates a requisition if the Quantity is less than or
equal to the Reorder Level. The system calculates the Requested Qty. as a multiple of the Order Qty. that
is necessary for the Quantity to reach a stock level greater than the Reorder Level.
ƒ If you are using the min/max method—The system generates a requisition if the Quantity is less than the
Minimum Qty. The system calculates the Requested Qty. as the difference of the Maximum Qty. and the
Quantity.
ƒ If you are using the on-demand method—The system generates a requisition if the Quantity is less than the
quantity demanded. The system calculates the Requested Qty. as being equal to the difference of the qty.
demanded and the Quantity.
22 Select the part lines for which to generate requisitions.
The system automatically selects all of the part lines. You may remove individual lines from the list by
unselecting the line. The system does not generate requisitions for unselected lines.

3 ‚ MATERIALS MANAGEMENT 101

Notes: To select all the lines at once, check Select. To unselect all the lines at once, uncheck Select.
The system never generates a requisition line for parts if Prevent Reorders is selected on the Parts
form.
23 Click Generate. The system generates the requisitions.
Important: Depending on your system configuration, the system may require an electronic signature to authorize
status initiations for requisitions. The system displays the eSignature popup when assigning a status for
each requisition created.

Creating Requisitions
Create requisitions on the Requisition form to request materials or services from outside vendors. A requisition
consists of a requisition header and requisition lines. You can create a requisition for stock items, direct materials, or
services. Stock items are materials that are kept in store and are tracked for inventory. Direct materials are items that
you requisition specifically for work orders. Refer to "Managing Stock Information" earlier in this chapter.
The life cycle of a requisition is controlled by the requisition status. When you create a requisition, the system
assigns Unfinished as the status of the requisition. After adding all of the necessary line items to the requisition, you
can update requisition status as necessary based on your status change authorization privileges. Status change
authorizations are set up on the Status Authorizations form.
When updating requisition status, you can also update other information on the requisition. However, the system
enables and/or protects the fields available for update based on whether or not lines have been added to the
requisition, as well as the status to and from which you are updating.
In addition to having the appropriate status change authorization to change the status of a requisition, a user must
also be granted sufficient monetary approval limits for requisitions on the User form to approve a requisition. The
LIMITLEV installation parameter determines whether the system validates requisition approval limit authorizations
on the header level or at the line level, and if the total value of a requisition exceeds a user’s requisition approval at
either the header or the line level, then the user cannot approve the requisition.
The system automatically sets the currency of the requisition header and lines based on the currency of the
organization for which the requisition is being created. You can modify the currency of a requisition line to enable
you to requisition specific materials in a different currency than the organization of the requisition header, as long as
a valid exchange rate has been defined for the currency to which you are changing the requisition line.
Once the requisition has been reviewed and updated as necessary, change the status to Ready for printing and print
the requisition if necessary. Then, change the status to Approved/active to make the requisition available for
purchasing. After the requisition is approved, you can add it to a purchase order to be forwarded to a supplier.

Creating Requisition Headers

Create requisition headers to specify the supplier(s) from which to requisition parts.
Follow these steps to create requisition headers.
1 Open the Requisitions form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization for which to create the requisition. The organization you select must be a
specific organization to which you belong.
The system automatically populates Entered By with the User ID of the logged in user and inserts the current
date in Date Requested.
4 Requisition—Enter a description of the requisition in the adjacent field. The system assigns a requisition
number after you save the record.
5 Status—Enter the status of the requisition.
6 Store—Enter the receiving store for the requisition if necessary.
Note: If a Default Store is associated with the logged in user, the system will automatically populate the
Store. You can assign a Default Store to a Department record. The Default Store can then be
associated to a User ID by assigning a user to a Department, which will then associate a Default Store
with the User ID. However, if no Default Store is associated with the logged-in user, then the system
does not automatically populate Store, and you must enter the Store manually.
7 Requested By—Enter the employee requesting the items on the requisition.
8 Attention To—Enter the name or department that is receiving the part.
9 Delivery Address—Enter the address to which to deliver the items.

3 ‚ MATERIALS MANAGEMENT 102

10 Supplier—Enter the supplier for the requisition.
The system automatically populates Supplier Org.
Note: When you select a supplier on the requisition header, the system automatically assigns the selected
supplier to each of the requisition lines, but you can modify the supplier for requisition line items as
necessary. Refer to "Adding Parts to Requisitions" later in this chapter.
11 Class—Enter the class of the requisition. The classes shown belong to the REQ entity.
12 Cost Code—Enter the cost code with which to associate the cost of the requisition.
13 Work Order – Activity—Enter the work order and activity for which the items are being requisitioned.
Notes: When you specify a work order and activity at the requisition header level, the system automatically
assigns the selected work order and activity to each of the requisition lines, and you cannot modify the
work order or activity for requisition line items. Refer to "Adding Parts to Requisitions" later in this
chapter.
Additionally, you can only select work orders of type JOB or PPM with a status of Released or Closed
for which the Date Completed on the work order is earlier than the number of days set in the
REQDAYS installation parameter.
If the selected Work Order – Activity is a multiple equipment work order, the system enables
Equipment and it is required.
14 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment to which to distribute the cost of the requisition.
ƒ Enter All Equipment to evenly distribute the cost of the requisition to each equipment record on the work
order.
ƒ Enter WO Header Equipment to distribute the cost of the requisition to the equipment on the work order
header only. Refer to "Adding Equipment to Work Orders to Split Work Order Costs" in Chapter 5 ‚ Work
Management.
15 Default Approver—Enter the name of the person who will approve the requisition.
16 Click . The system saves the record.
Notes: The system populates and/or updates the following fields as parts and services are added to the
requisition, or when the status of the requisition is changed or approved: Part Lines, Service Lines,
Requisition Lines, Total Part Value, Total Service Value, Total Req. Value, Approved By, and Date
Approved.
If the status of the requisition is set to Rejected, Reject Reason becomes required, and you must enter
a reason for why the requisition was rejected.
After you have added the requested parts/services to the requisition, click Generate PO to manually
generate a requisition.
The system automatically selects Printed if you print the requisition.

Adding Parts to Requisitions

Add parts to requisitions after creating the requisition header.
If you do not know the part number of the part(s) to add to the requisition, you can search for the part(s) using the
supplier catalog reference number or the manufacturer part description.
The system automatically populates some fields on the requisition line with information entered on the requisition
header. For example, if a supplier is entered on the requisition header, the system automatically designates that
supplier as the supplier for each requisition line. While the status of an individual requisition line is Unfinished, you
can complete or update information on the requisition line as necessary. However, the system protects some fields
that can be automatically populated from the requisition header.
Additionally, when you requisition a part cataloged on the Part form, the system also retrieves information from the
part record and automatically populates many fields. If you need to requisition a part you have not yet created on the
Part form, you can manually create a new part as necessary. After adding all of the necessary parts to the requisition,
update the Status of the requisition as necessary based on your status change authorization privileges. Status change
authorizations are set up on the Status Authorizations. However, the system enables and/or protects the fields
available for update based on the status from which you are updating the requisition.
Follow these steps to add parts to requisitions.
1 Open the Requisitions form. The system displays the List View page.
2 Select the requisition to which to add parts, and then click the Parts tab. The system displays the Parts page.

3 ‚ MATERIALS MANAGEMENT 103

3 Click Add Part Line. The system inserts a new Part Details record.
Note: If the requisition line is generated from an RFQ, the system populates RFQ, RFQ Org., Quotation,
Quotation Org., and Quotation Line when the line is created.
If an RFQ is generated from the requisition, the system populates RFQ, RFQ Org., and RFQ Line once
the RFQ line is created. When a Quotation line is awarded for an associated RFQ line, the Quotation
information is populated.
4 Supplier—Enter the supplier for the part.
5 Manufacturer—Enter the manufacturer for the part.
6 Supp. Catalog Reference—Enter the reference number for the part from the supplier catalog. If you enter a
Supp. Catalog Reference, the system populates the Part, the part description, Supplier, Exchange Rate, and
the Price from the supplier’s catalog.
Notes: If the part has no price in the supplier’s catalog, the system retrieves the price from the stock record of
the part.
If you have entered a Supplier and you also enter a new Supplier Catalog Reference, the system
creates a new record of the part in the supplier’s catalog.
7 Manufacturer Part Number—Enter the manufacturer part number for the part. If you enter a Manufacturer
Part Number, the system populates the Manufacturer and the part description.
Note: If you have entered a Manufacturer and you also enter a new Manufacturer Part Number, the system
creates a new part record for the manufacturer.
8 Part—Enter the part to add to the requisition.
The system automatically populates the part description and Part Org. and New Orders Not Allowed if the
system is flagged to prevent reorders of this part. If the part has been flagged to prevent reorders, select a
substitute part to continue. Refer to "Selecting Substitute Parts" later in this chapter.
9 Type—Select the part type for the requisitioned line.
Note: If you select Direct materials as the Type for the requisition line, you must enter a value for Work Order
– Activity.
10 Line—Modify the line number of the part on the requisition if necessary. The system automatically assigns the
next incremental line number based on the setting of the INCRLINO installation parameter.
Note: You can only edit the Line number when inserting a record. After the record is saved, the system
protects Line and it is read only.
11 Requested Qty.—Enter the requested quantity part of the part.
12 Price—Enter the price of the part.
The system automatically populates the currency of the organization on the requisition header in the adjacent
field.
Notes: If you select a supplier on either the requisition line or header, the system automatically populates Price
with the part price from the supplier’s catalog. Update the supplier on the requisition line as necessary.
Additionally, if the EXRTUPDT installation parameter is set to YES, you can also update the exchange
rate for a requisition line when you modify the currency of the requisition line. If you update the
exchange rate for a requisition line, the system recalculates the value of the requisition header based
on the value of the new exchange rate.
13 Status—Enter the status of the part. The system automatically assigns Unfinished as the status of the part, or
the equivalent user code status.
14 Requested Before—Enter the date before which the requisitioned part must be received.
15 Attention To—Enter the name or department that is receiving the part.
16 Exchange Rate—Enter the exchange rate for the part on the requisition.
17 Cost Code—Enter the cost code with which to associate the cost of the requisition.
18 Work Order – Activity—Enter the work order and activity for which the items are being requisitioned.
Notes: If a work order and activity are entered on the requisition header, the system also populates Work
Order – Activity with the work order and activity from the requisition header and automatically set the
Type for the requisition line to Direct Purchase (PD). However, you can change the Type to Stock
Purchase (PS), and the system automatically clears the Work Order – Activity.
If the selected Work Order – Activity is a multiple equipment work order, the system enables
Equipment and it is required.
19 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment to which to distribute the cost of the part.

3 ‚ MATERIALS MANAGEMENT 104

 ƒ Enter All Equipment to evenly distribute the cost of the part to each equipment record on the work order.
ƒ Enter WO Header Equipment to distribute the cost of the part to the equipment on the work order header
only. Refer to "Adding Equipment to Work Orders to Split Work Order Costs" in Chapter 5 ‚ Work
Management.
Note: If the selected Part is tracked by asset, then the system clears Equipment, Equipment Org., and
Related Work Order because you cannot distribute a part tracked by asset across multiple equipment.
20 Blanket Order – Line—Enter the blanket order line to associate with the part.
Notes: If you select a Blanket Order – Line, the system automatically populates the Supplier, Supplier
Catalog Reference, Part, Description, Part Org., Requested Qty., Price, UOM, Currency, and
Buyer from the blanket order line. Part and Description are protected.
If you enter a Part and then select a Blanket Order – Line, the system overwrites the selected Part
with the part from the blanket order line.
21 Buyer—Enter the buyer for the part.
22 Delivery Address—Enter the delivery address for the part.
23 Inspection—Select to indicate that the part requires inspection.
24 Warranty—Select to indicate that the part is covered under warranty.
25 Track by Asset—Select to indicate that the part is tracked by asset.
26 Expense Type—Enter the expense type for the part.
27 Commodity—Enter the commodity for the part.
28 Quotation Indicator—Select one of the following options to indicate whether a supplier quotation is required
for requisitioning the part:
ƒ Price quote not requested—Select if a quotation is not required prior to requisitioning the part.
ƒ Request a price quote—Select if a quotation is required prior to requisitioning the part.
ƒ Price quote requested before PO—Select if a quotation is preferred but not required prior to purchasing
the part.
29 Comments—Enter comments as necessary.
30 Click Submit. The system saves the record and updates the Parts list.
The system calculates the cost of the part line and populates Part Line Total with the cost of the total value of
the line.
Notes: To delete a part, select the part to delete, and then click Delete Part Line. The system deletes the
record and updates the Parts list.
To manually create a part for a requisition when the part isn't listed in the supplier catalog reference, or
cataloged on the Parts form, click Create Part. Refer to "Manually Creating Parts for Requisitions" later
in this chapter.
To add a comment, click Add/Edit Comments. Refer to "Entering Comments" in Chapter 1 ‚ Basics.
To add a 7i Buy part, click Add Parts (7i Buy Items). Refer to "Adding 7i Buy Parts to Requisitions"
later in this chapter.
To update 7i Buy Items in the parts catalog, click Update 7i Buy Items. Refer to "Updating 7i Buy
Items" later in this chapter.
To view 7i Buy sync errors, click View 7i Buy Sync Errors. Refer to "Viewing 7i Buy Sync Errors" later
in this chapter.
To select a substitute part for a part that has been prevented from reordering, click Select Substitute
Part. The system displays the Select Substitute Link popup. Refer to "Selecting Substitute Parts" later in
this chapter.

Manually Creating Parts for Requisitions

Manually create parts for requisitions when parts aren't listed in the supplier catalog reference or cataloged on the
Parts form.
Follow these steps to manually create parts for requisitions.
1 Open the Requisitions form. The system displays the List View page.
2 Select the requisition for which to create parts, and then click the Parts tab. The system displays the Parts page.
3 Click Create Part. The system inserts a new Part Details record.
The system automatically populates Part with a sequential Part number.
4 Part Description—Enter a description for the part.

3 ‚ MATERIALS MANAGEMENT 105

5 Part Org.—Modify the part organization as necessary.
6 Type—Select the part type for the requisitioned line.
7 Line—Enter the line number for the part.
Note: Line type cannot be External Repair.
8 Requested Qty.—Enter the requested quantity part of the part.
9 Price—Enter the price of the part.
The system automatically populates the currency of the organization on the requisition header in the adjacent
field.
10 Status—Enter the status of the part. The system automatically assigns Unfinished as the status of the part, or
the equivalent user code status.
11 Requested Before—Enter the date before which the requisitioned part must be received.
12 Attention To—Enter the name or department that is receiving the part.
13 Work Order – Activity—Enter the work order and activity for which the items are being requisitioned.
Note: If a work order and activity are entered on the requisition header, the system also populates Work
Order – Activity with the work order and activity from the requisition header and automatically set the
Type for the requisition line to Direct Purchase (PD). However, you can change the Type to Stock
Purchase (PS), and the system automatically clears the Work Order – Activity. If the selected Work
Order – Activity is a multiple equipment work order, the system enables Equipment and it is required.
14 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment to which to distribute the cost of the part.
ƒ Enter All Equipment to evenly distribute the cost of the part to each equipment record on the work order.
ƒ Enter WO Header Equipment to distribute the cost of the part to the equipment on the work order header
only. Refer to "Adding Equipment to Work Orders to Split Work Order Costs" in Chapter 5 ‚ Work
Management.
Note: If the selected Part is tracked by asset, then the system clears Equipment, Equipment Org., and
Related Work Order because you cannot distribute a part tracked by asset across multiple equipment.
15 Exchange Rate—Enter the exchange rate for the part on the requisition.
16 Cost Code—Enter the cost code with which to associate the cost of the requisition.
17 Blanket Order – Line—Enter the blanket order line to associate with the part.
Note: If you select a Blanket Order – Line, the system automatically populates the Supplier, Supplier
Catalog Reference, Part, Description, Part Org., Requested Qty., Price, UOM, Currency, and
Buyer from the blanket order line. Part and Description are protected.
If you enter a Part and then select a Blanket Order – Line, the system overwrites the selected Part
with the part from the blanket order line.
18 Buyer—Enter the buyer for the part.
19 Delivery Address—Enter the delivery address for the part.
20 Inspection—Select to indicate that the part requires inspection.
21 Warranty—Select to indicate that the part is covered under warranty.
22 Track by Asset—Select to indicate that the part is tracked by asset.
23 Expense Type—Enter the expense type for the part.
24 Commodity—Enter the commodity for the part.
25 Quotation Indicator—Select one of the following options to indicate whether a supplier quotation is required
for requisitioning the part:
ƒ Price quote not requested—Select if a quotation is not required prior to requisitioning the part.
ƒ Request a price quote—Select if a quotation is required prior to requisitioning the part.
ƒ Price quote requested before PO—Select if a quotation is preferred but not required prior to purchasing
the part.
26 Comments—Enter comments as necessary.
27 Click Submit. The system saves the record and updates the Parts list.
The system calculates the cost of the part line and populates Part Line Total with the cost of the total value of
the line.
Notes: To delete a part, select the part to delete, and then click Delete Part Line. The system deletes the
record and updates the Parts list.

3 ‚ MATERIALS MANAGEMENT 106

 To add a comment, click Add/Edit Comments. Refer to "Entering Comments" in Chapter 1 ‚ Basics.
To add a 7i Buy part, click Add Parts (7i Buy Items). Refer to "Adding 7i Buy Parts to Requisitions"
later in this chapter.
To update 7i Buy Items in the parts catalog, click Update 7i Buy Items. Refer to "Updating 7i Buy
Items" later in this chapter for more information.
To view 7i Buy sync errors, click View 7i Buy Sync Errors. The system displays the popup. View the
errors, and then click Close. Refer to "Viewing 7i Buy Sync Errors" later in this chapter.

Selecting Substitute Parts

Select a substitute part for a requisition.
Notes: The system only displays parts that have been associated as substitutes on the Parts form.
The system does not display parts with Prevent Reorders selected on the Parts form.
Follow these steps to select substitute parts.
1 Open the Requisitions form. The system displays the List View page.
2 Select the requisition to which to add parts, and then click the Parts tab. The system displays the Parts page.
3 Select the part line for which to substitute the part, and then click Select Substitute Part. The system
displays the Substitute Part popup.
4 Select the part to substitute, and then click OK. The system closes the popup, and replaces the value for Part
with the newly selected part.

Adding Services to Requisitions

Add services to requisitions when your organization needs to hire external labor.
Notes: You can only add services to requisitions that have a status of Unfinished.
Requisition entry limits apply to adding services. Contact your system administrator if you do not have
sufficient requisition entry limits.
Follow these steps to add services to requisitions.
1 Open the Requisitions form. The system displays the List View page.
2 Select the requisition to which to add a service, and then click the Services tab. The system displays the
Services page.
The system automatically populates Requested Before with the current date, Status with Unfinished, and Type
with Hours from service. The system automatically populates Work Order-Activity if a work order and
activity were entered on the selected requisition record.
If the system populates Work Order-Activity, it also populates Trade, Price, Task, and Hours Requested
based on information entered for the selected Work Order-Activity and associated Task.
3 Click Add Service Line. The system inserts a new Service Details record.
Note: If the requisition line is generated from an RFQ, the system populates RFQ, RFQ Org., Quotation,
Quotation Org., and Quotation Line when the line is created.
If an RFQ is generated from the requisition, the system populates RFQ, RFQ Org., and RFQ Line once
the RFQ line is created. When a Quotation line is awarded for an associated RFQ line, the Quotation
information is populated.
4 Supplier—Enter or modify the supplier for the service if necessary. If a supplier is entered on the requisition
header, the system automatically populates Supplier with the designated supplier from the header. Specifying a
Supplier adds more detail to the search criteria for assigning lines to requisitions.
Note: The system automatically populates the Supplier Org. with the organization of the selected supplier. The
system also populates Supplier Catalog Reference if a catalog reference exists for the Supplier.
5 Work Order-Activity—Enter the work order and activity for the service. If a Work Order - Activity is
entered on the requisition header, the system automatically populates Work Order - Activity with the
designated work order/activity from the header.
Notes: The system can only automatically populate the requisition line with both the work order/activity on the
requisition header if Hired Labor is selected for the activity on the work order. If the activity is not
authorized for hired labor services, the system leaves Activity blank, and you must either create or
enter a valid activity.
To create a work order and activity, click Create Work Order/Activity. Refer to "Creating Work Orders
and Activities on the Services Page" later in this chapter for more information.

3 ‚ MATERIALS MANAGEMENT 107

 If you select or create a Work Order – Activity, the system can automatically populate a number of
fields from the work order/activity depending on the data entered on the work order/activity, such as the
Equipment, Trade, Task Qty. (and the unit of measure), Price (from the task record), Requested
Before, Equipment Org., Department, Task, Buyer, Warranty, and Commodity. The system also
automatically populates the Service Line Total with the total cost of the services on the service line. If
the work order/activity is associated with a project and budget, the system populates the Project and
Budget from the work order/activity.
If the selected Work Order – Activity is a multiple equipment work order, the system enables
Equipment and it is required.
6 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment to which to distribute the cost of the services.
ƒ Enter All Equipment to evenly distribute the cost of the services to each equipment record on the work
order.
ƒ Enter WO Header Equipment to distribute the cost of the services to the equipment on the work order
header only.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" in Chapter 5 ‚ Work Management.
Note: When associating an order line with a multiple equipment work order, the system copies the purchase
order line to only the parent multiple equipment work order activity. The system does not populate the
purchase order line for the related work order activities.
7 Line—Modify the line number of the service on the requisition if necessary. The system automatically assigns
the next incremental line number based on the setting of the INCRLINO installation parameter.
Note: You can only edit the Line number when inserting a record. After the record is saved, Line is protected.
8 Price—Enter the price of the service.
Note: If a supplier and work order/activity is associated with a trade but not a task, the system populates Price
with the supplier rate for the specified Trade. If a supplier does not exist, the system populates Price
with the rate specified for the trade and department.
9 Requested Before—Enter the date before which the requisitioned service must be completed.
10 Status—Select the status of the service.
11 Cost Code—Select the cost code for the service. If a Cost Code is entered on the requisition header, the system
automatically populates Cost Code with the designated cost code from the header.
12 Delivery Address—Select the delivery address for the service. If a Delivery Address is entered on the
requisition header, the system automatically populates Delivery Address with the designated delivery address
from the header.
13 Expense Type—Select the expense type of the service.
14 Quotation Indicator—Select one of the following options to indicate whether a supplier quotation is required
for requisitioning the service:
ƒ Price quote not requested—Select if a quotation is not required prior to requisitioning the service.
ƒ Request a price quote—Select if a quotation is required prior to requisitioning the service.
ƒ Price quote requested before PO—Select if a quotation is preferred but not required prior to purchasing
the service.
15 Type—Select one of the following options:
ƒ Contractor hire—Select if the requisitioned service is under contract. If you select Contractor Hire, you
must enter a Trade. You cannot enter Work Order-Activity.
ƒ Fixed price—Select if the requisitioned service is to be paid at a fixed price. If you select Fixed price, you
must enter a Work Order-Activity. The system automatically populates Hours Requested with 1 and
Price based on the rate entered for the selected Trade.
Note: If you enter a Supplier, the system populates Price based on the supplier’s catalog rate entered for the
selected Task. If you do not enter a Task, the system populates Price based on the supplier’s rate
entered for the selected Trade.
ƒ Hours from service—Select if the requisitioned service is to be paid at an hourly rate. If you select Hours
from service, you must enter a Work Order-Activity.
16 Hours Requested—Enter the number of estimated hours to complete the service.

3 ‚ MATERIALS MANAGEMENT 108

Notes: If Estimated Hours have been specified for the task, the system establishes a ratio enabling you to
enter a Task Qty., which will then adjust the Hours Requested. This ration is always based on the
Task, never the activity. Likewise, if you enter a value for Hours Requested, then the reverse will be
true, and the system will adjust the Task Qty. If there are no Estimated Hours specified for the Task,
then the Task Qty. and Hours Requested are not connected. The system calculates the ratio between
the Task Qty. and Hours Requested based on the following formula:
Hours Requested / Task Qty. = Ratio
For example, if the Hours Requested are 1.5 and the Task Qty. is 1, the system calculates the ratio
between the two as follows:
1.5 / 1 = 1.5
If you update the Hours Requested to 4, then the system calculates the Task Qty. as follows:
4 / 1.5 = 2.67
Since the reverse is true if you update the Task Qty., if you update Task Qty. to 4, then the system
calculates the Hours Requested as follows:
4 x 1.5 = 6
If you clear Hours Requested, the system retains the current value for Task Qty.
17 Buyer—Enter or modify the buyer of the service.
18 Warranty—Select if the service is covered under warranty.
19 Commodity—Enter or modify the commodity of the service.
20 Click Submit. The system saves the record and updates the Services list.
Notes: To delete a service, select the service to delete, and then click Delete Service Line. The system
deletes the record and updates the Services list. You can only delete services from requisitions that
have a status of Unfinished.
To add a comment, click Add/Edit Comments. Refer to "Entering Comments" in Chapter 1 ‚ Basics.

Copying Requisitions
The copy requisition feature copies a requisition, including all details.
Follow these steps to copy requisitions.
1 Create a requisition. Refer to "Creating Requisitions" earlier in this chapter for more information.
2 Right-click, and then select Copy Requisition. The system displays the Copy Requisition popup.
3 New Requisition—Enter the name of the new requisition.
The system automatically populates the New Requisition description.
4 Select the record types to copy, and then click Submit. The system copies all requisition details to the new
requisition.

Creating Work Orders and Activities on the Services Page

Quickly create a work order and activity on the Services page of the Requisitions form without having to open the
Work Order form.
Follow these steps to create work orders and activities on the Services page.
1 Open the Requisitions form. The system displays the List View page.
2 Select the requisition for which to create a work order and activity, and then click the Services tab. The system
displays the Services page.
3 Click Create Work Order/Activity. The system displays the Create Work Order/Activity popup.
4 Enter the information necessary to create the work order. Refer to "Defining Regular Work Order Headers" in
Chapter 5 ‚ Work Management for more information.
Note: If you enter a linear equipment record, the system displays Linear Reference Details. Enter the linear
equipment information. Refer to "Creating Regular Work Orders" in Chapter 5 ‚ Work Management for
more information.
5 Enter the information necessary to add the first activity to the work order. Refer to "Defining Regular Work
Order Activities" in Chapter 5 ‚ Work Management for more information.
6 Click Submit. The system saves the record, closes the popup, and populates Work Order-Activity on the
Services page of the Requisitions form.
Note: Click Reset to clear all of the fields on the form.

3 ‚ MATERIALS MANAGEMENT 109

Manually Assigning Repair Details for Repairable Spare Parts on
Requisitions
Manually assign repair details for repairable spare parts on requisitions. If you did not select Auto-Assign on a
repairable spare part record, you must manually assign repair details for the repair parts on requisitions. Manually
assigning repair details for parts enables you to designate the store, bin, lot, and asset information to identify the
parts to repair and their location.
You can also change repair details that were created during the system’s automatic assignment process using the
Repair Details popup. Refer to "Understanding the Auto-Assignment Processes for Repairable Spare Parts" earlier in
this chapter for more information.
Follow these steps to manually assign repair details for repairable spare parts on requisitions.
1 Open the Requisitions form. The system displays the List View page.
2 Select the requisition to which to assign repair details, and then click the Parts tab. The system displays the
Parts page.
3 Select the part to which to manually assign repair details. The system populates the Part Details with the part
information.
Notes: You can modify Requested Qty. for a repair part if necessary. If you make any changes to Requested
Qty., you can use the Repair Details popup to edit Qty. Assigned as necessary.
You can only assign repair parts for Approved requisition lines.
4 Click Assign Repair Details. The system displays the Repair Details popup.
The system displays the Part and Part Org. of the selected part. Track by Asset is selected if the part is
tracked by asset. The system automatically populates Total Qty. to Repair and Total Qty. Assigned. Total
Qty. to Repair indicates the quantity of the part that is currently in stock for repair. The Total Qty. Assigned
indicates the quantity of the part that is in stock for repair and has already been assigned to a repair bin location.
5 Select the store, bin, lot, and asset from which to assign a quantity of the part to repair.
6 Qty. Assigned—Enter the quantity of the part to assign for repair.
Note: The value entered for Qty. Assigned cannot be greater than Qty. for Repair.
7 Click Submit. The system saves the record and updates the Repair Parts list.
Note: To delete a repair part line from the Parts on a requisition, select the repair part line to delete, and then
click Delete Repair Part. The system deletes the record, and updates the Parts list.

Viewing Transactions for Requisitions

View return transactions for the selected requisition.
Follow these steps to view transactions for requisitions.
1 Open the Requisitions form. The system displays the List View page.
2 Select the requisition for which to view transactions, and then click the Transactions tab. The system displays
the Transactions page.
3 View the transactions information.

Generating RFQs from Requisitions

From a requisition, generate a request for quotations for parts and services.
Follow these steps to generate RFQs from requisitions.
1 Open the Requisitions form. The system displays the List View page.
2 Select the requisition for which to request quotations, and then click the Record View tab. The system displays
the Record View page.
3 Right-click, and then select Generate RFQ. The system displays the Generate RFQ popup.
The system automatically populates Organization, Status, and Store.

3 ‚ MATERIALS MANAGEMENT 110

4 RFQ Description—Enter a description of the RFQ.
5 Currency—Enter the currency for the quotation.
6 Populate Suppliers—Select to have all requisition suppliers populated on the RFQ.
7 Requested By—Enter the employee requesting the quotation.
8 Requested Response Date—Enter the date by which to receive the quotation.
9 Buyer—Enter the buyer for the quotation.
10 Delivery Address—Enter the delivery address for the quotation.
11 Click Generate. The system generates the RFQ and displays the Record View page.
The system stores RFQ, RFQ Org., and RFQ Line on the requisition line for the RFQ line created from that
Requisition line. The system also updates the Requisition System to Q (Quoting), populates RFQ with the
newly created RFQ number, and selects RFQ Required.
Note: If Populate Suppliers is selected when a RFQ is being generated, the supplier associated with the
requisition line is added to the RFQ on the Suppliers page. If the same supplier is associated with
multiple requisition lines, the supplier is added to the RFQ only once.

Approving and Rejecting Purchasing Requisitions

View a list of requisitions awaiting approval, and then either accept or reject the requisitions.
Note: You must have sufficient status change authorizations to approve and reject requisitions, and you
cannot approve requisitions that exceed your requisition approval limit.

Approving Requisitions
Follow these steps to approve requisitions.
1 Open the Review / Approve Requisitions form.
2 Select the requisitions to approve, and then click Approve. The system removes the approved requisitions
from the list, and sets the system status of the requisitions to Approved.
Notes: To select all the lines at once, check Select. To unselect all the lines at once, uncheck Select.
Double-click a requisition to view its details.

Rejecting Requisitions
Follow these steps to reject requisitions.
1 Open the Review / Approve Requisitions form.
2 Select the requisitions to reject, and then click Reject. The system displays a popup in which you must enter
the reason for rejection.
Notes: To select all the lines at once, check Select. To unselect all the lines at once, uncheck Select.
Double-click a requisition to view its details.
3 Enter the reason for rejection.
4 Use Reason for All—Select if you are rejecting multiple requisitions and the reason for rejection applies to all
of the requisitions.
5 Click OK. The system closes the popup, removes the rejected requisitions from the list, and sets the system
status of the requisitions to Rejected.

Understanding Automatic Purchase Order Generation

Users set up as buyers with the proper authorization can automatically generate purchase orders with Unfinished,
Ready for printing, or Approved status (or equivalent user codes) from existing requisitions on the Generate POs
form. Refer to "Creating a New Purchase Order from Requisition Line Items" later in this chapter.
To grant users the authorization to generate and/or approve purchase orders from existing requisitions, you must
create the appropriate status change authorizations for generation for the PORD entity on the Status Authorization
form. You can also create equivalent user codes for Unfinished, Ready for printing, or Approved status to which
to assign to generated purchase orders. Refer to "Granting Status Change Authorization Permissions" in Chapter 2 ‚
System Security of the System Administrator’s Guide.

3 ‚ MATERIALS MANAGEMENT 111

You must also have sufficient monetary approval limits for the purchase order line or header level for Purchase
Order and/or for PO Approval on the Users form to generate and/or approve the purchase order. Refer to "Creating
Users" in Chapter 2 ‚ System Security of the System Administrator’s Guide.
The LIMITLEV installation parameter determines whether approval limits are set at the header or line level. The
system administrator can set LIMITLEV for Purchase Order and/or PO Approval at either the header level or the
line level on the Installation codes form.
If you attempt to create a purchase order that exceeds your monetary approval limits for the purchase order line or
header level, the system does not generate the purchase order.
Notes: The scenarios for automatic purchase order generation apply to both the purchase order header and
lines, and they are the same whether LIMITLEV is set to the header or line level for Purchase Order
Limit.
Additionally, if the ASSETASS installation parameter is set to P and any of the approved requisition lines
include parts tracked By Asset that have not been associated with objects, you must create an asset
for each part tracked By Asset.
When generating automatic purchase orders, the system may generate more than one purchase order. Based on the
search criteria you enter on the Generate PO form, the system may return requisition lines with multiple store and/or
supplier combinations. When you select Create PO, the system generates a different purchase order for each
individual store/supplier combination. The following table illustrates this concept.
Requisition Number Line Store Supplier PO to be Created
10000 1 Store 1 Supplier 1 10000
10000 2 Store 1 Supplier 1 10000
10001 1 Store 2 Supplier 1 10001
10002 1 Store 1 Supplier 2 10002
10002 2 Store 2 Supplier 2 10003
If a requisition line contains a repairable spare part to be repaired externally and there are no repair details assigned
for the part via either the auto-assignment process or the Repair Details popup, the system processes external repair
lines as follows:
ƒ If PO Status is Unfinished in Purchase Order Options, the system adds the external repair part to a new or
existing purchase order
ƒ If the status of the purchase order is Ready for Printing, the system adds the external repair part to a new
purchase order
ƒ If the status of the purchase order is Approved, the system does not add the external repair part to either a new
or existing purchase order, because a purchase order cannot be Approved without repair details.
Refer to "Understanding the Auto-Assignment Processes for Repairable Spare Parts" earlier in this chapter for more
information.
If an external repair part line has repair details assigned, the system adds the external repair line to a new or existing
purchase order when you generate the purchase order(s). When the purchase order is Approved, the Requested
Qty. of the part is moved from Qty. for Repair to Qty. at Supplier on the stock record of the part, and it is also
removed from the Qty. for Repair on the bin stock record of the part.

Creating a New Purchase Order from Requisition Line Items

Create a new purchase order from existing approved requisition line items to quickly move the requisition to the
purchasing module. Approved requisition lines can be generated using the Requisitions form.
Note: If the installation parameter POCURR is set to NO, the system requires that all requisition lines
reference the same currency before it generates a purchase order.
Only users with the proper authorization can create purchase orders from existing requisitions with an Unfinished
status or equivalent user code.
Note: To grant users the authorization to create purchase orders from existing requisitions with Unfinished
status, you must create the appropriate status authorizations for the PORD entity on the Status
Authorization form. You can also create an equivalent user code for the Unfinished status to which to
assign to generated purchase orders. Refer to "Granting Status Change Authorization Permissions" in
Chapter 2 ‚ System Security of the System Administrator’s Guide.
You may set monetary approval limits for the purchase order line or header level for Purchase Order and/or for PO
Approval on the Users form to generate and/or approve the purchase order. Purchase order limits are specified per

3 ‚ MATERIALS MANAGEMENT 112

user if you do not use multi-organization security. If you do use multi-organization security, purchase order limits
are specified per user and organization. If your system administrator does not set monetary approval limits, users
with proper authorization will be able to generate and/or approve purchase orders of any amount. Refer to "Creating
Users" in Chapter 2 ‚ System Security of the System Administrator’s Guide.
Note: The LIMITLEV installation parameter determines whether approval limits are set at the header or line
level. The system administrator can set Purchase Order for generation and/or PO Approval for
approval at either the header level or the line level using the LIMITLEV installation parameter on the
Install Parameters form.
Follow these steps to create a new purchase order from requisition line items.
1 Open the Generate POs form. The system displays the Parameters page.
2 Organization—Enter the organization to which the requisition belongs if you use multi-organization security.
3 Supplier—Enter the supplier for which purchase orders should be created.
4 Store, Buyer, Requested By, Requisition—Enter the store, buyer, originator, and/or requisition for which to
create the purchase order.
Note: To generate purchase orders for all stores, buyers, originators, and/or requisitions that begin within a
specific letter, enter the letter followed by a percentage sign, e.g., you want to generate purchase orders
for all of your Houston stores, so you enter ‘H%’ in Store.
5 Create PO—Select to create a new purchase order from the requisition lines.
Note: You may also select Add to Existing PO. Refer to "Adding Requisition Line Items to an Existing
Purchase Order" later in this chapter.
6 PO Status—Select the status of the purchase order to be created.
7 Originator—Enter the originator of the purchase order to be created.
8 Delivery Address and Buyer—Enter a delivery address and/or buyer for the purchase order to be created.
9 Print PO—Select to print a new purchase order from the requisition lines.
10 Click Process. The system retrieves the requisition lines and displays the Preview page.
11 Select the requisition lines to associate with the PO.
The system automatically selects all of the requisition lines for which a supplier is specified. You may remove
individual lines from the list by unselecting the line. The line remains outstanding, and you can assign it to a
future purchase order.
Note: To select all the lines at once, check Select. To unselect all the lines at once, uncheck Select.
12 Supplier—If a supplier is not specified for a part, select a supplier for the part. Press F9 to display the supplier
lookup. The system automatically populates Supplier Org.
Notes: If the part does not currently exist in the supplier’s catalog, the system creates a record for the part in
the supplier’s catalog.
For parts that are included in a supplier’s catalog but do not have a Gross Price (for purchases) or
Repair Price (for repairs) recorded in the supplier catalog, the system updates/inserts the Gross Price
or Repair Price for the part in the supplier catalog when the purchase order line is generated.
13 Click Generate. The system generates a purchase order, assigns the appropriate system status, and assigns the
organization of the purchase order based on the organization of the store on the requisition.
Important: Depending on your system configuration, the system requires an electronic signature to authorize status
initiations for purchase orders. The system displays the eSignature popup when assigning a status for
the purchase order. Refer to "Creating Electronic Records and Signatures" in Chapter 2 ‚ System
Security of the System Administrator’s Guide for more information about signing electronic records.

Adding Requisition Line Items to an Existing Purchase Order

Add requisition line items to an existing purchase order to quickly move the requisition to the purchasing module.
Requisition lines must be approved before they can be added to purchase orders.
Note: If the installation parameter POCURR is set to NO, the system requires that all requisition lines
reference the same currency before it generates a purchase order.
Follow these steps to add requisition line items to an existing purchase order.
1 Open the Generate POs form. The system displays the Parameters page.
2 Organization—Enter the organization to which the requisition belongs if you use multi-organization security.
3 Supplier—Enter the supplier for which purchase orders should be created.

3 ‚ MATERIALS MANAGEMENT 113

4 Store, Buyer, Requested By, Requisition—Enter the store, buyer, originator, and/or requisition for which to
create the purchase order.
Note: To generate purchase orders for all stores, buyers, originators, and/or requisitions that begin within a
specific letter, enter the letter followed by a percentage sign, e.g., you want to generate purchase orders
for all of your Houston stores, so you enter ‘H%’ in Store.
5 Add to Existing PO—Select to add the requisition lines to an existing purchase order.
Note: You may also select Create PO. Refer to "Creating a New Purchase Order from Requisition Line Items"
earlier in this chapter.
6 Existing PO—Enter the PO number of the PO for which to add requisition lines.
7 Print PO—Select to print a new purchase order from the requisition lines.
8 Click Process to retrieve the requisition lines. The system displays the Preview page.
9 Select the requisition lines to associate with the PO.
The system automatically selects all of the requisition lines for which a supplier is specified. You may remove
individual lines from the list by unselecting the line. Unselected lines remain outstanding, and you can assign
them to a future purchase order.
Note: To select all the lines at once, check Select. To unselect all the lines at once, uncheck Select.
10 Supplier—If a supplier is not specified for a part, select a supplier for the part. Press F9 to display the supplier
lookup. The system automatically populates Supplier Org.
Notes: If the part does not currently exist in the supplier’s catalog, the system creates a record for the part in
the supplier’s catalog.
For parts that are included in a supplier’s catalog but do not have a Gross Price (for purchases) or
Repair Price (for repairs) recorded in the supplier catalog, the system updates/inserts the Gross Price
or Repair Price for the part in the supplier catalog when the purchase order line is generated.
11 Click Generate. The system saves the record.
Important: Depending on your system configuration, the system requires an electronic signature to authorize status
initiations for purchase orders. The system displays the eSignature popup when assigning a status for
the purchase order. Refer to "Creating Electronic Records and Signatures" in Chapter 2 ‚ System
Security of the System Administrator’s Guide for more information about signing electronic records.

Receiving Parts
Receive parts against existing purchase orders or for items purchased without a purchase order such as credit card
purchases.

Receiving Parts Against Purchase Orders

Receive parts against existing purchase orders. First, create purchase order receipt headers so you can receive
purchase orders to your location. Create your receipt header based on an outstanding purchase order or for a specific
supplier.
Once you create a receipt header, the system allows you to retrieve outstanding PO lines on the Active Lines page. If
you entered a purchase order on the receipt header, the system displays all outstanding part lines for the selected
purchase order. If you entered a supplier and store on the receipt header, the system displays all outstanding part
lines on all purchase orders for that supplier.
From the Active Lines page, select which parts to receive and identify bin and/or lot locations to which to receive
them.
When you approve lines on a PO receipt, the system moves the lines from the Active Lines page to the Processed
Lines page, changes the status of the receipt from Unfinished to Approved, and adds the received parts to stock
unless otherwise indicated.
Important: An automatic update for requisitions and purchase orders assigns a status of Complete when all lines of
the requisition or purchase order are received. If there are subsequent returns affecting the requisition
or purchase order, the system opens the affected record and automatically changes the status
accordingly. Four installation parameters apply to this automatic update: RQSTRECV, RQSTALLR,
POSTRECV, and POSTALLR.

Step 1: Create a PO Receipt Header

Follow these steps to create a PO receipt header.
1 Open the PO Receipts form. The system displays the List View page.

3 ‚ MATERIALS MANAGEMENT 114

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the PO receipt belongs if you use multi-organization security.
The system automatically populates Date Received.
4 PO Receipt—Enter a description of the PO receipt in the adjacent field. The system assigns a PO Receipt
number after you save the record.
5 Purchase Order—Enter the purchase order for which you have received materials.
The system automatically populates Supplier and Store.
6 Supplier—Enter the supplier of the purchased material.
7 Store—Enter the store of the purchased material.
8 Class—Enter the class of the PO receipt.
The system automatically populates Class Org.
9 Received By—Enter the name of the employee who received the purchase order.
10 Ship Via, Location, Freight, and Packing Slip—Enter shipping details as necessary.
Note: The system populates and/or updates Total PO Receipt Lines when parts and services are added to
the receipt or when the status of the receipt is changed or approved. The system also populates
Updated By with the User ID of the logged in user and inserts the date of the last update to the receipt
in Date Last Updated.
11 Click . The system saves the record and displays the PO Receipt number.

Step 2: Record Packing Slip Information for PO Receipts

Record the packing slip information for PO Receipts when the packing slip contains lines for a specific purchase
order or contains lines from multiple purchase orders from the same supplier. Once the packing slip information is
recorded, the system automatically populates the Active Lines page with the lines so that the lines may be received
into inventory.
Important: If your company procedure does not use packing slips, skip the packing slip step. Refer to "Step 3:
Retrieve Outstanding PO Lines (Skip Packing Slip)" later in this chapter.
Follow these steps to record packing slip information for PO Receipts.
1 Open the PO Receipts form. The system displays the List View page.
2 Select the PO Receipt for which to record the packing slip, and then click the Packing Slip tab. The system
displays the Packing Slip page.
3 Click Retrieve Lines. The system populates the Packing Slip list with outstanding part lines based on the
information you entered on the PO receipt header.
The system automatically populates Part, Part Description, and Outstanding Qty. (UOP).
4 Receipt Qty. (UOP)—Enter the number of items received in the unit of purchase.
5 Receipt Qty. (UOM)—Enter the number of the parts that were actually received.
6 Delivery Qty. (UOD)—Enter the number of delivery items, and then enter the unit of measure per unit of
delivery.
7 UOP per Delivery UOD—Enter the unit of purchase for the part per the unit of delivery.
8 Click Record Packing Slip. The system records the packing slip lines, changes the system status of the PO
Receipt header to R (Packing Slip Recorded), and creates active lines for the packing slip lines.
Notes: The packing slip Receipt Qty. (UOM) is the value recorded for Receipt Qty. (UOM) on the Active Lines
page.
To remove a packing slip line, select the line to remove, and then click Remove Line. The system
removes the record and updates the Lines list.
To remove all packing slip lines, click Remove All Lines. The system removes the records and updates
the Lines list.
To remove multiple packing slip lines, click Remove Multiple Lines. The system displays the Remove
Multiple Packing Slip Lines popup. Select the lines to remove, and then click Remove Selected Lines.
The system removes the lines, updates the Lines list, and closes the popup.

Step 3: Retrieve Outstanding PO Lines (Skip Packing Slip)

Retrieve outstanding PO lines on the Active Lines page after you create the PO receipt header. If you entered a
purchase order on the receipt header, the system displays all outstanding part lines for the selected purchase order. If

3 ‚ MATERIALS MANAGEMENT 115

you entered a supplier and store on the receipt header, the system displays all outstanding part lines on all purchase
orders for that supplier and store combination.
If you are receiving a part tracked by asset, the system displays the part in quantities of one (e.g., you receive five
motors that are tracked by asset, so the system displays the motor on five separate lines).
Follow these steps to retrieve outstanding PO lines.
1 Open the PO Receipts form. The system displays the List View page.
2 Select the PO receipt for which to retrieve PO lines, and then click the Active Lines tab. The system displays
the Active Lines page.
3 Click Retrieve Parts (Skip Packing Slip). The system populates the Active Lines list with outstanding part
lines based on the information you entered on the PO receipt header.
Notes: If the purchase order line for which you are receiving parts is associated with a multiple equipment work
order, then the system populates Equipment, Equipment Org., and Related Work Order from the
values on the purchase order line, and they are protected.
To remove individual lines from the Active Lines list, select the line from the Active Lines list, and then
click Cancel Line. The system cancels the record and updates the Active Lines list. The line remains
outstanding and you can add it to a future PO receipt.
To undo an individual line removal from the Active Lines list, click Undo Cancel Line. The system
changes the status of the line to Unfinished if the line has a system status of Cancelled.
4 Select the part line for which to enter line details. The system populates the part information from the purchase
order in Active Line Details.
Notes: If the PDRCPTTO installation parameter is set to EVENT, the system automatically selects Direct for
each direct material part, and it is updateable. If PDRCPTTO is set to STORE, the system automatically
selects Direct, and it is updateable.
If the part is tracked by lot, By Lot is selected and protected.
5 Verify the number of parts received for each line and/or edit the information for each part on the receipt as
necessary.
6 Bin—Edit the bin number for the part.
Note: If you specified a default bin for the part in store on the part record, the system automatically populates
Bin with the default bin.
7 Receipt Qty. (UOM)—The system automatically populates Receipt Qty. (UOM) with the number of the parts
that were actually received. The system populates Receipt Qty. (UOP) with the actual number of items
received in the unit of purchase, and it is protected.
For example, if you received one case of the item, and each case contains 12 items, then the system displays 12
as the Receipt Qty. (UOM) and 1 as the Receipt Qty. (UOP).
Notes: If you received fewer or more parts than you ordered, edit the received quantity. To edit Receipt Qty.
(UOM), select the line to edit on the Active Lines list. The system populates the line information in the
Active Line Details.
If you receive only a partial order (e.g., you ordered 100 widgets and only 50 came in), receive the
materials, and then save the record. When the rest of the order comes in, create a new PO receipt to
close the purchase order. You cannot modify the first PO receipt.
If the part to receive is tracked by asset, the system creates a separate line for each by asset part,
populates the Receipt Qty. (UOM) with 1, and you must enter an Asset ID for each part to receive.
If you are receiving or scrapping repairable spare parts from an external supplier repair that were
assigned from the same lot in a repair bin, the system creates one line for each part on the receipt and
populates Receipt Qty. (UOM) with the outstanding quantity of the part from the purchase order. If the
external repair parts were assigned from more than one lot in a repair bin, the system also creates one
line for each part/lot combination on the receipt, but the system does not populate Receipt Qty. (UOM).
The system automatically populates the Qty. per UOP with the quantity of the part per unit of purchase
from the purchase order line.
For parts tracked by asset, the Receipt Qty. (UOM) cannot be greater than the outstanding quantity of
the part on the purchase order. However, for parts that are not tracked by asset, the Receipt Qty.
(UOM) can be greater than the outstanding quantity of the part on the purchase order if the OVERRECV
installation parameter is set to YES. If OVERRECV is set to NO, the Receipt Qty. (UOM) cannot be
greater than the outstanding quantity on the purchase order.
8 Repair Price—If the part is a repairable spare part to be repaired externally by a supplier, enter the supplier’s
price for repairing the part.

3 ‚ MATERIALS MANAGEMENT 116

Notes: Repair Price is only enabled if the RPPRCCAL installation parameter is set to YES and the part
selected is a repairable spare part from an external repair purchase order line. If the RPPRCCAL
installation parameter is set to NO, Repair Price is protected regardless of whether the part is a
repairable spare.
If a part is a repairable spare, the system enables Scrapped Qty., and Lot is protected.
9 Asset Type—If the part is tracked by asset, enter the asset type for the part to receive.
10 Department—Enter the department for the part to receive.
Notes: For parts tracked by asset, an Asset ID and Department must be specified. The system may
automatically populate these fields depending on the ASSETASS and AUTOANUM installation
parameters.
If the ASSETASS installation parameter is set to P (for "Purchase Order"), assets are created for parts
tracked by asset at the time you create the purchase order of the parts to receive, and the assets are
already associated with the parts to receive. So, when you click Retrieve Parts, the system
automatically populates Asset ID, Asset Type, Asset Org., and Department and they are protected.
However, if the ASSETASS installation parameter is set to R (for "Receipt"), you must create the assets
to associate with each part tracked by asset at the time of receipt, and you must enter Asset ID, Asset
Org., and Department. Asset Type is also required, and the system automatically populates Asset
Type with the Asset system type.
If the AUTOANUM installation parameter is set to YES, the system will automatically enter an asset
number for each Asset ID when you click Approve Parts.
11 Manfacturer Lot—Enter the manufacturer lot for the part to receive.
12 Expiration Date—Enter the expiration date for the part to receive.
13 Return Qty.—Enter a return quantity for the part to create a return transaction for the part on the receipt. If you
enter a Return Qty., the system enables Reason for Return.
If you specify a Return Qty. and Reason for Return, the system creates an approved return transaction for the
supplier for all line types (direct materials, parts tracked by asset, and/or repairable spare parts) when you click
Approve All Parts.
14 Lot—Enter the lot for the part to receive as necessary.
Notes: If LOTNRG is set to P (generate lot numbers for each receipt) or T (only generate lot numbers for parts
tracked by asset), the system does not automatically populate Lot when you receive parts, and you can
either enter a lot or select an existing lot for the part. If you do not enter a lot, the system generates a lot
for the part when you click Approve Parts.
If you enter a new lot, the system creates a new lot record for the entered lot, and the lot will be
available for future selection in the Lot lookups.
If LOTNRG is set to "-", the system validates the lot based on the existing lots lookup. However, if the
SHOWLOT installation parameter is set to N, the system does not generate any lot numbers regardless
of the setting of the LOTNRG installation parameter. Lot is hidden, and the system automatically
populates Lot with an asterisk (*) in the database.
If the part to receive is a repairable spare, Lot is protected.
15 Asset ID—If the part is tracked by asset, enter the code identifying the asset to associate with the part.
The system automatically populates Asset Org.
16 Scrapped Qty.—If the part is a repairable spare, you can enter the quantity of the parts to scrap because they
cannot be repaired.
17 Print Qty.—Enter the quantity of the label(s) to print for the part to receive.
Notes: The system automatically sets the Print Qty. based on the setting of Label Printing Default on the
Stores tab of the Parts form:
ƒ If set to No Labels—Print Qty. is null.
ƒ If set to Single Labels—Print Qty. is set to 1.
ƒ If set to Label for Each Item—Print Qty. is equal to the Receipt Qty. (UOM), but you can modify the
Print Qty. as necessary. Updating Print Qty. does not affect the Receipt Qty. (UOM).
Click Print Label(s) to print labels for the part(s) to receive, and the system will print labels based on
your system configuration and the specified Print Qty.
18 After editing the part details for the part(s) on the receipt, click Submit. The system saves the record(s) and
updates the Active Lines list.
19 Review the Active Lines list, and then click Approve All Parts. The system saves the record(s).
Notes: When you approve the receipt for external repair lines, the system moves Receipt Qty. from the Qty. at
Supplier to Qty. on Hand on the stock record of the part. Scrapped Qty. is subtracted from Qty. at
Supplier on the stock record, but it is not added to Qty. on Hand.

3 ‚ MATERIALS MANAGEMENT 117

 If the repairable spare part is tracked by asset, the status of the associated asset is updated to
Purchased/In Store. If you scrap the repairable spare part tracked by asset, the status of the associated
asset is updated to Withdrawn, and the status of any child assets in a hierarchy are also updated to
Withdrawn.
If both a Receipt Qty. and Scrapped Qty. are entered, the system creates one transaction line of type
RECV for both a receipt and the scrap transactions.
If All Equipment is selected for Equipment on a line, the system creates a header and line transaction
for each Related Work Order activity associated with the multiple equipment work order. Each
transaction is used to receive the appropriate number of parts for each equipment on the multiple
equipment work order. The quantity for each transaction is equal to the quotient of the Receipt Qty
(UOM) and the number of equipment on the multiple equipment work order. The system automatically
applies any remainder of the receipt quantity that cannot be evenly distributed to the last equipment
record on the Equipment page of the Work Orders form.
If a specific Equipment record is selected, then the system creates a transaction for the Related Work
Order associated with the selected Equipment and activity.
If WO Header Equipment is selected for Equipment on a line, then the system creates a transaction
for only the work order on the purchase order line.

Viewing Processed Lines for PO Receipts

View processed lines for PO receipts to see purchase order lines that have already been approved on a PO receipt.
Once you approve a line on a PO receipt, the line cannot be used with any other PO receipt. The system
automatically moves lines from the Active Lines page to the Processed Lines page when they are approved.
Follow these steps to view processed lines for PO receipts.
1 Open the PO Receipts form. The system displays the List View page.
2 Select the PO receipt for which to view processed lines, and then click the Processed Lines tab. The system
displays the Processed Lines page.
3 View the processed lines information.
The system displays the following information for each processed line in the Processed Lines list:
Field Description
Line Line number of the part on the receipt
Part Code of the received part
Description Description of the Part
Part Org. Organization of the Part
Type Type of part, e.g., Stock Items, Direct Materials, and External Repairs
Received Qty. Quantity of the part that was received
Scrapped Qty. If the part is a repairable spare part, the system displays the quantity of the part that was
scrapped because it could not be repaired.
Repair Price If the part is a repairable spare part, the system displays the price of repairing the part.
Originator The User ID of the user from whom the stock transaction originated
Bin Bin into which the part was received for the receipt transaction
Lot Lot of the received part
Asset ID Identification number of the associated asset
Asset Type Type of the associated asset
Asset Description Description of the associated asset
Asset Org. Organization of the associated asset
Department Department of the part/asset
Serial Number Serial number of the part/asset
Manufacturer Lot Lot of the part assigned by the manufacturer
Expiration Date The date the price for the part expires
Purchase Order Purchase order for which the part was received
Purchase Order Org. Organization of the Purchase Order

3 ‚ MATERIALS MANAGEMENT 118

 Field Description
Receipt Trans. System-generated number identifying the part receipt
Return Trans. System-generated number identifying the part return
Return Qty. Number of the part that was returned for the receipt
Reason for Return Explanation of why the part was returned that was entered during the receipt/return
transaction
Work Order Work order for which the part was purchased/received
Activity Activity on the work order for which the part was purchased/received
Direct Indicates that the received part was for a purchase order line type of Direct Materials
Equipment The equipment for which the part was purchased/received if the associated Work Order
and activity is a multiple equipment work order
Equipment Org. Organization of the Equipment if the associated Work Order and activity is a multiple
equipment work order
Related Work Order Number identifying the system-generated MEC work order created for the Equipment if
the associated Work Order and activity is a multiple equipment work order
Direct Indicates that the received part was for a purchase order line type of Direct Materials
By Lot Indicates that the part received is tracked by lot
Supplier Catalog Reference Number of the part in the supplier’s part catalog
Assigned To Employee code of the employee to whom the work order is assigned
Name Name of the employee to whom the work order is assigned

Creating Non-Purchase Order Receipts

Create non-purchase order receipts to receive parts into store without a purchase order to facilitate credit card
purchases or any other type of purchase made without using a purchase order.
After creating a non-purchase order receipt, you can update the receipt status as necessary based on your status
change authorization privileges. Status change authorizations are set up for the TRAN entity on the Status
Authorizations form. However, the system enables and/or protects the fields available for update based on the status
from which you are updating the receipt.

Step 1: Create a Non-Purchase Order Receipt

Follow these steps to create non-purchase order receipts.
1 Open the Non-PO Receipts form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
Note: The system automatically populates Date with the current date.
3 Organization—Select the organization for which to create the non-purchase order receipt if you use multi-
organization security. The organization you select must be a specific organization to which you belong.
4 Non-PO Receipt—Enter a description of the non-PO receipt in the adjacent field. The system automatically
assigns a number to the non-PO receipt after you save the record.
5 Status—Select the status of the non-PO receipt. The system automatically assigns an Unfinished status to the
non-PO receipt, or the equivalent user code status.
6 Supplier—Enter the supplier from which the materials were purchased.
7 Store—Enter the store to which the materials were received.
8 Reference Number—Enter the reference number for the receipt transaction. The reference number can be a
credit card approval number, a verification code, a transaction reference number, etc.
9 Click . The system saves the record.

Step 2: Add Parts to a Non-Purchase Order Receipt

Follow these steps to add parts to a non-purchase order receipt.
1 Open the Non-PO Receipts form. The system displays the List View page.

3 ‚ MATERIALS MANAGEMENT 119

2 Select the non-PO receipt for which to add parts, and then click the Parts tab. The system displays the Parts
page.
3 Click Add Part. The system inserts a new Part Details record.
Note: To automatically create a new part record while adding the part to the Parts list, click Create Part. The
system inserts a new Part Details record, creates a part record, assigns the part record a part number
beginning with ‘N’, and protects the Part field from update.
4 Part—Enter the part to add to the non-PO receipt.
The system automatically populates the part description and Part Org., and Bin based on the information you
entered on the Stores and Stock pages of the Parts form.
Note: The system automatically selects Track by Asset for parts tracked by asset, and you must specify an
Asset ID, Asset Type, and Asset Org.
5 Receipt Qty.—Enter the quantity of the part that you received.
Note: For parts tracked by asset, the system only receives the part in quantities of 1. The system
automatically assigns 1 as the Receipt Qty. You must manually add lines for each asset to receive if
you want to receive more than one asset.
6 Bin—Enter the bin where the part should be stocked.
7 Lot—Enter the lot for the part.
8 Expiration Date—Enter the expiration date for the lot.
9 Department—Enter the department of the asset if the part is tracked by asset.
10 Manufacturer Lot—Enter the manufacturer lot for the part.
11 Print Qty.—Enter the quantity of the label(s) to print.
Note: The system automatically sets the Print Qty. based on the setting of Label Printing Default on the
Stores tab of the Part form:
ƒ If set to No Labels—Print Qty. is null.
ƒ If set to Single Labels—Print Qty. is set to 1.
ƒ If set to Label for Each Item—Print Qty. is equal to the Receipt Qty., but you can modify the Print Qty.
as necessary. Updating Print Qty. does not affect the Receipt Qty.
Click Print Label(s) to print labels for the part(s) to receive, and the system will print labels based on
your system configuration and the specified Print Qty.
12 Price—Enter the price of the part.
13 Asset ID—Enter the asset ID number for the part if the part is tracked by asset.
14 Asset Type—Enter the asset type for the part if the part is tracked by asset.
15 Asset Org.—Enter the organization for the asset for the part if the part is tracked by asset.
Notes: If the ASSETASS installation parameter is set to P, a by asset part must already be associated with an
asset with a status of Awaiting Purchase to receive the part. If you want to receive a part tracked by
asset, you must enter an Asset ID, but all other asset-related fields are protected. After selecting an
Asset ID, the system automatically populates Asset Type, Asset Org., Description, Department, and
Serial Number (if applicable).
If the ASSETASS installation parameter is set to R, you can create assets when you are receiving a part
tracked by asset. You can either associate an existing asset with the part, or you can manually enter
asset information to create new assets. If you select an existing asset as the Asset ID, the system
automatically populates the Asset Type, Asset Org., Department, and Serial Number (if applicable)
from the asset record. If you choose to manually enter the asset information, you must enter an Asset
ID, Asset Type, Asset Org., and Description for each asset. The system automatically populates
Asset Type with type A (or the system equivalent); however, you can update the Asset Type as
necessary.
If the AUTOANUM installation parameter is set to YES and the ASSETASS installation parameter is set
to R, the system automatically generates asset numbers for parts tracked by asset, but you must enter
an Asset Type, Asset Org., and Description for each asset. You can also update Asset ID if
necessary. The system automatically populates Asset Type with type A (or the system equivalent);
however, you can update the Asset Type as necessary. When you save the record, the system saves
the asset information on the receipt; however, the system does not actually create any assets until the
receipt Status is Approved. Upon approval of the receipt, the system creates all of the new assets using
the part descriptions.
16 Serial Number—Enter the serial number for the part if the part is tracked by asset.
17 Click Submit. The system saves the record and updates the Parts list.

3 ‚ MATERIALS MANAGEMENT 120

Note: To remove a part line, select the part line to remove, and then click Remove Part. The system removes
the record and updates the Parts list.

Issuing and Returning Parts

Issue parts from stores to work orders, equipment, or projects. Return unused parts and parts needing repair to
stores.

Issuing Parts to Work Orders, Equipment, or Projects

Issue parts from stores to work orders, equipment, or projects.
Note: If you have selected FIFO or LIFO as your pricing method, the system calculates the transaction price
of issues to work orders, equipment, or projects using the R5FIFO table, rather than retrieving the base
price from the R5PARTS or R5STOCK table. Refer to "Understanding Time-Based Inventory Valuation
(LIFO/FIFO)" earlier in this chapter.
Follow these steps to issue parts to work orders, equipment, or projects.
1 Open the Issue/Return Parts form.
The system automatically populates Transaction Type with Issue to enable issue functionality.
2 Store—Enter the store from which to issue parts.
The system automatically populates Date with the current system date. If a default store is defined for the
current user, the system automatically populates Store with the user’s default store.
3 Choose one of the following options:
ƒ Issue to a work order—Enter the Work Order – Activity. The system automatically populates Equipment,
Equipment Org., Project – Budget, Cost Code, and Department from the work order, as well as the
Material List or Pick Ticket if they have been associated with the Activity.
ƒ Issue to a piece of equipment—Enter the Equipment. The system automatically populates Cost Code and
Department.
Notes: If the selected Equipment is associated with a multiple equipment work order, then the system also
populates Equipment Org. and Related Work Order. Refer to "Issuing Parts for Multiple Equipment
Work Orders" later in this chapter.
If you select All Equipment for Equipment and you are issuing a By Asset part, then the system clears
the Transaction Details.
ƒ Issue to a project—Enter the Project – Budget and Department.
4 Issue To—Enter the code of the employee to whom to make the issue.
5 Reference Number—Enter a reference number for the issue. The reference number is simply an internal
reference number that is not used by the system for any validation.
6 Material List—Enter the material list from which to issue.
If a material list is already attached with the selected work order/activity, the system automatically populates
Material List in the Issue From / Return To section and enables the Material List hyperlink in the Transaction
Details section. You can modify Material List as necessary when the parts on the material list have been added
to the Transaction Details list.
7 Pick Ticket—Enter the pick ticket from which to issue.
If a pick ticket is already attached with the selected work order/activity, the system automatically populates
Pick Ticket in the Issue From / Return To section and enables the Pick Ticket hyperlink in the Transaction
Details section. You can modify Pick Ticket as necessary when the parts on the pick ticket have been added to
the Transaction Details list
Notes: Pick tickets are not available for issuing parts to a project/budget.
If the selected WO – Activity associated with the Pick Ticket is a multiple equipment work order, then
the system automatically populates Equipment with WO Header Equipment. Refer to "Issuing Parts to
Multiple Equipment Work Orders" later in this chapter.
8 Department—Enter the department of the store, work order/activity, project/budget, or equipment.
The system automatically populates Department if you have selected a work order/activity or piece of
equipment.
9 Date—Modify the date on which to make the issue.
The system automatically populates Date with the current date and time.

3 ‚ MATERIALS MANAGEMENT 121

10 Choose one of the following options:
ƒ If the parts have been included on a material list—Click Material List.
ƒ If the parts have been included on a pick ticket—Click Pick Ticket.
ƒ If purchased parts were delivered and are ready for distribution—Click Held Items.
ƒ If stock parts are reserved for this work order—Click Reserved Items.
The system retrieves the relevant part information and displays it in the Transaction Details list.
Note: If none of these options apply, enter the part information manually. Refer to the following step.
11 Part—Enter the part to issue. The system displays the available quantity, the bin location, and the lot number.
Change the bin location and lot number as necessary.
The system populates Available Qty. with the sum of the quantities of the part in all the bins in the selected
Store minus any quantity of the part that is currently allocated to any work orders.
If the part to issue is tracked by asset, the system automatically selects Track by Asset and enters 1 as the
Transaction Qty., and you must enter a value for Asset ID for the part. The system populates Available Qty.
with the total quantity of the part that is currently available.
Note: You cannot enter a Transaction Qty. greater than 1 when issuing parts tracked by asset. If you want to
issue multiple quantities of a part tracked by asset, you must add the part tracked by asset to the
Transaction Details list on individual lines with a Transaction Qty. of 1 until you have reached the
number of the part tracked by asset that you wish to issue for the transaction. Track by Asset is hidden
by default.
12 Bin—Select the bin from which to issue the part. The system enters the default bin for the part if applicable.
Note: When you select a Bin, the system updates the Available Qty. with the quantity of the part in the
selected Bin minus any quantity of the part that is currently allocated to any work orders from that Bin.
13 Lot—Select the lot from which to issue the part.
The system automatically populates Expiration Date, Serial Number, and Manufacturer Lot.
14 Transaction Qty.—Enter the number of parts to issue. The system automatically enters the Available Qty. of
the part if applicable.
15 Print Qty.—Enter the quantity of the label(s) to print.
The system automatically sets the Print Qty. based on the setting of Label Printing Default on the Stores tab
of the Part form:
ƒ If set to No Labels—Print Qty. is null.
ƒ If set to Single Labels—Print Qty. is set to 1.
ƒ If set to Label for Each Item—Print Qty. is equal to the Receipt Qty., but you can modify the Print Qty.
as necessary. Updating Print Qty. does not affect the Receipt Qty.
16 Failed Qty.—Enter the quantity of the part that failed.
Note: The system does not allow part failures on an Issue for parts tracked by asset.
17 Date Failed—Enter the date the part failed.
18 Problem Code—Enter the code of the problem for the failed part.
19 Failure Code—Enter the reason that the part failed.
20 Action Code—Enter the action taken to correct the problem.
21 Cause Code—Enter the problem cause code, i.e., the root cause of the failure.
22 Failure Notes—Enter comments about the failure.
23 Click Add to List. The system displays the record in the Transaction Details list.
Notes: The Transaction Details list acts as a buffer to temporarily store the parts to issue without actually
issuing them until the transaction is submitted. You can add/remove parts for the issue as necessary
before submitting the transaction and saving the information to the database. Click Add Part to add
additional parts to the issue. To remove a part from the Transaction Details list, select the part record to
remove from the issue, and then click Remove from List.
Additionally, you can also update information in the Issue To / Return From and/or Issue From / Return
To sections for the transaction as necessary before adding records to the Transaction Details list.
24 Click Submit Transaction. The system issues the part(s), saves the record, and creates a stock transaction of
type I for the issuing store with a negative quantity for the issue.
Notes: To print labels for the issue transaction, click Print Label(s).
To record a stockout for a part, select the part, and then click Record Stockouts. Refer to "Recording
Stockouts for Parts."

3 ‚ MATERIALS MANAGEMENT 122

Issuing Parts to Multiple Equipment Work Orders
Issue parts from stores to multiple equipment work orders. Refer to "Adding Equipment to Work Orders to Split
Work Order Costs" in Chapter 5 ‚ Work Management.
Follow these steps to issue parts to multiple equipment work orders.
1 Open the Issue/Return Parts form.
2 Store—Enter the store from which to issue the part(s). If a default store is defined for the current user, the
system automatically populates Store with the user’s default store.
The system automatically populates Date with the current system date and Transaction Type with Issue to
enable issue functionality.
3 WO – Activity—Enter the multiple equipment work order/activity to which to issue the part.
The system automatically populates Equipment with All Equipment. The system also populates Related
Work Order, Cost Code, and Department from the selected WO – Activity. Equipment is required and
Related Work Order is protected.
If the selected multiple equipment WO – Activity is associated with a project/budget, then the system
automatically populates Project – Budget, and it is protected.
If the selected WO – Activity is associated with a pick ticket, the system automatically populates Pick Ticket
from the associated WO – Activity or Equipment record.
Notes: The system does not display work orders in the WO – Activity lookup for which the value specified for
the ISSDAYS installation parameter has been exceeded.
If the selected multiple equipment WO – Activity has reserved parts and not all parts have been issued,
then the system enables the Reserved Items hyperlink. Click Reserved Items to retrieve the relevant
part information to the Transaction Details list.
If the selected multiple equipment WO – Activity or any of its related work orders have direct material
parts that have been purchased and All Equipment is selected for Equipment, then the system enables
the Held Items hyperlink. Click Held Items to retrieve the relevant part information to the Transaction
Details list.
4 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment to which to issue the Transaction Qty.
ƒ Enter All Equipment to evenly to issue the Transaction Qty. to each equipment record on the work order.
ƒ Enter WO Header Equipment to issue the Transaction Qty. to the equipment on the work order header
only.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" in Chapter 5 ‚ Work Management.
Notes: The system automatically applies any remainder of the Transaction Qty. that could not be distributed
evenly to the last equipment record on the Equipment page of the Work Orders form.
If you select All Equipment and at least one of the related work orders has a Completed status (or
equivalent user status), the system displays a message enabling you to select whether to distribute the
cost of the issue against all equipment or against only open related work orders regardless of whether
the related work orders are Open or Completed (or their user-status equivalents).
5 Cost Code—Enter the cost code for which to issue the part. The system populates the description in the
adjacent field.
6 Issue To—Enter the code of the employee to whom to make the issue.
7 Reference Number—Enter a reference number for the issue. The reference number is simply an internal
reference number that is not used by the system for any validation.
8 Material List—Enter the material list from which to issue parts for the multiple equipment work order. Refer to
"Adding Parts on a Material List to an Issue" later in this chapter.
9 Pick Ticket—Enter the pick ticket from which to issue parts for the multiple equipment work order. Refer to
"Issuing Parts from a Pick Ticket" later in this chapter. The system automatically selects WO Header
Equipment for Equipment and enables the Pick Ticket hyperlink in the Transaction Details.
Note: If a pick ticket is associated with the selected multiple equipment WO – Activity, then you cannot select
another value for Equipment other than WO Header Equipment. Pick tickets cannot be used to issue
parts across all equipment on a multiple equipment work order or to a specific equipment on a work
order.
10 Department—Modify the department of the work order.
11 Date—Modify the date on which to make the issue.

3 ‚ MATERIALS MANAGEMENT 123

12 Part—Enter the part to issue. The system displays the available quantity, the bin location, and the lot number.
Change the bin location and lot number as necessary.
The system populates Available Qty. with the sum of the quantities of the part in all the bins in the selected
Store minus any quantity of the part that is currently allocated to any work orders. Asset ID and Tool Hours are
protected.
Notes: You cannot distribute issues of parts tracked by asset to All Equipment on a multiple equipment work
order. If All Equipment is selected for Equipment, then the lookup for Part displays only unique parts
issued to the work order header or any of the related work orders.
If you are issuing a part tracked by asset to a specific Equipment on a multiple equipment work order,
the lookup for Part displays only the parts issued to the individual equipment record on the Related
Work Order.
13 Bin—Enter the bin from which to issue the part.
The system enters the default bin for the part if applicable. When you select a Bin, the system updates the
Available Qty. with the quantity of the part in the selected Bin minus any quantity of the part that is currently
allocated to any work orders from that Bin.
14 Lot—Enter the lot from which to issue the part.
The system automatically populates Expiration Date, Serial Number, and Manufacturer Lot.
15 Transaction Qty.—Enter the quantity of the part to issue.
If the part to issue is tracked by asset, the system automatically selects Track by Asset and enters 1 as the
Transaction Qty., and you must enter a value for Asset ID for the part. The system populates Available Qty.
with the total quantity of the part that is currently available.
Notes: You cannot enter a Transaction Qty. greater than 1 when issuing parts tracked by asset. If you want to
issue multiple quantities of a part tracked by asset, you must add the part tracked by asset to the
Transaction Details list on individual lines with a Transaction Qty. of 1 until you have reached the
number of the part tracked by asset that you wish to issue for the transaction. Track by Asset is hidden
by default.
When issuing parts to a multiple equipment work order for which All Equipment is selected, parts
tracked by asset are not available for issue, and the system splits the Transaction Qty. equally among
all the related work orders.
16 Print Qty.—Enter the quantity of the label(s) to print.
The system automatically sets the Print Qty. based on the setting of Label Printing Default on the Stores tab
of the Parts form:
ƒ If set to No Labels—Print Qty. is null.
ƒ If set to Single Labels—Print Qty. is set to 1.
ƒ If set to Label for Each Item—Print Qty. is equal to the Receipt Qty., but you can modify the Print Qty.
as necessary. Updating Print Qty. does not affect the Receipt Qty.
17 Click Add to List. The system displays the record in the Transaction Details list.
Notes: The Transaction Details list acts as a buffer to temporarily store the parts to issue without actually
issuing them until the transaction is submitted. You can add/remove parts for the issue as necessary
before submitting the transaction and saving the information to the database. Click Add Part to add
additional parts to the issue.
To remove a part, select the part record to remove, and then click Remove from List. The system
removes the part and updates the Transaction Details list.
18 Click Submit Transaction. The system issues the part(s), saves the record, and creates a stock transaction of
type I for the issuing store with a negative quantity for the issue.
Notes: To print labels for the issue transaction, click Print Label(s).
If the AUTOPART installation parameter is set to AUTO, then the system determines whether each part
is associated with the equipment’s Parts Associated list. If any of the parts are not associated with the
equipment’s Parts Associated list, the system updates the list with the parts and assigns the
Transaction Qty. as the part’s associated Quantity. Refer to "Associating Parts" in Chapter 1 ‚ Basics.
If a part is already associated but the Transaction Qty. is greater than the existing associated
Quantity, then the system updates the associated Quantity with the Transaction Qty. The system
does not update the existing associated Quantity if the Transaction Qty. is not greater.

3 ‚ MATERIALS MANAGEMENT 124

Adding Parts on a Material List to an Issue
Add parts on a material list to an issue on the Issue/Return Parts form. If you enter a Material List on an issue
header, the system enables the Material List hyperlink in the Transaction Details enabling you to add the parts on
the material list to the issue. You can select which parts to add, and you can also modify the Bin, Lot, and
Transaction Qty. for the part(s) to add to the issue.
You can issue parts on a defined material list to a WO – Activity multiple times. However, you can only issue parts
on a temporary material list created by selecting parts for a work order to the work order for which the temporary list
is created.
If the material list includes parts that are associated with equipment codes or equipment categories, the system only
adds part records to the Transaction Details list that are associated with the equipment on the header or the
equipment category or parts that are not associated with any equipment or equipment category. Refer to "Defining
Material Lists" in Chapter 5 ‚ Work Management.
Example
You create MATERIAL LIST 1with the following parts:
Line Number Part Quantity Equipment
1 PART1 1 EQUIP1
2 PART2 1 EQUIP2
3 PART3 1
5 PART4 2 EQUIP4
6 PART4 3 EQUIP1
7 PART4 4
8 PART5 1 CATEGORY1
9 PART6 1 CATEGORY2
You then create a work order WO1 for EQUIP1 of CATEGORY1. After creating the WO1, you open the
Issue/Return Parts form to issue parts to WO1. You enter MATERIAL LIST 1 as the Material List on the issue
header and then click the Material List hyperlink, and then the system retrieves the following parts and quantities:
Part Quantity
PART1 1
PART3 1
PART3 1
PART4 3
PART4 4
PART5 1
Note: If a part on a material list is tracked by asset, then each by asset part on the material list is entered on a
separate line regardless of the Available Qty. and the system automatically enters 1 as the
Transaction Qty.
Follow these steps to add parts on a material list to an issue.
1 Open the Issue/Return Parts form.
2 Material List—Enter the material list from which to issue parts. The system enables the Material List hyperlink
in the Transaction Details.
3 Enter a WO – Activity, Project – Budget, and/or Equipment as necessary.
4 Department—Enter the department against which to issue the parts from the material list.
5 Date—Modify the date as necessary.
6 Click Material List. The system populates the Transaction Details list with the Parts on the material list and
protects all the information on the issue header.
7 Select the part on the material list for which to update the transaction details. The system populates the
Transaction Details.
The system automatically populates Bin, Lot, and Transaction Qty. The Transaction Qty. is equal to the
Quantity specified for the part on the material list. Part, Part Description, Asset ID, Available Qty., and
Return for Repair are protected.

3 ‚ MATERIALS MANAGEMENT 125

8 Bin—Modify the bin from which to issue the parts on the material list if necessary.
9 Lot—Modify the lot from which to issue the parts on the material list if necessary.
10 Transaction Qty.—Update the number of parts to issue from the pick ticket as necessary.
11 Click Add to List. The system updates the Transaction Details list.
Notes: The Transaction Details list acts as a buffer to temporarily store the parts to issue without actually
issuing them until the transaction is submitted. You can add/remove parts for the issue before submitting
the transaction and saving the information to the database.
To remove a part from the pick ticket from the Transaction Details list, select the part record to remove
from the issue, and then click Remove from List.
12 Update additional parts from the material list as necessary.

Adding Parts on a Pick Ticket to an Issue/Return

Add parts on a pick ticket to an issue/return on the Issue/Return parts form. To issue parts from a pick ticket, the
status of the pick ticket must be Approved, and a pick ticket can only be used for the work order or equipment for
which it was created. Refer to "Creating Pick Tickets" later in this chapter.
If you enter a Pick Ticket on an issue header, the system enables the Pick Ticket hyperlink in the Transaction
Details for adding the parts on the pick ticket to the issue. You can select which parts to add, and you can also
modify the Bin, Lot, and Transaction Qty. for the part(s) to add to the issue.
The setting of the PICKONCE installation parameter determines whether you can issue parts on a pick ticket for
multiple transactions for the same WO – Activity. If PICKONCE is set to YES, the system will not automatically
enter a Pick Ticket for the WO – Activity in the issue header if an issue transaction for the pick ticket already exists
for the WO – Activity; and you cannot select the pick ticket from the Pick Ticket lookup. If PICKONCE is set to
NO, then you can reuse the same pick ticket for more than one transaction for a WO - Activity, but the system will
only retrieve parts to the issue transaction that were not previously issued.
Notes: You can only issue more parts than the specified Required Qty. for the part on a pick ticket if there is a
sufficient Available Qty. for the part.
Once a pick ticket has been fully issued and fully returned, the system sets the status of the pick ticket
to Closed and the pick ticket is no longer available for use, even if PICKONCE is set to NO.
If a part on a pick ticket is tracked by asset, then each by asset part on the pick ticket is entered on a
separate line regardless of the Available Qty. and the system automatically enters 1 as the
Transaction Qty.
Follow these steps to add parts from a pick ticket to an issue.
1 Open the Issue/Return Parts form.
2 Pick Ticket—Enter the pick ticket from which to issue parts. The system enables the Pick Ticket hyperlink in
the Transaction Details.
3 Click Pick Ticket. The system populates the Transaction Details list with the Parts on the pick ticket and
protects all the information on the issue header.
4 Select the part on the pick ticket for which to update the transaction details. The system populates the
Transaction Details.
The system automatically populates Bin, Lot, and Transaction Qty. The Transaction Qty. is equal to the
Required Qty. specified for the part on the pick ticket.
The system automatically Part, Part Description, Asset ID, and Available Qty., and they are protected.
5 Bin—Modify the bin from which to issue the parts on the pick ticket if necessary.
6 Lot—Modify the lot from which to issue the parts on the pick ticket if necessary.
7 Transaction Qty.—Modify the number of parts to issue from the pick ticket as necessary.
8 Click Add to List. The system updates the Transaction Details list.
Notes: The Transaction Details list acts as a buffer to temporarily store the parts to issue without actually
issuing them until the transaction is submitted. You can add/remove parts for the issue before submitting
the transaction and saving the information to the database.
To remove a part from the pick ticket from the Transaction Details list, select the part record to remove
from the issue, and then click Remove from List.
9 Update additional parts from the pick ticket as necessary.

3 ‚ MATERIALS MANAGEMENT 126

Returning Parts from Work Orders, Equipment, or Projects
Return unused parts issued to work orders, equipment, or projects to stores.
Note: If you have selected FIFO or LIFO as your pricing method, the system calculates the transaction price
of returns from work orders, equipment, or projects using the R5FIFO table, rather than retrieving the
base price from the R5PARTS or R5STOCK table. Refer to "Understanding Time-Based Inventory
Valuation (LIFO/FIFO)" earlier in this chapter.
Follow these steps to return parts from work orders, equipment, or projects.
1 Open the Issue/Return Parts form.
2 Transaction Type—Select Return to enable return functionality.
3 Store—Enter the store from which to return the parts.
The system automatically populates Date with the current system date. If a default store is defined for the
current user, the system automatically populates Store with the user’s default store.
4 Choose one of these options:
ƒ Return from a work order—Enter the Work Order – Activity. The system automatically populates the
Equipment, Project – Budget, Cost Code, and Department from the work order, as well as the Material
List or Pick Ticket if they have been associated with the Activity.
Notes: The system will not display work orders in the WO – Activity lookup for which the value specified for the
RTNDAYS installation parameter has been exceeded.
If the selected WO – Activity is a multiple equipment work order, then the system also populates
Related Work Order and it is protected. Refer to "Returning Parts for Multiple Equipment Work Orders"
later in this chapter.
ƒ Return from a piece of equipment—Enter the Equipment. The system automatically populates
Description, Department, and Cost Code from the equipment record. If the selected Equipment is
associated with a pick ticket, the system automatically populates Pick Ticket from the associated
Equipment record.
Notes: If the selected Equipment is associated with a multiple equipment work order, then the system also
populates Equipment Org. and Related Work Order. Refer to "Returning Parts from Multiple
Equipment Work Orders" later in this chapter.
If you select All Equipment for Equipment and you are issuing a By Asset part, then the system clears
the Transaction Details.
ƒ Return from a project—Select the Project – Budget and Department.
5 Reference Number—Enter a reference number for the return.
6 Material List—Enter the material list from which to return.
7 Pick Ticket—Enter the pick ticket if a pick ticket is associated with the return. If you are returning parts from a
work order or piece of equipment that is associated with a pick ticket and the PICKONCE installation parameter
is set to YES, then the system does not display the associated pick ticket in the Pick Ticket lookup.
If you are returning parts from a work order or piece of equipment that is associated with a pick ticket and the
PICKONCE installation parameter is set to NO, the system enables you to select the associated pick ticket from
the Pick Ticket lookup. However, once you have selected a value for Pick Ticket, the system only displays
parts issued for the pick ticket in the Part lookup, and you can only return the parts issued from the pick ticket.
Note: If there are no parts on the selected pick ticket, or if no parts on the pick ticket are held in store, the
system displays an error message when you click the Pick Ticket hyperlink.
If the work order associated with the selected Pick Ticket is a multiple equipment work order, then the
system automatically populates Equipment with WO Header Equipment.
8 Department—Enter the department from which to return parts. The system automatically populates
Department if you have selected a work order/activity or piece of equipment.
9 Date—Modify the date on which to make the return.
The system automatically populates Date with the current date and time.
10 Part—Enter the part to return. The system displays parts in the Part lookup based on the setting of the
RTNANY installation parameter and whether you are returning to a work order, a piece of equipment, or a
project.

3 ‚ MATERIALS MANAGEMENT 127

Note: If the Work Order selected for the return is a multiple equipment work order, the system displays only
parts issued to the header work order or any of the related MEC work orders in the list of values,
because Equipment is automatically populated with All Equipment. When you select the part to return,
the system automatically populates Transaction Qty., Bin, and Lot. The Transaction Qty. is the
difference of the total quantity issued to all equipment on the work order and the quantity already
returned from all equipment on the work order. You can modify the Transaction Qty., Bin, and Lot as
necessary and add additional equipment to the Parts list. Refer to "Returning Parts from Multiple
Equipment Work Orders" later in this chapter.
ƒ If the part to return is tracked by asset, the system automatically selects Track By Asset, enters 1 as the
Transaction Qty., and you must enter a value for Asset ID for the part. The system populates Available
Qty. with the total quantity of the part that is currently available.
Note: You cannot enter a Transaction Qty. greater than 1 when returning parts tracked by asset. If you want
to return multiple quantities of a part tracked by asset, you must add the part tracked by asset to the
Transaction Details list on individual lines with a Transaction Qty. of 1 until you have reached the
number of the part tracked by asset that you wish to return for the transaction.
ƒ If the part is a repairable spare part, the system enables Return for Repair. If you select Return for
Repair, the system populates Bin with the Default Repair Bin. If the Default Repair Bin overwrites a
different bin, then the system clears the Lot, Expiration Date, and Manufacturer Lot.
If you unselect Return for Repair, the system populates Bin with the Default Bin. If the Default Bin
overwrites a different bin, then the system clears the Lot, Expiration Date, and Manufacturer Lot.
If the part is tracked by asset and you unselect Return for Repair, the system also clears the Asset ID and
Serial Number.
Note: If you submit a return transaction for a repairable spare part with Return for Repair unselected, the
system processes the return as a normal return.
11 Bin—Enter the bin to which to return the part.
12 Lot—Enter the lot to which to return the part.
The system automatically populates Bin and Lot with the bin and lot numbers associated with the original issue
transaction for the part. You can change the bin location and lot number as necessary, and then click Add to
List.
13 Transaction Qty.—Enter the number of parts to return.
The system automatically populates Transaction Qty. with the original issue quantity of the part. If you have
already returned a partial quantity of the part from the original issue, the system populates Transaction Qty.
with the original quantity of the part issued minus the quantity of the part that has already been returned.
Notes: Transaction Qty. can be limited based on the setting of the RTNANY installation parameter. If RTNANY
is set to YES, you can return any quantity of any parts to any store for which there is a part record on
the Stores tab of the Parts form (the system only requires that a part record exists for the part in the
store, not that a bin-stock record exists for the part in the store). If RTNANY is set to NO, you can only
return the quantity of the part that was originally issued to that entity to the same store. When issuing a
part, you issue to an entity (work order, equipment, etc.) from a store. When returning a part, you return
from an entity (work order, equipment, etc.) to a store.
If you select a work order on the header, the system displays only the parts that were previously issued
to the work order in the Part lookup. When you select a part, the system automatically calculates the
Transaction Qty. based on the difference of the quantity of the parts issued and the quantity of the part
that has already been returned.
14 Print Qty.—Enter the quantity of the label(s) to print.
The system automatically sets the Print Qty. based on the setting of Label Printing Default on the Stores tab
of the Part form:
ƒ If set to No Labels—Print Qty. is null.
ƒ If set to Single Labels—Print Qty. is set to 1.
ƒ If set to Label for Each Item—Print Qty. is equal to the Receipt Qty., but you can modify the Print Qty.
as necessary. Updating Print Qty. does not affect the Receipt Qty.
15 Click Add to List. The system adds the record to the Transaction Details list.
Notes: The Transaction Details list acts as a buffer to temporarily store the parts to return without actually
returning them until the transaction is submitted. You can add/remove parts for the return as necessary
before submitting the transaction and saving the information to the database. Click Add Part to add
additional parts to the return. To remove a part from the Transaction Details list, select the part to
remove from the return, and then click Remove from List.

3 ‚ MATERIALS MANAGEMENT 128

 Additionally, you can also update information in the Issue To / Return From and/or Issue From / Return
To sections for the transaction as necessary before adding records to the Transaction Details list.
16 Click Submit Transaction. The system returns the part(s), saves the record, and creates a stock transaction of
type I for the return store with a positive quantity for the return.
When you submit a return transaction for a repairable spare with Return for Repair selected, the system adds
the transaction quantity to the repair quantity of the part held in bin stock. The returned parts are added to Qty.
for Repair on the Repair Details tab of the Parts form rather than Qty. on Hand on the Stores tab of the Parts
form.
If the part is a repairable spare and is also tracked by asset, the asset status is changed to To Be Repaired, and
the system also updates the status of all dependent children and grandchildren of the asset if the part tracked by
asset is the parent in an asset hierarchy.
Notes: If the returned part is a LIFO/FIFO part, the system determines the price for the return based on the
original issue transaction. Refer to "Understanding Time-Based Inventory Valuation (LIFO/FIFO)" earlier
in this chapter. LIFO/FIFO pricing does not assign a LIFO/FIFO price to a repairable spare returned for
repair. The transaction price for the return will be the Core Value of the part.
To print labels for the return transaction, click Print Label(s).
If you are creating a return for a multiple equipment work order and the RTNANY installation parameter
is set to No and All Equipment is selected for Equipment, you can only return a part that was previously
issued and for which there is a sufficient quantity issued to the equipment. Refer to "Returning Parts
from Multiple Equipment Work Orders" later in this chapter.

Returning Parts from Multiple Equipment Work Orders

Return unused parts from multiple equipment work orders.
Follow these steps to return parts from multiple equipment work orders.
1 Open the Issue/Return Parts form.
2 Store—Enter the store from which to return the part(s). If a default store is defined for the current user, the
system automatically populates Store with the user’s default store.
The system automatically populates Date with the current system date and Transaction Type with Issue to
enable issue functionality.
3 Transaction Type—Select Return to enable return functionality.
4 WO – Activity—Enter the multiple equipment work order/activity to which to return the part.
The system automatically populates Equipment with All Equipment. The system also populates Related Work
Order, Cost Code, and Department from the work order/activity. Equipment is required and Related Work
Order is protected.
If the selected multiple equipment WO – Activity is associated with a project/budget, then the system
automatically populates Project – Budget, and it is protected.
If the selected WO – Activity is associated with a pick ticket, the system automatically populates Pick Ticket
from the associated WO – Activity or Equipment record.
Note: The system does not display work orders in the WO – Activity lookup for which the value specified for
the RTNDAYS installation parameter has been exceeded.
5 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment to which to distribute the Transaction Qty.
ƒ Enter All Equipment to evenly distribute the Transaction Qty. to each equipment record on the work
order.
ƒ Enter WO Header Equipment to distribute the Transaction Qty. to the equipment on the work order
header only.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" in Chapter 5 ‚ Work Management.
Notes: The system automatically applies any remainder of the return quantity to the last equipment record on
the Equipment page of the Work Orders form.
If you select All Equipment and at least one of the related work orders has a Completed status (or
equivalent user status), the system displays a message enabling you to select whether to distribute the
cost of the return against only open related work orders or against all equipment, regardless of whether
the related work orders are Open or Completed (or their user-status equivalents).
6 Reference Number—Enter a reference number for the return.
7 Material List—Enter the material list from which to return.

3 ‚ MATERIALS MANAGEMENT 129

8 Pick Ticket—Enter the pick ticket if a pick ticket is associated with the WO – Activity and Equipment.
Because the WO – Activity is a multiple equipment work order, the system automatically selects WO Header
Equipment for Equipment. If the PICKONCE installation parameter is set to YES, then the system does not
display the associated pick ticket in the Pick Ticket lookup. If PICKONCE installation parameter is set to NO,
the system enables you to select the associated pick ticket from the Pick Ticket lookup. However, once you
select a value for Pick Ticket, the system only displays parts issued for the pick ticket in the Part lookup, and
you can only return the parts issued from the pick ticket.
9 Department—Enter the department from which to return parts.
10 Date—Modify the date on which to make the return if necessary.
11 Part—Enter the part to return. The system displays parts in the Part lookup based on the setting of the
RTNANY installation parameter and whether you are returning to a work order, a piece of equipment, or a
project.
Note: Because the selected WO – Activity is a multiple equipment work order, Equipment is automatically
populated with All Equipment, and the system displays only parts issued to the work order header or
any of the related MEC work orders in the Part lookup. When you select the part to return, the system
automatically populates Transaction Qty., Bin, and Lot. The Transaction Qty. is the difference of the
total quantity issued to all equipment on the work order and the quantity already returned from all
equipment on the work order. You can modify the Transaction Qty., Bin, and Lot as necessary and
add additional equipment to the Parts list.
ƒ If the part to return is tracked by asset, the system automatically selects Track By Asset, enters 1 as the
Transaction Qty., and you must enter a value for Asset ID for the part. The system populates Available
Qty. with the total quantity of the part that is currently available.
Notes: You cannot enter a Transaction Qty. greater than 1 when returning parts tracked by asset. If you want
to return multiple quantities of a part tracked by asset, you must add the part tracked by asset to the
Transaction Details list on individual lines with a Transaction Qty. of 1 until you have reached the
number of the part tracked by asset that you wish to return for the transaction.
When returning parts to a multiple equipment work order for which All Equipment is selected, parts
tracked by asset are not available for return, and the system splits the Transaction Qty. equally among
all the related work orders.
If you submit a return transaction for a repairable spare part with Return for Repair unselected, the
system processes the return as a normal return.
ƒ If the Part is designated as a Tool, then the system enables Tool Hours. Refer to "Defining Tools" in
Chapter 5 ‚ Work Management.
12 Bin—Modify the bin to which to return the part if necessary.
13 Lot—Modify the lot to which to return the part if necessary.
The system automatically populates Bin and Lot with the bin and lot numbers associated with the original issue
transaction for the part.
14 Transaction Qty.—Enter the number of parts to return.
The system automatically populates Transaction Qty. with the original issue quantity of the part. If you have
already returned a partial quantity of the part from the original issue, the system populates Transaction Qty.
with the original quantity of the part issued minus the quantity of the part that has already been returned.
Notes: Transaction Qty. can be limited based on the setting of the RTNANY installation parameter. For returns
from multiple equipment work orders, if RTNANY installation parameter is set to Yes and All Equipment
is selected for Equipment, then the system evenly distributes the return quantity to all equipment
records on the work order.
If RTNANY installation parameter is set to No and All Equipment is selected for Equipment, you can
only return a part that was previously issued and for which there is a sufficient quantity issued to the
equipment.
15 Tool Hours—If the part you are returning is identified as a tool, enter the number of hours the tool was in use.
Refer to "Defining Tools" in Chapter 5 ‚ Work Management. The system applies the Tool Hours to the
equipment on the multiple equipment work order based on the value entered for Equipment.
16 Print Qty.—Enter the quantity of the label(s) to print.
The system automatically sets the Print Qty. based on the setting of Label Printing Default on the Stores tab
of the Parts form:
ƒ If set to No Labels—Print Qty. is null.
ƒ If set to Single Labels—Print Qty. is set to 1.

3 ‚ MATERIALS MANAGEMENT 130

 ƒ If set to Label for Each Item—Print Qty. is equal to the Receipt Qty., but you can modify the Print Qty.
as necessary. Updating Print Qty. does not affect the Receipt Qty.
17 Click Add to List. The system adds the record to the Transaction Details list.
Notes: The Transaction Details list acts as a buffer to temporarily store the parts to return without actually
returning them until the transaction is submitted. You can add/remove parts for the return before
submitting the transaction and saving the information to the database. Click Add Part to add additional
parts to the return.
To remove a part, select the part to remove, and then click Remove from List. The system removes the
record and updates the Transaction Details list.
Additionally, you can also update information in the Issue To / Return From and/or Issue From / Return
To sections for the transaction as necessary before adding records to the Transaction Details list.
18 Click Submit Transaction. The system returns the part(s), saves the record, and creates a stock transaction of
type I for the return store with a positive quantity for the return.
Note: To print labels for the return transaction, click Print Label(s).

Issuing Parts from a Stock Record of a Part

Issue parts from a stock record of a part on the Stock page of the Parts form using the Issue Part popup.
Note: If you have selected FIFO or LIFO as your pricing method, the system calculates the transaction price
of issues using the R5FIFO table, rather than retrieving the base price from the R5PARTS or R5STOCK
table. Refer to "Understanding Time-Based Inventory Valuation (LIFO/FIFO)" earlier in this chapter.
Follow these steps to issue parts from a stock record of a part.
1 Open the Parts form. The system displays the List View page.
2 Select the part to issue, and then click the Stock tab. The system displays the Stock page.
3 Select the store, bin, and lot from which to issue the part, and then click Issue Part. The system displays the
Issue Part popup.
Note: If the part selected to issue is a repairable spare and the RRISSWAR installation parameter is set to
Yes, the system displays a message indicating that the part is a repairable spare part and that a part
may also need to be returned for repair.
4 Work Order – Activity, Project – Budget, Equipment—Enter the work order/activity, project/budget, or
equipment against which to issue parts.
Note: You must select a valid combination for Work Order – Activity/Equipment or for Work Order –
Activity/Project – Budget to submit the issue; or you can select to make the issue to an individual
piece of Equipment or an individual Project – Budget.
5 Department—Enter the department from which to issue parts.
6 Issue To—Enter the code of the employee for which to make the issue.
7 Issue Qty.—Enter the number of parts to issue.
If the part to issue is tracked by asset, the system automatically populates Issue Qty. with 1 and it is protected.
You must enter the asset by which the part is tracked for Asset ID. You cannot modify the Issue Qty. when
issuing a part tracked by asset from a stock record.
8 Click Submit. The system saves the record.

Returning Parts from a Stock Record of a Part

Return parts from a stock record of a part on the Stock page of the Parts form using the Return Part popup.
Note: If you have selected FIFO or LIFO as your pricing method, the system calculates the transaction price
of returns using the R5FIFO table, rather than retrieving the base price from the R5PARTS or
R5STOCK table. Refer to "Understanding Time-Based Inventory Valuation (LIFO/FIFO)" earlier in this
chapter.
Follow these steps to return parts from a stock record of a part.
1 Open the Parts form. The system displays the List View page.
2 Select the part to return, and then click the Stock tab. The system displays the Stock page.
3 Select the store, bin, and lot to which to return the part, and then click Return Part. The system displays the
Return Part popup.
4 Work Order – Activity, Project – Budget, Equipment—Enter the work order/activity, project/budget, or
equipment against which to return parts.

3 ‚ MATERIALS MANAGEMENT 131

Note: You must select a valid combination for Work Order – Activity/Equipment or for Work Order –
Activity/Project – Budget to submit the return; or you can select to make the return to an individual
piece of Equipment or an individual Project – Budget.
5 Department—Enter the department from which to return parts.
6 Return Qty.—Enter the number of parts to return.
If the part to return is tracked by asset, the system automatically populates the Return Qty. with 1 and it is
protected. You must enter the asset by which the part is tracked for Asset ID. You cannot modify the Return
Qty. when returning a part tracked by asset from a stock record.
7 Click Submit. The system saves the record.

Returning Parts to a Supplier

Return damaged or incorrect parts to a supplier.
Notes: Before you can return parts, receive them using the PO Receipts form and assign them a status of
Approved/Complete.
The system does not allow you to return goods received via the Non-PO Receipts form because you
have no purchase order number or requisition as a reference. To return such items, you need to make
an arrangement between your company and your supplier.
Once satisfied with the contents of the return, change the Status on the Record View page of the return to Ready
for Printing and then Approved. You must save the record after each change of status to commit the status change.
The system does not update the inventory records until the return has been approved.

Step 1: Create a Supplier Return Header

Follow these steps to create a supplier return header.
1 Open the Supplier Returns form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates Status and Return From.
3 Organization—Enter the organization to which the supplier return belongs if you use multi-organization
security.
4 Supplier Return—Enter a description of the supplier return in the adjacent field. The system assigns a supplier
return number after you save the record.
5 Purchase Order—Enter the purchase order number of the return.
The system automatically populates Supplier, Supplier Org., and Store.
6 Return From—Choose one of the following:
ƒ Store—Select to return the parts from a store. The system selects Store by default.
Note: If you are returning parts from a store, then all received part lines are available for return. If a part is
related to a purchase order line associated with a multiple equipment work order, then the system
populates Equipment, Equipment Org., and Related Work Order, and they are protected.
ƒ Work Order—Select to return the parts from a work order. If you choose Work Order, the system
removes Store and displays Work Order.
Note: If you are returning parts from a work order and the work order is a multiple equipment work order, then
the system automatically populates the return with all of the part lines from the purchase order that were
received directly to the work order.
7 Store—If you selected Store for Return From, update the store from which to return the materials if
necessary. If you update Store, the system clears Purchase Order.
8 Work Order—If you selected Work Order for Return From, enter the work order from which to return
materials.
Notes: If the selected Work Order is a multiple equipment work order, the system populates Equipment,
Equipment Org., and Related Work Order from the Purchase Order line. Refer to "Adding Equipment
to Work Orders to Distribute Work Order Costs" in Chapter 5 ‚ Work Management. If the work order is
not a multiple equipment work order, then the system populates Equipment and Equipment Org. from
the work order.
The system does not display MEC work orders in the Work Order lookup.
Also, the system does not allow you to specify the manner in which the return is distributed to the work
order equipment. The system determines the cost distribution method for the work order costs based on
the value specified for Equipment on the purchase order line.

3 ‚ MATERIALS MANAGEMENT 132

9 Class—Enter the class of the return. The classes shown belong to the TRAN entity.
The system automatically populates Class Org.
10 Reference Number—Enter a reference number for the issue. The reference number can be a return
authorization number, a verification code, a transaction reference number, etc.
11 Click . The system saves the record and generates a supplier return number.

Step 2: Add Parts to a Supplier Return

Follow these steps to add parts to a supplier return.
1 Open the Supplier Returns form. The system displays the List View page.
2 Select the supplier return for which to add parts, and then click the Parts tab. The system displays the Parts
page.
3 Click Retrieve Parts. The system populates the Parts list with part lines that have been received against the
purchase order entered on the Record View page.
Notes: You can also click Add Part to add a single part to the supplier return rather than retrieving all the lines
that have been received to a purchase order. Adding a single part to a supplier return is helpful in return
situations for which you may have had a purchase order with a large number of items against which you
only need to return a few parts.
For externally repaired parts to be returned from a purchase order and store, the system retrieves part
lines received against the purchase order and store on the header. Available Qty. is calculated as the
number of parts received for this purchase order that are in the selected store and are not for repair. If
the part is also tracked by asset, the system only retrieves the part that match the specified Asset ID. If
the part was scrapped at the time at which it was received, the part cannot be returned.
For parts to be returned from a work order, the system retrieves only direct material parts that have
been received directly to the work order against the purchase order on the header.
4 Select the part to be returned from the Parts list. The system populates the part information in the Part Details
section.
The system automatically populates Return Qty. with the quantity of the part received against the purchase
order and available in a specific bin and lot for return, Order Qty. with the original quantity of the part ordered,
Available Qty. with the number of parts in stock in a specific bin and lot, and Price with the price at which the
part was received. The system selects Direct if the part has been received to a work order and Track by Asset
if the part is tracked by asset.
5 Return Qty.—Enter the quantity of the part to be returned.
Note: If you are returning a part tracked by asset, the system displays the part in the Parts list in quantities of
one (e.g., you received five motors that are tracked by asset, so the system displays the motor on five
separate lines). The system automatically populates Return Qty. with one if you are returning a part
tracked by asset, and the system also protects the field from update.
6 Bin and Lot—Enter the bin and lot from which to return the part.
7 Reason for Return—Enter the reason for returning the part.
8 Asset ID—Enter the asset ID for the part tracked by asset.
If the selected part is tracked by asset, the system automatically populates Bin, Lot, Department, Asset Type,
Asset Org., and Serial Number from the equipment record.
9 Click Submit. The system saves the record and updates the Parts list.
Note: To remove a part, select the part to remove, and then click Remove Part. The system removes the part
and updates the Parts list.

Creating Store Groups

A store group is a group of stores that share the same transfer fees. Create store groups to determine if transfer fees
apply for transferring parts between stores in situations where shipping fees may or may not apply.
Follow these steps to create store groups.
1 Open the Store Groups form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Store Group—Enter a unique name identifying the store group, and then enter a description in the adjacent
field.
4 Class—Enter the class to which the store group belongs.

3 ‚ MATERIALS MANAGEMENT 133

 The system automatically populates Class Org.
5 Out of Service—Select to indicate the store group is no longer in service.
6 Click . The system saves the record.

Defining Transfer Fees for Store Groups

Define the percentage to charge for a part transfer between two stores. The transfer fee is accessed when a part is
transferred using the Store-to-Store Issues, Store-to-Store Receipts, and Quick Store-to Store-Transfer forms.
The fee is a percentage of the base price of the part, e.g., for a part that with a base price of $100 and a % of Base
Price of 10 (%), the system accesses a $10 transfer fee to transfer the part between stores.
You may enter a transfer fee for stores that belong to the same store group.
Follow these steps to define transfer fees for store groups.
1 Open the Store Groups form. The system displays the List View page.
2 Select the store group for which to define transfer fees, and then click the Transfer Fees tab. The system
displays the Transfer Fees page.
3 Click Add Transfer Fee. The system inserts a new Transfer Fee Details record.
The system automatically populates From Store Group.
4 To Store Group—Enter the store group to which to transfer the part.
5 Transaction Class—Enter the class of the transaction.
The system automatically populates Transaction Class Org.
6 % of Base Price—Enter the charge percentage.
7 Click Submit. The system saves the record and updates the Transfer Fees list.
Note: To delete a transfer fee, select the transfer fee to delete, and then click Delete Transfer Fee. The
system deletes the record and updates the Transfer Fees list.

Creating Store-to-Store Requisitions

Create store-to-store requisitions to transfer stock parts from one store to another, including stores within different
organizations. A store-to-store requisition consists of the requisition header and requisition lines. Create the
requisition header first, and then add part lines.
A typical store-to-store requisition goes through a number of status changes during the lifecycle of the requisition.
User status change authorizations are established on the Status Authorizations form. Refer to the following list for a
description of store-to-store requisition statuses:
ƒ Unfinished—The status of the store-to-store requisition at creation. The status of the store-to-store requisition
header must remain Unfinished until lines are added to the requisition.
ƒ Request Approval—Lines have been added to the store-to-store requisition, and it is ready for approval.
ƒ Approved—The store-to-store requisition is approved and ready for fulfillment. Upon approval, all fields on
the store-to-store requisition are protected, except Status, and all of the lines that are not Cancelled or
Rejected are set to Approved.
Note: You cannot approve a requisition if any store-to-store issues have been made against the requisition
and the parts are still in-transit (issued but not yet received).
ƒ Cancelled—The entire store-to-store requisition is cancelled.
ƒ Rejected—The store-to-store requisition is rejected. The system protects all fields on the requisition, and you
must enter a Reject Reason for the requisition.
Note: You can also change the status of individual store-to-store requisition lines. Refer to "Adding Parts to
Store-to-Store Requisitions" later in this chapter.

Creating Store-to-Store Requisition Headers

Create store-to-store requisition headers to specify information related to the entire requisition.
The status of the requisition header indicates the progress of the requisition through its cycle. You may change the
status of the requisition based on your status authorization and requisition approval limits. You can only delete
requisitions with a status of Unfinished.
Note: Requisition approval limits can be set at the header or the line level depending on the setting of the
LIMITLEV installation parameter.

3 ‚ MATERIALS MANAGEMENT 134

The system enforces several business rules that prohibit changing the status of a requisition header from Unfinished
to any status other than Cancelled before adding any lines to the requisition. Additionally, the system enables or
protects certain fields based on the requisition status. The system also populates fields on the requisition header with
values from the requisition lines.
Follow these steps to create store-to-store requisition headers.
1 Open the Store-to-Store Requisitions form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 To Organization—Enter the organization to which to send the parts on the store-to-store requisition.
The organization you enter must be a specific organization to which you belong.
4 Requisition—Enter a description of the requisition in the adjacent field.
The system automatically enters a default requisition description based on the setting of the REQDESC
installation parameter. The system assigns a requisition number after you save the record.
5 Status—Select the status of the requisition.
6 From Store—Enter the store from which to issue the materials on the requisition.
7 To Store—Enter the store to which to issue the materials on the requisition.
8 Requested By—Enter the employee requesting the items on the requisition.
Note: The system automatically populates Entered By with the login ID of the user entering the requisition. If
the user assigned for Entered By has a corresponding employee record, the system will automatically
populates Requested By with the employee code of the user.
9 Delivery Address—Enter the address to which to deliver the items.
10 Class—Enter the class of the requisition. The classes shown belong to the REQ entity.
Note: The system automatically populates Date Requested with the system date.
11 Cost Code—Enter the cost code with which to associate the cost of the requisition.
12 Reject Reason—Enter an explanation of the reason that the requisition is being rejected if necessary. Reject
Reason is protected when the status of the requisition is Unfinished or Cancelled. However, the system
enables Reject Reason and it becomes required if you change the status of the requisition to Rejected.
Note: The system automatically selects Printed when this requisition is printed.
13 Default Approver—Enter the name of the person who will approve the requisition.
Notes: The system automatically populates Approved By with the employee code identifying the person who
approves the requisition and Date Approved with the system date when the requisition Status is
Approved.
The system displays the total number of the lines containing parts on the requisition in Requisition
Lines and populates Total Req. Value with the total cost of the items on the requisition in the default
currency of the Organization.
14 Click . The system saves the record and assigns a requisition number.

Adding Parts to Store-to-Store Requisitions

Add the requested parts to the requisition after creating the requisition header.
You may change the status of the requisition line based on your status authorization and requisition approval limits.
You can only delete a requisition line if the status of the requisition header is Unfinished.
Note: Requisition approval limits can be set at the header or the line level depending on the setting of the
LIMITLEV installation parameter.
The system enforces several business rules that prohibit changing the status of a requisition header from Unfinished
to any other status but Cancelled before adding any lines to the requisition. However, if the status of the requisition
header is set to Cancelled, all the lines on the requisition are also cancelled. The system enables or protects certain
fields based on the requisition status. The system also populates fields on the requisition header with certain values
from the requisition lines.
Follow these steps to add parts to store-to-store requisitions.
1 Open the Store-to-Store Requisitions form. The system displays the List View page.
2 Select the requisition to which to add parts, and then click the Parts tab. The system displays the Parts page.
The system automatically populates Requested Before with the current system date. The system automatically
populates Delivery Address, Cost Code, from the requisition header.

3 ‚ MATERIALS MANAGEMENT 135

3 Click Add Part. The system inserts a new Part Details record.
4 Part—Enter the part to add to the requisition.
The system automatically populates the part description, Part Org., Price, UOM, Buyer, Commodity, Tax
Code, and Expense Type.
The system populates Line with the next incremental line number of the part on the requisition.
If the part is tracked by asset, the system automatically selects Track by Asset.
If the Part is a repairable spare part, the system enables For Repair Qty. You can either enter a value for
Quantity or For Repair Qty., but not both. When you enter a value for either Quantity or For Repair Qty.,
the system protects the other field. The system populates Price with the Core Value of the part (not the Repair
Price). The origin of the Core Value price is determined by the setting of the PRICELEV installation
parameter.
5 Line—Enter the line number for the part on the requisition line.
The system automatically assigns the next incremental number to the line based on the setting of the
INCRLINO installation parameter.
6 Status—Enter the status of the requisition line.
Notes: You can update the status of a requisition line at any time unless the status of the header is set to
Rejected or Cancelled.
If the requisition contains more than one line, changing the status of a line does not affect the status of
the header. However, if the requisition contains only one line, and you change the status of the line,
then the system sets the status of the header to the status of the line.
You cannot update any field on the requisition line other than Status if the status of the line is anything
other than Unfinished.
7 Quantity—Enter the requested quantity of the part.
8 Requested Before—Enter the date by which you are requesting to receive the part.
9 Exchange Rate—Modify the exchange rate for the part if necessary. The system automatically populates
Exchange Rate with the exchange rate specified on the Exchange Rate tab of the Currency form.
Note: If the EXRUPDT installation parameter is set to YES and you modify the exchange rate, the system
recalculates the header value based on the updated exchange rate.
10 Buyer—Enter the employee code identifying the buyer of the part.
11 Delivery Address—Enter the address to which to deliver the item.
12 Cost Code—Enter the cost code with which to associate the cost of the requisition.
Note: If applicable, the system automatically populates Tax Code and Receipt Qty. for the part. The system
populates Price with the base price of the part in the From Store.
If no Cost Code is selected for the line and a Cost Code is either added or updated on the header,
then the system updates the Cost Code on the line with the Cost Code of the header. Updating the
Cost Code on a requisition line does not affect the header.
13 Expense Type—Select the expense type for the requisitioned line.
14 Commodity—Enter the commodity code for the requisitioned line.
Notes: The system displays the total cost of the item on the requisition in Part Line Total. The Part Line Total
is the product of the Requested Qty. and the Price.
For Repair is protected unless the selected part is a repairable spare part to be issued for repair or
reconditioning. If the part is a repairable spare, you can select and unselect For Repair as necessary. If
For Repair is selected, the Price of the part is the Core Value of the part on the part record rather than
the Base Price.
15 Click Submit. The system saves the record and updates the Parts list.

Creating Store-to-Store Issues

Create store-to-store issues to create electronic records of the issue of stock part transfers from one store to another,
including stores within different organizations. You can create a store-to-store requisition before creating a store-to-
store issue. Refer to "Creating Store-to-Store Requisitions" earlier in this chapter.
The Store-to-Store Issues form enables you to create and manage transactions to transfer parts (stock parts,
repairable spare parts, and parts tracked by asset) between stores, including stores within different organizations.
Note: You can create multiple issues for the same store-to-store requisition as necessary.

3 ‚ MATERIALS MANAGEMENT 136

After creating and approving the store-to-store issue transaction, the issuing store then physically issues the
requested parts to the receiving store, in which the parts must be received.
Note: The Store-to-Store Receipts form enables you to create and manage transactions to receive parts,
repairable spare parts, and parts tracked by asset from other stores, including stores within different
organizations. Refer to "Creating Store-to-Store Receipts" later in this chapter.

Creating Store-to-Store Issue Headers

Create store-to-store issue headers to specify information related to the entire issue transaction. The status of the
issue header indicates the progress of the issue transaction through its cycle.
Follow these steps to create a store-to-store issue header.
1 Open the Store-to-Store Issues form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates Date Issued with the current system date and time.
3 From Organization—Enter the organization from which to send the parts for the issue.
The organization you enter must be a specific organization to which you belong.
4 Store-to-Store Issue—Enter a description of the store-to-store issue in the adjacent field.
The system automatically enters a default store-to-store issue description based on the setting of the
TRANDESC installation parameter. The system also assigns a store-to-store issue number after you save the
record.
5 Status—Select the status of the issue. The system automatically assigns a Status of Unfinished.
Changing the Status of a store-to-store issue may affect additional system checks and field changes as follows:
ƒ Unfinished—While the store-to-store issue has an Unfinished status, most of the fields on the header are
editable. However, when you save the issue with Unfinished status, the system protects the From
Organization and From Store. The issue must maintain Unfinished status until lines are added to the
issue on the Parts tab.
ƒ Cancelled—Change the status of the issue to Cancelled to cancel the issue and all of the part lines. The
system protects all fields on the issue when you change the status to Cancelled.
ƒ Ready for Printing—Change the status of the issue to Ready for Printing after adding the parts to issue
on the Parts tab. When the status of the issue is Ready for Printing, only Status, Description, Class, and
Reference Number are editable.
ƒ Approved—The system populates Approved By and Date Issued with the User ID of the approver and
the date and time that the store-to-store issue Status is set to Approved, moves parts in-transit, and
changes the status of any asset(s).
6 Requisition—Enter the store-to-store requisition for which to issue the parts.
If you select a Requisition, the system automatically populates From Store, To Store, and To Organization.
7 From Store—Enter the store from which to issue the part.
8 To Store—Enter the store to which to issue the part.
The system automatically populates To Organization.
9 Reference Number—Enter a reference number for the store-to-store issue transaction.
10 Class—Enter the class of the requisition. The classes shown belong to the TRAN entity.
11 Click . The system saves the record and assigns a store-to-store issue number.

Adding Parts to Store-to-Store Issues

Add parts to store-to-store issues to designate the parts to issue from one store to another.
Follow these steps to add parts to store-to-store issues.
1 Open the Store-to-Store Issues form. The system displays the List View page.
2 Select the issue to which to add parts, and then click the Parts tab. The system displays the Parts page.
3 Click Add Part. The system inserts a new Part Details record.
4 Part—Enter the part to add to the store-to-store issue.
The system automatically populates the part description, Part Org., and Track by Asset. The system populates
On Hand Qty. with the quantity of the part from the From Bin and Lot.

3 ‚ MATERIALS MANAGEMENT 137

 If the selected Part is a repairable spare, the system calculates For Repair Qty. as the quantity of parts that are
designated for repair in From Store on the issue header, From Bin, and Lot minus any parts that are allocated
to repair work orders and parts assigned to external repair requisitions.
Shortcut: If you entered a Requisition on the store-to-store issue header, you can click Retrieve Parts to retrieve
all the part lines from the selected Requisition.
If you attempt to retrieve all the part lines from a requisition and the specified Issue Qty. is greater than
the On Hand Qty., or if the Issue For Repair Qty. is greater than the For Repair Qty., the system sets
the Issue Qty. equal to the available On Hand Qty. or sets the Issue For Repair Qty. equal to the
available For Repair Qty. If there are no parts or repairable spare parts to issue, the system does not
add the line from the requisition.
If you have already issued some parts for a requisition but you have not added the complete quantity of
the parts requested, click Retrieve Parts to create a new line for the remaining quantity of the parts to
issue from the selected Requisition.
The system populates Price and Currency with the Base Price of the selected Part in the From Store. The
Base Price in the From Store is determined by the setting of the PRICETYP and PRICELEV installation
parameters. The system populates the currency of the price in the adjacent field with the Currency.
Note: If the part is a repairable spare part, the transaction price for the repairable spare part is the Core Value
of the part, rather than the price of a new part.
5 Line—Enter the line number for the part on the issue.
The system automatically assigns the next incremental number to the line based on the setting of the
INCRLINO installation parameter.
6 Issue Qty.—Enter the quantity of the part(s) to issue.
Note: If you selected a Requisition on the store-to-store issue header, the system populates Issue Qty. with
the Quantity of the part from the store-to-store requisition minus any of the quantity of the part that has
been received, scrapped, and any parts that are currently in-transit or that are on an unfinished store-to-
store issue for the selected Requisition and Part.
7 Issue For Repair Qty.—Enter the quantity of the for repair part(s) to issue.
Notes: If the selected Part is a repairable spare, the system enables Issue For Repair Qty. and populates For
Repair Qty. with the quantity of the parts available to be issued for repair.
You cannot issue parts that have already been assigned to work orders or external repair requisitions,
even if the parts have not yet been moved to the Qty. at Shop or Qty. at Supplier. Also, you cannot
issue parts that are on any Unfinished store-to-store issues (including the current issue).
8 From Bin—Modify the bin from which to issue the part if necessary. If you modify From Bin, the system
removes the part.
Notes: If you clear From Bin, the system also clears Lot and recalculates On Hand Qty. and For Repair Qty.
for the From Store, which is the sum of all the parts in all of the bins in the From Store.
If you defined a Default Bin or Default Repair Bin, the system populates From Bin with that bin.
When only From Store is entered and From Bin is blank, the system calculates On Hand Qty. and For
Repair Qty. as the sum of the quantities of the Part in all the bins in the From Store.
If you select a From Bin, the system updates On Hand Qty. and For Repair Qty. for the Store and
From Bin. Likewise, if you select a Lot, the system updates On Hand Qty. and For Repair Qty. for the
selected Store, Bin, and Lot combination.
If a Default Repair Bin is defined for the Part in the From Store, and you have not entered a value for
Issue For Repair Qty., then the system populates From Bin with the Default Repair Bin. If more than
one bin-stock record is defined for the Part in the From Store, the system also populates Lot from the
bin-stock record. If the Default Bin for the part does not have a bin-stock record in the From Store, the
system leaves From Bin blank.
9 Lot—Modify the lot from which to issue the part if necessary.
The system automatically populates the Manufacturer Lot and Expiration Date.
Note: If you clear Lot, the system recalculates On Hand Qty. and For Repair Qty. for all lots in the selected
From Bin.
10 Asset ID—Enter the code identifying the asset associated with the part to transfer. If the selected Part is
tracked by asset, the system enables Asset ID, and you must enter an Asset ID for the part
If the selected Asset ID has a status of In Store or Purchased/In Store, the system enters 1 as the issue On
Hand Qty. If the selected Asset ID has a status of To Be Repaired, the system enters 1 as the Issue For
Repair Qty. To issue multiples of a by asset part, you must add an individual line for each part to issue.

3 ‚ MATERIALS MANAGEMENT 138

 If the selected Asset ID is tracked by serial number, the system populates Serial Number with the serial
number of the equipment. The system also populates the From Bin and Lot from the Asset ID, and if you clear
the From Bin or the Lot, the system automatically clears the Asset ID.
Important: You can use the Quick Store-to-Store Transfer form to transfer equipment with child equipment in an
equipment hierarchy within the same organization. Refer to "Transferring Parts Without Requisitions"
earlier in this chapter.
11 Click Submit. The system saves the record and updates the Parts list.
Note: You can add and delete parts on the issue as necessary, as long as the status of the issue is
Unfinished.

Creating Store-to-Store Receipts

Create store-to-store receipts to create electronic records for receiving stock part transfers from one store to another.
After creating the store-to-store issue transaction, the issuing store then physically issues the requested parts to the
receiving store, in which the parts must be received. The receiving store then creates a store-to-store receipt
transaction to receive the parts from the issuing store.
The Store-to-Store Receipts form enables you to create and manage transactions to receive parts (stock parts,
repairable spare parts, and parts tracked by asset) from stores, including stores within different organizations.
Note: You can create multiple receipts for the same store-to-store requisition as necessary.

Creating Store-to-Store Receipt Headers

Create store-to-store receipt headers to specify information related to the entire receipt transaction.
The status of the receipt header indicates the progress of the receipt transaction through its cycle.
Follow these steps to create store-to-store receipt headers.
1 Open the Store-to-Store Receipts form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates the Date Received with the current system date and time.
3 To Organization—Enter the organization to which to receive the parts.
The organization you select must be a specific organization to which you belong.
4 Store-to-Store Receipt—Enter a description of the store-to-store receipt in the adjacent field.
The system automatically enters a default store-to-store receipt description based on the setting of the
TRANDESC installation parameter.
The system also assigns a store-to-store receipt number after you save the record.
5 Status—Select the status of the receipt.
Changing the Status of a store-to-store receipt may affect additional system checks and field changes as follows:
ƒ Unfinished—While the store-to-store receipt has an Unfinished status, the fields on the header are editable.
The receipt must maintain Unfinished status until lines are added to the receipt on the Parts tab.
ƒ Cancelled—Change the status of the receipt to Cancelled to cancel the receipt and all of the part lines. The
system protects all fields on the receipt when you change the status to Cancelled.
ƒ Ready for Printing—Change the status of the receipt to Ready for Printing after adding the parts to receive
on the Parts tab. When the status of the receipt is Ready for Printing, only Status, Description, Class, and
Reference Number are editable.
ƒ Approved—The system populates Approved By with the User ID of the approver of the store-to-store
receipt when the Status is set to Approved, and all of the fields on the receipt are protected except Status.
The system also updates store quantities based on the receipt as follows: parts that are not for repair are
moved from In Transit Qty. to Qty. on Hand; received parts that are for repair are moved from In Transit
Qty. to Qty. for Repair; and all scrapped parts are moved out of the In Transit Qty., but the parts are not
added back to inventory. The costs for the receipt transaction are updated for the To Store based on by the
setting of the PRICETYP and PRICELEV installation parameters.
Important: The system does not update the price of repair parts. The price for the receipt transaction of the
repairable spare part is the Core Value of the part.

3 ‚ MATERIALS MANAGEMENT 139

 If the PRICETIM installation parameter is set to I, the system updates prices at the time an invoice is
created rather than at the time of a receipt. However, for a store-to-store receipt, the system updates
prices as though PRICETIM is set to R because invoices do not apply to store-to-store transfers.
Therefore, for store-to-store transfers, price updates always take place at the time the store-to-store
receipt is approved.
For parts that are tracked by asset that are being transferred within the same organization, the system
updates the Store on the asset to the new Store in the receiving organization, and the asset Status is set to In
Store. If the by asset part needs repair, the asset is transferred to the new store with a Status of To Be
Repaired.
For parts tracked by asset that are being transferred between different organizations, the system makes
updates in almost the same manner that it does when transferring assets between organizations using the
Transfer Equipment popup, with the following exceptions: electronic signatures are only required for the
transfer if a signature is configured for inserting an asset with In Store or To Be Repaired status; the
system copies all of the fields from the existing asset to a new record for the asset in the new organization,
unless they are not valid in the new organization (in which case, the fields will remain null); and if the
Department is not valid in the new organization, the system populates the Department with an asterisk (*).
Note: Refer to "Transferring Equipment Between Organizations" in Chapter 2 ‚ Asset Management for more
information about the processing rules for transferring equipment between organizations.
6 Requisition—Enter the store-to-store requisition for which to receive the parts.
The system automatically populates To Store, From Store, and From Organization.
Note: If you update the Requisition with a different requisition number, the system overwrites To Store, From
Store, and From Organization with the values from the new Requisition. Likewise, if you clear the
Requisition, the system also clears To Store, From Store, and From Organization.
7 To Store—Enter the store to which to receive the materials.
8 From Store—Enter the store from which to receive the materials.
The system automatically populates the From Organization with the organization of the From Store.
9 Reference Number—Enter a reference number for the store-to-store receipt transaction.
10 Class—Enter the class of the receipt. The classes shown belong to the TRAN entity.
11 Click . The system saves the record and assigns a store-to-store receipt number.
Note: After approving a store-to-store receipt, click Create Return Requisition to generate a return
requisition for issuing parts between stores for repairable spare parts and their replacement parts more
efficiently. Refer to "Creating a Return Requisition for Repairable Spare Parts from a Store-to-Store
Receipt" later in this chapter.

Adding Parts to Store-to-Store Receipts

Add parts to store-to-store receipts to designate the parts to receive from one store to another.
Note: The Parts page of the Store-to-Store Receipts form enables you to create multiple lines for the same
part on the receipt, but the sum of the quantities of the duplicate parts cannot be greater than the In
Transit Qty. or In Transit For Repair Qty.
Follow these steps to add parts to store-to-store receipts.
1 Open the Store-to-Store Receipts form. The system displays the List View page.
2 Select the receipt to which to add parts, and then click the Parts tab. The system displays the Parts page.
3 Click Add Part. The system inserts a new Part Details record.
4 Part—Enter the part to add to the store-to-store receipt.
The system automatically populates the part description, Part Org., and Track by Asset.
Shortcut: If you entered a Requisition on the store-to-store receipt header, click Retrieve Parts to retrieve all the
part lines from the selected Requisition.
If you attempt to retrieve all the part lines from a requisition and all the parts have not been issued, the
system sets the Receipt Qty. equal to the available In Transit Qty. (or the requested Quantity from the
requisition, whichever is least) or sets the For Repair Receipt Qty. equal to the available In Transit For
Repair Qty. (or the requested For Repair Qty. from the requisition, whichever is least). If there are no
parts to receive, the system does not add the line from the requisition.
If you created a part line for a partial quantity of the parts to receive from a requisition, clicking Retrieve
Parts will create a new line for the remaining quantity of the parts to receive from the selected
Requisition.

3 ‚ MATERIALS MANAGEMENT 140

 The system populates Price with the price of the part at the time of the issue for the part. Refer to "Adding Parts
to Store-to-Store Issues" earlier in this chapter.
Note: If the Part is a repairable spare part, the transaction price for the receipt transaction for the repairable
spare part is the Core Value of the part.
The system populates the To Bin with the Default Bin from the stock record of the part on Stores page of the
Parts form, or the Default Repair Bin from the Repair Details tab of the Parts form if the part is a repairable
spare.
The system populates In Transit Qty. with the quantity of the part that is currently in transit (not for repair)
minus any parts that are on any unfinished store-to-store receipt (including the current receipt).
If the selected Part is a repairable spare, the system populates In Transit For Repair Qty. with the quantity of
the part that is currently in transit for repair minus any parts that are received, scrapped, or on an unfinished
store-to-store receipts (including the current receipt).
5 Line—Enter the line number for the part on the issue if necessary.
The system automatically assigns the next incremental number to the line based on the setting of the
INCRLINO installation parameter.
6 Receipt Qty.—Enter the quantity of the part to receive.
Note: If you selected a Requisition on the store-to-store receipt header, then the system populates Receipt
Qty. with the In Transit Qty. of the part from the store-to-store requisition minus any quantity of the part
that is already on any unfinished store-to-store receipts for the selected Requisition and Part.
7 For Repair Receipt Qty.—Enter the quantity of the part to receive for repair.
Note: If the selected Part is a repairable spare, the system enables For Repair Receipt Qty. and populates
For Repair Receipt Qty. with the In Transit For Repair Qty. for the selected Requisition and Part.
8 Scrap Qty.—Enter the quantity of the part to scrap rather than receive because the part could not be repaired.
Notes: If the selected Part is a repairable spare, the system enables Scrap Qty.
9 To Bin—Modify the bin into which to receive the part if necessary.
Note: If you enter Receipt Qty., the system populates the To Bin with the Default Bin for the part.
If the part is a repairable spare, the system populates the To Bin with the Default Repair Bin for the
part.
10 Lot—Modify the lot for which to receive the part if necessary.
The system automatically populates Manufacturer Lot and Expiration Date.
11 Department—Enter the department of the asset.
12 Asset ID—Enter the code identifying the asset associated with the part to receive. If the selected Part is tracked
by asset, and you must enter an Asset ID for the part.
If the selected Asset ID is in-transit and not for repair, the system enters 1 as the Receipt Qty. If the selected
Asset ID is in-transit and for repair, the system enters 1 as the For Repair Receipt Qty. To receive multiple
quantities of a by asset part, you must add individual lines for each part to receive.
If the selected Asset ID is tracked by serial number, the system populates Serial Number with the serial
number of the equipment.
13 Click Submit. The system saves the record and updates the Parts list.
Note: You can add and delete parts on the receipt as necessary, as long as the status of the receipt is
Unfinished.

Creating a Return Requisition for Repairable Spare Parts from a Store-to-

Store Receipt
Create a return requisition for repairable spare parts from a store-to-store receipt to create a requisition for sending
good parts back to the store from which the parts for repair were received. A return requisition is used when a store
needs to immediately send equivalent parts in good working order to the store from which repairable spare parts
requiring repair were received, or when a store requests good parts first and then sends the broken parts for repair.
A return requisition is basically a reverse mirror image of the receipt on which the system will reverse the Status of
the part lines, e.g., parts with a Status of For Repair will be regular parts, or regular parts will become For Repair
parts.
Refer to the following scenario for an illustration of how a return requisition can be used:
STORE1 creates a store-to-store requisition for STORE2 for a quantity of 10 PUMP-MOTOR(s) that are for repair,
and then STORE1 issues the parts to STORE2. STORE2 receives 8 of the PUMP MOTOR(s), and scraps 2 of the

3 ‚ MATERIALS MANAGEMENT 141

PUMP MOTOR(s) because they are beyond repair. STORE2 creates a return requisition, and the system adds lines
for 10 PUMP MOTOR(s) that are in good working order. STORE2 then issues the 10 parts to STORE1. STORE1
can then receive the 10 good PUMP MOTOR(s) against the return requisition created by STORE2.
This scenario could also be reversed and STORE2 could initiate the store-to-store transfer by creating a store-to-
store requisition for issuing the 10 good PUMP MOTOR(s), in which case STORE1 could then create a return
requisition to send the 10 broken PUMP MOTOR(s) to STORE2.
Follow these steps to create a return requisition for repairable spare parts from a store-to-store receipt.
1 Open the Store-to-Store Receipts form. The system displays the List View page.
2 Select the receipt for which to create a return requisition, and then click the Record View tab. The system
displays the Record View page.
3 Click Create Return Requisition. The system creates a return requisition and displays a confirmation
indicating the store-to-store requisition number.
The system populates the following fields on the return requisition header:
Field Description
Description Populated based on the setting of the REQDESC installation parameter
Status The system sets the Status of the return requisition to Unfinished.
Requested By Populated with the value of Requested By from the original requisition. However, if the
original employee code is not valid in the organization of the return requisition, the system
populates Requested By with the user who creates the return requisition.
Entered By Populated with user ID of the logged in user
Date Requested Current system date and time
The system populates the following fields on the requisition lines:
Field Description
Status The system sets the Status of the return requisition line to Unfinished.
Requested Before Current system date and time
Part Part from the receipt line
Qty. Receipt Qty. for regular parts, or the For Repair Receipt Qty. for repairable spare parts
For Repair Qty. Only for repairable spares and populated with the Receipt Qty.
Price Price from the original requisition
Exchange Rate Exchange Rate from the original requisition
4 To view or update the return requisition, open the Store-to-Store Requisitions form, select the return requisition,
and then view/update the Record View and Parts pages as necessary. Refer to "Creating Store-to-Store
Requisitions" earlier in this chapter.

Creating Internal Repair Receipts

Create internal repair receipts for fixed or scrapped repairable spare parts to record and update inventory information
associated with repairing parts internally. An internal repair receipt consists of both a header and lines containing the
parts to receive from an internal repair work order.
When repairing a part internally, a part to repair is taken from a store location to the shop to be repaired. During the
repair process, either complete the repairs on a part, or scrap the part because you cannot repair the part to a usable
state. You must receive the parts back into a store, which does not have to be the same store from which they were
originally taken for repair.
Create an internal receipt header first, and then add part lines to the receipt. Update the Status of an internal repair
receipt to indicate its progress through the receipt process and to initiate system actions based on receipt statuses.
Notes: For parts tracked by asset, the system automatically changes the Status of the equipment by which the
part is tracked to In Store when the part is received, or it changes the status to Withdrawn if the part is
scrapped. If the equipment by which the part is tracked is part of an equipment hierarchy, the system
cascades the status change for the parent equipment to all the dependent child equipment in the
hierarchy.
If RPPRCCAL is set to YES, the system updates part prices in the same manner as it does a normal
receipt. If RPPRCCAL is set to NO, internal repair receipts do not affect part prices.

3 ‚ MATERIALS MANAGEMENT 142

Creating Internal Repair Receipt Headers
Create internal repair receipt headers for repairable spare parts received for internal repair.
Follow these steps to create internal repair receipt headers.
1 Open the Internal Repair Receipts form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the internal repair receipt belongs if you use multi-organization
security.
4 Internal Repair Receipt—Enter a description of the internal repair receipt in the adjacent field. The system
assigns a intrnal repair receipt number after you save the record.
5 Status—Select one of the following options:
ƒ Approved—When you approve an internal repair receipt, the system automatically updates store quantities
and moves the repaired parts from Qty. at Shop to Qty. on Hand of the part in the store into which the
part is received. The system also updates Qty. Received and Qty. Scrapped on the Repair Parts page of
the Work Orders form. The system updates the repair details assignments by matching the work order and
lot and then by ordering by store and bin. If a part is tracked by asset, the system also matches the asset by
which the part is tracked.
ƒ Cancelled—Select to indicate that the internal repair receipt is cancelled. If you select Cancelled, the
system does not update any system quantities for parts or work orders.
ƒ Request Approval—After you have added part lines to the receipt, change the status to Request
Approval. The system protects all fields except Status, Description, and Class.
ƒ Unfinished—The system automatically sets the Status of the receipt to Unfinished. Unfinished status
indicates that the internal repair receipt is still in progress, and you cannot modify the Status of the receipt
from Unfinished to anything but Cancelled until part lines have been added.
6 Work Order—Enter the work order for the internal repair receipt.
7 Store—Enter the store for the internal repair receipt.
8 Class—Enter the class of the commodity. The classes shown belong to the TRAN entity.
9 Click . The system saves the record.

Adding Parts to Internal Repair Receipts

Add parts to internal repair receipts after creating the internal repair receipt header. Part lines on an internal receipt
contain parts that have been repaired internally using work orders.
Follow these steps to add parts to internal repair receipts.
1 Open the Internal Repair Receipts form. The system displays the List View page.
2 Select the internal repair receipt for which to add a part, and then click the Parts tab. The system displays the
Parts page.
3 Click Add Part. The system inserts a new Part Details record.
4 Part—Enter the part to add to the internal repair receipt.
Notes: You can add parts from the repair work order to the receipt individually, or you can retrieve all the parts
from the repair work order to the receipt at once.
If you add or retrieve a repairable spare part that is tracked by asset, the system automatically creates a
line for each individual part and enters 1 as the Outstanding Qty. and Receipt Qty. for each line. You
can change the Receipt Qty. to 0 and enter 1 as the Scrapped Qty. if necessary.
5 Repair Price—Enter the repair price of the part.
Notes: You can only update the Repair Price for the part if the RPPRPCCAL installation parameter is set to
YES.
If you entered an Internal Repair Price for a part on the Repair Details page of the Parts form, the
system retrieves the Repair Price from the repair details for the part. If you did not specify an Internal
Repair Price, the system retrieves the Base Price of the part for the Repair Price.

3 ‚ MATERIALS MANAGEMENT 143

 When you return a repairable spare part to a store for repair, the internal repair return does not trigger a
price update like a regular return. The system does not update the inventory price until the part has
been repaired or scrapped on an internal repair receipt. The system uses the Repair Price to determine
what cost should be used for the cost update. For example, if a LIFO part was originally issued at 10
USD, the part was returned for repair and repaired on a work order, and then the part was received on
an internal repair receipt with a Repair Price of 5 USD, the system inserts a new cost record for the part
into the R5FIFO table valued at 5 USD.
6 Bin—Enter the bin number storing the part.
7 Lot—Enter the lot number or batch of the part.
Notes: The SHOWLOT installation parameter determines whether lots are used for stock information for parts.
The default setting for SHOWLOT is Y. If SHOWLOT is set to N, the system disables Lot.
If parts were assigned from more than one lot in the assigned repair details, the system creates a line
on the receipt for each lot associated with each line on the order. For example, if the work order
contains a line with a quantity of 3 for which there are 3 different lots assigned in the assigned repair
details for the work order, the system creates three lines with a quantity of 1 for each line. The system
calculates the Outstanding Qty. as each line is added and then applies it to the Qty. Assigned for that
lot in all stores and bins. The system then groups the assignments by lot, takes the assigned records
sorts, them by store and then by bin.
8 Receipt Qty.—Enter the quantity of the part received for repair.
9 Scrapped Qty.—Enter the quantity of the part to be scrapped rather than repaired.
Note: The sum of the values entered for Receipt Qty. and Scrapped Qty. must be greater than 0; however,
their sum cannot exceed the value of Outstanding Qty.
10 Click Submit. The system updates the internal repair receipt record with the part details and saves the record.
The system also creates a transaction of type RECV (goods received) for the parts on the receipt.

Creating Pick Tickets

Create pick tickets to identify a set of parts that are required for a work order activity. Pick tickets facilitate the
acquisition of materials needed for a pending work order activity by enabling the worker assigned to a work order to
create and print a list of parts required for the work order activity. The worker can then take the ticket to the store
and have the parts waiting for pick-up in a short period of time, which makes a pick ticket different than a material
list. You can also associate multiple pick tickets with a work order activity or piece of equipment.
After creating a pick ticket, you can update the pick ticket status as necessary based on your status change
authorization privileges. Status change authorizations are set up on the Status Authorizations form.
Once the pick ticket has been reviewed and updated as necessary, change the status of the pick ticket to Approved.
You can only issue parts listed on the pick ticket after the pick ticket is Approved.

Defining Pick Ticket Headers

Define pick ticket headers to specify the store and supplier information for the pick ticket and the work order –
activity or equipment for which the pick ticket is required. You must select either a work order – activity or
equipment to create a pick ticket header.
Follow these steps to define pick ticket headers.
1 Open the Pick Tickets form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Pick Ticket—Enter a description of the pick ticket in the adjacent field. The system assigns a pick ticket
number after you save the record.
4 Store—Enter the store for which to create the pick ticket.
The system automatically populates Originator with the User ID of the logged in user.
5 Status—Select the status of the pick ticket. The system automatically assigns Unfinished as the status of the
pick ticket, or the equivalent user code status.
6 Date Required—Enter the date by which the list of parts is needed.
7 Class—Enter the class of the pick ticket. The classes shown belong to the PICK entity.
8 Choose one of the following options:
ƒ Define the pick ticket for a work order—Enter the Work Order-Activity for which to define a pick ticket.
The system automatically populates Equipment with the equipment on the work order header.

3 ‚ MATERIALS MANAGEMENT 144

 ƒ Define the pick ticket for a piece of equipment—Enter the Equipment for which to define the pick ticket.
9 Deliver to Supplier—Enter the supplier to whom to deliver the parts.
10 Delivery Address—Enter the address to which to deliver the parts.
11 Deliver to Employee—Enter the employee to whom to deliver the parts.
12 Default Approver—Enter the individual responsible for approving the pick ticket.
13 Click . The system saves the record.
Note: The system populates and/or updates the Total Value of the pick ticket as parts are added to the pick
ticket. The system also populates Approved By and Date Approved with the User ID of the approver
and the date and time that the pick ticket Status is set to Approved.

Adding Parts to a Pick Ticket

Add parts to a pick ticket to create the actual list of items needed for a work order – activity or piece of equipment.
After creating the parts list for the pick ticket, you can edit the parts list on the pick ticket as necessary to add or
delete parts and update the Required Qty. if the status of the pick ticket is Unfinished. You cannot update the parts
list for a pick ticket with a status other than Unfinished.
Follow these steps to add parts to a pick tickets.
1 Open the Pick Tickets form. The system displays the List View page.
2 Select the pick ticket for which to define parts, and then click the Parts tab. The system displays the Parts page.
3 Click Add Part. The system inserts a new Part Details record.
4 Part—Enter the part to add to the pick ticket.
5 Required Qty.—Enter the quantity of the part needed for the pick ticket.
6 Manufacturer—Enter the primary manufacturer of the part.
7 Manufacturer Part Number—Enter the primary manufacturer's part number.
Notes: The system may automatically populate Manufacturer and Manufacturer Part Number depending on
the MANUPART installation parameter.
The system only displays Manufacturer and Manufacturer Part Number when MANUPART=Yes.
8 Click Submit. The system saves the record and updates the Parts list.
Notes: When you save the record, the system automatically populates the Unit Price and the Available Qty.
for each item on the pick ticket. The system also displays the Qty. Issued of the part on the pick ticket,
as well as the Available Qty. of the part in the store.
To delete a part, select the part to delete, and then click Delete Part. The system deletes the part and
updates the Parts list.

Importing a Parts List for a Pick Ticket

Import a parts list for a pick ticket to retrieve an existing list of parts defined elsewhere in the system to the parts list
for the pick ticket. The source of the parts list can be a material list or parts associated with a piece of equipment on
the equipment record.
The system verifies whether any of the parts to import already exist on the pick ticket and does not import any of the
duplicate parts to the pick ticket.
Follow these steps to import a parts list for a pick ticket.
1 Open the Pick Tickets form. The system displays the List View page.
2 Select the pick ticket for which to add parts, and then click the Parts tab. The system displays the Parts page.
3 Click Import Parts List. The system displays the Import Parts List popup.
4 From—Select to import the parts list from an equipment record or a preplanned material list, and then enter the
piece of equipment or material list from which to import the parts in the adjacent field.
The system automatically populates the parts list with the parts associated with the selected equipment or
material list.
5 Select the parts to import.
Note: To select all lines at once, click Select All.
6 Click Submit. The system retrieves all of the parts displayed in the parts list to the pick ticket and saves the
record.
7 Add or delete additional parts for the pick ticket as necessary.

3 ‚ MATERIALS MANAGEMENT 145

Performing a Physical Inventory
Performing a physical inventory involves physically counting the materials you have in store and comparing the
inventory data that you gather during count with the data stored in your online inventory. The physical inventory
process enables you to reconcile your online inventory with the actual stock on the shelves and in bins in your
stores. This practice is commonly referred to as a cycle count.
After you finish the physical count, you can enter the actual physical quantities found in your cycle count. If you
find that there are discrepancies between the Expected Qty. and the Physical Qty. of inventory items, you can
reconcile all of the inventory discrepancies, and then approve the physical inventory record.

Generating a Physical Inventory Counting Sheet

Generate a physical inventory counting sheet to create a snapshot of the data in your online inventory that you will
use to compare with the data you gather during your cycle count. Creating a physical inventory enables you to
specify the store and inventory parameters that identify the materials for which you will perform your cycle count.
Enter inventory parameters as necessary to generate a more narrow or specific list of part data captured by the
physical inventory snapshot. You can also enter a Physical Inventory Date. If you specify a date, the system only
includes items in the physical inventory that have been entered into stock prior to the date specified.
Shortcut: You can also enter wildcards for the Part, Part Class, Stock Class, From Bin, and To Bin inventory
parameters as necessary to generate data. If you know all but one character, you can enter the
characters you know, and substitute _ for the unknown character. If you only know a portion, you can
enter the portion of the parameter that you know, and substitute % for the remaining portion. For
example, if you enter P% for Part, the system retrieves all parts that begin with the letter "P." If you
enter %PIP% for Part, the system retrieves all parts with codes that include the letters "PIP."
When you generate a physical inventory record, the system only saves the snapshot of your online inventory data
generated by the physical inventory. It does not save the parameters you enter. You must enter the parameters upon
which to base generation of a physical inventory record each time you want to generate a physical inventory record.
After you physically count your inventory, you can update your online inventory data on the Parts page of the
Physical Inventory form to reconcile any discrepancies in your physical and online inventory. Refer to "Entering
Physical Inventory Quantities" later in this chapter`. After reconciling any differences in your inventory data, you
can update the status and/or approve the physical inventory based on your status change authorization privileges.
However, the system enables and/or protects the fields available for update based on the status from which you are
updating the physical inventory. Status changes for physical inventory Status change authorizations are set up for the
TRAN entity on the Status Authorizations form.
If you create a physical inventory record and are unable to perform the actual cycle count immediately, the system
also enables you to refresh an existing physical inventory to update the expected quantities in the physical inventory
data snapshot. Refer to "Refreshing Existing Physical Inventory Data" later in this chapter.
Follow these steps to generate a physical inventory counting sheet.
1 Open the Physical Inventory form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Store—Select the store for which to create the physical inventory.
4 Physical Inventory—Enter a description of the physical inventory in the adjacent field. The system assigns a
physical inventory number after you save the record.
5 Status—Select the status. The system automatically assigns Unfinished status to the physical inventory, or the
equivalent user code status.
Note: If the SDATE installation parameter is set to YES, the system updates the Physical Inventory Date to
the current date when the status of the physical inventory is set to Approved.
6 Part—Enter the part for which to create the physical inventory.
7 Part Class—Enter the part class for which to create the physical inventory.
8 Stock Class—Enter the stock for which to create the physical inventory.
9 ABC Class—Select the ABC class for which to create the physical inventory.
10 From Bin—Enter the bin from which to create the physical inventory.
11 To Bin—Enter the bin to which to create the physical inventory.

3 ‚ MATERIALS MANAGEMENT 146

Note: Use From Bin and To Bin to indicate a bin range for which to create a physical inventory for numbered
bins. For example if you have numbered your bins consecutively, e.g., 001, 002, 003, 004, 005, etc.,
and you want to create a physical inventory taken from the inventory contained in bins 001 through 005,
enter 001 for From Bin and 005 for To Bin to capture a physical inventory for the stock contained in
bins 001 through 005.
12 Physical Inventory Date—Enter the reference date for the physical inventory. If you enter a date, the system
selects only those parts whose Stock Date (the date the part is entered into stock) is before the date entered for
Physical Inventory Date.
13 Include Child Store(s)—Select to include stock records for all child stores of the selected Store in the physical
inventory.
14 Click . The system creates the physical inventory list and saves the record.
Note: After generating the physical inventory and printing the counting sheet, transactions such as issues,
returns, and receipts may occur before the database is updated. To update the expected quantities to
reflect the current levels in the database, you can select a physical inventory record to update, right-
click on the form, and then select Refresh Inventory. The system updates the expected quantity of the
parts on the physical inventory record on the Parts tab of the Physical Inventory forms to the current
levels. However, you can only refresh the physical inventory if the Status is Unfinished. Refer to
"Refreshing Existing Physical Inventory Data" later in this chapter.

Entering Physical Inventory Quantities

Enter physical inventory quantities to update the actual physical quantities of inventory items found during your
cycle count. You can only enter physical inventory quantities for physical inventory records with Unfinished status.
The setting of the STTKDISC installation parameters determines the manner in which the system handles
discrepancies between the expected quantities and physical quantities of parts tracked by asset.
Important: Regardless of the setting of the STTKDISC installation parameter, the system cannot update the stock
level for a part tracked by asset for which there is a discrepancy because parts tracked by asset are
tracked individually and their movements and quantities must be accurately recorded.
Follow these steps to enter physical inventory quantities.
1 Open the Physical Inventory form. The system displays the List View page.
2 Select the record for which to enter physical inventory quantities, and then click the Parts tab. The system
displays the Parts page.
3 Select the part for which to enter a physical inventory quantity, and then enter the actual quantity of the part
found during the cycle count in Physical Qty. Enter the physical quantity for additional parts as necessary.
4 Click . The system saves the record.

Refreshing Existing Physical Inventory Data

Refresh existing physical inventory data to update the expected quantities in the physical inventory data snapshot as
necessary. Refreshing existing physical inventory data enables you to update an existing physical inventory if you
have been unable to perform the actual cycle count for some time following creating the physical inventory record.
You can only refresh physical inventory data for records with Unfinished status.
After refreshing existing physical inventory data, you can view the updated expected quantities for the physical
inventory on the Parts page.
Follow these steps to refresh existing physical inventory data.
1 Open the Physical Inventory form. The system displays the List View page.
2 Select the record for which to refresh existing physical inventory data, and then click the Record View tab. The
system displays the Record View page.
3 Right-click on the form, and then select Refresh Inventory. The system updates the quantities for the
physical inventory on the Parts page.

Generating ABC Analysis

Generate ABC analysis to create an ABC analysis report for reference purposes and/or to update the class
assignments for part.
ABC inventory analysis is an inventory method that enables you to divide your stock inventory items into three
groups or classes: A, B, and C. ABC class assignments are used as selection criteria for a number of material

3 ‚ MATERIALS MANAGEMENT 147

management functions, such as EOQ calculations, stock replenishment, repairable spares, and physical inventory
counts.
To generate ABC analysis, enter a percentage value as the cutoff point for each of the three classes. The system then
assigns parts to one of the ABC classes by comparing the part’s value to the value of other parts. Parts assigned to
class A represent the largest percentage of your total inventory value. Parts assigned to class B represent a moderate
percentage of your total inventory value. Parts assigned to class C represent a small percentage of your total
inventory value.
Depending on your preference, the system determines a part’s ABC class based on either part value or part usage
value. The system arranges the parts in descending order so that the part with the largest Percentage of Value is
first, with other parts following in descending order according to their Percentage of Value. The system then
assigns a class to each part based on the percentages specified for A Cutoff Point %, B Cutoff Point %, and C
Cutoff Point %.
Note: The system determines part value percentages using the Price Type specified for each part. The
system enables you to perform ABC Analysis for reference purposes without affecting the current class
assignments of a store’s parts, or you can click Update ABC Class to automatically update part ABC
classes.
Follow these steps to generate ABC analysis.
1 Open the Generate ABC Analysis form. The system displays the Parameters page.
2 Organization—Enter the organization for which to generate ABC analysis if you use multi-organization
security.
3 Store—Enter store for which to perform ABC analysis.
Shortcut: You can also enter "wildcards" for Store necessary to generate data. If you know all but one character,
you can enter the characters you know, and substitute _ for the unknown character. If you only know a
portion, you can enter the portion of the parameter that you know, and substitute % for the remaining
portion. For example, if you enter P% for Store, the system retrieves all stores that begin with the letter
"P." If you enter %PIP% for Store, the system retrieves all stores with codes that include the letters
"PIP."
4 A Cutoff Point %—Enter the value of the cutoff point for A. The system automatically enters 70 as the default
value.
5 B Cutoff Point %—Enter the value of the cutoff point for B. The system automatically enters 20 as the default
value.
6 C Cutoff Point %—Enter the value of the cutoff point for C. The system automatically enters 10 as the default
value.
Note: The sum of the values entered for A Cutoff Point %, B Cutoff Point %, and C Cutoff Point % must
equal 100%, and you must enter a value for all three points.
7 Select one of the following options:
ƒ Usage Based—Select to calculate ABC analysis based on usage. If you select Usage Based, the system
displays the Quantity as the number of parts issued from the store minus the returns to store. The system
calculates Total Value as the product of the Price and the Quantity. The Cumulative Percentage and
ABC Class are determined based on the usage value for the part rather than the value on hand.
ƒ Value Based—Select to calculate ABC analysis based on values. If you select Value Based, the system
displays the Quantity as the number of parts currently on hand in the store. The Total Value is the product
of the Price and the Quantity. The Percentage of Value, Cumulative Percentage, and ABC Class are
determined by the actual value of the parts currently in stock. The system arranges the parts so that the part
with the largest percentage of total inventory value is on top with other parts following in descending order
according to their percentage of total inventory value.
8 Print ABC Analysis—Select to print an ABC analysis report.
9 Click Process. The system displays the Preview page listing all of the parts for which to generate ABC
analysis.
10 Select each part line for which you wish to generate ABC analysis.
The system automatically selects all of the part lines. You may remove individual lines from the list by
unselecting the line. The system does not update the class assignments for unselected lines.
Note: To select all the parts at once, check Select. To unselect all the parts at once, uncheck Select.
11 Print ABC Analysis—Select to print an ABC analysis report.

3 ‚ MATERIALS MANAGEMENT 148

12 Click Update ABC Class to update the class assignments for parts. The system updates the class assignments
and stores the calculated values for each selected part record in the R5STOCK table. If any errors occur during
the updates, the system highlights the record in red and displays the error in Error Message.

Viewing and Modifying Materials Information

View and modify materials information as necessary.

Viewing and Modifying Parts Information

View and modify part information as necessary and enter revalued price information for parts.
You can change the default Price Type for a specific part and update the average, last, and standard pricing
information for a part. However, you can only update Average price, Last price, and Standard price for parts if
the PRICELEV installation parameter is set to P. Price Type defaults to the value specified for PRICETYP, but you
can also update and specify default price types for individual parts as necessary.
When PRICELEV is S, prices are always set and updated on the Stores page of the Parts form. Refer to "Viewing
and Modifying Stock Information for Parts" later in this chapter. When PRICELEV is set to P, prices are set and
updated on the Record View page of the Part form. However, if you are using multi-organization security (MOS)
and PRICELEV is P, then part prices are set and updated on the Prices page of the Part form. Refer to "Viewing and
Modifying Multiple Prices of Parts (MOS)" later in this chapter.
Revaluation of price information for parts is calculated either at the time of the approval of a receipt for a part or at
the time of the approval of an invoice for a part, depending on the setting of the PRICETIM installation parameter.
Part revaluation is also calculated according to the PRICETYP installation parameter, which specifies whether the
system prices storeroom materials based on the average, last, or standard price.
Any update of price information entered for the average, last, or standard price for a part is copied to the base price
of the part, which is the price of the part to be used as the basis for all transactions for the part.
Note: When updating price information, the system does not record a stock transaction for a part if there is no
quantity of the part on hand in store or if the updates do not affect the base price of the part. Refer to
"Viewing Stock Transactions Per Store" later in this chapter.
Delete part records as necessary. However, you cannot delete a part record after
ƒ it has been associated with a piece of equipment;
ƒ parts have been recorded into stock;
ƒ the part has been used in a pick ticket;
ƒ the part is referenced by a purchase requisition;
ƒ store transactions have been made against it; or
ƒ the part has been allocated or reserved.
Follow these steps to view and modify part information.
1 Open the Parts form. The system displays the List View page.
2 View the list of parts, and then double-click the row containing the part to view or modify. The system displays
the Record View page.
3 View and modify part information as necessary. Refer to "Creating Parts" and "Defining Multiple Prices of
Parts (MOS)" earlier in this chapter.
Note: Track by Asset can only be unselected when no asset or profile is associated with the part.
4 Click . The system saves the record.

Viewing and Modifying Store Information

View and modify store information as necessary.
When modifying store information, you can update the Price Code for a store. When updating Price Code for a
store, the system verifies whether there are any outstanding store-to-store transactions (including receipts) for the
store. If there are any outstanding store-to-store transactions, you must approve or cancel any outstanding store-to-
store transactions before you can update Price Code.
You can also update the Price Type for the store to average, last, standard, last in first out, or first in first out as
necessary if the PRICELEV installation parameter is set to S. If you modify the Price Type for the store, the system
uses the Price Type for the store as the default value for Price Type on the Stores page of the Parts form. If
PRICELEV is set to P, you cannot change the price type for the store and Price Type is hidden.

3 ‚ MATERIALS MANAGEMENT 149

If you modify the Parent Store for store for which Copy Parent’s Reorder Details is selected, the system
automatically unselects Copy Parent’s Reorder Details. Additionally, you can only select a Parent Store for the
store that is not already designated as a child store in the store hierarchy for the store.
Delete stores as necessary. However, you cannot delete a parent store for which child stores exist, and you cannot
delete a store when there is quantity on hand for a stock record within the store.
Follow these steps to view and modify store information.
1 Open the Stores form. The system displays the List View page.
2 View the store list, and then double-click the row containing the store to view or modify. The system displays
the Record View page.
3 View and modify store details as necessary. Refer to "Creating Stores" earlier in this chapter.
4 Click . The system saves the record.

Viewing and Modifying Stores Associated with Parts

View and modify stores associated with parts to review or update store information for a part.
The PRICELEV installation parameter determines the manner in which the system records prices for parts. The
default value for PRICELEV is P, which indicates that prices are recorded at the part level, enabling you to enter the
price for a part at the parts level on either the Record View page of the Parts form or the Prices page of the Parts
form depending on whether you are using MOS. Refer to "Defining Multiple Prices of Parts (MOS)" earlier in this
chapter. If PRICELEV is set to S, part prices are recorded at the stock level on the Stores page, enabling you to enter
different prices for the same part in different stores.
Note: If PRICELEV is P, the system disables Price Type, Average Price, Last Price, Standard Price, and
Base Price fields and hides them on the Stores page of the Parts form.
You can change Price Type for a part as necessary. However, if there is a quantity of the part on hand and changing
the price type affects the base price of the part, the system records a MPTC stock transaction for the part. If there is
no quantity of the part on hand or if changing the price type does not change the base price of the part, the system
does not record a transaction for the price type change.
If there is a current quantity of the part on hand and you update the price type to last in first out (LIFO) or first in
first out (FIFO), the system creates a stock record for the part in the R5FIFO table part and sets Average Price to
the Base Price. The stock record includes the quantity of the part on hand and the price. If there is no quantity on
hand, the system does not insert a record into the R5FIFO table.
If you change the price type from LIFO or FIFO to average, last, or standard, the system deletes the record of the
part from the R5FIFO table. If any of the price fields are null, the system considers the price to be zero.
Additionally, if there is a current quantity of the part on hand and you change the price type to standard or last and
then enter a Standard Price, the system records both a MPTC and CORR stock transaction.
Preferred Store and Preferred Supplier are used for automatic requisition generation for low stock items.
Selecting a Preferred Store indicates that the requisition type for the part in store is a Store-to-Store transfer. Refer
to "Generating Requisitions" earlier in this chapter. Because Preferred Store and Preferred Supplier provide different
information for a requisition, you can enter either a Preferred Supplier or Preferred Store. You cannot enter a
value for both. Selecting a Preferred Supplier indicates that the requisition type for the part is Goods Requested.
Selecting a Preferred Store indicates that the requisition for the part should be Store-to-Store.
Follow these steps to view and modify stores associated with parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to modify store information, and then click the Stores tab. The system displays the
Stores page.
3 Select the store for which to view or modify information.
4 Modify store information for the part as necessary.
5 Click Submit. The system saves the record and updates the Stores list.

Viewing and Modifying Stock Information for Parts

View and modify stock information for parts to update the quantity of a part in stock. You can only update the Qty.
on Hand when modifying stock information for parts. Store, Bin, Price, and Lot are protected. If you enter a new
Qty. on Hand for the part, the system creates an approved stock transaction for the difference between the old
quantity and the new quantity.

3 ‚ MATERIALS MANAGEMENT 150

Note: You cannot delete a stock record for a part if the Qty. on Hand of the part is greater than zero.
If you set the Price Type for parts in the store to Last in first out price or First in first out price, then the system
inserts a stock record in the R5FIFO table for the parts. If you change the Price Type for parts in store from Last in
first out price or First in first out price to Average, Last, or Standard, then the system deletes the stock records for
any parts in the store from the R5FIFO table.
Follow these steps to view and modify stock information for parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view and modify stock information, and then click the Stock tab. The system
displays the Stock page.
3 Qty. on Hand—Enter the new quantity of the part in stock.
4 Click Submit. The system saves the record and updates the Stocks list.

Viewing and Modifying Multiple Prices of Parts (MOS)

View and modify multiple prices of parts as necessary.
You can change the default Price Type for a specific part in its organization and update the average, last, and
standard pricing information for the part. However, you can only update Average price, Last price, and Standard
price for parts if the PRICELEV installation parameter is set to P.
Any update of price information entered for the average, last, or standard price for a part is copied to the base price
of the part in its organization, which is the price of the part to be used as the basis for all transactions for the part in
its organization.
Note: When updating price information, the system does not record a stock transaction for a part if there is no
quantity of the part on hand in store or if the updates do not affect the base price of the part in its
organization. Refer to "Viewing Stock Transactions Per Store" later in this chapter.
You can change Price Type for a part as necessary. However, if there is a quantity of the part on hand and changing
the price type affects the base price of the part, the system records a MPTC stock transaction for the part. If there is
no quantity of the part on hand or if changing the price type does not change the base price of the part, the system
does not record a transaction for the price type change.
If there is a current quantity of the part on hand and you update the price type to last in first out (LIFO) or first in
first out (FIFO), the system creates a stock record for the part in the R5FIFO table part and sets Average Price to
the Base Price. The stock record includes the quantity of the part on hand and the price. If there is no quantity on
hand, the system does not insert a record into the R5FIFO table.
If you change the price type from LIFO or FIFO to average, last, or standard, the system deletes the record of the
part from the R5FIFO table. If any of the price fields are null, the system considers the price to be zero.
Additionally, if there is a current quantity of the part on hand and you change the price type to standard or last and
then enter a Standard Price, the system records both a MPTC and CORR stock transaction.
Revaluation of price information for parts is calculated either at the time of the approval of a receipt for a part or at
the time of the approval of an invoice for a part, depending on the setting of the PRICETIM installation parameter.
Part revaluation is also calculated according to the PRICETYP installation parameter, which specifies whether the
system prices storeroom materials based on the average, last, or standard price.
Follow these steps to view and modify multiple prices of parts (MOS).
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view or modify prices, and then click the Prices tab. The system displays the Prices
page.
3 View and modify the price information as necessary.
4 Click Submit. The system saves the record and updates the Prices list.

Viewing and Modifying Part Inspections

View and modify records for incoming part inspections.
Follow these steps to view and modify part inspections.
1 Open the Part Inspections form. The system displays the List View page.
2 Select the part inspection record to view or modify, and then click the Record View tab. The system displays
the Record View page.
3 Status—Select one of the following options:

3 ‚ MATERIALS MANAGEMENT 151

 ƒ Unfinished (U)—Indicates that parts have not been inspected
ƒ Fully rejected (FJ)—Indicates that, after inspection, all parts have been rejected
ƒ Partially rejected (PJ)—Indicates that, after inspection, only some parts have not been rejected
ƒ Approved (A)—Indicates that all parts have been approved or that no parts for this order require inspection
4 Part Location—Enter the code identifying the receiving location as necessary.
5 Inspection Qty.—Enter the number of parts inspected.
6 Rejected Qty.—Enter the number of parts rejected, if any.
7 Reason for Return—Enter the reason for rejecting or returning the part.
8 Class—Enter the class of the inspection.
9 Inspected By—Enter the employee who inspected the parts.
10 Date Inspected—Enter the date of the inspection.
11 Click . The system automatically populates Updated By and Date Updated and then saves the record.

Viewing Instructions for Part Inspections

View the instructions and comments associated with the selected inspection method on the PO receipt line.
Follow these steps to view instructions for part inspections.
1 Open the Part Inspections form. The system displays the List View page.
2 Select the part inspection record for which to view instructions, and then click the Instructions tab. The system
displays the Instructions page.
3 View the instructions for the part inspection.

Viewing Usage and Demand of Parts

View usage and demand of parts stocked in stores within your organization. For each part, the system identifies each
store to which the part has been issued or from which store the part has been returned, the day through which the
part usage occurred, demand, and usage. To know how the system determines usage and demand, refer to the
following formulas:
Usage = Issues - Returns

Demand = Quantity of Outgoing Parts – Quantity of Incoming Parts +/- Physical Inventory
(Outgoing Parts = Issues + Transfers Out + Supplier Returns)
(Incoming Parts = Returns, Transfers In, Receipts, and Stock Initializations)
Follow these steps to view usage and demand of parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view usage information, and then click the Usage tab. The system displays the
Usage page.
3 Click Generate Usage. The system populates the Usage list.
4 View the part usage information.
The system displays the following information for each part in the Usage list:
Field Description
Store The store for which usage transactions (issues/returns) have occurred
Month The last day through which the usage occurred
Note: The date displayed can never be the current date, because transactions can still occur or be
occurring for the current date.
Usage The difference between the total issues and the returns for the selected part and store during the given month
Demand The difference between the quantity of incoming parts (receipts, returns, and incoming part transfers) and the
quantity of outgoing parts (issues, transfers, returns to vendors, etc.)
Note: Demand also reflects part additions or subtractions due to physical inventories and stock
initialization.

3 ‚ MATERIALS MANAGEMENT 152

Viewing Part Details
Follow these steps to view part details.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view details, and then click the Record View tab. The system displays the Record
View page.
3 Right-click on the form, and then select Part Details from the list. The system displays the Part Details popup.
4 View the part details information.
5 Click Close. The system closes the Part Details popup.

Viewing Stock Levels by Part

Follow these steps to view stock levels by part.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view stock levels, and then click the Overview tab. The system displays the
Overview page.
3 View the stock level information.

Viewing Purchasing Contracts for Parts

Follow these steps to view purchasing contracts for parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view the purchasing contract, and then click the Contracts tab. The system displays
the Contracts page.
3 View the purchasing contract information.

Viewing Requisitions for Parts

View requisitions for parts as necessary. The system displays all requisitions, including store-to-store requisitions.
Follow these steps to view requisitions for parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view requisitions, and then click the Requisitions tab. The system displays the
Requisitions page.
3 View the requisition information. Refer to "Creating Requisitions" earlier in this chapter for more information
about the field information displayed in the Requisitions list.

Viewing Purchase Orders for Parts

View purchase orders for parts that have not been fully received.
Follow these steps to view purchase orders for parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view purchase orders, and then click the Purchase Orders tab. The system displays
the Purchase Orders page.
3 View the purchase order information. Refer to "Creating a New Purchase Order from Requisition Line Items"
earlier in this chapter and/or "Creating and Revising Purchase Orders" in Chapter 4 ‚ Purchasing Management
for more information about the information displayed in the Purchase Orders list.

Viewing Purchase Order History for Parts

View purchase order history for parts for both open and completed purchase orders.
Follow these steps to view purchase order history for parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view purchase order history, and then click the PO History tab. The system displays
the PO History page.
3 View the purchase order history. Refer to "Creating a New Purchase Order from Requisition Line Items" earlier
in this chapter and/or "Creating and Revising Purchase Orders" in Chapter 4 ‚ Purchasing Management for
more information about the information displayed in the Purchase Orders list.

3 ‚ MATERIALS MANAGEMENT 153

Viewing Stock Values for LIFO/FIFO Parts
Follow these steps to view stock values for LIFO/FIFO parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view stock values, and then click the Stock Value tab. The system displays the
Stock Value page.
3 View the stock value information. Refer to "Understanding Time-Based Inventory Valuation (LIFO/FIFO)"
earlier in this chapter for more information about the information displayed in the Stock Value list.

Viewing When and Where a Part Has Been Used

View when and where a part has been used on the Where Used page of the Parts form. When you associate one part
with another part via a Parts Associated page, the system keeps a record of the association and displays the
information on the Where Used page. Refer to "Associating Parts" in Chapter 1 ‚ Basics.
Note: The system only shows associations of equipment records.
Follow these steps to view when and where a part has been used.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view usage information, and then click the Where Used tab. The system displays the
Where Used page.
3 View when and where the part was used.
The system displays the following information for each part in the Where Used list:
Field Description
Entity The entity to which the part was associated
Code The code of the record, to which the part was associated, e.g., an asset ID, part number, work order
Organization The organization record to which the part was associated
Description The description of the Code to which the part was associated
Quantity The quantity of the part that was associated to the entity, code, etc.
Comments The comments entered when the part was associated
Type The object type of the record to which the part was associated

Viewing Stock Transactions for Parts

View stock transactions for parts within the past 30 days.
Follow these steps to view stock transactions for parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view stock transactions, and then click the Transactions tab. The system displays the
Transactions page.
3 View the stock transaction information.
The system displays the following information for each part in the Transactions list:
Field Description
Type The type of transaction with which the part was associated, e.g., Stock take, Issue or return,
Goods received, etc.
Store The code of the store with which the part transaction was associated
Description The description of the Store associated with the part transaction
Store Org. The organization of the Store associated with the part transaction
Transaction Qty. The quantity of the part involved in the transaction. Positive quantities designate an increase in
the quantity of the part in inventory, such as a receipt. Negative quantities indicate a decrease in
the quantity of the part in inventory, such as an issue or return.
Date The date on which the part transaction occurred
Price The price of the part the system used for the transaction
Issued By If the part transaction is an issue, the system displays the User ID of the user who issued the
part.

3 ‚ MATERIALS MANAGEMENT 154

 Field Description
Issued To If the part transaction is an issue, the system displays the Employee code of person to which
the part was issued.
Class The class of the part
Class Org. The organization of the Class
Transaction Number The transaction number assigned to the transaction
Line The line number of the part on the transaction involving the part, e.g., the line number on the
requisition, purchase order, work order, etc.
Status The current status of the transaction involving the part
Pick Ticket If the part was added to a pick ticket, the system displays the number.
Work Order If the part was added to a work order, the system displays the number.
Activity If the part was added to a work order, the system displays the work order number for which the
part transaction occurred.
Purchase Order If the part was added to a purchase order, the system displays the number.
PO Org. The organization of the purchase order associated with the part transaction
Requisition If the part was added to a requisition, the system displays the number.
Supplier The supplier for the requisition associated with the part transaction
Bin The bin involved in the part transaction. For issue transactions, the system displays the bin
location from which the part is issued. For receipts, the system displays the bin location into
which the part is received.
Lot The lot of the part involved in the transaction
Asset ID The code of the equipment associated with the transaction
Asset Org. The organization of the Asset ID associated with the part transaction
Parent Work Order If the transaction for the part is associated with a MEC work order, then the system displays the
number identifying the parent multiple equipment work order associated with the transaction.
Refer to "Adding Equipment to Work Orders to Distribute Work Order Costs" in Chapter 5 ‚
Work Management.
Note: The system enables you to search for all transactions associated with a multiple
equipment work order by defining a Quick Filter using Parent Work Order as part of
the filter criteria. Refer to "Defining Quick Filters on Forms" in Chapter 1 ‚ Basics.
Warranty Indicates whether the part involved in the transaction is covered under warranty
Consignment Indicates whether the part involved in the transaction is a part under consignment
Direct Indicates whether the part involved in the transaction is a direct purchase item received directly
to a work order, purchase order, etc.

Viewing Stock In-Transit for Parts

View stock information for parts held in stores that are in-transit between stores.
Follow these steps to view stock in-transit for parts.
1 Open the Stores form. The system displays the List View page.
2 Select the store for which to view stock in-transit information, and then click the Stock In-transit tab. The
system displays the Stock In-transit page.
3 View the stock information for the parts held in the selected store that currently have In-transit status.
The system displays the following information for each part in the Stock In-transit list:
Field Description
Part The code of the part that is in-transit
Part Description The description of the part that is in-transit
Part Org. The organization of the part that is in-transit
Quantity The quantity of the part that is in-transit

3 ‚ MATERIALS MANAGEMENT 155

 Field Description
For Repair Qty. The quantity of a repairable spare part that is currently in-transit for repair. Repairable spare parts
have repair details associated on the part record that specify whether a part is to be repaired
internally or externally, and they include additional information about the system uses to generate
repair work orders or requisitions for repairing the part. Therefore, a value displayed for For Repair
Qty. indicates that the part is in-transit for repair internally or externally.
Destination The entity of the destination, e.g., PART, STOR
Destination Code The code identifying the destination, e.g., the part code or store code
Purchase Order The purchase order associated with the transaction for which the part is in-transit
PO Org. The organization of the purchase order associated with the transaction for which the part is in-transit
Requisition The requisition associated with the transaction for which the part is in-transit
Equipment The equipment associated with the transaction for which the part is in-transit
Equipment Org. The organization of the equipment associated with the transaction for which the part is in-transit
Lot The lot of the part that is in-transit

Viewing Part Reservations

View part reservations for parts in store that are reserved or allocated for work orders.
Follow these steps to view part reservations.
1 Open the Parts form. The system displays the List View page.
2 Select the part for which to view part reservations, and then click the Stores tab. The system displays the Stores
page.
3 Select the store for which to view part reservations, and then click View Parts Reserved. The system
displays the Reserved Parts popup.
4 View the work order reservations for the part in the selected store.
Note: Part reservations can be initiated by material lists or reservations initiated on a work order. Refer to
"Defining Material Lists" and/or "Managing Parts for Work Orders" in Chapter 5 ‚ Work Management for
more information.
5 Click Close. The system closes the Reserved Parts popup.

Viewing Parts Associated with Manufacturers

Follow these steps to view parts associated with manufacturers.
1 Open the Manufacturer Part Numbers form.
2 View the parts information. Refer to "Defining and Managing Manufacturer Information," "Associating
Manufacturers With Parts," and "Associating Parts With a Manufacturer" earlier in this chapter for more
information about manufacturer part information.

Viewing Parts Associated with Suppliers

Follow these steps to view parts associated with suppliers.
1 Open the Supplier Part Numbers form.
2 View the part information. Refer to "Defining and Managing Supplier Information," "Creating a Supplier
Catalog," and "Associating Parts With a Manufacturer" earlier in this chapter for more information about
supplier part information.

Viewing Stock for Stores

View stock for stores to view information about parts held in specific stores, such as the part number, the bin/lot
combination for the part, and the quantity of the part on hand.
Follow these steps to view stock for stores.
1 Open the Stores form. The system displays the List View page.
2 Select the store for which to view stock, and then click the Stock tab. The system displays the Stock page.
3 View the stock information for the parts held in the selected store. Refer to "Managing Stock Information"
earlier in this chapter for more information.

3 ‚ MATERIALS MANAGEMENT 156

Viewing Stock Levels by Store
Follow these steps to view stock levels by store.
1 Open the Stores form. The system displays the List View page.
2 Select the store for which to view stock levels, and then click the Overview tab. The system displays the
Overview page.
3 View the stock level information.

Viewing Stock Transactions Per Store

View stock transactions per store. The system maintains a history of every stock transaction per store. View
information such as when a specific part was received to stock, how much the part cost, and to what purchase order
the part belonged.
Follow these steps to view stock transactions per store.
1 Open the Stores form. The system displays the List View page.
2 Select the store for which to view stock transactions, and then click the Transactions tab. The system displays
the Transactions page.
3 View the stock transactions.
The system displays the following information for each stock transaction in the Transactions list:
Field Description
Type The type of transaction with which the part was associated, e.g., Stock take, Issue or return,
Goods received, etc.
Part The code of the part with which the transaction was associated
Description The description of the Part associated with the stock transaction
Part Org. The organization of the Part associated with the stock transaction
Transaction Qty. The quantity of the part involved in the stock transaction. Positive quantities designate an
increase in the quantity of the part in inventory, such as a receipt. Negative quantities indicate a
decrease in the quantity of the part in inventory, such as an issue or return.
Date The date on which the stock transaction occurred
Price The price of the part the system used for the transaction
Originator If the part transaction is an issue, the system displays the User ID of the user from whom the
stock transaction originated.
Issued To If the part transaction is an issue, the system displays the Employee code of the person to
which the part associated with the stock transaction was issued.
Class The class of the part the system used for the stock transaction
Class Org. The price of the part the system used for the stock transaction
Transaction Number The number identifying the stock transaction
Line The line number of the part on the stock transaction involving the part, e.g., the line number on
the requisition, purchase order, work order, etc.
Status The current status of the stock transaction involving the part
Pick Ticket If the stock transaction was associated with a pick ticket, the system displays the number.
Work Order If the stock transaction was associated with a work order, the system displays the number.
Activity If the stock transaction was associated with a work order, the system displays the activity on
the work order for which the part transaction occurred.
Purchase Order If the stock transaction was associated with a purchase order, the system displays the number.
Purchase Order Org. The organization of the purchase order associated with the part transaction
Requisition If the stock transaction was associated with a requisition, the system displays the number.
Supplier The supplier for the requisition associated with the part transaction
Bin The bin involved in the part transaction. For issue transactions, the system displays the bin
location from which the part is issued. For receipts, the system displays the bin location into
which the part is received.
Lot The lot of the part involved in the transaction

3 ‚ MATERIALS MANAGEMENT 157

 Field Description
Asset ID The code of the equipment associated with the transaction
Asset Org. The organization of the Asset ID associated with the stock transaction
Parent Work Order If the transaction for the store is associated with a MEC work order, then the system displays
the number identifying the parent multiple equipment work order associated with the
transaction. Refer to "Adding Equipment to Work Orders to Distribute Work Order Costs" in
Chapter 5 ‚ Work Management.
Note: The system enables you to search for all transactions associated with a multiple
equipment work order by defining a Quick Filter using Parent Work Order as part of
the filter criteria. Refer to "Defining Quick Filters on Forms" in Chapter 1 ‚ Basics.
Scrapped Qty. The number of repairable spare parts that were scrapped for the stock transaction
Warranty Indicates whether the part involved in the transaction is covered under warranty
Consignment Indicates whether the stock transaction was associated with a part under consignment
Direct Indicates whether the stock transaction was associated with a direct purchase item received
directly to a work order, purchase order, etc.

Viewing Bin Stock

View bin stock per lot. For each lot, the system displays parts contained within that lot and specifies their store and
bin location.
Follow these steps to view bin stock.
1 Open the Lots form. The system displays the List View page.
2 Select the lot for which to view bin stock, and then click the Bins Per Store tab. The system displays the Bins
Per Store page.
3 View the bin stock information. Refer to "Creating Bins for Stores" and "Entering Stock Information for Parts"
earlier in this chapter for more information.

Managing 7i Buy Items in Infor EAM

7i Buy allows customers to plan work, track parts usage, manage stock levels, and replenish stock via the Internet.
Now Infor EAM customers with 7i Buy can manage part information in Infor EAM. Refer to the Datastream 7i Buy
User's Guide version 7.9 for more information.
Important: This section covers functionality available in 7i Buy. If you have not purchased 7i Buy, you do not have
access to all of the functionality covered in this section.

Creating 7i Buy Vendors

Create 7i Buy vendors in Infor EAM.
Follow these steps to create 7i Buy vendors.
1 Open the 7i Buy Vendors form. The system displays the List View page.
2 Click the Record View tab. The system displays the Record View page.
3 Click Download 7i Buy Vendors. The system sends a request to 7i Buy and then downloads and saves the 7i
Buy vendors.
4 Click OK.
Note: To create Infor EAM suppliers, click Create Infor EAM Suppliers. Refer to "Creating Infor EAM
Suppliers" later in this chapter.

Creating Infor EAM Suppliers for 7i Buy Vendors

Create a new supplier for each 7i Buy vendor that currently does not have an associated supplier record.
Follow these steps to create Infor EAM suppliers for 7i Buy vendors.
1 Open the 7i Buy Vendors form. The system displays the List View page.
2 Click the Record View tab. The system displays the Record View page.
3 Click Create Infor EAM Suppliers. The system creates a new supplier record for each vendor record that
currently does not have an associated supplier record.
4 Click OK. The system saves the information.

3 ‚ MATERIALS MANAGEMENT 158

Associating Infor EAM Suppliers with 7i Buy Vendors
Associate an Infor EAM supplier with a 7i Buy vendor in Infor EAM.
Follow these steps to associate Infor EAM suppliers with 7i Buy vendors.
1 Open the 7i Buy Vendors form. The system displays the List View page.
2 Select the 7i Buy Vendor with which to associate an Infor EAM supplier, and then click the Infor EAM
Suppliers tab. The system displays the Infor EAM Suppliers page.
3 Click Add Supplier. The system inserts a new Supplier Details record.
4 Supplier—Enter the supplier with which to associate the 7i Buy vendor.
The system automatically populates Supplier Description, Supplier Org., and Payment Method.
5 Click Submit. The system saves the record and updates the Infor EAM Suppliers list.

Associating 7i Buy Items with Parts

Associate 7i Buy items with parts on the Suppliers page of the Parts form.
Follow these steps to associate 7i Buy items with parts.
1 Open the Parts form. The system displays the List View page.
2 Select the part with which to associate 7i Buy items, and then click the Suppliers tab. The system displays the
Suppliers page.
3 Select the supplier for which to update the parts catalog, and then click Add 7i Buy Item Association. The
system displays the 7i Buy Item Association page.
4 Enter the Part #. The system displays the Search Results page.
5 Select the item, and then enter the number of items.
6 Click . The system adds the item to the shopping cart.
7 Click Retrieve Part. The system retrieves the part information, associates the 7i Buy item with the part for the
associated Infor EAM supplier, and then updates the supplier catalog.

Updating 7i Buy Items

Update 7i Buy items in the parts catalog.
Follow these steps to update 7i Buy items.
1 Open the Parts form. The system displays the List View page.
2 Select the part to update, and then click the Suppliers tab. The system displays the Suppliers page.
3 Choose one of the following options:
ƒ Update 7i Buy Items—Click to update the parts catalog for all suppliers associated with the selected
part. The system updates Gross Price, Lead Time, and 7i Buy Date Last Updated in the parts catalog for
all suppliers.
ƒ Update Selected 7i Buy Item—Click to update the parts catalog for selected suppliers associated with
the selected part. The system updates Gross Price, Lead Time, and 7i Buy Date Last Updated in the parts
catalog for the selected suppliers.

Adding 7i Buy Part Items to Requisitions

Add 7i Buy part items to requisitions.
Follow these steps to add 7i Buy part items to requisitions.
1 Open the Requisitions form. The system displays the List View page.
2 Select the requisition for which to add 7i Buy part items, and then click the Parts tab. The system displays the
Parts page.
Note: The requisition must have a status of Unfinished to add 7i Buy part items.
3 Click Add Parts (7i Buy Items). The system displays the Add Parts 7i Buy Items page.
4 Enter the Part #. The system displays the Search Results page.
5 Select the item to add, and then enter the number of items.
6 Click . The system adds the item to the shopping cart.

3 ‚ MATERIALS MANAGEMENT 159

7 Click Add Parts (7i Buy Items). The system adds the 7i Buy part item to the selected requisition, updates the
supplier's catalog, and automatically populates 7i Buy Date Last Updated.

Viewing 7i Buy Sync Errors

View 7i Buy sync errors for part catalog records.
Follow these steps to view 7i Buy sync errors.
1 Open the Requisitions form. The system displays the List View page.
2 Select the requisition for which to view 7i Buy sync errors, and then click the Parts tab. The system displays the
Parts page.
Note: You may also view 7i Buy sync errors on the Suppliers page of the Parts form, the Parts page of the
Suppliers form, and the Parts page of the Purchase Orders form.
3 Click View 7i Buy Sync Errors. The system displays the View 7i Buy Sync Errors popup.
4 View the errors.
5 Click Close. The system closes the popup.

3 ‚ MATERIALS MANAGEMENT 160

4 ‚ PURCHASING MANAGEMENT

The purchasing management module corresponds with the materials management module to facilitate the process of
purchasing goods. Use the purchasing management module to create and revise purchase orders. You can also add
existing parts or create new parts to add to purchase orders, enter extra charges or discounts, and associate
purchasing clauses.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition. If you purchased Infor EAM Business Edition, you do not have access to all of the functionality
covered in this chapter.

In This Chapter
ƒ Defining Initial Purchase Information
ƒ Defining Credit Cards
ƒ Creating and Revising Purchase Orders
ƒ Viewing Purchase Order History
ƒ Creating and Using Blanket Orders
ƒ Recording Invoice Vouchers
ƒ Defining Requests for Quotations
ƒ Editing Quotations

161
Defining Initial Purchase Information
Define initial purchase information before using the purchasing management module.

Defining Purchase Order Terms

Define purchase order terms to use in purchase order activities. Various suppliers might have different types of
purchase terms. The system has five predefined types of purchase order terms. You can also edit purchase order
terms as necessary.
For example, select Freight Terms as the type for an individual purchase order term. This purchase order term
appears in the Freight Terms lookup on the Suppliers form. Set up the individual codes for each of the following
types of order terms:
ƒ FOB (Free On Board) point (FOB)—Define where to take possession of an item, e.g., a receiving dock.
ƒ Freight terms (FRTR)—Establish how different freight charges are paid and who pays them.
ƒ Payment terms (PAY)—Enter how a supplier is paid for a purchase, e.g., COD.
ƒ Payment method (PYMT)—Enter what method is used to pay the supplier.
ƒ Ship via (SHIP)—Define how the supplier ships an item, e.g., overnight, regular mail, etc.
Follow these steps to define purchase order terms.
1 Open the PO Terms form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the purchase order term belongs if you use multi-organization
security.
4 PO Term—Enter a unique code identifying the purchase order term, and then enter a description of the
purchase order term in the adjacent field.
5 Type—Select the type of purchase order term.
6 Click . The system saves the record.

Defining Purchasing Clauses

Define purchasing clauses to create a list of legal agreements. Attach purchasing clauses to contract classes,
purchase orders, or blanket purchase orders. Use the International Standards Organization (ISO) purchasing clauses
predefined in the system, or define purchasing clauses to suit your organization’s needs. You can also edit
purchasing clauses after creating them as necessary.
Finally, you can create hierarchies with a general purchasing clause as a parent and more specific purchasing clauses
set up as children. Refer to "Viewing Purchasing Clause Hierarchies" later in this chapter to view all of the child
purchasing clauses associated with a specific clause.
Follow these steps to define purchasing clauses.
1 Open the Purchasing Clauses form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the purchasing clause belongs if you use multi-organization
security.
4 Clause—Enter a unique code identifying the purchasing clause, and then enter a description of the purchasing
clause in the adjacent field.
5 Class—Enter the class of the purchasing clause.
6 Sequence Number—Enter a number to indicate the order of the child purchasing clause in relation to the
parent purchasing clause, if applicable. The sequence number determines the hierarchy of the child purchasing
clauses.
7 Parent Clause—Enter the parent purchasing clause, if applicable.
8 Out of Service—Select to prevent the purchasing clause from being displayed in the lookups.
9 Click . The system saves the record.

4 ‚ PURCHASING MANAGEMENT 162

Defining Children for Purchasing Clauses
Children can be added to purchasing clauses as additions to existing clauses.
Follow these steps to define children for purchasing clauses.
1 Open the Purchasing Clauses form. The system displays the List View page.
2 Select the clause for which to define children, and then click the Children tab. The system displays the Children
page.
3 Click Add Child Clause. The system inserts a new Child Clause Details record.
4 Sequence Number—Enter the sequence number for the clause.
5 Child Clause—Enter the child clause to associate with the contract class of the header clause.
The system automatically populates the child clause description and Child Clause Org. Refer to "Defining
Equipment Hierarchies" later in this chapter for more information.
6 Click Submit. The system saves the record and updates the Children list.
Note: To remove a child clause from the header clause, select the child clause to remove, and then click
Remove Child Clause. The system removes the child clause from association with the header clause
and updates the children list.

Viewing Purchasing Clause Hierarchies

View the existing relationship between ISO purchasing clauses as well as newly created purchasing clauses.
Follow these steps to view purchasing clause hierarchies.
1 Open the Purchasing Clauses form. The system displays the List View page.
2 Select the purchasing clause for which to view the hierarchy, and then click the Children tab. The system
displays the Children page.
3 View the purchasing clause information.

Defining Delivery Addresses

Define and maintain delivery addresses for purchasing and materials.
Follow these steps to define delivery addresses.
1 Open the Delivery Addresses form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Delivery Address—Enter a unique code identifying the delivery address, and then enter a description of the
delivery address in the adjacent field.
4 Address 1—Enter the first line of the delivery address.
5 Address 2—Enter the second line of the delivery address.
6 Address 3—Enter the third line of the delivery address.
7 City—Enter the city for the delivery address.
8 State—Enter the state for the delivery address.
9 Telephone—Enter the telephone number at the delivery address.
10 Extension—Enter the telephone number extension at the delivery address.
11 Zip Code—Enter the zip code for the delivery address.
12 Country—Enter the country for the delivery address.
13 Fax/Telex—Enter the fax or telex number at the delivery address.
14 E-mail Address—Enter the e-mail address for the delivery address.
15 Full Address—Enter the full delivery address.
16 Out of Service—Select to prevent the delivery address from being displayed in lookups.
17 Click . The system saves the record.

Defining Credit Cards

Define credit cards for use as payment on purchase orders.
Follow these steps to define credit cards.

4 ‚ PURCHASING MANAGEMENT 163

1 Open the Credit Card Numbers form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization of the credit card if you use multi-organizational security.
4 Credit Card Number—Enter the credit card number, and then enter a description of the credit card in the
adjacent field.
5 Type—Enter the type of the credit card.
6 Expiration—Enter a two-digit number for the month, and then enter a four-digit number for the year.
7 Class—Enter the class of the credit card.
8 Class Org.—Enter the organization of the class.
9 Expiration Date—Enter the expiration date for the credit card.
The system defaults Expiration Date to the month entered as the Expiration month, the last day of the
Expiration month, and the year of Expiration.
10 Name—Enter the name that appears on the credit card.
11 Active—Select to set this credit card record to active.
Note: The system validates the credit card number. The number is encrypted and displays in edit mode with a
mask of "*" except for the last four digits.
12 Click . The system saves the record.

Defining Users for Credit Cards

Define users authorized to charge purchase orders to a specific credit card.
Follow these steps to define users for credit cards.
1 Open the Credit Card Numbers form. The system displays the List View page.
2 Select the credit card number for which to define users, and then click the Users tab. The system displays the
Users page.
3 User—Enter the name of the user to associate with the credit card number.
The system automatically populates the user description.
4 Default—Select to set the user as the default user for the credit card number.
5 Click Submit. The system saves the record and updates the Users list.

Creating and Revising Purchase Orders

Create and revise purchase orders. The purchase order creation process has several steps. First, create the purchase
order header and then add line items for parts and services. At this stage, you can also adjust part charges, associate
clauses, create work orders and activities from service lines, and associate assets for parts tracked by asset. Next,
change the status to Ready for printing to print the purchase order for approval. Finally, approve the purchase order
and send it to the supplier. To change the status of a purchase order, enter a new status on the Record View page of
the Purchase Orders form. Refer to the following descriptions when changing the status:
ƒ Unfinished—The purchase order is at the creation stage; create the purchase order header and add parts.
ƒ Ready for printing—The purchase order is ready for approval/printing.
ƒ Cancelled—The purchase order is cancelled.
ƒ Approved/completed—The purchase order is approved and ready to be sent to a supplier.
Notes: When you approve a purchase order containing lines with repairable spare parts of Type External
Repair, the system moves the Requested Qty. (UOM) of the part from the Qty. for Repair to the Qty. at
Supplier on the Stores page of the Parts form. If the is part tracked by asset, the system changes the
status of the asset associated with the part to In Repair. If the asset is a parent in an asset hierarchy,
the system changes the status of any dependent child assets to In Repair.
If you cancel a purchase order containing lines with repairable spare parts of Type External Repair, the
system gives you the option to cancel the requisition. If you select to also cancel the requisition, the
system deletes the repair detail assignments for the part, and if the parts have been moved from Qty. to
Repair to Qty at Supplier, the system moves the parts back to the Qty. for Repair.

4 ‚ PURCHASING MANAGEMENT 164

Creating Purchase Order Headers
Create purchase order headers for new purchase orders.
Note: If you are the originator of a purchase order, you might have an approval limit. This limit defines the total
maximum value of all the line items on a purchase order. The approval limit may be set up at either the
purchase order header level or the line item detail level. If the total exceeds your limit, you might need to
have someone else (typically a manager) approve the amount.
Follow these steps to create purchase order headers.
1 Open the Purchase Orders form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the purchase order belongs if you use multi-organization
security.
The system automatically populates the purchase order description, Status, Store, Buyer, and Due Date.
4 Purchase Order—Enter a description of the purchase order in the adjacent field. The system assigns a
purchase order number after you save the record.
If the purchase order has numerous revisions, the system automatically populates Revision Number.
5 Status—Select the status value of the purchase order.
Note: Your authorization level determines the values available for Status.
6 Store—Enter a storeroom.
7 Originator—Enter the employee requesting the purchase order.
8 Due Date—Enter the expected arrival date for the items.
9 Buyer—Enter the buyer responsible for the purchase order.
10 Delivery Address—Enter the delivery address for the purchase order.
11 Class—Enter the class of the purchase order.
The system automatically populates Class Org.
12 Supplier—Enter a supplier.
The system automatically populates the supplier’s default Currency, the current Exchange Rate, Language,
and Lead Time (Days).
If the items are covered under a specific contract with a supplier, the system displays Contract and Discount
information after you add lines to the purchase order. Contract and Discount apply only to individual orders.
Refer to "Adding Part Details to Purchase Orders" later in this chapter.
13 Currency—Enter the currency you use to purchase the item.
14 Exchange Rate—Enter the current exchange rate.
Note: You can update the Currency if there is an exchange rate defined for the currency. You can update the
Exchange Rate when the EXRTUPDT installation parameter is set to YES.
15 Default Approver—Enter the employee responsible for approving the purchase order.
16 Ship Via—Enter the manner in which the supplier ships the specific item.
17 Payment Terms—Enter the manner in which the supplier is paid for the purchase.
18 Freight Terms—Enter the manner in which the freight charges are paid and who pays them.
19 FOB Point—Enter where you take possession of the item.
20 Payment Method—Enter the method used to pay the supplier.
Notes: Click Default Terms. The system automatically populates Ship Via, Payment Terms, Freight Terms,
FOB Point, and Payment Method with the values entered on the Suppliers form. Refer to "Defining
Suppliers" in Chapter 3 ‚ Materials Management.
After the purchase order is approved, the system displays Approved By and Date Approved.
After lines are added to the purchase order, the system displays Part Lines, Service Lines, PO Lines,
Total Tax, Total Extra Charges/Discounts, Total Part Value, Total Service Value, and Total PO
Value. Refer to "Adding Part Details to Purchase Orders" later in this chapter.
21 Click . The system saves the record.
Notes: Click Create New Revision to create a new revision of the purchase order.
Click Receive All Parts to create a receipt for all outstanding parts.

4 ‚ PURCHASING MANAGEMENT 165

Adding Part Details to Purchase Orders
Add specific line items to the purchase order. You can add both cataloged and non-cataloged parts, and you can add
items from an existing requisition. You can also create new parts to add to purchase orders. Refer to "Creating New
Parts to Add to Purchase Orders" later in this chapter.
Notes: You can only add part details to a purchase order if the purchase order header status is Unfinished.
You can only update part details if the part line status is Unfinished.
Follow these steps to add part details to purchase orders.
1 Open the Purchase Orders form. The system displays the List View page.
2 Select the purchase order for which to add part details, and then click the Parts tab. The system displays the
Parts page.
3 Click Add Part. The system inserts a new Part Details record.
4 Requisition-Line—Enter the requisition and line number from which to add the part(s) to the purchase order.
If you select a Requisition-Line, the system populates (overwrites) the following fields from the requisition:
Due Date, Requested Qty., Part, Description, Part Org., Supp. Catalog Reference, Requested Qty.
(UOM), Price, Work Order – Activity, Cost Code, Inspection, Line Type, and Assigned Qty.
Note: If the selected Requisition – Line contains parts related to a multiple equipment work order, then the
system populates Work Order – Activity, Equipment, Equipment Org., and Related Work Order
from the requisition/line.
5 Part—Enter the part to add to the purchase order.
If the part is cataloged, the system automatically populates the part description, Purchase Qty. (UOP),
Requested Qty. (UOM), Price, and Qty. per UOP.
Note: The Assigned Qty. for a repairable spare part is equal to the number of parts for which repair details
are assigned for the requisition line. Refer to "Manually Assigning Repair Details for Repairable Spare
Parts on Requisitions" in Chapter 3 ‚ Materials Management.
6 Type—Select the type of materials to order.
7 Line—Enter the line number of the purchase order.
8 Purchase Qty. (UOP)—Enter the amount and UOP in which the supplier provides the part.
9 Requested Qty. (UOM)—Enter the amount in which you receive the part to stock.
The system automatically populates the UOM.
10 Price—Enter the price of a single part and the currency you use to purchase the part in the adjacent field.
11 Work Order-Activity—Enter the work order and activity if you are ordering this item for a work order
activity.
When you select a Work Order – Activity, the system automatically populates Type with Direct Materials and
populates Equipment from the work order and it is protected.
Note: If the selected Work Order – Activity is a multiple equipment work order, the system enables
Equipment, and it is required.
12 Equipment—Enter the equipment associated with the purchase order if you have not entered a Work Order –
Activity and want to associate an equipment record with the purchase order. The system populates Type with
Direct Materials, which enables the system to create a work order "on the fly".
Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment to which to distribute the cost of the part.
ƒ Enter All Equipment to evenly distribute the cost of the part to each equipment record on the work order.
ƒ Enter WO Header Equipment to distribute the cost of the part to the equipment on the work order header
only.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" in Chapter 5 ‚ Work Management.
Note: If the selected Part is tracked by asset, then the system clears Equipment, Equipment Org., and
Related Work Order because you cannot distribute a part tracked by asset across multiple equipment.
13 Delivery Address—Enter the address to which to deliver the part.
14 Tax Code—Enter any additional taxes to apply to the part line as necessary.
15 Status—Select the status of the part line.
Note: The system does not move repairable spare parts for which there are repair detail assignments from
Qty. for Repair to Qty. at Supplier until the Status of the purchase order header is Approved,
regardless of the status of the part line.

4 ‚ PURCHASING MANAGEMENT 166

16 Qty. per UOP—Enter the conversion factor.
Note: For example, if the supplier's UOM for the part is a case of 12 parts but your UOM for the part is each,
Purchase Qty. (UOP) will be 1 for one case, but Requested Qty. (UOM) will be 12 (1 case = 12 parts).
If you enter 2 for the Purchase Qty. (UOP), the system uses Qty. per UOP to update the Requested
Qty. to 24.
17 Due Date—Enter the expected arrival date of the items.
18 Track by Asset—The system displays whether or not the part is tracked as an asset.
19 Click Submit. The system saves the record and updates the Parts list.
The system automatically creates a new line number for each new part line added. If you wish to update a line
number, use Screen Designer to display Line and enter a new part line manually.
Notes: If you have a preset monetary limit established for purchase orders, the system will not allow you to
save any amount greater than this limit. If MOS is set to YES, the limit is determined on the
Organizations page of the Users form. If MOS is set to NO, the limit is determined on the Users form.
To delete a part, select the part to delete, and then click Delete Part. The system deletes the record and
updates the Parts list.

Creating New Parts to Add to Purchase Orders

Create new parts to add to purchase orders. When you need to add a part that has not been previously created in the
system, create the new part on the Parts page of the Purchase Orders form.
Note: You cannot create a new part for an existing part line.
Follow these steps to create new parts to add to purchase orders.
1 Open the Purchase Orders form. The system displays the List View page.
2 Select the purchase order for which to create new parts, and then click the Parts tab. The system displays the
Parts page.
3 Click Create Part. The system inserts a new Part Details record.
The system automatically populates Part with a number that starts with N. Enter a description of the part in the
adjacent field.
4 Type—Select the type of materials to order.
5 Purchase Qty. (UOP)—Enter the amount and UOP in which the supplier provides the part.
6 Requested Qty. (UOM)—Enter the amount in which you receive the part to stock.
The system automatically populates the UOM.
7 Price—Enter the price of a single part and the currency you use to purchase the part.
8 Work Order-Activity—Enter the work order and activity if you are ordering this item for a work order
activity.
The system automatically populates Type with Direct Purchase.
9 Tax Code—Enter any additional taxes to apply to the part line as necessary.
10 Status—Select the status of the part line.
11 Qty. per UOP—Enter the conversion factor.
Note: For example, if the supplier's UOM for the part is a case of 12 parts but your UOM for the part is each,
Purchase Qty. (UOP) will be 1 for one case, but Requested Qty. (UOM) will be 12 (1 case = 12 parts).
If you enter 2 for the Purchase Qty. (UOP), the system uses Qty. per UOP to update the Requested
Qty. to 24.
12 Due Date—Enter the expected arrival date of the items.
13 Track by Asset—The system displays whether or not the part is tracked as an asset.
14 Click Submit. The system saves the record and updates the Parts list.
Notes: To add a 7i Buy part, click Add Parts (7i Buy Items). Refer to "Adding 7i Buy Parts to Requisitions"
later in this chapter.
To update 7i Buy items in the parts catalog, click Update 7i Buy Items. Refer to "Updating 7i Buy Items"
later in this chapter.
To view 7i Buy sync errors, click View 7i Buy Sync Errors. Refer to "Viewing 7i Buy Sync Errors" in
Chapter 3 ‚ Materials Management.

4 ‚ PURCHASING MANAGEMENT 167

Adding 7i Buy Part Items to Purchase Orders
Add 7i Buy part items to purchase orders.
Follow these steps to add 7i Buy part items to purchase orders.
1 Open the Purchase Orders form. The system displays the List View page.
2 Select the purchase order to which to add 7i Buy part items, and then click the Parts tab. The system displays
the Parts page.
Note: The purchase order must have a status of Unfinished to add 7i Buy part items.
3 Click Add Parts (7i Buy Items). The system displays the Add Parts 7i Buy Items page.
4 Enter the Part #. The system displays the Search Results page.
5 Select the item, and then enter the number of items.
6 Click . The system adds the item to the Shopping Cart.
7 Click Add Parts (7i Buy Items). The system adds the 7i Buy part item to the selected purchase order, and
then updates the supplier's catalog.
The system automatically populates 7i Buy Date Last Updated.

Updating 7i Buy Items

Update 7i Buy items in the parts catalog.
Follow these steps to update 7i Buy items.
1 Open the Purchase Order form. The system displays the List View page.
2 Select the purchase order, and then click the Parts tab. The system displays the Parts page.
3 Click Update 7i Buy Items. The system updates the parts catalog for PO suppliers and only parts on the
selected PO record.
The system automatically populates Gross Price, Lead Time, and 7i Buy Date Last Updated in the parts
catalog for all suppliers.

Entering Extra Charges or Discounts

Enter extra charges or apply special discounts to a purchase order line.
Note: You can only apply extra charges or discounts to a saved part line with a status of Unfinished.
Follow these steps to enter extra charges or discounts.
1 Open the Purchase Orders form. The system displays the List View page.
2 Select the purchase order for which to enter extra charges or discounts, and then click the Parts tab. The system
displays the Parts page.
3 Select the part line for which to enter extra charges or discounts.
4 Click Extra Charges/Discounts. The system displays the Extra Charges/Discounts popup.
5 Click Add Charge/Discount. The system inserts a new Charge/Discount Details record.
The system automatically populates Sequence Number based on the next incremental line number.
6 Sequence Number—Enter the sequence number of the part line.
7 Type—Select the type of charge/discount.
8 Amount—Enter the amount of the charge/discount. Enter a positive number for an extra charge or a negative
number for a discount.
9 Percentage—Enter the percentage of the charge/discount. Enter a positive number for an extra charge or a
negative number for a discount.
Note: You must enter either an amount or a percentage. You cannot enter both values.
10 Cumulative—Select to apply the charge/discount to the record after all other charges/discounts have been
applied.
11 Include—Select to always include extra charges and discounts.
Note: If the installation parameter EXTCHG is set to Y, the system always includes extra charges and
discounts; therefore, Include is selected and protected. If EXTCHG is set to M, Include is updateable.
If EXTCHG is set to N, Include is unselected and protected.
12 Click Submit. The system saves the record and updates the Extra Charges/Discounts list.

4 ‚ PURCHASING MANAGEMENT 168

Note: To delete a charge/discount, select the charge/discount to delete, and then click Delete
Charge/Discount. The system deletes the record and updates the Extra Charges/Discounts list.
13 Click Close. The system closes the Extra Charges/Discounts popup.

Creating Assets for Purchase Order Items

Order parts tracked by asset that are not yet defined in the database. Create new asset records and associate them
with purchase order items. The system only requires that you create assets for purchase order items if the installation
parameter ASSETASS is set to P.
Define an asset for each individual part. For example, associate three assets with the order line if the ordered
quantity is three. You cannot set the order status to Ready for printing (on the Purchase Orders form) until you
associate all parts tracked by asset.
Follow these steps to create assets for purchase order items.
1 Open the Assets for PO form.
2 Purchase Order-Line—Enter the purchase order and line number for which to create assets.
The system automatically populates PO Org., Requisition, Store, Supplier, Part, Order Qty., and Price.
Note: You must create an asset for the total quantity of the asset-parts you order, e.g., if Order Qty. is 2, you
must create only two asset lines. You cannot create more than two assets. If you create less than two
assets, the purchase order cannot be approved.
3 Click Add Asset. The system inserts a new Asset Details record.
Note: If the ASSETASS installation parameter is set to R, you can add an asset if the purchase order has a
status of Unfinished, Ready for Printing, or Approved. If the ASSETASS installation parameter is set to
P, you can only add an asset if the purchase order has a status of Unfinished.
4 Asset ID—Enter a code identifying the asset, and then enter a description of the asset in the adjacent field.
If you select an existing asset, the system automatically populates the asset ID description, Department, and
Asset Org.
Note: If you do not specify an asset ID and the AUTOANUM installation parameter is set to YES, the system
automatically generates an asset number after you save the record. You may also select an existing
asset ID with a status of Awaiting Purchase. When you select an existing asset ID, the system
automatically populates the asset ID description, Type, Asset Org., and Department.
5 Type—Enter the type of the asset.
6 Asset Org.—Enter the organization of the asset.
7 Department—Enter the department responsible for the asset.
8 Click Submit. The system saves the record and updates the Asset Details list.
Note: To remove an asset, select the asset to remove, and then click Remove Asset. The system removes
the record and updates the Asset Details list.

Adding Service Details to Purchase Orders

Add service details to purchase orders. Create a service line for a set quantity and certain number of hours and at a
defined price and rate.
Notes: You can only add service details to a purchase order if the status of the purchase order is Unfinished.
You can only modify service details if the service line status is Unfinished.
If the installation parameter POCURR is set to NO, the system copies the currency of the purchase
order header to all purchase order lines and protects the Currency. The currency of the service lines
must match the currency of the purchase order header. However, if the installation parameter POCURR
is set to YES, the currency of the service lines may be different than the currency on the purchase order
header.
If you have a preset monetary purchasing limit for entering purchase orders, you cannot save any
amount that exceeds your limit.
Follow these steps to add service details to purchase orders.
1 Open the Purchase Orders form. The system displays the List View page.
2 Select the purchase order to which to add service details, and then click the Services tab. The system displays
the Services page.
The system automatically populates Type, Status, the currency, and Due Date.
3 Click Add Service Line. The system inserts a new Service Line Details record.

4 ‚ PURCHASING MANAGEMENT 169

4 Type—Select one of the following service details options:
ƒ Fixed Price or Hours from Service—Select if the service line references a work order activity that is
flagged for external service. If you select Fixed Price or Hours from Service, you must enter a Work
Order-Activity or create a work order or work order activity.
ƒ Contractor Hire—Select if the service line will be completed by contract. If you select Contractor Hire,
you must enter a Trade. You cannot enter a Work Order-Activity if you select Contractor Hire.
5 Status—Select the status of the service line.
Notes: Once you change the Status to a value other than Unfinished and the status of the purchase order
header is Accepted, Cancelled, or Rejected, you cannot change the status back to Unfinished.
If the service line is associated with a work order/activity with a project-budget, you must be an approver
for the project-budget to approve the service line. However, if there are no users listed on the
Authorizations page of the Projects form, every user can approve the line.
6 Requisition-Line—Enter a requisition and line to add services to the service line from an existing service
requisition.
Notes: If you manually enter a Requisition, the system automatically populates the line number if there is only
one line that meets the lookup requirements on the requisition and if the line is valid. If there are multiple
lines that meet these criteria on the requisition, the system leaves the field null.
If the selected Requisition – Line contains parts related to a multiple equipment work order, then the
system populates Work Order – Activity, Equipment, Equipment Org., and Related Work Order
from the requisition/line.
7 Work Order-Activity—Enter the work order number and activity if the service line is designated for external
service.
If there is no work order or activity assigned to the service line, click Create Work Order/Activity. The
system creates a new work order number and/or activity. Modify the work order on the Work Orders form, and
then modify the activity on the Activities tab of the Work Orders form. Refer to "Creating Work Orders" in
Chapter 2 ‚ Asset Management and "Creating Regular Work Orders" in Chapter 5 ‚ Work Management for
more information on work orders.
Notes: If you manually enter a Work Order-Activity, the system automatically populates the line number if
there is only one line that meets the lookup requirements on the work order/activity and if the line is
valid. If there are multiple lines that meet these criteria on the work order/activity, the system leaves the
field null.
You can only add service details to a purchase order that is associated with a work order-activity with a
status of Completed.
You cannot create a multiple equipment work order on the Services page; however, if the selected Work
Order – Activity is a multiple equipment work order, the system enables Equipment and it is required.
8 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment to which to distribute the cost of the service.
ƒ Enter All Equipment to evenly distribute the cost of the service to each equipment record on the work
order.
ƒ Enter WO Header Equipment to distribute the cost of the service to the equipment on the work order
header only.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" in Chapter 5 ‚ Work Management.
Note: When associating an order line with a multiple equipment work order, the system copies the purchase
order line to the parent multiple equipment work order activity only. The system does not populate the
purchase order line for the related work order activities.
9 Trade—Enter a trade if the service will be contracted.
10 Task—Enter a task if the service will be contracted.
The system automatically populates Trade, Hours Requested, Price, and the currency.
11 Hours Requested—Enter the number of hours required to perform the service.
12 Price—Enter the cost of the service, and then enter the currency in the adjacent field.
Note: If the POCURR installation parameter is set to YES, you can change the currency.
13 Due Date—Enter the date by which the service must be complete.
14 Freeze Rate—Select to freeze the exchange rate throughout the purchase order approval process.
Note: If you do not select Freeze Rate, the system updates the exchange rate when you approve the
purchase order.

4 ‚ PURCHASING MANAGEMENT 170

15 Click Submit. The system saves the record and updates the Service Lines list.
Notes: To delete a service line, select the service line to delete, and then click Delete Service Line. The
system deletes the record and updates the Service Lines list.
You can only delete service lines from a purchase order if the status of the purchase order header is
Unfinished.
Click Add/Edit Comments to add comments to the language. Refer to "Entering Comments" in Chapter
2 ‚ Basics.

Associating Clauses with Purchase Orders

Include contract clauses in purchase orders. For example, state that for each day the contractor finishes ahead of
schedule, he or she receives a bonus. Set up contract clauses before associating them with purchase orders. Refer to
"Defining Initial Purchasing Information" earlier in this chapter.
Follow these steps to associate clauses with purchase orders.
1 Open the Purchase Orders form. The system displays the List View page.
2 Select the purchase order for which to associate clauses, and then click the Clauses tab. The system displays the
Clauses page.
3 Click Add Clause. The system inserts a new Order Clause Details record.
Note: You can only access the Clauses tab and add or delete a clause if the purchase order has a status of
Unfinished.
4 Order Clause—Enter a predefined ISO clause or a user-defined clause. You can associate multiple clauses
with a purchase order.
The system automatically populates Description.
5 Click Submit. The system saves the record and updates the Clauses list.
Note: To remove a clause, select the clause to remove, and then click Remove Clause. The system removes
the record and updates the Clauses list.

Copying Purchase Orders

The copy purchase order feature copies a purchase order, including all details.
Follow these steps to copy purchase orders.
1 Create a purchase order. Refer to "Creating and Revising Purchase Orders" earlier in this chapter for more
information.
2 Right-click, and then select Copy Purchase Order. The system displays the Copy PO popup.
3 New PO—Enter the name for the new purchase order.
The system automatically populates the New PO description.
4 Select the record types to copy, and then click Submit. The system copies all purchase order details to the new
purchase order.
Notes: Some exceptions apply to the header, service, part, and comment details copied.
The system does not copy Status because all copied purchase orders are reset to Status Unfinished.

Viewing Transactions for Purchase Orders

View receipt and return transactions for the selected purchase order.
Follow these steps to view transactions for purchase orders.
1 Open the Purchase Orders form. The system displays the List View page.
2 Select the purchase order for which to view transactions, and then click the Transactions tab. The system
displays the Transactions page.
3 View the transactions information.

4 ‚ PURCHASING MANAGEMENT 171

Viewing Tracking for Purchase Orders
View tracking information for the selected purchase order. Tracking information is available only for purchase
orders that have been transmitted to 7iBuy, and all information displayed on the page is from 7iBuy.
Follow these steps to view tracking for purchase orders.
1 Open the Purchase Orders form. The system displays the List View page.
2 Select the purchase order for which to view tracking, and then click the Tracking tab. The system displays the
Tracking page.
3 View the tracking information.

Viewing Purchase Order History

View the purchase order histories of purchase orders using the PO History form. The PO History form enables you
to select a specific purchase order and view the purchase order history for the current revision and all previous
revisions of the purchase order.
The PO History form displays the same information and includes the same tabs as the Purchase Orders form. Refer
to "Creating and Revising Purchase Orders" earlier in this chapter for more information about the Purchase Orders
form.
Follow these steps to view purchase order history.
1 Open the PO History form. The system displays the List View page.
2 Select the purchase order for which to view history, and then click the Record View, Parts, Services, and/or
Clauses tabs to view different pages containing specific information related to the purchase order history. The
system displays the corresponding page. Refer to the following table for details about the information displayed
on each page of the PO History form.
Tab Description
List View Displays a list of all purchase orders
Record View Displays detailed header information for the selected purchase order
Parts Displays detailed information about parts on purchase order lines
Note: You can also view comments and extra charges or discounts associated with the part. Click
Comments to view comments. Click Extra Charges/Discounts to view extra charges or
discounts.
Services Displays any services added to the purchase order
Note: You can also view comments associated with the service. Click Comments to view
comments.
Clauses Displays any contract clauses included on the purchase order

Creating and Using Blanket Orders

Use blanket orders to order a fixed number of items for a predetermined price or over a specific period of time. First,
create blanket order headers, and then add line items. You can generate purchase orders from a blanket order,
associate clauses with blanket orders, and set up user authorization for blanket order releases. When satisfied with
the blanket order, approve the blanket order by changing the status to Approved. You must have authorization to
create or update blanket orders; you must be a buyer for your organization with sufficient purchasing limit
permissions to create blanket orders. Refer to "Defining Blanket Order User Authorizations" later in this chapter.

Creating Blanket Order Headers

Follow these steps to create blanket order headers.
1 Open the Blanket Orders form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates the blanket order description, Status, Date Created, and Number of
Lines.
3 Organization—Enter the organization to which the blanket order belongs if you use multi-organization
security.
The system automatically populates Date Created.

4 ‚ PURCHASING MANAGEMENT 172

4 Blanket Order—Enter a description of the blanket order in the adjacent field. The system assigns an order
number after you save the record.
5 Status—Select the status value of the blanker order.
Notes: Your authorization level determines the values available for Status.
You must add line items to the blanket order before you approve it. After lines are added to the blanket
order, the system populates Remaining Value.
6 Store—Enter the storeroom to which to deliver parts.
7 Buyer—Enter the buyer responsible for the blanket order.
8 Maximum Value—Enter the maximum value for the blanket order.
The system displays the total monetary amount released against the blanket order to date in Released Value.
You cannot update this field.
Note: The Maximum Value of the header may be less than the total of all lines, but it cannot be less than the
Maximum Value or Price of an individual line.
9 Class—Enter the class of the blanket order.
The system automatically populates Class Org.
10 Start Date and End Date—Enter the dates between which purchase orders can be generated from the blanket
order.
The system displays the number of purchase orders released from this blanket order in Number Released. You
cannot update this field.
11 Supplier—Enter the supplier from whom to order the parts.
The system automatically populates Supplier Org., Currency, and Exchange Rate.
12 Currency—Enter the currency you use to purchase the parts.
13 Exchange Rate—Enter the current exchange rate.
Note: You can update Currency if there is an exchange rate defined for the currency and if the installation
parameter POCURR is set to YES. If the installation parameter POCURR is set to NO, you can update
the currency, and the system automatically populates Exchange Rate with 1. You can update
Exchange Rate if the EXRTUPDT installation parameter is set to YES.
14 Approve Order—Select to automatically approve a purchase order generated from the blanket order.
15 Click . The system saves the record.
Notes: Click Create Complete PO to create a purchase order from the blanket order.
You cannot delete a blanket order. If you no longer need the blanket order, change the Status to
Cancelled. Once cancelled, you cannot change the status of a blanket order.
To associate purchase order terms with the blanket order, refer to "Associating Purchase Order Terms
with Blanket Orders" later in this chapter.

Creating Purchase Orders from a Blanket Order

After you approve the blanket order, create a new purchase order from the blanket order.
Note: You cannot create a purchase order if the system date is outside the range of blanket order Start Date
and End Date; if the Release Value of the new purchase order will be greater than the Remaining
Value; if the Currency for the blanket order is different than the currency on parts lines; if the purchase
order value exceeds your purchase order limit permissions; if you are not an authorized user with
specific permissions to crate purchase orders; or if the purchase order value exceeds your authorization
for purchase order approval.
Follow these steps to create purchase orders from a blanket order.
1 Open the Blanket Orders form. The system displays the List View page.
2 Select the blanket order from which to create a purchase order, and then click the Record View tab. The system
displays the Record View page.
3 Click Create Complete PO. The system displays the Create Complete PO popup.
The system automatically populates and protects Store if you entered a store on the Blanket Order Record View
page.
4 Originator—Enter the employee requesting the blanket purchase order.
5 Store—Enter the storeroom to which to deliver parts.
6 Click Submit. The system creates the purchase order.

4 ‚ PURCHASING MANAGEMENT 173

Adding Part Details to Blanket Orders
Set up items in the parts catalog before adding them to blanket orders.
Notes: You can only add part details to a blanket order if the status of the blanket order is Unfinished.
You can only modify part details if the part line status is Unfinished.
Follow these steps to add part details to blanket orders.
1 Open the Blanket Orders form. The system displays the List View page.
2 Select the blanket order to which to add part details, and then click the Parts tab. The system displays the Parts
page.
The system automatically populates the price currency and Qty. per UOP.
Note: You can unhide Line and manually enter a new line number. Line sequences increase by the number
entered for the installation parameter INCRLINO.
3 Click Add Part Line. The system inserts a new Part Details record.
4 Part—Enter the part with which to associate the blanket order.
The system automatically populates the part description, UOM, and Price.
5 Line—Enter the line number of the blanket order.
6 Purchase Qty. (UOP)—Enter the amount and UOP in which the supplier provides the part.
7 Price—Enter the cost of a single part and the currency you use to purchase the part in the adjacent field.
8 Qty. per UOP—Enter the conversion factor.
Note: For example, if the supplier's UOM for the part is a case of 12 parts but your UOM for the part is each,
Purchase Qty. (UOP) will be 1 for one case, but the system will issue and measure12 parts (1 case =
12 parts). If you enter 2 for the Purchase Qty. (UOP), the system uses Qty. per UOP to update the
number of parts measured and issued to 24.
9 Exchange Rate—Enter the current exchange rate.
10 Choose one of the following options:
ƒ If the blanket order is for a maximum number of items—Enter the number of items for Maximum Qty.
ƒ If the blanket order is for a total monetary amount—Enter the amount for Maximum Value.
The system displays the cumulative number of items released by the part line to date in Released Qty.; displays
the cumulative monetary amount released against the part line to date in Released Value; displays the number
of releases against the part line to date in Number Released; and displays the code of the most recently
generated purchase order from the part line in Last PO Number.
Note: You cannot enter a Maximum Value that exceeds the Maximum Value on the blanket order header.
11 Inspection Required—Select for inspections to be required.
12 Commodity—Enter the commodity associated with the blanket order.
13 Supp. Catalog Reference—Enter the reference number of the part, if the part is located in the supplier’s
catalog.
14 Click Submit. The system saves the record and updates the Parts list.
Notes: To delete a part line, select the part line to delete, and then click Delete Part Line. The system deletes
the record and updates the Part Lines list.
You can only delete part details from a blanket order if the status of the blanket order header is
Unfinished.

Adding Service Details to Blanket Orders

Add service details to blanket orders. Create a service line for a set quantity and certain number of hours and at a
defined price and rate.
Notes: You can only add service details to a blanket order if the status of the blanket order header is
Unfinished.
You can only modify service details if the blanket order status is Unfinished.
If the installation parameter POCURR is set to NO, the system copies the currency of the blanket order
header to all blanket order lines and protects Currency. The currency of the service lines must match
the currency of the blanket order header. However, if the installation parameter POCURR is set to YES,
the currency of the service lines may be different than the currency on the blanket order header. Contact
your system administrator for more information.

4 ‚ PURCHASING MANAGEMENT 174

Follow these steps to add service details to blanket orders.
1 Open the Blanket Orders form. The system displays the List View page.
2 Select the blanket order to which to add service details, and then click the Services tab. The system displays the
Services page.
The system automatically populates Line, Type, Status, the currency, and Exchange Rate.
3 Click Add Service Line. The system inserts a new Service Line Details record.
4 Line—Enter a line number.
5 Type—Select one of the following service detail options:
ƒ Fixed Price or Hours from Service—Select if the service line references a work order activity that is
flagged for external service.
Note: Hours Requested for a line type of Fixed Price must be 1.
ƒ Contractor Hire—Select if the service line will be completed by contract. If you select Contractor Hire,
you must enter a Trade.
6 Trade—Enter a trade if the service will be contracted.
7 Price—Enter the cost of the service. The system automatically populates the currency of the price.
Note: If the POCURR installation parameter is set to YES, you can change the currency. Contact your system
administrator for more information.
8 Exchange Rate—Enter the exchange rate for the currency.
9 Task Qty.—Enter the amount of units of service, and then enter the unit of measure in the adjacent field.
10 Task—Enter a task if the service will be contracted.
The system automatically populates Price, the currency, and the unit of measure. If the Task is associated with
a Trade on the Task record, the system automatically populates Trade. Also, if Hours Requested has not been
entered, the system automatically populates Hours Requested from the Task record’s Estimated Hours. Refer
to "Defining Task Information" in Chapter 5 ‚ Work Management for more information.
11 Hours Requested—Enter the number of hours required to perform the service.
12 Delivery Address—Enter the address to which to deliver any needed items.
13 Maximum Hours—Enter the maximum amount of hours allowed for the service.
Note: Maximum Hours must be greater than or equal to Hours Requested.
14 Maximum Value—Enter the maximum monetary value allowed for the service.
Notes: You must enter either Maximum Hours or Maximum Value. You cannot enter both values.
The Maximum Value of the line must be less than or equal to the Maximum Value of the header. Refer
to "Creating Blanket Order Headers" earlier in this chapter for more information.
15 Click Submit. The system saves the record and updates the Services list.
The system automatically populates Number Released with the number of times the service line has been
released by the blanket order, Released Hours with the total number of released hours for the service line
released to the blanket order, Released Value with the total monetary value of units released by the blanket
order, and Last Order with the number of the last purchase order that was released for the service line.
Notes: To delete a service line, select the service line to delete, and then click Delete Service Line. The
system deletes the record and updates the Services list.
You can only delete service lines from a blanket order if the status of the blanket order header is
Unfinished.

Associating Clauses with Blanket Orders

Associate existing clauses with blanket orders so that the printed purchase order includes the contract clauses. Refer
to "Defining Purchasing Clauses" earlier in this chapter.
Note: You can only associate clauses with a blanket order with a system status of Unfinished.
Follow these steps to associate clauses with blanket orders.
1 Open the Blanket Orders form. The system displays the List View page.
2 Select the blanket order with which to associate clauses, and then click the Clauses tab. The system displays the
Clauses page.
3 Click Add Clause. The system inserts a new Clause Details record.

4 ‚ PURCHASING MANAGEMENT 175

4 Clause—Enter the contract clause to add to the blanket order.
The system automatically populates the clause description and Organization.
5 Click Submit. The system saves the record and updates the Clauses list.
Notes: To remove a clause, select the clause to remove, and then click Remove Clause. The system removes
the record and updates the Clauses list.
You can only remove clauses from a blanket order with a system status of Unfinished.

Associating Purchase Order Terms with Blanket Orders

Associate existing purchase order terms with blanket orders to ensure correct purchase order activities. Refer to
"Defining Purchase Order Terms" earlier in this chapter.
Note: Depending on your system configuration, Ship Via, Payment Terms, Freight Terms, FOB Point, and
Payment Method may not be displayed. Contact your system administrator for additional information.
Follow these steps to associate purchase order terms with blanket orders.
1 Open the Blanket Orders form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Enter the information as necessary to create a blanket order. Refer to "Creating Blanket Order Headers" earlier
in this chapter.
Note: You must enter Supplier before clicking Default Terms.
4 Click Default Terms. The system automatically populates Ship Via, Payment Terms, Freight Terms, FOB
Point, and Payment Method with the values entered on the Suppliers form. Refer to "Defining Suppliers" in
Chapter 3 ‚ Materials Management.
5 Ship Via—Enter the manner in which the supplier ships the specific item.
6 Payment Terms—Enter the manner in which the supplier is paid for the purchase.
7 Freight Terms—Enter the manner in which the freight charges are paid and who pays them.
8 FOB Point—Enter where you take possession of the item.
9 Payment Method—Enter the method used to pay the supplier.
10 Click . The system saves the record.

Defining Blanket Order User Authorizations

Define which users can create purchase orders from blanket orders. Only users on the list of authorized users can
create purchase orders from blanket orders. If the Users list is empty, then all users with the appropriate screen
permissions (based on the user group of the user) will be able to create purchase orders from blanket orders.
Follow these steps to define blanket order user authorizations.
1 Open the Blanket Orders form. The system displays the List View page.
2 Select the blanket order for which to define user authorizations, and then click the Users tab. The system
displays the Users page.
3 Click Add User. The system inserts a new User Details record.
4 User—Enter each user who can issue releases against the blanket order.
The system automatically populates the user description.
5 Click Submit. The system saves the record and updates the Users list.
Note: To remove a user, select the user to remove, and then click Remove User. The system removes the
record and updates the Users list.

Creating Partial Order Blanket Orders

Create a partial order blanket order and indicate the quantities of the part or service to be added for each generated
purchase order line.
Note: You can only create partial order blanket orders when the blanket order has a system status of
Approved and when there are no line-level errors.
Follow these steps to create partial order blanket orders.
1 Open the Blanket Orders form. The system displays the List View page.

4 ‚ PURCHASING MANAGEMENT 176

2 Select the blanket order from which to create a partial order, and then click the Partial Order tab. The system
displays the Partial Order page.
The system automatically populates Maximum Value, Released Value, and Remaining Value.
3 Select—Select to add the blanket order line item to the purchase order.
Notes: You must select at least one blanket order line item to create a purchase order.
To select all the blanket order line items at once, check Select. To unselect all the line items at once,
uncheck Select.
4 Purchase Qty.—Enter the quantity of parts/hours of service to be purchased.
5 Work Order—Enter the work order to associate with the blanket order line.
6 Activity—Enter the activity to associate with the blanket order line.
Note: If the line type is SF (Fixed price) or ST (Hours from service), then Work Order and Activity are
required.
7 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment to which to distribute the cost.
ƒ Enter All Equipment to evenly distribute the cost to each equipment record on the work order.
Note: The system does not allow you to select All Equipment for parts on the blanket order line that are
tracked by asset.
ƒ Enter WO Header Equipment to distribute the cost to the equipment on the work order header only.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" in Chapter 5 ‚ Work Management.
8 Click Create Purchase Order. The system displays the Create Complete PO popup. Follow the steps for
"Creating Purchase Orders from a Blanket Order" earlier in this chapter.
Notes: You must select at least one blanket order line item to create a purchase order.
You cannot create a purchase order that exceeds your preset monetary limits for creating and/or
approving purchase orders.
You cannot create a purchase order from a blanket order with service lines without a work order.

Recording Invoice Vouchers

Record invoice vouchers received from suppliers to verify invoices against purchase order-lines and received
quantities. Create credit and debit notes to apply credits to invoices and inventory. Create non-purchase order
invoice vouchers to record invoices for items or services received without associated purchase orders.

Creating Regular Invoice Vouchers

Regular invoice vouchers are used to create a record of a supplier’s bill. Creating invoice vouchers creates a
business process by which suppliers are paid for parts and services.
Regular invoice vouchers verify that the cost of the invoice lines matches the cost of the associated order lines
within a specified range of tolerance. The range of tolerance can be based on an absolute dollar amount or on a
percentage, as defined on the Organizations form. Specify Match Tolerance Absolute, Match Tolerance %, and
Match Quantity Tolerance % to establish the amount or percentage allowed as the difference between the purchase
order-line cost and the invoice voucher line cost when matching line costs. Upon approval of the invoice voucher,
the system captures the price, freezes the exchange rate if foreign currencies are used, and updates prices.
Occasionally suppliers’ prices for items vary, causing discrepancies between an invoice voucher and projected costs
for that invoice.
Note: Set the MATCHAPP installation parameter to YES to enable the system to automatically assign the
Approved status to vouchers matched by the invoice process. Contact your system administrator for
more information.

Creating Invoice Voucher Headers

Create invoice voucher headers for purchased materials.
Note: You cannot delete an invoice voucher unless the status is Unfinished or if it is an invoice voucher with
lines associated.
Follow these steps to create invoice voucher headers.
1 Open the Invoice Vouchers form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.

4 ‚ PURCHASING MANAGEMENT 177

3 Organization—Enter the organization to which the invoice voucher belongs if you use multi-organization
security.
4 Invoice Voucher—Enter a description of the invoice voucher in the adjacent field. The system automatically
generates a voucher number when you save the record.
5 Registration Date—Enter the date of the registration of the invoice voucher.
Note: Registration Date cannot be before Invoice Date.
6 Status—Select the status of the invoice voucher.
Important: Your user authorizations determine the available statuses.
Notes: If lines have not been added to the invoice voucher, then the status of the invoice voucher can only be
Unfinished or Cancelled. However, this does not apply to Non-PO invoice vouchers.
Invoice vouchers with the type Invoice can only be approved after matching.
Debit Note or Credit Note invoice vouchers can only be approved if the Original Invoice Voucher is
approved and if the invoice voucher does not exceed your approval limits.
If you update the status of the invoice voucher to Unfinished, every associated line will reset to Not
Matched.
7 Type—Select the invoice voucher type. Choose one of the following options:
ƒ Credit note—Select to indicate a credit has been added to the invoice voucher.
ƒ Debit note—Select to indicate a debit has been added to the invoice voucher.
ƒ Invoice—Select to indicate the invoice voucher is for an invoice.
ƒ Non-PO—Select to indicate the invoice voucher is a bill from a supplier that should not have lines
associated, e.g., a utility bill.
8 Supplier Invoice—Enter the supplier’s invoice number.
9 Invoice Date—Enter the supplier’s invoice date.
10 Supplier—Enter the supplier from whom the invoice has been received.
The system automatically populates Supplier Org., Currency, and Exchange Rate.
Note: In order to enter a value in Supplier and Purchase Order, the supplier on the Purchase Order must
be the same as the value entered in Supplier.
11 Currency—Enter the currency used for the invoice voucher.
12 Exchange Rate—Enter the exchange rate for the currency.
13 Class—Enter the class of the voucher.
The system automatically populates Class Org.
14 Return—Select to indicate a return.
15 Original Invoice Voucher—Enter the original voucher.
The system automatically populates Original Supplier Invoice.
Note: Invoice vouchers with the types Credit Note or Debit Note must enter an Original Invoice Voucher.
16 Purchase Order—Enter the purchase order from which to create voucher lines.
Notes: You can choose to not enter a value in Supplier and instead only enter a Purchase Order. This
restricts the lines of the invoice voucher to only the lines for the purchase order on the invoice voucher
header. Therefore, Supplier, Supplier Org., Currency, and Exchange Rate will populate from the
supplier of the purchase order.
You cannot enter a Purchase Order for Non-PO invoice vouchers.
17 Payment Due Date—Enter the date by which the invoice voucher is to be paid.
Note: Payment Due Date cannot be before Registration Date.
18 Pay To—Enter the supplier to whom to pay the invoice voucher.
Note: Pay To must be the same supplier or an associated child or parent of the supplier that was entered in
Supplier.
19 Paid Date—Enter the date on which the invoice was actually paid.
20 Click . The system saves the record.
Notes: After the invoice voucher is approved, the system displays Approved By, and the purchase order line
for each invoice voucher line is updated with the invoice voucher line’s invoice quantity and invoice
value.
After costs have been added to the invoice voucher, the system displays Voucher Total.

4 ‚ PURCHASING MANAGEMENT 178

Adding Line Items to Invoice Vouchers
Important: You cannot add line items to the invoice voucher unless the invoice voucher Type is Invoice, Debit
Note, or Credit Note; Supplier is entered on the invoice voucher header; and Purchase Order is not
entered on the invoice voucher header.
The Assign GL Codes, Extra Charges/Discounts, and Match hyperlinks are protected unless the
invoice voucher type is Invoice.
Follow these steps to add line items to invoice vouchers.
1 Open the Invoice Vouchers form. The system displays the List View page.
2 Select the invoice voucher to which to add line items, and then click the Lines tab. The system displays the
Lines page.
3 Click Add Invoice Voucher Line. The system inserts a new Invoice Voucher Details record.
The system automatically populates Invoice Voucher Line and Status.
4 Invoice Voucher Line—Enter a line number.
5 Purchase Order-Line—Enter the purchase order and line number to invoice.
The system automatically populates Qty. Invoiced, Qty. Returned, Price, Currency, Tax Code 1, Tax Code
2, Exchange Rate, Type, Work Order-Activity, Cost Code, Part/Trade, Ordered, Received, and Invoiced.
If the work order associated with the selected Purchase Order-Line is a multiple equipment work order, then the
system populates the Equipment, Equipment Org., and Related Work Order from the information on the
purchase order line. The system distributes any invoice differences as defined by the purchase order line.
6 Qty. Invoiced—Enter the amount to be invoiced.
7 Qty. Returned—Enter the amount to be returned.
8 Price—Enter the unit price for parts or the hourly rate for services. The system automatically populates the
currency of the price.
9 Tax Code 1 and Tax Code 2—Enter any additional taxes to apply to the line. The system adds the tax charges
to the total for the invoice voucher line and displays the updated totals in Tax Amount and Line Total.
Note: Tax codes do not affect the purchase order-line record.
10 Exchange Rate—Enter the exchange rate for the currency.
11 Click Match to simulate the voucher match process without actually changing the status of the header. This
action verifies the following information:
ƒ Absolute tolerance and percentage have not been exceeded.
ƒ The voucher quantity does not exceed a specified percentage above the amount ordered.
ƒ The quantity invoiced does not exceed the quantity received.
12 Click Submit. The system saves the record and updates the Lines list.
The system automatically populates Subtotal, Extra Charges/Discounts, Adjusted Costs, Tax Amount, and
Line Total.
Notes: To delete a line, select the line to delete, and then click Delete Invoice Voucher Line. The system
deletes the record and updates the Lines list.
You cannot delete an invoice voucher line unless the status of the invoice voucher header is Unfinished.

Creating Invoice Voucher Lines from Purchase Order-Lines

Follow these to steps create invoice voucher lines from purchase order-lines.
Notes: You cannot create invoice voucher lines from purchase order-lines unless the invoice voucher Type is
Invoice and a purchase order with a status of Approved for the Supplier on the invoice voucher header
already exists.
If the invoice voucher Type is Debit Note or Credit Note, only purchase order-lines associated with the
Original Voucher are available.
1 Open the Invoice Vouchers form. The system displays the List View page.
2 Select the invoice voucher for which to create invoice voucher lines from purchase order-lines, and then click
the Lines tab. The system displays the Lines page.
3 Click Import Lines. The system displays the Import Lines popup.
4 Select the purchase order-line to import.
Note: To select all of the lines at once, check Select. To unselect all of the lines at once uncheck Select.
5 Quantity—Enter the number of parts ordered or the number of hours required.

4 ‚ PURCHASING MANAGEMENT 179

6 Price—Enter the unit price for the parts or the hourly rate for services.
7 Click Attach. The system creates an invoice voucher line from the purchase order-line.
Assigning GL Codes to Invoice Voucher Lines
Allocate the costs of the invoice voucher line to GL codes.
Note: You cannot assign GL codes to invoice voucher lines unless your system is integrated with a financial
management software program and the invoice voucher Type is Invoice.
Follow these steps to assign GL codes to invoice voucher lines.
1 Open the Invoice Vouchers form. The system displays the List View page.
2 Select the invoice voucher for which to assign GL codes to invoice voucher lines, and then click the Lines tab.
The system displays the Lines page.
3 Select the invoice voucher line for which to assign GL codes, and then click Assign GL Codes. The system
displays the Assign GL Codes popup.
4 Click Add Code. The system inserts a GL Code Details record to associate with the invoice voucher line.
5 Distribution %—Enter the percentage of the invoice cost to assign GL codes.
Note: Percentages must total 100%.
6 Accounting Flexfield Description—Enter the accounting flexfield description.
The system automatically populates GL Code.
Note: Refer to the Databridge System Administrator’s Guide for more information.
7 Click OK. The system saves the record.
Entering Extra Charges or Discounts to Invoice Voucher Lines
Enter extra charges or apply special discounts to invoice voucher lines.
Follow these steps to enter extra charges or discounts to invoice voucher lines.
1 Open the Invoice Vouchers form. The system displays the List View page.
2 Select the invoice voucher for which to enter extra charges or discounts to invoice voucher lines, and then click
the Lines tab. The system displays the Lines page.
3 Select the invoice voucher line for which to enter extra charges or discounts, and then click Extra
Charges/Discounts. The system displays the Extra Charges/Discounts popup.
4 Click Add Charge/Discount. The system inserts a new Charge/Discount Details record.
The system automatically populates Sequence Number.
Note: Click Copy from PO to copy the extra charges or discounts from the purchase order-line and save
them to the invoice voucher line. You can add additional extra charges or discounts either before or after
copying from the purchase order.
5 Sequence Number—Enter the sequence number of the extra charge line.
6 Type—Select the type of charge/discount.
7 Amount—Enter the amount of the charge/discount. Enter a positive number for an extra charge or a negative
number for a discount.
8 Percentage—Enter the percentage of the charge/discount. Enter a positive number for an extra charge or a
negative number for a discount.
Note: You must enter either an amount or a percentage. You cannot enter both values.
9 Cumulative—Select to apply the charge/discount to the record after all other charges/discounts have been
applied.
10 Include—Select to always include extra charges and discounts.
Note: If the installation parameter EXTCHG is set to Y, the system always includes extra charges and
discounts; therefore, Include is selected and protected. If EXTCHG is set to M, Include is updateable.
If EXTCHG is set to N, Include is unselected and protected. Contact your system administrator for
more information.
11 Click Submit. The system saves the record and updates the Extra Charges/Discounts list.
Note: To delete a charge/discount, select the charge/discount to delete, and then click Delete
Charge/Discount. The system deletes the record and updates the Extra Charges/Discounts list.
12 Click Close. The system closes the Extra Charges/Discounts popup.

4 ‚ PURCHASING MANAGEMENT 180

Creating Costs for Invoice Vouchers
Create and edit costs for the invoice voucher header. The Extra Charges/Discounts button on the Lines page of
the Invoice Voucher form applies costs to specific invoice voucher lines. The Costs page applies costs to the invoice
voucher header. Refer to "Entering Extra Charges or Discounts to Invoice Voucher Lines" earlier in this chapter for
more information.
Note: You cannot apply costs to the invoice voucher unless the status of the header is Unfinished.
Follow these steps to create costs for invoice vouchers.
1 Open the Invoice Vouchers form. The system displays the List View page.
2 Select the invoice voucher for which to apply costs, and then click the Costs tab. The system displays the Costs
page.
3 Click Add Cost. The system insterts a new Extra Charges/Discounts record.
4 Type—Enter the type of additional charge or discount to apply to the invoice voucher. The system
automatically populates the type description.
If you enter PRT (Pre tax extra charge/discount), the system enables Tax Code 1.
5 Amount—Enter an absolute value for the amount of the extra charge or discount to apply to the invoice
voucher.
Note: You must enter a negative value for discounts.
6 Accounting Flexfield Desc.—Enter the accounting flexfield description.
The system automatically populates GL Code.
Note: Refer to the Databridge System Administrator’s Guide for more information.
7 Tax Code 1—Enter the tax rate to be applied to the cost amount.
If you enter Tax Code 1, the system enables Tax Code 2.
Note: The system calculates Tax Amount and Line Total based on the selected tax code.
8 Tax Code 2—Enter the second tax rate to be applied to the cost amount.
Note: If you enter Tax Code 2, the system applies each tax and then adds the amounts to calculate Tax
Amount and Line Total.
9 Click Submit. The saves the record and updates the Costs List.
Notes: To delete a cost, select the cost to delete, and then click Delete Cost. The system deletes the record
and updates the Costs List.
You cannot delete a cost unless the status of the invoice voucher header is Unfinished.

Defining Utility Bills for Invoice Vouchers

Create and edit utility bill information for the invoice voucher header. The Utility Bills page applies costs to the
invoice voucher header and allows you to calculate a daily rate for utility/energy consumption.
Important: This section covers functionality available in Infor EAM Asset Sustainability Edition.
If you purchased Infor EAM Business Edition or Enterprise Edition, you do not have access to
the functionality covered in this section.
Follow these steps to define utility bills for invoice vouchers.
1 Open the Invoice Vouchers form. The system displays the List View page.
2 Select a non-PO invoice voucher for which to apply utility bills, and then click the Utility Bills tab. The system
displays the Utility Bills page.
3 Click Add Utility Bill. The system insterts a new record.
The system automatically populates Line.
4 Utility Bill Source—Enter the utility bill source object. Utility Bill Source is the level at which the utility bill
is recorded (usually building level).
The system automatically populates Utility Bill Source Org. and UOM.
5 Meter—Enter the meter that is attached to the Utility Bill Level Object.
The system automatically populates Meter Org.
6 Commodity—Enter the commodity that represents the type of energy being consumed, i.e. electricity or gas.
7 UOM—Enter the unit of measure of the usage of the utility bill.
8 Cycle—Enter the cyclefor the utility bill.

4 ‚ PURCHASING MANAGEMENT 181

9 Rate Code—Enter the code of the rate to charge for the utility bill.
10 Correction Factor—Enter the number for the correction factor. Correction Factor is a value the utility
company sets to ensure proper usage calculation. This value will be used as a multiplier when calculating utility
bill rates.
11 From Date—Enter the begin date of the billing period.
The system automatically populates To Date with the same date.
12 End Date—Enter the end date of the billing period.
13 Start Reading—Enter the reading at the start of the utility bill period.
Note: If you clear Start Reading, the system automatically clears End Reading and vice versa. It will not
adjust Usage based on edits to either field.
14 End Reading—Enter the reading at the end of the utility bill period.
Note: If you enter End Reading when Usage is null and Start Reading is not null, the system automatically
populates Usage = End Reading – Start Reading.
15 Usage—Enter the usage for the utility bill period.
Note: If Start Reading is not null when you enter Usage, the system automatically populates End Reading =
Start Reading + Usage.
16 Amount—Enter the cost amount for the utility bill period.
The system automatically populates Currency.
17 Multiplier—Enter a multiplier to calculate usage from the meter reading. This value will be used as a multiplier
when calculating utility bill rates.
18 Click Submit. The saves the record and updates the Utility Bills List.
Notes: To delete a utility bill, select the utility bill to delete, and then click Delete Utility Bill. The system
deletes the record and updates the Utility Bills list.

Viewing Invoice Voucher Line Item Information

Follow these steps to view invoice voucher line item information.
1 Open the Invoice Lines per Buyer form.
2 Run the default Dataspy or create a personalized Dataspy to filter results by user.
Note: Unlike other forms within the system, you must first run a Dataspy to view invoice voucher line item
information.
3 View the invoice voucher line item information.

Booking Invoice Allocations

Book invoice allocations to assign costs to work orders invoice vouchers and invoice voucher lines. Refer to
"Recording Invoice Vouchers" earlier in this chapter for more information on invoice vouchers.
Follow these steps to book invoice allocations.
1 Open the Invoice Allocations form.
2 Select the invoice number for which to book an allocation. The system populates the Invoice Allocation Details.
The system automatically populates Total Unallocated Amount and Qty. to Allocate. The system calculates
the Total Unallocated Amount based on the following formula:
Total Unallocated Amount = Unallocated Qty. x Unallocated Unit Cost
By default, the system populates Qty. to Allocate with the Unallocated Qty.
3 Qty. to Allocate—Update the quantity to allocate if necessary.
Notes: If the Qty. to Allocate entered is greater than 0 but less than or equal to the Unallocated Qty., then the
system will recalculate the Unallocated Qty. as the difference between the existing Unallocated Qty.
and the Qty. to Allocate.
If you enter a negative number for the Qty. to Allocate, then the system will create a correction
transaction of type INVA and adds the absolute value of the negative value to Unallocated Qty. for the
correction. For example, if you enter -2 as the Qty. to Allocate, then the system will add 2 to the
Unallocated Qty.
The INVADAYS installation parameter determines the number of days that invoice allocations can be
booked for a completed work order. The system does not display work orders for which the completion
date exceeds the number of days specified by the setting of the INVADAYS installation parameter.

4 ‚ PURCHASING MANAGEMENT 182

4 Work Order-Activity—Enter the work order and activity for which to book the invoice allocation.
Notes: If you select a work order with a system work order type of IS (Direct issue), then the system clears and
protects Activity. No Activity is required for the work order type IS.
If you manually enter a Work Order of a type other than IS, the system will automatically populate the
Activity from the work order if there is only one activity on the work order.
The system enables you to search for all transactions associated with a multiple equipment work order
by defining a Quick Filter on the Work Order lookup using Parent Work Order as part of the filter
criteria. Refer to "Defining Quick Filters on Lookups" in Chapter 1 ‚ Basics.
5 Click Submit. The system creates an invoice allocation transaction against the work order.
Notes: Upon saving the invoice allocation, the system deactivates the invoice allocation if the Unallocated Qty.
is zero as a result of the allocation.
To activate an inactive invoice line, select the invoice line to activate, and then click Activate Line. The
system activates the line and selects Active.
To inactivate an invoice line, select the invoice line to inactivate, and then click Inactivate Line. The
system inactivates the line and unselects Active. The system also clears and protects the Qty. to
Allocate, Work Order, and Activity for the selected invoice line.

Defining Requests for Quotations

Requests for quotations (RFQs) are records of parts and services that are presented to suppliers to solicit bids on
pricing. Define request for quotation information before submitting requests to suppliers.
Follow these steps to define requests for quotations.
1 Open the Request for Quotation form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates Currency, Requested Response Date, Created By, and Requested Date.
3 Organization—Enter the organization to which the request for quotation belongs if you use multi-organization
security.
4 RFQ description—Enter a description of the request for quotation.
Enter the RFQ Details:
5 Status—Choose one of the following options:
ƒ Unfinished
ƒ Ready to Send
ƒ Sent to Supplier
Note: When Status is set to Sent to Supplier, the system creates quotation records for each supplier
on the Suppliers page and copies the parts and services to the Parts and Services pages,
respectively, for the quotation record.
ƒ Receiving Quotations
Note: System automatically assigns this Status when the first quotation is updated with pricing and
its Status is changed to Received.
ƒ All Quotations Received
ƒ Awarded
Note: If Status is set to Awarded, the system automatically populates Awarded By and Awarded Date
and then calculates cost values.
ƒ Cancelled
6 Currency—Enter the currency for the quotation.
7 Store—Enter the store to which the request for quotation applies.
8 Requested By—Enter the employee requesting quotations.
9 Response Date—Enter the date by which quotations should be received.
10 Project—Enter the project to which the request for quotation applies.
11 Project-Budget—Enter the project-budget to which the request for quotation applies.
Note: Enter either Project or Project-Budget. Both fields cannot be populated simultaneously.
12 Work Order—Enter the work order associated with the request for quotation.
The system automatically populates Equipment.

4 ‚ PURCHASING MANAGEMENT 183

13 Work Order-Activity—Enter the work order-activity associated with the request for quotation.
Note: Enter either Work Order or Work Order-Activity. Both fields cannot be populated simultaneously.
14 Equipment—Enter the equipment for which you are requesting a quotation if MEC work order is specified.
The system automatically populates Equipment Org. and Related Work Order.
15 Buyer—Enter the buyer for the request for quotation.
16 Delivery Address—Enter the delivery address for the request for quotation.
17 Class—Enter the class for the request for quotation.
The system automatically populates Class Org.
Enter the RFQ Print Options:
18 Individual Lines—Select to have the system create a line for each line listed.
19 Sum Quantities with Earliest Due Date—Select to have the system create quotation lines for each part and
each trade-task combination assigning the earliest Due Date for the grouping.
20 Sum Quantities by Due Date—Select to have the system create quotation lines for each part and trade-task
combination grouping by Due Date.
21 Auto-print RFQ—Select to print the record automatically when Status is Sent to Supplier.
Enter the RFQ Terms:
22 Ship Via—Enter the ship via code for the request for quotations.
23 Payment Terms—Enter the payment terms for the request for quotations.
24 Freight Terms—Enter the freight terms for the request for quotations.
25 FOB Point—Enter the freight on board point for the request for quotations.
26 Payment Method—Enter the method of payment for the request for quotations.
Enter the Email Information:
27 Email Subject Line—Enter the email subject line.
28 Email Body Text—Enter the email body text.
29 Click . The system saves the record.

Calculating Costs for RFQs

Follow these steps to calculate cost values for RFQs that have Awarded lines.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to calculate costs, and then click the Record View tab. The system displays the
Record View page.
3 Click Calculate Costs.
The system automatically populates the following:
ƒ Part Lines—Count of part lines awarded on the Selections page
ƒ Service Lines—Count of service lines awarded on the Selections page
ƒ RFQ Lines—Count of awarded lines on the Selections page
ƒ Total Tax—Total tax on the awarded RFQ Lines (Parts and Services) on the Selections page
ƒ Total Part Value—Total price of all awarded part lines with positive part line totals
ƒ Total Service Value—Total price of all awarded service lines on the Selections page
ƒ Total RFQ Value—Total value based on the following equation:
Total Part Value + Total Service Value
ƒ Date Last Refreshed—Date and time calculations were refreshed

Defining Clauses for RFQs

Follow these steps to define clauses for RFQs.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to define clauses, and then click the Clauses tab. The system displays the Clauses
page.
3 Click Add Clause. The system inserts a new RFQ Clause Details record.

4 ‚ PURCHASING MANAGEMENT 184

4 RFQ Clause—Enter the purchasing clause to be associated with the RFQ.
The system automatically populates the RFQ description.
5 Click Submit. The system saves the record and updates the Clauses list.
Note: To remove a clause, select the clause to remove, and then click Remove Clause. The system removes
the record and updates the Clauses list.

Associating Parts with RFQs

Follow these steps to associate parts with RFQs.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to define parts, and then click the Parts tab. The system displays the Parts page.
3 Click Add Part Line. The system inserts a new Part Details record.
The system automatically populates Line, Type, Due Date, and Delivery Address.
4 Manufacturer—Enter the manufacturer of the part.
5 Manufacturer Part Number—Enter the manufacturer part number.
6 Part—Enter the part, and then enter the part description in the adjacent field.
The system automatically populates Part Org., Part Description, UOM, Inspection, Tracked by Asset,
Preferred Supplier, Preferred Supplier Org., Preferred Supplier description, and Requested Qty.
7 Part Org.—Enter the organization for the part.
8 Type—Choose one of the following options:
ƒ PD (Direct Materials)
ƒ PS (Stock Items)
ƒ RE (External Repair)
9 Line—Enter the line number for the part.
10 Requested Qty.—Enter the number of units requested for the part.
11 Due Date—Enter the date the parts are due.
12 Delivery Address—Enter the address to which the parts should be delivered.
13 Inspection—Select to request a part inspection.
14 Track by Asset—Select to track parts.
15 Work Order-Activity—Enter the work order and activity for which the part is needed.
16 Comments—Enter any additional comments regarding the service.
17 Click Submit. The system saves the record and updates the Parts list.
Note: To delete a part line, select the part line to delete, and then click Delete Part Line. The system deletes
the record and updates the list.

Creating Parts
Follow these steps to create parts for RFQs.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to define parts, and then click the Parts tab. The system displays the Parts page.
3 Click Add Part Line. The system inserts a new Part Details record.
The system automatically populates Line, Type, Due Date, and Delivery Address.
4 Click Create Part. The system displays the WO Parts popup.
5 Part Org.—Enter the organization for which to create a part.
6 UOM—Enter the unit of measure for the part.
7 Requested Qty.—Enter the number of units requested for the part.
8 Click OK. The system displays the Parts page.

Selecting Multiple Parts

Select and retrieve multiple parts to be associated with an RFQ.
Follow these steps to select multiple parts for an RFQ.
1 Open the Request for Quotation form. The system displays the List View page.

4 ‚ PURCHASING MANAGEMENT 185

2 Select the record for which to add multiple parts, and then click the Parts tab. The system displays the Parts
page.
3 Click Select Parts. The system displays the Select Parts popup.
4 Select the parts to add to the RFQ, and then click Submit. The system displays the Parts page.
Note: Requested Quantity and Due Date can be entered on the popup or on the Parts page.

Retrieving WO Parts
Follow these steps to retrieve work order parts.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to retrieve parts, and then click the Parts tab. The system displays the Parts page.
3 Click Add Part Line. The system inserts a new Part Details record.
The system automatically populates Line, Type, Due Date, and Delivery Address.
4 Click Retrieve WO Parts. The system displays the WO Parts popup.
5 Select the parts to retrieve, and then click OK. The system displays the Parts page.

Selecting Substitute Parts

Follow these steps to select substitute parts for RFQs.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to select substitute parts, and then click the Parts tab. The system displays the Parts
page.
3 Click Add Part Line. The system inserts a new Part Details record.
The system automatically populates Line, Type, Due Date, and Delivery Address.
4 Click Select Substitute Part. The system displays the Substitute Parts popup.
5 Select the the part to substitute for the RFQ part, and then click OK. The system displays the Parts page.

Selecting Items on RFQs

Select items on a request for quotation. You may award selected items on an RFQ, update the supplier part catalog
with items on quotations, create or update a requisition, or create or update a purchase order.
Follow these steps to select items on RFQs.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to select items, and then click the Selection tab. The system displays the Selection
page.
Note: The lines displayed are the received Quotation lines associated with the RFQ.
3 Select either Parts or Services. The system displays the parts or services.
4 Select items for the RFQ, and then choose one of the following options:
ƒ Award Items—The system awards selected items to the quotation and others in the item group to Not
Awarded.
Notes: System Status must be Undecided.
Multiple items with the same Line may not be Awarded.
ƒ Cancel Awarded Items—The system cancels the Award status for selected items and changes the items'
System Status to Undecided.
Note: System Status must be Awarded.
ƒ Update Supplier Catalog—The system updates the supplier parts catalog with data from selected items.
Refer to "Updating a Supplier Catalog" later in this chapter for more information.
ƒ Generate Requisition—The system generates a requisition for selected items. Refer to "Generating
Requisitions for RFQs" later in this chapter for more information.
ƒ Generate POs—The system generates purchase orders for selected items. Refer to "Generating POs for
RFQs" later in this chapter for more information.
ƒ View Totals for All Suppliers—The system displays totals by supplier in view-only mode. Refer to
"Viewing Totals by Supplier" later in this chapter for more information.

4 ‚ PURCHASING MANAGEMENT 186

Updating a Supplier Catalog
Follow these steps to update a supplier catalog.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to update a supplier catalog, and then click the Selection tab. The system displays
the Selection page.
3 Select Parts. The system displays the parts.
4 Select items for which to update the supplier catalog, and then click Update Supplier Catalog. The system
displays the Update Supplier Catalog popup.
5 Select the part with which to update the supplier catalog, and then click Update. The system saves the new
record into the supplier catalog and displays the Selection page.
Note: If the item type is parts, the system inserts a Parts Catalog Record for the selected supplier.

Generating Requisitions for RFQs

Follow these steps to generate requisitions for RFQs.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to generate a requisition, and then click the Selection tab. The system displays the
Selection page.
3 Select either Parts or Services. The system displays the parts or services.
4 Select the items for which to generate a requisition, and then click Generate Requisition. The system
displays the Generate Requisitions popup.
5 Create Requisition—Select to create a new requisition.
6 Requisition Description—Enter a description for the requisition.
7 Store—Enter the store to which the requisition should be issued.
8 Requested By—Enter the name of the employee requesting the requisition.
9 Default Approver—Enter the name of the employee who should approve the requisition.
10 Add to Existing Requisition—Select to add items to an existing requisition.
11 Buyer—Enter the name of the employee purchasing the items.
12 Planned Part—Select to add the item to the selected WO-Activity if the item is not already a Planned Part.
13 Print Requsition—Select to print the requisition to which the quotation lines have been associated when the
system generates or updates the requisition.
14 Click Generate. The system generates the requisition and displays the Selection page.

Generating POs for RFQs

Follow these steps to generate purchase orders for RFQs.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to generate a purchase order, and then click the Selection tab. The system displays
the Selection page.
3 Select either Parts or Services. The system displays the parts or services.
4 Select the items for which to generate a purchase order, and then click Generate POs. The system displays
the Generate POs popup.
5 Create PO—Select to create a new purchase order.
6 PO Description—Enter a description for the purchase order.
Note: You must enter a PO Description if Use Quotation Description is unchecked.
7 Store—Enter the store to which the purchase order should be issued.
8 Originator—Enter the name of the employee generating the PO.
9 Delivery Address—Enter the address to which the items should be delivered.
10 Use Quotation Description—Select to use the quotation description as the PO description.
11 Buyer—Enter the name of the employee purchasing the items.
12 Add to Existing PO—Select to add items to an existing purchase order.
13 Planned Part—Select to add the item to the selected WO-Activity if the item is not already a Planned Part.

4 ‚ PURCHASING MANAGEMENT 187

14 Print PO—Select to print the purchase order(s) to which the quotation lines have been associated when the
system generates or updates the purchase order(s).
15 Click Generate. The system generates the purchase order and displays the Selection page.
Note: The system generates a separate purchase order for each supplier.

Viewing Totals by Supplier

Follow these steps to view totals by supplier.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to view totals, and then click the Selection tab. The system displays the Selection
page.
3 Click View Totals for All Suppliers. The system displays the Totals by Supplier popup.
4 View the totals by supplier information.

Defining Suppliers for RFQs

Follow these steps to define suppliers for RFQs.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to define suppliers, and then click the Suppliers tab. The system displays the
Suppliers page.
3 Click Add Supplier. The system inserts a new Supplier Details record.
4 Supplier—Enter the supplier.
The system automatically populates the supplier description.
5 Click . The system saves the record.
Note: To remove a supplier, select the supplier to remove, and then click Remove Supplier. The system
removes the record and updates the Suppliers list.

Defining Services for RFQs

Define services for RFQs. The system copies values to each new part line.
Follow these steps to define services for RFQs.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to define services, and then click the Services tab. The system displays the Services
page.
3 Click Add Service Line. The system inserts a new RFQ Service Details record.
The system automatically populates Line, Type, and Delivery Address.
4 Work Order-Activity—Enter the work order and activity for the service.
5 Equipment—Enter the equipment to be used for the service if work order is MEC.
The system automatically populates Equipment Org., Project-Budget, Related Work Order, and
Department.
6 Line—Enter the line number for the service.
7 Type—Choose one of the following options:
ƒ ST (Hours From Service)
ƒ SF (Fixed Price Service)—The system protects Trade and Task, sets Hours Requested to 1 and
protects the field.
ƒ SH (Contractor Hire)—The system clears and protects Work Order, Activity, Equipment, Equipment
Org., Related Work Order, Department, Project, and Budget, makes Trade required, and makes Task
optional.
8 Trade—Enter the trade associated with the service.
9 Task—Enter the task for the service.
The system automatically populates Trade, UOM, Hours Requested, and Task Qty.
10 Task Qty.—Enter the number of units required for the service.
11 Hours Requested—Enter the number of hours necessary to perform the service.
12 Due Date—Enter the date by which the service should be complete.

4 ‚ PURCHASING MANAGEMENT 188

13 Delivery Address—Enter the location for the service.
14 Comments—Enter any additional comments regarding the service.
15 Click Submit. The system saves the record and updates the Services list.
Note: To delete a service line, select the line to delete, and then click Delete Service Line. The system
deleted the record and updates the Services list.

Retrieving WO Services for RFQ Service

When retrieving WO services for RFQ service, the system copies values to each new part line.
Follow these steps to retrieve work order services for RFQ service.
1 Open the Request for Quotation form. The system displays the List View page.
2 Select the record for which to define services, and then click the Services tab. The system displays the Services
page.
3 Click Add Service Line. The system inserts a new RFQ Service Details record.
The system automatically populates Line, Type, and Delivery Address.
4 Click Retrieve WO Services. The system displays the Hired Labor popup.
5 Select the services to add to the RFQ, and then click OK. The system displays the Services page.

Copying RFQs
The copy RFQ feature copies an RFQ, including all details.
Follow these steps to copy RFQs.
1 Create an RFQ. Refer to "Defining Requests for Quotations" earlier in this chapter for more information.
2 Right-click, and then select Copy RFQ. The system displays the Copy RFQ popup.
3 New RFQ Description—Enter the description for the new RFQ.
4 Due Date—Enter the due date for the new RFQ.
5 Select the record types to copy, and then click Submit. The system copies all RFQ details to the new RFQ.
Notes: Some exceptions apply to the header, service, part, and comment details copied.

Editing Quotations
The system automatically creates a quotation record when a quotation is received via an RFQ and the RFQ header
status is changed to Sent to Supplier. Update the record details as long as the quotation is in the status of
Unfinished.
Follow these steps to edit quotations.
1 Open the Quotations form. The system displays the List View page.
2 Select the quotation to edit, and then click the Record View tab. The system displays the Record View page.
3 Quotation Description—Enter a description for the quotation.
4 Status—Choose one of the following options:
ƒ Unfinished
ƒ Received
ƒ Cancelled
5 Currency—Enter the currency accepted by the supplier for this quotation.
Enter the Supplier Contact Info details:
6 Contact Name—Enter the name of the individual to contact for the supplier.
7 Telephone—Enter the telephone number for the supplier.
8 Fax Number—Enter the fax number for the supplier.
9 E-mail Address—Enter the e-mail address for the supplier.
Note: If you change any contact information on this form, the system updates the contact information for the
associated supplier on the Suppliers page of the RFQ form.
10 Click . The system saves the record.

4 ‚ PURCHASING MANAGEMENT 189

Defining Services Price Information for Quotations
Edit services information on a quotation.
Follow these steps to define services price information for quotations.
1 Open the Quotations form. The system displays the List View page.
2 Select the quotation for which to define services, and then click the Services tab. The system displays the
Services page and automatically populates Type, WO-Activity, Task, Trade, Hours Requested, and Due
Date.
3 Not Offered—Select if the service is not offered by the supplier.
4 Price—Enter the price of the service, and then update the currency of the price in the adjacent field.
5 Exchange Rate—Enter the exchange rate for the currency.
6 Freeze Rate—Select to set the Exchange Rate as permanent.
7 Delivery Date—Enter the requested delivery date for the service.
8 Click Submit. The system saves the record and updates the Services list.

Defining Parts Price Information for Quotations

Edit parts information on a quotation.
Follow these steps to define parts price information for quotations.
1 Open the Quotations form. The system displays the List View page.
2 Select the quotation for which to define parts, and then click the Parts tab. The system displays the Parts page
and automatically populates Response Date, Part, Part Description, Part Org., Line, Type, Inspection,
Track by Asset, Work Order Details information, Purchase Quantity, Part Quantity, Due Date, Delivery
Address, Contract, Total Tax Amount, and Part Line Total.
Note: If there is an active, approved contract for the selected supplier and store defined on the RFQ header,
the system displays the contract for the selected part. The part exists on the Parts page of the Contracts
form.
3 Supp. Catalog Reference—Enter the associated supplier catalog information for the part.
4 Lead Time (Days)—Enter the necessary lead time for the part.
5 Not Offered—Select if the part is not offered by the supplier.
6 Purchase Qty. (UOP)—Enter the unit of measure for the part.
7 Price—Enter the price of the part, and then update the currency of the price in the adjacent field.
8 Exchange Rate—Enter the exchange rate for the currency.
9 Freeze Rate—Select to set the Exchange Rate as permanent.
10 Qty. per UOP—Enter the number of parts per unit of measure.
11 Delivery Date—Enter the requested delivery date for the part.
12 Tax Code—Enter the tax code that applies to the part.
13 Tax Code 2—Enter a secondary tax code that applies to the part.
Note: If there are two tax codes, the system calculates the total tax based on the two tax codes entered by
adding the amount to be taxed for each code to the price of the part.
14 Click Submit. The system saves the record and updates the Parts list.

4 ‚ PURCHASING MANAGEMENT 190

5 ‚ WORK MANAGEMENT

Managing work involves creating, planning, and scheduling work orders. The work management lifecycle begins
when a person, department, or company identifies a work order that the maintenance department must complete.
Before using the work management module, define initial work information such as supervisors, permits,
qualifications, trades, employees, shifts, tasks, tools, material lists, and VMRS codes.
You may create standard work orders, and then apply the information from standard work orders to regular work
orders. Next, create regular work orders to repair broken equipment, modify equipment to meet safety and
environmental standards, perform work orders during a normal workday, and record information concerning
equipment problems. Enter header information on the Work Order Record View page, and then add activities to the
work order, schedule labor, associate qualifications with work order activities, book labor and vendor hours,
associate parts, enter meter readings, create child work orders, add permits, and request tools as necessary. You may
also view the status of work orders and view work order information such as work order cost and service request
details. Finally, close the work order after the work is complete.
Create preventive maintenance (PM) work orders to generate periodic work orders for specified frequencies or meter
readings. PM work orders apply to single pieces of equipment or systems that include several pieces of equipment.
On the Work Order Scheduling form, you may view the current work order schedule, calculate labor availability,
and view labor utilization. Schedule unscheduled or backlogged work orders. Reschedule work orders as necessary.
Additionally, you can view work order comments, change the work order status, and freeze or unfreeze activity
schedules. You may balance the workload on the WO Load Balancing form.
You may also create service requests using the work management module. Define initial service request information
such as customers, properties, and service codes before creating service requests. Then, create service requests,
assign personnel to service requests, and close service requests after the work is complete. You may also book
hours, issue and return parts, and enter additional charges for service requests.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition. If you purchased Infor EAM Business Edition, you do not have access to all of the functionality
covered in this chapter.

In This Chapter
ƒ Defining Initial Work Information ƒ Generating Work Orders for Repairable Spare
ƒ Approving and Rejecting Work Requests Parts
ƒ Creating Standard Work Orders ƒ Scheduling Work
ƒ Creating Regular Work Orders ƒ Completing Work
ƒ Creating Capital Planning Requests ƒ Performing Revision Control
ƒ Creating Preventive Maintenance Work Orders ƒ Defining Initial Service Request Information
ƒ Understanding PM Work Packages ƒ Creating Service Requests
ƒ Understanding PM Forecasting ƒ Creating PM Plans
ƒ Generating Work Orders ƒ Understanding Deferred Maintenance

191
Defining Initial Work Information
Define initial work information before using the work management module.

Defining Supervisors
Define codes to represent employee supervisors.
Follow these steps to define supervisors.
1 Open the Supervisors form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the supervisor belongs if you use multi-organization security.
4 Supervisor—Enter a unique code identifying the supervisor, and then enter a description of the supervisor in
the adjacent field.
5 Class—Enter the class of the supervisor.
The system automatically populates Class Org.

6 Click . The system saves the record.

Defining Permits
Define permits to link safety or authorization information to work orders. For example, you may define a "hot" work
permit regarding welding in a restricted area; a "confined space entry" permit when workers must complete the work
in an enclosed production space such as a tank or vessel; or a "lockout-tagout" permit when the equipment involved
must be completely stabilized or cut off from operational power supplies.
Note: Define work orders before associating permits with work orders. Describe any necessary permit
information and instructions on the Permit Body tab.
Follow these steps to define permits.
1 Open the Permits form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the permit belongs if you use multi-organization security.
4 Permit—Enter a unique code identifying the permit, and then enter a description in the adjacent field.
5 Class—Enter the class of the permit. The classes shown belong to the PERM entity.
6 Click . The system saves the record.

Adding Permit Body Comments

Add specific permit body comments, and then specify whether the comments should print with the specified record.
Follow these steps to add permit body comments.
1 Open the Permits form. The system displays the List View page.
2 Select the permit for which to enter permit body comments, and then click the Permit Body tab. The system
displays the Permit Body page.
3 Click Add Comment. The system displays the Add/Edit Comments popup.
4 Language—Select the language of the comment.
5 Comments—Enter free-format text in the white space provided on the popup.
6 Print with Document—Select to print the comments on the associated report.
7 Click Save. The system saves the record and displays the comment on the Permit Body page.

5 ‚ WORK MANAGEMENT 192

Deleting Permit Body Comments
Delete permit body comments as necessary.
Follow these steps to delete permit body comments.
1 Open the Permits form. The system displays the List View page.
2 Select the permit for which to delete permit body comments, and then click the Permit Body tab. The system
displays the Permit Body page.
3 Click the header of the permit body comment to delete. The system displays the Add/Edit Comments popup.
4 Click Delete. The system deletes the record and returns to the Permit Body page.

Modifying Permit Body Comments

Modify permit body comments as necessary.
Follow these steps to modify permit body comments.
1 Open the Permits form. The system displays the List View page.
2 Select the permit for which to modify permit body comments, and then click the Permit Body tab. The system
displays the Permit Body page.
3 Click the header of the permit body comment to modify. The system displays the Add/Edit Comments popup.
4 Modify the existing comments as necessary.
5 Click Save. The system saves the record and displays the modified comment on the Permit Body page.
Note: The system does not display a link for the original Created comment after the comment is modified. To
preserve all comments, do not delete any previous comment text when modifying comments.

Defining Qualifications
Define qualifications to establish a set of occupational standards and/or required job-related training for personnel,
tasks, trades, and/or work order activities. After defining a qualification, associate the qualification with personnel,
tasks, trades, and/or work order activities to establish your criteria for qualification enforcement of work activities.
Qualification enforcement is determined by the WOQUAL installation parameter. Refer to "Work Parameters" in
Appendix ‚ Installation Parameters of the System Administrator’s Guide.
If you are using qualification enforcement, you can only assign/schedule an employee who has the necessary
qualification(s) to perform the work for which a qualification is required. If a qualification is associated with a trade,
task, or work order activity, the employee must have that qualification on their personnel record. Employee
qualifications are active if the employee has completed the necessary training course/requirements for the
qualification and the qualification duration has not expired.
You can also define qualifications as training records to create a historical record of job-related training employees
receive that does not need to be tracked for qualification enforcement.
Follow these steps to define qualifications.
1 Open the Qualifications form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the qualification belongs if you use multi-organization security.
4 Qualification—Enter a unique code identifying the qualification, and then enter a description of the
qualification in the adjacent field.
5 Class—Enter the class of the qualification. The classes shown belong to the QUAL entity.
The system automatically populates Class Org.
6 Active—Select to indicate whether the qualification is active.
Notes: If you unselect Active for a qualification, then you can no longer associate the qualification with any
subsequent personnel, tasks, trades, and/or work order activities. However, if the deactivated
qualification is already associated with any personnel, tasks, trades, and/or work order activities, the
qualification will still be required for any existing personnel, tasks, trades, and/or work order activities.

5 ‚ WORK MANAGEMENT 193

 You can also select and unselect Active to temporarily activate and deactivate a qualification as
necessary.
7 Training Record—Select to indicate whether the qualification is associated with a training record. By defining
a qualification as a training record, the system does not track the qualification for qualification enforcement, and
the qualification cannot be associated with tasks, trades, and/or work order activities.
8 Click . The system saves the record.

Defining Trades
Define codes for the types of employees performing maintenance work. The system charges the cost of the trade,
based on an hourly rate, back to the appropriate work order, asset, or project, ensuring correct cost accounting. A
single trade may have multiple rates based on the type of work performed or the department associated with the
trade for a specific work order. Define standard trade rates for suppliers on the Supplier Rates page of the Trades
form. On the Qualifications page, you may associate qualifications with trades to establish the minimum
qualifications for an employee belonging to a trade to perform work for which the trade is selected.
When scheduling work, you can select to assign the work to an employee and/or a trade. When booking hours for
the work, the system calculates the labor cost of the hours to book based on the trade rate defined for either the
employee or the trade rate defined for the trade. Refer to "Defining Trade Rates" later in this chapter.
Follow these steps to define trades.
1 Open the Trades form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the trade belongs if you use multi-organization security.
4 Trade—Enter a unique code identifying the trade, and then enter a description of the trade in the adjacent field.
5 Class—Enter the class to further subdivide the trade as necessary. For example, specify apprentice,
journeyman, or master.
The system automatically populates Class Org.

6 Click . The system saves the record.

Defining Trade Rates

Define rates for trades. When booking hours, the system first checks to see if an Hourly Rate is defined for the
employee. If so, the hours are booked at that rate. However, if you have not defined trade rates for the employee, the
system assigns the Hourly Rate defined for the trade on the trade Rates tab.
Note: Define trades on the Trades form. Refer to "Defining Trades" earlier in this chapter for more information.
Follow these steps to define trade rates.
1 Open the Trades form. The system displays the List View page.
2 Select the trade for which to define rates, and then click the Rates tab. The system displays the Rates page.
3 Click Add Rate. The system inserts a new Rate Details record.
4 Organization—Enter the organization to which the rate belongs if you use multi-organization security.
5 Type of Hours—Enter hour occupation type for this work, e.g., select N for normal hours or O for overtime
hours.
6 Department—Enter the department associated with this rate. If the rate applies to all departments, enter*.
7 Hourly Rate—Enter the hourly rate for this trade.
8 Start Date and End Date—Enter the beginning and ending dates to which the rate applies.
Note: Dates for the same trade type/department combination cannot overlap. For example, the MAINT
department of ORG1 cannot have an overtime hourly rate of 20 to start 01-01-2004 and end 12-31-2004
and another overtime hourly rate of 30 to start 05-01-2004.
9 Currency—The system displays the currency of the organization.

5 ‚ WORK MANAGEMENT 194

10 Click Submit. The system saves the record and updates the Rates list.
Note: To delete a rate, select the rate to delete, and then click Delete Rate. The system deletes the record
and updates the Rates list.

Defining Supplier Trade Rates

First define trades and trade rates. Then, define standard trade rates for suppliers. You can also define rates on the
Rates tab of the Suppliers form.
Follow these steps to define supplier trade rates.
1 Open the Trades form. The system displays the List View page.
2 Select the trade for which to define supplier rates, and then click the Supplier Rates tab. The system displays the
Supplier Rates page.
3 Click Add Supplier Rate. The system inserts a new Supplier Rate Details record.
4 Supplier—Enter the code identifying the supplier.
The system automatically populates the description of the supplier, the Organization, the Supplier Org., and
the currency.
5 Hourly Rate—Enter the hourly rate for the supplier trade.
6 Organization—Enter the organization for the supplier rate if the organization of the selected trade is common.
The system displays only those organizations to which you have access. Otherwise, Organization defaults to
the organization of the trade.
7 Start Date and End Date—Enter the beginning and ending dates to which the rate applies.
8 Click Submit. The system saves the record and updates the Supplier Rates list.
Note: To remove a supplier rate, select the rate to remove, and then click Remove Supplier Rate. The
system removes the record and updates the Supplier Rates list.

Associating Qualifications with Trades

Associate qualifications with trades to establish the minimum qualifications for an employee belonging to a trade to
perform work for which the trade is selected. Qualifications are defined on the Qualifications form. Refer to
"Defining Qualifications" earlier in this chapter. After defining a qualification, you can associate it with a trade. If
an employee is associated with a trade for which there is a qualification, the employee must have an active record of
that qualification on their personnel record. Employee qualifications are active if the employee has completed the
necessary training course/requirements and the training has not expired as indicated by the Start Date and
Expiration Date for the qualification on the employee’s personnel record. Employees can also be Temporarily
Disqualified for qualifications as necessary on their personnel record.
If you have associated a qualification with a trade, and you associate a trade with a work order activity, you can only
schedule employees associated with the selected trade who have the active qualifications required for that trade to be
assigned/scheduled to perform the work.
Notes: If you delete a qualification previously associated with a trade, then the deleted trade qualification will
no longer be required for any subsequent work order activities to which the trade is assigned.
Likewise, if you add a new qualification to a trade or update an existing qualification associated with a
trade, the new/updated trade will not affect any existing work order activities to which the trade is
assigned. However, the added/updated qualification will be required for any subsequent work order
activities to which the trade is assigned, and the system displays a message indicating the number of
open work orders for the trade.
Follow these steps to associate qualifications with trades.
1 Open the Trades form. The system displays the List View page.
2 Select the trade with which to associate qualifications, and then click the Qualifications tab. The system
displays the Qualifications page.
3 Click Add Qualification. The system inserts a new Qualification Details record.
4 Qualification—Enter the qualification to associate with the trade.
The system automatically populates the description of the qualification and the Organization.

5 ‚ WORK MANAGEMENT 195

5 Click Submit. The system saves the record and updates the Qualifications list.
Note: To remove a qualification, select the qualification to remove, and then click Remove Qualification. The
system removes the record and updates the Qualifications list.

Defining Employee Information

Define employee information to track full-time, part-time, and seasonal employees, and then define wage rates for
employees to establish a specific hourly pay rate for an employee. Also, you may record labor availability
exceptions for individual employees and for groups. You may associate qualifications with employee codes to
establish qualifications for personnel. Finally, associate specific employee positions with certain functions on the
Types page.

Defining Employee Codes

Define codes to represent individual employees, and then use the employee codes to track full-time, part-time, and
seasonal personnel.
Follow these steps to define employee codes.
1 Open the Employees form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the employee belongs if you use multi-organization security.
4 Employee—Enter a unique code identifying the employee, and then enter a description of the employee code in
the adjacent field.
5 Department—Enter the employee’s department.
6 Trade—Enter the employee’s trade or craft.
7 Associated User—Enter the Infor EAM Mobile user to associate with this employee.
8 Class—Enter the class of the employee.
The system automatically populates Class Org.
9 Out of Service—Select to prevent the employee code from being displayed in lookups.
The system automatically populates Out of Service if the employee has been transferred to another
organization.
The system automatically populates Transferred To Employee and Transferred To Employee Org. when an
employee is transferred between company organizations. Refer to "Transferring Employees Between
Organizations" later in this chapter.
10 Phone No.—Enter the employee’s phone number.
11 E-mail Address—Enter the employee’s e-mail address as necessary.
12 Fleet Customer—Enter the fleet customer with which to associate the employee.
13 Cost Code—Enter the fleet cost code with which to associate the employee.
The system automatically populates Fleet Customer with the fleet customer associated with the Cost Code.
14 License No.—Enter the employee’s driver’s license number.
15 Click . The system saves the record.

Defining Wage Rates for Employees

Define wage rates for employees to establish a specific hourly pay rate for an employee. Rates for employees can be
defined based on the employee’s level of experience, training, etc. Therefore, employees belonging to a designated
trade can have different pay rates than other employees belonging to the same trade.
Note: You must designate a Trade for an employee when you define the employee code. Refer to "Defining
Employee Codes" earlier in this chapter.
When scheduling work, you can select to assign the work to an employee and/or a trade. When booking hours for
the work, the system calculates the labor cost of the appropriate work order, asset, or project based on the hourly pay

5 ‚ WORK MANAGEMENT 196

rate defined for the employee or the trade. Therefore, when booking hours, the labor cost for performing work can
be based on the rate defined for either the employee or the trade.
Follow these steps to define wage rates for employees.
1 Open the Employees form. The system displays the List View page.
2 Select the employee for whom to define wage rates, and then click the Rates tab. The system displays the Rates
page.
3 Click Add Rate. The system inserts a new Rate Details record.
4 Organization—Enter the organization to which the rate belongs if you use multi-organization security.
The system automatically populates Currency with the currency of the organization.
5 Type of Hours—Enter the occupation type for this work, e.g., enter N for normal hours or O for overtime
hours. The values listed belong to the OCTP entity.
6 Department—Enter the department associated with this rate. If the rate applies to all departments, enter *.
7 Hourly Rate—Enter the hourly rate for this employee.
8 Start Date—Enter the beginning date to which the rate applies.
Note: Dates for the same type of hours/department/organization combination cannot overlap. For example,
the MAINT department of ORG1 cannot have an Hourly Rate of 20 for overtime Type of Hours to start
01-01-2004 and end 12-31-2004 and another Hourly Rate of 30 for the overtime Type of Hours to start
05-01-2003.
9 End Date—Enter the ending date to which the rate applies.
Note: End Date must be later than or equal to Start Date.
10 Click Submit. The system saves the record and updates the Rates list.
Note: To delete a rate, select the rate to delete, and then click Delete Rate. The system deletes the record
and updates the Rates list.

Recording Labor Availability Exceptions for Individual Employees

The system uses labor availability records to calculate the available hours for employees.
Follow these steps to record labor availability exceptions for individual employees
1 Open the Employees form. The system displays the List View page.
2 Click the Availability Exceptions tab. The system displays the Availability Exceptions page.
3 Click Add Exception. The system inserts a new Exception Details record.
4 Date—Enter the date the employee will be absent. If the employee will be absent for multiple days, create
multiple, separate date records.
5 Hours—Enter the number of hours for each day the employee will be present. If the employee is available for
two hours, enter 2. You cannot enter more than 24 hours per day.
6 Comments—Enter any additional comments.
7 Click Submit. The system saves the record and updates the Availability Exceptions list.
Note: To delete an exception, select the exception to delete, and then click Delete Exception. The system
deletes the record and updates the Availability Exceptions list.

Recording Labor Availability Exceptions for Groups

Create labor availability exceptions for a group of employees. For example, create an exception for all employees on
Christmas day.
Notes: Create exceptions for individual employees using the Availability Exceptions page of the Employees
form. Refer to "Recording Labor Availability Exceptions for Individual Employees" earlier in this chapter.
When recording a labor availability exception for a group, the selected employee record is not affected.
Follow these steps to record labor availability exceptions for groups.
1 Open the Employees form. The system displays the List View page.

5 ‚ WORK MANAGEMENT 197

2 Click the Record View tab. The system displays the Record View page.
3 Click Create Group Exception. The system displays the Create Group Availability Exception popup.
4 Organization—Enter the organization for which to record labor availability exceptions.
5 Shift, Trade, and/or Department—Enter the shift, trade, and/or department for which to record an exception.
6 Start Date and End Date—Enter the starting date and ending date of the period for which to record an
exception.
7 Hours—Enter the number of hours for each day the employees will be present. If the employees are available
for two hours, enter 2. You cannot enter more than 24 hours per day.
8 Comments—Enter a comment about the exception.
Note: End Date must be later than or equal to Start Date.
9 Click Process. The system records the availability exception.
10 Click Close. The system closes the Create Group Availability Exception popup.

Associating Qualifications with Employee Codes

Associate qualifications with employee codes to establish qualifications for personnel. By associating qualifications
with an employee, you can establish the criteria to determine whether an employee is qualified to perform work.
Qualifications are defined on the Qualifications form. Refer to "Defining Qualifications" earlier in this chapter.
After defining a qualification, you can associate the qualification with an employee record to add detailed
information about the qualification, including whether the employee has completed the necessary training courses
for a qualification, continuing education units (CEU), course cost, the duration of an employee’s
certification/qualification period, and the dates by which the system validates whether an employee’s qualification is
current or expired.
If you are using qualification enforcement for work, which is determined by the WOQUAL installation parameter,
and an employee has not completed the necessary training courses required for a qualification, their
certification/qualification is expired, or if you have disqualified them for any reason, you cannot schedule the
employee to perform the work for which the qualification is required.
Note: You can also define qualifications as training records to create a record of any job-related training
employees receive that does not need to be tracked for qualification enforcement. Refer to "Defining
Qualifications" earlier in this chapter.
Associating qualifications with employee codes also enables you to create qualification history that allows you to
maintain current qualification records, old or expired qualification records, and any subsequent re-qualifications for
a qualification record. If you are re-qualifying a specific qualification record, simply enter new qualification dates
for the existing code, or enter a new record with the same code as the existing qualification; however, you must
enter new qualification dates for the re-qualification.
Follow these steps to associate qualifications with employee codes.
1 Open the Employee form. The system displays the List View page.
2 Select the employee with which to associate qualifications, and then click the Qualifications tab. The system
displays the Qualifications page.
3 Click Add Qualification. The system inserts a new Qualification Details record.
4 Qualification—Enter the qualification to associate with the employee.
The system automatically populates the description of the qualification and the Organization.
5 Start Date—Enter the date on which the duration of the qualification begins.
6 Duration—Enter the duration of the qualification, and then select the unit of measure for the duration of the
qualification in the adjacent field.
The system calculates the expiration date of the qualification for the employee based on the values entered for Start
Date and Duration and then populates Expiration Date with the appropriate date. If no value is entered for
Duration, you must enter the Expiration Date for the qualification manually.

5 ‚ WORK MANAGEMENT 198

Notes: The system immediately validates whether the qualification is current based on the Start Date and
Expiration Date for the qualification. If the qualification is current, the system selects Qualified. If the
duration of the qualification has expired or is not current, the system automatically unselects Qualified.
The system unselects Qualified if you select Temporarily Disqualified. You can select to disqualify an
employee’s qualification as necessary by selecting Temporarily Disqualified. Selecting Temporarily
Disqualified overrides the qualification Expiration Date, and the qualification is no longer valid even if
the qualification has not expired.
7 Comments—Enter comments about the qualification.
8 Course Start—Enter the start date of the course.
9 Course Finish—Enter the finish date of the course.
10 Course Cost—Enter the cost of the course, and then select the currency for the course cost in the adjacent field.
11 Completed—Select to indicate whether the employee has completed the course.
12 Certification Type—Select the type of certification. Certification types are linked to the certification type
entity, for which you must define certification type codes as user codes on the System Codes form.
13 Certification Number—Enter the certification number for the qualification.
14 Hours—Enter the number of hours for the course.
15 CEU—Enter the number of continuing education units for the course.
16 Purpose—Enter the purpose of the course.
17 Click Submit. The system saves the record and updates the Qualifications list.
Note: To remove a qualification, select the qualification to remove, and then click Remove Qualification. The
system removes the record and updates the Qualifications list.

Associating Employee Types

Associate employee types with employees. An employee can have multiple employee types.
Note: Define employee types on the System Codes form. Refer to "Defining System Codes" in Chapter 1 ‚
System Configuration of the System Administrator’s Guide.
Follow these steps to associate employee types.
1 Open the Employees form. The system displays the List View page.
2 Select the employee with whom to associate the employee type, and then click the Types tab. The system
displays the Types page.
3 Click Add Type. The system inserts a new Type Details record.
4 Type—Enter the type of the employee. The system automatically populates the description of the type.
5 Click Submit. The system saves the record and updates the Types list.
Note: To delete a type, select the type to delete, and then click Delete Type. The system deletes the record
and updates the Types list.

Transferring Employees Between Organizations

Transfer employees from one organization to another organization within your company if you use multi-
organization security.
When you transfer an employee between organizations, the system:
ƒ Creates a new record with the employee's new organization, and a historical record with the employee's old
organization.
ƒ Automatically populates fields in the new employee record based on the historical record.
ƒ Validates information in the new employee record against the employee's new organization.
If a conflict exists with the employee's Class, Fleet Customer, and Cost Code, the system clears these fields when
you submit the transfer.

5 ‚ WORK MANAGEMENT 199

Additionally, when you transfer an employee into an organization of which he or she was previously a member, the
system automatically updates fields in the new employee record based on the historical record for the original
organization. The system copies child records and updates associated records.
Follow these steps to transfer employees between organizations.
1 Open the Employees form. The system displays the List View page.
2 Select the employee to transfer, and then click the Transfers tab. The system displays the Transfers page.
3 Click Add Transfer. The system inserts a new Transfer Details record.
4 New Organization—Enter the organization to which the employee is being transferred.
The system automatically populates New Department and New Trade if the employee's current department
and trade are valid for the new organization.
5 Historic Employee Code—Enter a unique employee code to assign to the employee's historical record.
6 New Department—Enter the employee's new department.
7 New Trade—Enter the employee's new trade.
8 Click Submit. The system saves the record and updates the Transfers list.
The system automatically populates Transferred By and Date Transferred.

Defining Shift Information

Define shifts, days per shift, and associate employees with shifts.

Defining Shifts
Define the shifts used within the organization.
Follow these steps to define shifts.
1 Open the Shifts form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the shift belongs if you use multi-organization security.
4 Shift—Enter a unique code identifying the shift, and then enter a description of the shift in the adjacent field.
5 Days in Rotation—Enter the number of days in the shift.
Notes: Days in Rotation must be an integer between 1 and 999.
If you edit the number of days in a rotation to a value less than the original value, one or more of the
days may be deleted. For example, if you previously defined 5 as the number of Days in Rotation and
then change the number to 4, one of the days will be deleted. Refer to "Defining Days for Shifts" later in
this chapter.
6 Shift Start Date—Enter the date the shift goes into effect. For example, if the workweek begins on Monday,
ensure that this date is a Monday.
7 Class—Enter the class of the shift.
The system automatically populates Class Org.

8 Click . The system saves the record.

Defining Days for Shifts

Define the days for established shifts.
Follow these steps to define days for shifts.
1 Open the Shifts form. The system displays the List View page.
2 Select the shift for which to define days, and then click the Days tab. The system displays the Days page.
3 Click Add Day. The system inserts a new Day Details record.
4 Day Number—Enter a new record for each day in the shift, numbered 1, 2, 3, etc.

5 ‚ WORK MANAGEMENT 200

5 Number of Hours—Enter the number of hours worked in the shift for each day. For days on which no work
occurs, enter 0.
6 Start Time—Select the time work begins, even for days on which no work occurs, for each day in the shift.
Enter the time in HH:MM format, e.g., 08:00 for 8:00 AM.
7 Click Submit. The system saves the record and updates the Days list.
Note: To delete a day, select the day to delete, and then click Delete Day. The system deletes the record and
updates the Days list.

Defining Shift Personnel

Assign employees to a specific shift.
Note: Define employees on the Employees form. Refer to "Defining Employee Codes" earlier in this chapter
for more information.
Follow these steps to define shift personnel.
1 Open the Shifts form. The system displays the List View page.
2 Select the shift with which to associate the employee, and then click the Employees tab. The system displays the
Employees page.
3 Click Add Employee. The system inserts a new Employee Details record.
4 Employee—Enter the employee working on the shift. The system automatically populates the description of the
employee code.
5 Start Date and End Date—Enter the first and last dates the employee works on the shift.
Note: You can assign an employee to multiple shifts, but the dates of the shifts cannot overlap.
6 Click Submit. The system saves the record and updates the Employees list.
Note: To remove an employee, select the employee to remove, and then click Remove Employee. The
system removes the record and updates the Employees list.

Defining Crews
Define and edit crew records.
Follow these steps to define crews.
1 Open the Crews form. The system displays the List View page.

2 Click . The system displays the Record View page.

3 Crew—Enter a unique code identifying the crew, and then enter a description in the adjacent field.
4 Organization—Enter the organization to which the crew belongs.
5 Class—Enter the class to which the crew belongs.
The system automatically populates Crew Org.
6 Supervisor—Enter the supervisor of the crew.
7 Out of Service—Select to not display the crew.
8 Click . The system saves the record.

Adding Employees to Crews

Add employees or update employee information for crews.
Follow these steps to add employees to crews.
1 Open the Crews form. The system displays the List View page.
2 Select the crew to which to add employees, and then click the Employees tab. The system displays the
Employee page.
3 Click Add Employee. The system inserts a new Employee Details record.

5 ‚ WORK MANAGEMENT 201

4 Employee—Enter the employee code.
The system automatically populates Name.
5 Start Date—Enter the shift start date for the employee.
6 End Date—Enter the shift end date for the employee.
7 Click Submit. The system saves the record and updates the Employee list.

Defining Task Information

A task is a predefined set of work order activity details that may be referenced on an activity of a work order, PM
schedule, or standard work order to minimize data entry and ensure consistent planning for jobs.
Define the cost of the tasks for each supplier on the Suppliers page, and then define prices for common tasks on the
Prices page if you are using multi-organization security. Finally, associate qualifications with tasks to establish the
minimum qualifications for an employee to perform tasks associated with work on the Qualifications page.
Follow these steps to define task information.
1 Open the Tasks form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the task belongs if you use multi-organization security.
4 Task—Enter a unique code identifying the task, and then enter a description of the task in the adjacent field.
5 Class—Enter the class of the task. The classes shown belong to the TASK entity.
6 Trade—Enter the trade with which to associate the task.
7 Estimated Hours—Enter the number of hours estimated to complete the task.
8 People Required—Enter the number of people required to complete the task.
9 UOM—Enter the unit of measure for the task.
Complete steps 10-16 only if you use the American Trucking Association’s Vehicle Maintenance Reporting System
(VMRS).
Notes: Depending on your system configuration, the VMRS-related fields may not be displayed. Contact your
system administrator for more information.
The system will copy the VMRS-related information you enter on this form to all standard work order
activities, PM activities, and work order activities with the selected task.
10 Reason For Repair—Enter the reason the vehicle needs repair (Code Key 14).
11 Work Accomplished—Enter the work performed on the vehicle (Code Key 15).
12 Technician Part Failure—Enter the reason the technician or supplier thinks the vehicle failed (Code Key 18).
13 Manufacturer—Enter the Manufacturer/Supplier Code (Code Key 34) to associate with the vehicle.
14 System Level—Enter the VMRS code identifying the system, e.g., brakes, frame, suspension, needing repair
(Code Key 31).
15 Assembly Level—Enter the VMRS code identifying the subsystem needing repair (Code Key 32). The values
available are based on the system-level code.
16 Component Level—Enter the VMRS code identifying the specific component or part needing repair (Code
Key 33). The values available are based on a combination of the system-level code and the assembly-level code
The system automatically populates VMRS Description based on the combination of the system, assembly, and
component descriptions.
17 Preferred Supplier—Enter the preferred supplier for the task.
18 Total Price—Enter the total cost of the task per unit of measure.
The system automatically populates Hourly Rate as the Total Price divided by the number of Estimated
Hours.
19 Commodity—Enter the commodity to associate with the task.

5 ‚ WORK MANAGEMENT 202

20 Buyer—Enter the buyer (user) responsible for the task.
21 Revision Status—Enter the revision status for the route.
The system automatically populates Revision.
Note: You can enter a Revision Status only if the PMRVCTRL installation parameter is set to Yes. Contact
your system administrator for more information.

22 Click . The system saves the record.

Adding Task Instructions

Add specific task instructions, and then specify whether the instructions should print with the specified record.
Follow these steps to add task instructions.
1 Open the Tasks form. The system displays the List View page.
2 Select the task for which to enter instructions, and then click the Instructions tab. The system displays the
Instructions page.
3 Click on Add/Edit Instructions. At the bottom of the page, the system expands the Add/Edit Instructions
section with HTML Editor capabilities.
Note: Set HTMLCOMM to ON to view the HTML Editor Toolbar. Contact your system administrator for more
information on installation parameters.
4 Language—Select the language of the instruction.
5 Instructions—Enter the comments on the form.
Note: Format comments using the HTML Editor Toolbar.
6 Print with Document—Select to print the instructions on the associated report.
7 Click Save. The system saves the record and displays the instructions on the Instructions page.
Notes: To save an instruction, click . The system saves the instruction.
To clear an instruction, click . The system clears the instruction.
To delete an instruction, click . The system deletes the instruction.

Deleting Task Instructions

Delete task instructions as necessary.
Follow these steps to delete task instructions.
1 Open the Tasks form. The system displays the List View page.
2 Select the task for which to delete instructions, and then click the Instructions tab. The system displays the
Instructions page.
3 Click the header of the instruction to delete. At the bottom of the page, the system expands the Add/Edit
Instructions section and automatically populates the selected task instructions.
4 Click . The system deletes the record and returns to the Instructions page.

Modifying Task Instructions

Modify task instructions as necessary.
Follow these steps to modify task instructions.
1 Open the Tasks form. The system displays the List View page.
2 Select the task for which to modify instructions, and then click the Instructions tab. The system displays the
Instructions page.
3 Click the header of the instruction to modify. At the bottom of the page, the system expands the Add/Edit
Instructions section and automatically populates the selected task instructions.
4 Modify the existing instructions as necessary.

5 ‚ WORK MANAGEMENT 203

5 Click Save. The system saves the record and displays the modified instructions on the Instructions page.
Note: The system does not display a link for the original Created instruction after the instruction is modified. To
preserve all instructions, do not delete any previous instruction text when modifying instructions.

Defining Supplier Task Prices

First define tasks. Then, define the cost of the tasks for each supplier.
Follow these steps to define supplier task prices.
1 Open the Tasks form. The system displays the List View page.
2 Select the task for which to define supplier prices, and then click the Suppliers tab. The system displays the
Suppliers page.
3 Click Add Supplier. The system inserts a new Supplier Details record.
4 Supplier—Enter the code identifying the supplier.
The system automatically populates the description of the supplier, the Supplier Org., and the currency.
5 Catalog Reference—Enter the supplier’s catalog reference number.
6 Price—Enter the supplier’s cost and base currency for the task.
7 Tax Code—Enter the tax code for the task.
8 Purchase UOM—Enter the supplier’s unit of measure for the task.
9 Qty. per UOP—Enter the quantity per unit of purchase for the task if the purchase unit of measure is different
from the inventory unit of measure.
10 Lead Time (Days)—Enter the average number of days that the supplier needs to provide the task.
11 Expiration Date—Enter the date the price expires.
12 Preferred—Select if the supplier is the preferred supplier for the task.
Note: Only one supplier may be the preferred supplier for a specific task. If you have already selected
Preferred for another supplier and then add an additional supplier and mark it as Preferred, the system
clears this designation from the previous supplier and marks the new supplier as Preferred.
13 Click Submit. The system saves the record and updates the Suppliers list.
The system also automatically populates Exchange Rate as defined in the exchange rates table to convert the
specified Currency to the Local Currency. The system populates Local Price by calculating Price divided by
Exchange Rate divided by Qty. per UOP. The system populates Date Last Updated with the current system
date.
Note: To remove a supplier, select the supplier to remove, and then click Remove Supplier. The system
removes the record and updates the Suppliers list.

Defining Prices for Common Tasks

With multi-organization security, you can centrally maintain prices of tasks used across all of your organizations.
Note: Define common task prices for organizations only if the MULTIORG installation parameter is set to YES.
Refer to "Defining Installation Parameters" in Chapter 1 ‚ System Configuration of the System
Administrator’s Guide.
Follow these steps to define prices for common tasks.
1 Open the Tasks form. The system displays the List View page.
2 Select the task for which to define prices, and then click the Prices tab. The system displays the Prices page.
3 Click Add Price. The system inserts a new Price Details record.
4 Organization—Enter the organization for the task price.
Note: If the organization of the selected task is common, the system displays only those organizations to
which you have access. If the organization of the selected task is specific, the system displays only the
organization of the task.
5 Price—Enter the price for the task per unit of measure.

5 ‚ WORK MANAGEMENT 204

6 Click Submit. The system saves the record and updates the Prices list.
Note: To delete a price, select the price to delete, and then click Delete Price. The system deletes the record
and updates the Prices list.

Associating Qualifications with Tasks

Associate qualifications with tasks to establish the minimum qualifications for an employee to perform tasks
associated with work.
Qualifications are defined on the Qualifications form. Refer to "Defining Qualifications" earlier in this chapter.
After defining a qualification, you can associate it with tasks.
When you select a task to which you have associated qualifications for a work order activity, you can only
assign/schedule an employee that has an active record of the required qualification(s) for that task on their personnel
record to perform the work order activity. Employee qualifications are active if the employee has completed the
necessary training course/requirements and the training has not expired as indicated by the Start Date and
Expiration Date for the qualification on the employee’s personnel record. Employees can also be Temporarily
Disqualified for qualifications as necessary on their personnel record.
Notes: If you delete a qualification previously associated with a task, then the deleted task qualification will no
longer be required for any subsequent work order activities for which the task is selected. However, the
deleted task qualification will still be required for any existing work order activities for which the task is
selected.
Likewise, if you add a new qualification to a task or update an existing qualification associated with a
task, the new/updated task will not affect any existing work order activities for which the task is selected.
However, the added/updated qualification will be required for subsequent work order activities for which
the task is selected, and the system displays a message indicating the number of open work orders for
the task.
Follow these steps to associate qualifications with tasks.
1 Open the Tasks form. The system displays the List View page.
2 Select the task with which to associate qualifications, and then click the Qualifications tab. The system displays
the Qualifications page.
3 Click Add Qualification. The system inserts a new Qualification Details record.
4 Qualification—Enter the qualification to associate with the task. The system automatically populates the
description of the qualification and the Organization.
5 Click Submit. The system saves the record and updates the Qualifications list.
Note: To remove a qualification, select the qualification to remove, and then click Remove Qualification. The
system removes the record and updates the Qualifications list.

Defining Tools
Define tools for departments. Tools are pieces of equipment that a department uses to carry out maintenance work,
e.g., scaffolding or excavators. The department is usually the "owner" of a tool, so the department’s store keeps the
tools.
Note: Tool refers to a type of tool, rather than an individual item. For example, if the organization has several
drills, create a general Tool code called DRILL. Then create individual parts for each drill and track
them as assets using the drills’ serial numbers.
Refer to the following table to determine the best method for defining tools in the organization:
Type of Tool Importance to the Organization Define Tool as a…
Hammer Low—Tool can be replaced easily and inexpensively Simple tool
Ratchet Medium—Tool should be ordered and kept in stock Tool and a part
Calibration Gauge High—Tool can be ordered and kept in stock and is also valuable Tool, part, and asset

Defining Simple Tools

Follow these steps to define simple tools.
1 Open the Tools form. The system displays the List View page.

5 ‚ WORK MANAGEMENT 205

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the tool belongs if you use multi-organization security.
4 Tool—Enter a unique code identifying the tool, and then enter a description of the tool in the adjacent field.
5 Class—Enter the class of the tool.
The system automatically populates Class Org.
6 Click . The system saves the record.

Defining Material Lists

Certain work orders always require the same materials. A material list is a predefined list of parts that may be
referenced on an activity of a work order, PM schedule, or standard work order to minimize data entry and ensure
consistent material planning for jobs. First, define the material list header information, and then add part line items
to the material list. Material lists must contain at least one part line item.
Follow these steps to define material lists.
1 Open the Material Lists form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the material list belongs if you use multi-organization security.
4 Material List—Enter a unique code identifying the material list, and then enter a description of the material list
in the adjacent field.
Note: Do not use the prefix "V-" in the Material List code. Material list codes with this prefix are reserved for
system use only.
5 Class—Enter the class of the material list. The classes shown belong to the MATL entity.
6 Revision Status—Enter the revision status for the route.
The system automatically populates Revision.
Note: You can enter a Revision Status only if the PMRVCTRL installation parameter is set to Yes. Contact
your system administrator for more information.

7 Click . The system saves the record.

8 Click the Parts tab. The system displays the Parts page.
9 Click Add Part Line. The system inserts a new Part Line Details record.
The system automatically populates Line Number with the next consecutive number according to the
INCRLINO installation parameter.
10 Part—Enter the part to add to the material list.
The system automatically populates the part description, Part Org., Primary Manufacturer and Primary
Manufacturer Part Number.
11 Quantity—Enter the quantity needed. The system displays the unit of measure in the adjacent field.
12 Reserve—Select to reserve the part when this material list is requested on a new work order. If you mark the
part line as Reserve, this setting will carry over to any work order activity on which the material list is selected,
and the system will automatically reserve the part for the work order activity by creating a part reservation
record in the indicated store for all material list parts flagged for reserve.
13 Critical—Select if the part is critical to all work activities requiring the material list.
14 Line Number—Modify the line number as necessary.
15 Equipment—Enter the equipment associated with the part. The system displays the part for issue only when
you associate the material with a work order that has the specified equipment.
The system automatically populates Equipment Type and Equipment Org.

5 ‚ WORK MANAGEMENT 206

16 Click Submit. The system saves the record and updates the Parts list.
Note: To delete a part line from a material list, select the part line to delete from the list, and then click Delete
Part Line. The system deletes the record and updates the Parts list.

Copying Material Lists

The copy material list feature copies a material list, including all details.
Follow these steps to copy material lists.
1 Create a material list. Refer to "Defining Material Lists" earlier in this chapter for more information.
2 Right-click, and then select Copy Material List. The system displays the Copy Material List popup.
3 New Material List—Enter the name of the new material list.
The system automatically populates the New Material List description.
4 Select the record types to copy, and then click Submit. The system copies all material list details to the new
material list.

Defining VMRS Codes

The American Trucking Association’s Vehicle Maintenance Reporting System (VMRS) is a set of codes used to
track equipment and maintenance within the fleet/transportation industry. VMRS provides a "universal language" so
that the various industry segments (e.g., maintenance employees, management, suppliers, and manufacturers) can
communicate more easily and accurately. Values for all Code Keys are installed in the database.
When defining VMRS codes, you must first define a system-level code before you can define assembly-level or
component-level codes.
Follow these steps to define VMRS codes.
1 Open the VMRS Codes form.
2 Click Add VMRS Code. The system inserts a new VMRS Code Details record.
3 Description—Enter the description of the VMRS code.
4 System Level—Enter the VMRS code identifying the system, e.g., brakes, frame, or suspension, associated
with the vehicle (Code Key 31).
5 Assembly Level—Enter the VMRS code identifying the associated subsystem (Code Key 32). The values
available are based on the system-level code.
6 Component Level—Enter the VMRS code identifying the specific component or part (Code Key 33). The
values available are based on a combination of the system-level code and the assembly-level code.
7 Click Submit. The system saves the record.
Note: To delete a VMRS Code, select the code to delete, and then click Delete VMRS Code. The system
deletes the record and updates the VMRS Codes list.

Approving and Rejecting Work Requests

View a list of work requests awaiting approval, and then either accept or reject the work requests.
Note: You must have sufficient status change authorizations to approve and reject work requests, and you
cannot approve work requests that exceed your work requests approval limit.

Approving Work Requests

Follow these steps to approve work requests.
1 Open the Review / Approve Work Requests form.
2 Select one or more work requests to approve, and then click Approve. The system removes the approved work
requests from the list and sets the system status of the work requests to Approved.
Note: Double-click a work request to view its details.

5 ‚ WORK MANAGEMENT 207

Rejecting Work Requests
Follow these steps to reject work requests.
1 Open the Review / Approve Work Requests form.
2 Select one or more work requests to reject, and then click Reject. The system displays a popup in which you
must enter the reason for rejection.
Note: Double-click a work request to view its details.
3 Enter the reason for rejection.
4 Use Reason for All—Select if you are rejecting multiple work requests and the reason for rejection applies to
all of the work requests.
5 Click OK. The system closes the popup, removes the rejected work requests from the list, and sets the system
status of the work requests to Rejected.

Creating Standard Work Orders

A standard work order is a predefined set of details and activities that may be referenced on a work order to facilitate
entry of repair jobs that are performed repeatedly over time, but not according to a definable schedule as is the case
with periodic preventive maintenance. A basic standard work order defines a simple repair job consisting of one or
more activities.
A basic standard work order consists of a header and one or more activity lines. Standard WO, Description, and
Organization frame the header of any standard work order, while two additional required fields, WO Type and
Duration, and two optional fields, WO Class and Priority, house data that transfers to any work order on which the
standard work order is selected. Any activities that are defined for the standard work order are copied to the work
order as a result of selecting a standard work order.
To restrict the list of standard work orders available on a given work order to only those defined as applicable for the
equipment and/or problem indicated on the work order at the time the standard work order selection is made, enter
Problem Code, Equipment Class, and/or Category.
Create standard work orders, and then apply the information from standard work orders to regular work orders.
Note: You can only insert, update, or delete work orders if you are authorized to do so. Refer to "Granting
Work Order Authorization Permissions to User Groups" in Chapter 2 ‚ System Security of the System
Administrator’s Guide.

Defining Standard Work Order Headers

Create headers for standard work orders. Headers include basic information about the work orders.
Follow these steps to define standard work order headers.
1 Open the Standard WOs form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the standard work order belongs if you use multi-organization
security.
4 Standard WO—Enter a unique code identifying the standard work order, and then enter a description of the
work in the adjacent field.
5 Problem Code—Enter the code identifying the problem.
6 Equipment Class—Enter the class of the equipment on which to perform the work. The classes shown belong
to the OBJ entity.
The system automatically populates Equip. Class Org.
7 Category—Enter the equipment category to which the standard work order applies.
8 Class—Enter the class of the work. The classes shown belong to the STWO entity.
The system automatically populates Class Org.

5 ‚ WORK MANAGEMENT 208

9 Template—Select to create a standard work order template with which to associate children.
Note: If you are creating a template work order, you must specify a Duration greater than the total duration of all
child work orders.
10 WO Type—Select the work order type of the standard work order.
11 Duration—Enter the duration of the standard work order, in days.
12 WO Class—Enter the work order class of the standard work order.
The system automatically populates WO Class Org.
13 Priority—Select the priority of the standard work order.
14 Click . The system saves the record.

Defining Standard Work Order Activities

Set up activities for standard work orders. Associate specific task lists and material lists to standard work orders.
Follow these steps to define standard work order activities.
1 Open the Standard WOs form. The system displays the List View page.
2 Select the standard work order for which to define an activity, and then click the Activities tab. The system
displays the Activities page.
3 Click Add Activity. The system inserts a new Activity Details record.
4 Activity—Enter an activity number for the first activity. If you do not provide this number, the system
automatically enters a number based on the INCRLINO installation parameter. For example, if INCRLINO = 1,
then the system enters the number "1" for Activity and increases by 1 for each new record. However, if
INCRLINO = 5, then the system enters the number "5" for Activity and increases by 5 for each new record.
5 Trade—Enter the trade of the activity.
6 Task—Enter the task list of the activity.
7 Task Qty.—Enter the required number of units of the task to associate with the activity, and then select the unit
of measure for the Task Qty. in the adjacent field. For example, a work order activity to pave 100 miles of
highway today will indicate a Task Qty. of "100" and a unit of measure of "Miles", whereas the same task on
another day will indicate only 80 miles due to the steep inclines of the stretch of highway being paved on that
day.
8 Material List—Enter the material list to include for the activity.
9 Estimated Hours—Enter the number of hours estimated to complete the activity.
10 People Required—Enter the number of people needed to complete the activity.
11 Start—Enter a 1 if the activity is to start on the same day that the standard work order starts. Enter a 2 if the
activity should start on day 2 of the standard work order, etc.
12 Duration—Enter the duration of the activity in days.
13 Hired Labor—Select to indicate that the activity will be completed by an external source.
Complete steps 14-20 only if you use the American Trucking Association’s Vehicle Maintenance Reporting System
(VMRS).
Note: Depending on your system configuration, the VMRS-related fields may not be displayed. Contact your
system administrator for more information.
14 Reason For Repair—Enter the reason the vehicle needs repair (Code Key 14).
15 Work Accomplished—Enter the work performed on the vehicle (Code Key 15).
16 Technician Part Failure—Enter the reason the technician or supplier thinks the vehicle failed (Code Key 18).
17 Manufacturer—Enter the Manufacturer/Supplier Code (Code Key 34) to associate with the vehicle.
18 System Level—Enter the VMRS code identifying the system, e.g., brakes, frame, suspension, needing repair
(Code Key 31).

5 ‚ WORK MANAGEMENT 209

19 Assembly Level—Enter the VMRS code identifying the subsystem needing repair (Code Key 32). The values
available are based on the system-level code.
20 Component Level—Enter the VMRS code identifying the specific component or part needing repair (Code
Key 33). The values available are based on a combination of the system-level code and the assembly-level code.
21 Activity Comments—Enter comments or instructions for the activity.
22 Click Submit. The system saves the record and updates the Activities list.
Note: To delete an activity from a standard work order, select the activity to delete, and then click Delete
Activity. The system deletes the record and updates the Activities list.

Copying Standard Work Orders

Copy standard work orders to create new standard work orders.
Follow these steps to copy standard work orders.
1 Open the Standard WOs form. The system displays the List View page.
2 Select the standard work order to copy, and then click the Record View tab. The system displays the Record
View page.
3 Right-click on the form, and then choose Copy Record. The system displays the Copy Standard WO popup.
4 New Standard WO—Enter a unique code identifying the new standard work order, and then enter a
description of the work order in the adjacent field.
5 Custom Field Values, Comments, Documents, Translations, WO Custom Field Values, Activities, Activity
Comments, and Children—Select which related details to copy to the new standard work order.
6 Click Submit. The system creates the new standard work order.

Assigning Child Work Orders to Standard Work Orders

First define standard work order headers, and then define child standard work orders. You can only define child
work orders if you selected Template on the standard work order header. If you define child work orders using a
standard work order template, the system automatically creates a work order for each child assigned to the template.
Refer to "Defining Standard Work Order Headers" earlier in this chapter. You can also set up child work orders to
change the status of a work order depending on another work order, and you can calculate the requested start and
end dates for each work order when the new work order is created from the template.
Follow these steps to assign child work orders to standard work order.
1 Open the Standard WOs form. The system displays the List View page.
2 Select the standard work order for which to define children, and then click the Children tab. The system
displays the Children page.
3 Click Add Child Standard WO. The system inserts a new Child Standard WO Details record.
4 Child Standard WO—Enter the child standard work order to assign to the standard work order template.
The system automatically populates the child standard WO description, Duration, and Priority if available.
5 Sequence—Enter the sequence number in which to perform the child work order.
6 Step—Enter the step number (in the sequence of steps) in which to perform the child standard work order.
7 Trigger Sequence - Step—Enter the sequence/step number combination of the child standard work order that
triggers the selected child work order.
8 Old Status—Enter the existing status of the child standard work order to be changed.
9 New Status—Enter the new status to assign to the child standard work order upon completion of the triggering
event.
10 Click Submit. The system saves the record and updates the Children list.
Note: To remove a child standard work order, select the child standard work order to remove, and then click
Remove Child Standard WO. The system removes the record and updates the Children list.

5 ‚ WORK MANAGEMENT 210

Creating Regular Work Orders
Create regular work orders to repair broken equipment, modify equipment to meet safety and environmental
standards, perform work orders during a normal workday, and record information concerning equipment problems.
Work orders can either be independent or part of a much larger project. First, enter header information on the Work
Order Record View page. Then add activities to the work order, schedule labor, associate qualifications with work
order activities, book labor and vendor hours, associate parts, enter meter readings, create child work orders, add
permits, and request tools as necessary. Add additional equipment to work orders for which similar work will be
done to distribute costs across the equipment on the work order. You may also view the status of work orders and
view work order information such as work order cost and service request details. Finally, close the work order after
the work is complete.
Note: View and attach GIS maps to work orders scheduled for GIS-integrated equipment. To attach a GIS
map to a work order, associate the GIS map to the work order via the Work Orders form. Refer to
"Viewing GIS Maps from Work Orders (Infor EAM)" in Chapter 10 ‚ GIS Integration for more information.
You may also configure the system to link a specific equipment record’s GIS map to work orders as they
are released via the Assets, Positions, or Systems form. Refer to "Viewing GIS Maps from Equipment
Records (Infor EAM)" in Chapter 10 ‚ GIS Integration for more information.

Defining Regular Work Order Headers

Enter work order header information on the Record View page of the Work Orders form.
Notes: To create an editable copy of the record that contains the same base data, right-click on the Record
View page, and then choose Copy Record.
You may also associate inspection routes to work orders from the Work Orders form. Refer to
"Associating Inspection Routes to Work Orders" in Chapter 6 ‚ Inspection Management for more
information.
Tip: The form contains collapsible sections. Click to expand a section.
Follow these steps to define regular work order headers.
1 Open the Work Orders form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the work order belongs if you use multi-organization security.
The system automatically populates Created By with the User ID of the logged in user.
4 Work Order—Enter a description of the work needed in the adjacent field. The system assigns a work order
number after you save the record.
5 Equipment—Enter the equipment on which to perform the work.
The system automatically populates the following fields based on the selected Equipment if available:
Equipment Desc., Equipment Type, Equipment Org., Department, Location, Cost Code, Assigned By
(based on the Department), Assigned To, Safety, Last Meter Reading (from the Meter Unit of the
equipment), and Warranty.
Notes: The system automatically selects Safety if it is selected on the Location record.
The system automatically selects Multiple Equipment if you add additional equipment to the work
order and it is protected. Refer to "Adding Equipment to Work Orders to Split Work Order Costs" later in
this chapter.
If you enter a linear equipment record, the system enables From Point, Ref. Description, and Geographical
Ref. and To Point, Ref. Description, and Geographical Ref. The system automatically populates From Point
with 0, To Point with the length of the equipment record, and the corresponding Ref. Description and
Geographical Ref. if available.
6 Type—Choose one of the following options:
ƒ Breakdown—Select to create a work order in response to an equipment breakdown or failure.
ƒ Calibration—Select to create a calibration work order. Refer to Chapter 7 ‚ Calibration Management for
more information.

5 ‚ WORK MANAGEMENT 211

 ƒ PM—Select to create a preventive maintenance work order. Refer to "Creating Preventive Maintenance
Work Orders" later in this chapter.
ƒ Repairable Spare—Select to create a work order for repairable spare parts. If you are creating a work
order for repairable spare parts, you must also add the parts to repair on the Repair Parts tab. Refer to
"Adding Repairable Spare Parts to Work Orders for Repair" later in this chapter.
ƒ Standard WO—Select to create a standard work order. Refer to "Creating Standard Work Orders" earlier
in this chapter.
Note: The previously listed work order types are standard types in the system. You can also create user-
defined work order types. Refer to "Defining System Codes" in Chapter 1 ‚ System Configuration of the
System Administrator’s Guide.
7 Department—Enter the department.
8 Print—Select to print the work order when work orders are batch printed.
Note: Once the work order is printed, the system automatically selects Printed and unselects Print.
9 Status—Select one of the following options:
ƒ Released—Select to create a work order.
ƒ Work request—Select to create a work request.
Note: If you select a Status of Work request, the work request must be approved and assigned a status of
Released before defining activities, scheduling labor, booking labor, etc.
10 Safety—Select if this work requires special safety precautions.
11 Warranty—Select if the equipment is under manufacturer warranty.
12 Dependent—Select to keep the work order open until all child work orders are completed.
Enter the following Linear Reference Details for steps 13-18:
13 From Point—Enter the point on the linear equipment record from which to perform the work order.
The system automatically populates Ref. Description and Geographical Ref. if available.
14 Ref. Description—Enter a description of the From Point.
15 Geographical Ref.—Enter a geographical reference for the From Point.
16 To Point—Enter the point on the linear equipment record to which to perform the work order.
The system automatically populates Ref. Description and Geographical Ref. if available.
17 Ref. Description—Enter a description of the To Point.
18 Geographical Ref.—Enter a geographical reference for the To Point.
Enter the following Work Order Details for steps 19-31:
19 Location—Enter the location of the work to be completed.
20 Class—Enter the class of the work order.
21 Problem Code—Enter the code to identify the type of problem.
Note: If the selected Equipment is linked with a Criticality code, the system populates Problem Code based
on the Criticality code.
22 Parent Work Order—Enter the code identifying the parent work order for the work order.
The system automatically populates the following fields:
Criticality identifies the equipment in the work request. The system only populates Criticality if you selected
an Equipment for which a criticality code is linked, and it is protected.
PM Code identifies the PM work order from which the work order was generated. The system only populates
PM Code if the work order was generated from a PM work order.
CN Number indicates the change notice number of the equipment on the work order.
Scheduling Session indicates the MS Project planning session associated with the equipment on the work order.

5 ‚ WORK MANAGEMENT 212

 The system populates the following fields from the service request if the work order is associated with a service
request:
Customer indicates the asset management customer associated with the equipment on the work order.
Property indicates the asset management property associated with the equipment on the work order.
Caller Name indicates the name of the person who called in to report the problem.
Reject Reason indicates the reason that the work order was rejected.
The system automatically selects Reopened if the work order is closed and then reopened.
23 Standard WO—Enter the standard work order if it has been stored in the system library.
The system automatically populates the work order description, Type, Class, Problem Code, Priority, and
Scheduled End Date if available. The system also copies the standard work order activities to the current work
order. If the standard work order is a template, the system creates child work orders as defined on the standard
work order.
24 Priority—Enter the priority of the work order.
25 Cost Code—Enter the cost code of the work order.
26 Target Value—Enter the estimated maximum cost for the work order.
27 Failure Code—Enter the cause of failure for the equipment.
28 Action Code—Enter the action taken to resolve the problem.
29 Cause Code—Enter the cause code identifying the cause of the problem.
The system automatically populates the following fields:
Route identifies the inspection route of which the equipment is a part.
Inspection Status indicates the current status of the inspection route of which the equipment is a part.
30 Downtime Cost—Enter the cost that resulted from the equipment being out of operation due to failure.
31 Downtime Hours—Enter the number of hours that the equipment was out of operation due to failure.
The system automatically populates the following fields:
The system populates Last Meter Reading with the value of the last meter reading and the unit of measure of
the reading in the adjacent field.
Trigger Event indicates the MS Project planning session associated with the equipment on the work order.
The system automatically populates Customer Contract if there is a contract associated with the work order or
if customer charges have been calculated using the asset management services module. Refer to "Understanding
the Calculation of Customer Charges" in Chapter 13 ‚ Asset Management Services.
The system automatically populates Original PM Due Date if the work order originated from a PM.
Note: If applicable, the system also populates Customer Contract from a project, equipment, and location
associated with the work order. The system first determines whether the work order is associated with a
customer contract; then checks for customer contracts associated with a project that is associated with
the work order (including child projects); then for the equipment of the work order (and child equipment);
and finally for the location of the work order (and child locations).
Enter the following Call Center details for steps 32-39:
32 Equipment Usability—Enter the code identifying the equipment's usability factor.
33 Temporary Fix Promise Date—Enter the date the work will be fixed temporarily, if a date was promised to
the customer.
34 Provider—Enter the provider.
The system automatically populates Provider Org.
35 Service Category—Enter the service category.
36 Permanent Fix Promise Date—Enter the date the work will be fixed permanently, if a date was promised to
the customer.
37 Temporary Fix Date Completed—Enter the date the temporary fix was completed.

5 ‚ WORK MANAGEMENT 213

38 Service Problem Code—Enter the service problem code.
The system automatically populates Service Problem Code Org.
39 Work Address—Enter the address or intersection where work is requested.
Enter the following Activity details for steps 40-46:
40 Activity—Enter a value if you want to create a new activity to associate with the work order.
41 Trade—Enter the trade required to perform the activity.
Notes: If you enter a Trade, Estimated Hours, or People Required in the Activity section of the page, an
activity will automatically be created for this work order.
An activity record can be deleted when you remove the Trade value.
42 Task—Enter the task code for the activity.
43 Material List—Enter the material list code for the material list containing the parts needed for the work order.
44 Estimated Hours—Enter the estimated number of hours required to complete the activity.
The system automatically populates Hours Remaining with the estimated number of hours remaining for the
activity. You may update this field at any time during the life cycle of the work order.
45 Activity Start Date and Activity End Date—Enter the starting and ending dates for the activity associated
with the work order.
46 People Required—Enter the number of people required to perform the activity.
Enter the following Scheduling details for steps 47-57:
47 Reported By—Enter the employee requesting the work.
48 Date Reported—Enter the date and time that the problem was reported.
Notes: If the BOOKDATE installation parameter is set to ON, the system does not allow you to book hours for
labor for a date that is earlier than the Date Reported. If BOOKDATE is set to OFF, then you can book
hours without any date restrictions related to the Date Reported.
Refer to the following for a list of constraints related to booking hours:
ƒ The system verifies that Date Worked is not less than Date Reported for the work order
ƒ The system verifies that Date Worked is less than or equal to Date Completed (if populated) for the
work order
ƒ The system verifies that Date Worked is not greater than the current system date and time
ƒ The system also verifies whether Date Worked is within the date range defined by Scheduled Start
Date and Scheduled End Date on the work order activity
49 Assigned By—Enter the supervisor who assigned the work order.
50 Assigned To—Enter the person responsible for the work order.
51 Sched. Start Date and Sched. End Date—Enter the starting and ending dates for the work order.
52 Req. Start Date and Req. End Date—Enter the requested starting and ending dates for the work order.
53 Start Date—Enter the actual date on which the work order is started.
54 Date Completed—Enter the actual date on which the work order is completed.
55 Shift—Enter the shift during which the work is requested to be performed.
56 Project - Budget—Enter the project and the project budget to associate with the work order.
Note: You cannot select a frozen project/budget.
57 Service Request—If populated, the value displayed for Service Request is a hyperlink to the service request
associated with the work order. Click the number to view the associated service request.
58 Click . The system saves the record.
Notes: To view a GIS map and associate it with the work order, right-click on the form, and then choose View
GIS Map. Refer to "Viewing GIS Maps from Work Orders (Infor EAM)" in Chapter 10 ‚ GIS Integration
for more information.

5 ‚ WORK MANAGEMENT 214

 If the work order is for a linear equipment record integrated with GIS, right-click, and then choose View
GIS Map to adjust From Point or To Point via the work order’s map. Refer to "Adjusting the Range of
Linear Equipment" in Chapter 10 ‚ GIS Integration for more information.
To create a customer invoice for the work order (for a asset management services customer contract),
right-click, and then select Create Customer Invoice. The system then calculates all customer charges
for the work order that are associated with the customer contract and generates a customer invoice
record. Refer to "Creating a Customer Invoice from a Work Order" in Chapter 13 ‚ Asset Management
Services for more information.
To create a standard work order from any general work order for easy duplication, right-click on any
existing work order, and then click Create Standard WO. The system displays the Create Standard WO
popup. Enter New Standard WO, and then enter a description for the new standard work order. Enter
Organization, and then click Submit. The system creates a new standard work order and closes the
popup.
To view the progress of a work order, right-click on the form, and then choose Event Log. Refer to
"Viewing the Event Log" in Chapter 16 ‚ Call Center for more information.
To create a warranty claim for the work order, right-click, and then select Create Warranty Claim. The
system displays the Create Warranty Claim popup. Refer to "Creating Warranty Claims" in Chapter 2 ‚
Asset Management for more information.

Defining Regular Work Order Activities

After creating work order headers, define the specific work order activities to perform.
Define the trades necessary to perform the work, the specific steps involved, the materials required, and the work
duration. Create a labor requisition as necessary. After task completion, indicate that an activity is completed.
If you previously specified a standard work order, the system automatically displays the activities of the standard
work order. Modify the information as necessary.
Follow these steps to define regular work order activities.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to define activities, and then click the Activities tab. The system displays the
Activities page.
3 Click Add Activity. The system inserts a new Activity Details record.
The system automatically populates Activity with the next available activity number, populates Start Date and
End Date with the scheduled start date of the work order, and populates People Required with a default value
of "1."
4 Activity—Modify the activity number as necessary.
5 Trade—Enter the trade required to perform the activity.
6 Estimated Hours—Enter the estimated number of hours required to complete the activity.
The system automatically populates Hours Remaining with the estimated number of hours remaining for the
activity. You may update this field at any time during the life cycle of the work order.
Complete steps 7-13 only if you use the American Trucking Association’s Vehicle Maintenance Reporting System
(VMRS).
7 Reason For Repair—Enter the reason the vehicle needs repair (Code Key 14).
8 Work Accomplished—Enter the work performed on the vehicle (Code Key 15).
9 Technician Part Failure—Enter the reason the technician or supplier thinks the vehicle failed (Code Key 18).
10 Manufacturer—Enter the Manufacturer/Supplier Code (Code Key 34) to associate with the vehicle.
11 System Level—Enter the VMRS code identifying the system, e.g., brakes, frame, suspension, needing repair
(Code Key 31).
12 Assembly Level—Enter the VMRS code identifying the subsystem needing repair (Code Key 32). The values
available are based on the system-level code.
13 Component Level—Enter the VMRS code identifying the specific component or part needing repair (Code
Key 33). The values available are based on a combination of the system-level code and the assembly-level code

5 ‚ WORK MANAGEMENT 215

14 Warranty—Select if the equipment is under manufacturer warranty.
The system automatically selects Warranty if there is a warranty associated with the work order header or if
there is an active warranty for the code key combination for the work order equipment.
15 Completed—Select if the activity is completed.
16 Start Date and End Date—Modify the starting date and ending date for the activity as necessary.
17 Task—Enter the task code for the activity. The system updates the value for People Required to correspond
with the Task as necessary.
18 Material List—Enter the code identifying the material list that contains the parts needed for the activity.
19 Percent Complete—Enter the percentage of work that has been completed for the activity.
20 People Required—Modify the number of people required to perform the activity as necessary.
21 Task Qty.—Enter the required number of units of the task to associate with the activity, and then select the unit
of measure for the Task Qty. in the adjacent field. For example, a work order activity to pave 100 miles of
highway today will indicate a Task Qty. of "100" and a unit of measure of "Miles", whereas the same task on
another day will indicate only 80 miles due to the steep inclines of the stretch of highway being paved on that
day.
22 Hired Labor—Select to indicate that the activity will be completed by an external source.
Note: If the work order is a multiple equipment work order and you select Hired Labor, the system enables
Equipment and it is required. Refer to "Adding Equipment to Work Orders to Split Work Order Costs"
earlier in this chapter.
23 Labor Type—Select the type of labor needed if you selected Hired Labor.
Note: Activity lines only appear on the Create Labor Requisition popup if you have established one or more
activities to be hired from an external source by selecting Hired Labor and by selecting a valid Labor
Type on the Activities page. Refer to "Creating a Labor Requisition" later in this chapter for more
information.
The system automatically populates Requisition-Line and Purchase Order-Line.
24 Supplier—Enter the supplier for the activity.
25 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment to which to distribute the hired labor.
ƒ Enter All Equipment to evenly distribute the hired labor to each equipment record on the work order.
ƒ Enter WO Header Equipment to distribute the hired labor to the equipment on the work order header
equipment.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" earlier in this chapter.
26 Activity Comments—Enter comments or instructions for the activity.
27 Click Submit. The system saves the record and updates the Activities list.
Notes: If the work order is a multiple equipment work order, the system creates the activity for each Related
Work Order. Refer to "Adding Equipment to Work Orders to Split Work Order Costs" earlier in this
chapter.
To view comments entered for an activity, select the activity for which to view comments, and then click
View PM Activity Comments. The system displays the View Comments popup. Refer to "Viewing
Comments for PM Work Order Activities" earlier in this chapter.
To delete an activity, select the activity to delete, and then click Delete Activity. The system deletes the
record and updates the Activities list. You may delete regular work order activities as long as no other
records referring to the activity have been created. The system also deletes the corresponding activity
on any related work order(s).
To create a warranty claim for the work order activity, select the activity for which to create the warranty
claim, and then click Create Warranty Claim. The system displays the Create Warranty Claim popup.
Refer to "Creating Warranty Claims" in Chapter 2 ‚ Asset Management for more information.

5 ‚ WORK MANAGEMENT 216

Defining Additional Costs for Work Orders
Define additional costs for work orders. Additional costs are charges related to the work order but not to a specific
part of service, i.e., non-inventory parts. These records do not affect purchasing.
Follow these steps to define additional costs for work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to define additional costs, and then click the Additional Costs tab.
3 Click Add Additional Cost. The system inserts a new Additional Cost Details record.
4 Cost Description—Enter a cost description.
5 Activity-Trade—Enter a trade or an activity.
The system automatically populates Activity if the work order has only one associated activity.
6 Cost Type—Select one of the following options:
ƒ Part
ƒ Own Labor
ƒ Hired Labor
7 Date—Enter the date of the additional cost if you use multiple equipment.
8 Equipment—Enter the equipment for the additional cost if this is a multiple equipment work order.
The system automatically populates Equipment Org. and Related Work Order.
9 Click Submit. The system saves the record and updates the Additional Costs list.
Note: Records cannot be deleted on the Additional Costs page. Therefore, enter negative costs to make
corrections. The negative costs are not validated against the positive posts, i.e., there may be a part
cost of 10 and another part cost of -15.

Creating a Labor Requisition

Create a labor requisition from a work order activity to hire labor for an activity from an external source. To create a
labor requisition for a work order activity, select Hired Labor for the Activity and specify a Labor Type. The
system then displays each hired labor activity on the Create Labor Requisition popup enabling you to select the
activities for which to create a labor requisition.
Follow these steps to create a labor requisition.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to create a labor requisition, and then click the Activities tab. The system
displays the Activities page.
3 Click Create Labor Requisition. The system displays the Create Labor Requisition popup.
4 Requisition Description—Enter a description of the requisition.
5 Store—Enter the store requesting the labor.
6 Requested By—Enter the employee requesting the labor.
7 Select the activity for which to create a labor requisition.
Note: You may select multiple activities as necessary.
8 Click Create Requisition. The system creates the labor requisition.
Notes: If you are creating a labor requisition for a multiple equipment work order, the system creates a
requisition line for each selected activity and copies the Equipment value selected for the hired labor
activity to the requisition line.
The system automatically populates Equipment with All Equipment (on the requisition header), Labor
Type, and Supplier.
The requisition/line information is applied only to the activity lines on the multiple equipment header and
not to the Related Work Order activities.

5 ‚ WORK MANAGEMENT 217

9 Click Cancel. The system closes the Create Labor Requisition popup and displays a Requisition – Line for
each activity in the Activity list for which a labor requisition/line is created.

Scheduling Labor for Work Orders

Schedule labor hours for each work order activity by trade, by shift, and/or by employee.
Important: Hours can only be scheduled for work orders with activities.
Follow these steps to schedule labor for work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to schedule labor, and then click the Schedule Labor tab. The system displays
the Schedule Labor page.
3 Click Add Schedule. The system inserts a new Labor Details record.
The system automatically populates Activity-Trade with the activity-trade performing the work for the selected
work order. The system populates Scheduled Date with the scheduled start date of the work order activity;
Scheduled By with the name of the current user; Completed with the current setting of the Completed
checkbox for the selected Activity-Trade; Act. Est. Hours with the number of hours planned for the work
order activity; Act. Sched. Hours with the number of hours scheduled for the work order activity; and Act.
Actual Hours with the total hours booked to date for the work order activity. When the work order activity is
defined as requiring tools, the system automatically selects Tools for new and existing labor schedules.
Notes: If the work order has multiple activities, you must select the Activity-Trade to schedule from the drop-
down list.
If the project on the work order header is flagged as Frozen, you may not add or delete labor
schedules, and the system displays all fields as read-only.
4 Enter one of the following:
ƒ Employee—Enter the personnel to schedule to perform the work. The system automatically populates the
employee description and Department.
ƒ Crew—Enter the crew to schedule to perform the work.
5 Scheduled Date—Enter the date on which to schedule the work. You cannot schedule work for any date earlier
than today’s date.
6 Scheduled Hours—Enter the estimated number of hours to complete the work. The number of hours must be
between 0 and 24.
7 Start Time and End Time—Enter the scheduled start time and end time of the work order activity.
8 Shift—Enter the shift to perform the activity on the scheduled date.
9 Maintenance Equipment—Enter the auxiliary equipment needed for the task, i.e., the equipment is not used in
production.
The system automatically populates Equipment Org.
10 Comments—Enter additional comments about the schedule.
11 Click Submit. The system saves the record and updates the Schedules list.
Note: To delete a schedule, select the schedule to delete, and then click Delete Schedule. The system
deletes the record and updates the Schedules list. You may delete an existing labor schedule that is
scheduled for the current date or later if you have made an error entering the data and if you have
access rights for deleting the labor schedule. Also, you may only delete labor schedules that have not
been frozen or completed.

Copying an Existing Labor Schedule

You may copy an existing labor schedule and update it as necessary.
Follow these steps to copy an existing labor schedule.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to copy a labor schedule, and then click the Schedule Labor tab. The system
displays the Schedule Labor page.

5 ‚ WORK MANAGEMENT 218

3 Select the labor schedule to copy, and then click Copy Schedule. The system copies the existing labor
schedule.
The system automatically populates Employee and Activity-Trade with the employee and activity-trade
performing the work for the selected work order. The system also populates Act. Est. Hours with the number
of hours planned for the work order activity; Act. Sched. Hours with the number of hours scheduled for the
work order activity; and Act. Actual Hours with the total hours booked to date for the work order activity.
4 Employee—Enter the personnel to schedule to perform the work.
The system automatically populates the employee description to correspond with the selected employee.
5 Scheduled Date—Enter the date on which to schedule the work. You cannot schedule work for any date earlier
than today’s date.
6 Scheduled Hours—Enter the estimated number of hours to complete the work. The number of hours must be
between 0 and 24.
7 Click Submit. The system saves the record and updates the Schedules list.

Adding Equipment to Work Orders to Split Work Order Costs

Add equipment to work orders to split costs across equipment on the work order. When creating a work order, you
must specify an equipment on the work order header. However, the system enables you to add additional equipment
to the work order (including the equipment on the header) to which to distribute work order costs.
When applying work order costs to multiple equipment work orders (for booked labor, issue parts, etc.), specify a
value for Equipment on forms within the system where work order costs are accrued to indicate whether the costs
should be distributed evenly across all work order equipment, a specific equipment, or only the work order header
equipment.
There are two types of work orders related to the addition of multiple equipment records to work orders for
distributing work order costs: a "multiple equipment work order" and a "multiple equipment child (MEC)" work
order. There are many references to these two types of work orders in the user documentation. Refer to the following
descriptions for clarification of the two types:
ƒ Multiple equipment work orders—Multiple equipment work orders are work orders to which at least one
equipment has been added on the Equipment page of the Work Orders form to distribute the work order costs
across the equipment records. When the first equipment record is added to the Equipment page of the Work
Orders form, the system automatically selects Multiple Equipment on the work order header.
ƒ Multiple equipment child (MEC) work orders—An MEC work order is the work order type that is assigned to a
Related Work Order that the system automatically creates for each equipment record added to the Equipment
page of the Work Orders form. Upon saving the equipment to the work order, the system generates the Related
Work Order (of type Multiple Equipment Child) for the equipment. The Related Work Order, which can be
viewed on many forms within the system, then enables the system to track work order costs at both the work
order and equipment level.
For example, if you add EQUIP-001 and EQUIP-002 to the Equipment page of the Work Orders form, the
system generates a Related Work Order of type MEC for both EQUIP-001and EQUIP-002 when you save the
work order, e.g., work order numbers 50001 for EQUIP-001 and 50002 for EQUIP-002.
Important: In the user documentation, all references to "MEC work order" or "related work order" are to the type of
work order that is automatically created by the system for equipment records added to the Equipment
page of the Work Orders form.
By default the system does not display MEC work orders on the List View page of the Work Orders
form. You must use the Dataspy to access MEC work orders. Refer to "Dataspy" in Chapter 1 ‚ Basics.
Follow these steps to add equipment to work orders to split work order costs.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to add equipment, and then click the Equipment tab. The system displays the
Equipment page.
Notes: If you selected a work order that already has child work orders on the Children page of the Work Orders
form and are not MEC work orders, all of the information on the Equipment page is protected.

5 ‚ WORK MANAGEMENT 219

 If the PMRVCTRL installation parameter is set to YES and the work order on the header is a PM work
order, then all of the fields on the Equipment page are protected. You cannot add or remove a PM work
order equipment from the work order if PM Revision Control is in use.
If the ROUTEEOB installation parameter is set to Y, and the parent work order is associated with an
equipment route, then the system displays all of the route equipment and corresponding work orders in
the grid, and they are protected.
3 Equipment—Enter the equipment to add to the work order.
Notes: You can retrieve multiple equipment to the work order using the Equipment lookup. Refer to "Entering
Equipment with the Equipment Lookup" in Chapter 1 ‚ Basics.
Click Add WO Header Equipment to add the equipment on the work order header to the Equipment list
to distribute costs to the header equipment. The system does not automatically distribute the work order
costs to the equipment on the work order header. You must add the header equipment to the Equipment
list to include the header equipment in the work order cost distribution.
Click Import Route Equipment to select an existing equipment route from which to populate
equipment. Refer to "Importing Equipment from an Existing Equipment Route to Work Orders" later in
this chapter.
The system automatically selects Warranty on each MEC work order and each activity if the
Equipment on the MEC work order is under warranty.
The system only allows duplicate equipment records to be added to the Equipment list if the parent
work order is route-based and the ROUTEEOB installation parameter is set to Y.
4 Click Submit. The system saves the record and updates the Equipment list.
The system creates a MEC work order for each equipment in the Equipment list and selects Multiple
Equipment on the work order header.
The system populates the following fields on the MEC work order(s) from the parent work order:
Organization, Description, Type, Status, Duration, Priority, Problem Code, Entered By, Sched. Start
Date, Date Reported, Class, and Class Org.
The system populates the following fields on each MEC work order from the Equipment on the MEC work
order: Equipment, Type, System Status, Equipment Type, Equipment System Type, Equipment, Equip.
Organization, Location, Location Organization, Department, Cost Code, Criticality, and Safety.
The system automatically populates Parent Work Order and Route Parent (in the database only) with the
Work Order number (on the header). The system populates the following fields from the activities on the
parent work order to each MEC work order: Activity, Start Date, Trade, Task, Hired Labor, People
Required, Duration, Task Qty. (UOM), Reason for Repair, Work Accomplished, Technician Part
Failure, Manufacturer, System Level, Assembly Level, Component Level, Supplier, and Supplier Org.
Note: Work order planning information is not copied to related work orders. Therefore, the system sets the
Estimated Hours, Hours Remaining, and Task Qty. to 0 for all the activities on any created related
work order(s).
Add additional equipment to the work order as necessary.
Notes: To remove equipment from the work order, select the equipment to remove, and then click Remove
Equipment. The system removes the record and updates the Equipment list.
If the AUTODMEC installation parameter is set to YES, then the system deletes the MEC work order
from the system altogether. Refer to "Work Parameters" in Appendix ‚ Installation Parameters of the
System Administrator’s Guide.

Importing Equipment from an Existing Equipment Route to Work Orders

Import route equipment to quickly add equipment to a work order.
Follow these steps to import equipment from an existing equipment route to work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to import route equipment, and then click the Equipment tab. The system
displays the Equipment page.
3 Click Import Route Equipment. The system displays the Routes popup.

5 ‚ WORK MANAGEMENT 220

4 Select the route from which to import the route equipment, and then click OK. The system closes the popup and
updates the Equipment list.
Notes: If the equipment on the selected equipment route already exists in the list of equipment added to the
work order, the system does not retrieve the duplicated equipment record to the work order. Refer to
"Adding Equipment to Work Orders to Split Work Order Costs" earlier in this chapter.
If the equipment on the selected equipment route is duplicated within the route itself, the system only
retrieves one record for the duplicated equipment to the equipment list for the work order.
If no equipment are associated with the selected equipment route, the system will not add any
equipment records to the list of equipment on the work order.

Associating Qualifications with Work Order Activities

Associate qualifications of trades and tasks with work order activities to establish the qualifications required for
employees performing work. Qualification enforcement is determined by the WOQUAL installation parameter.
Refer to "Work Parameters" in Appendix ‚ Installation Parameters of the System Administrator’s Guide.
When you select a trade and/or a task code for a work order activity, the system automatically retrieves any
qualifications associated with the selected trade and/or task to the work order activity. You can also associate
qualifications directly with the work order activity to enforce additional qualification requirements for the work
order activity that are not inherited from the trade or task.
Follow these steps to associate qualification with work order activities.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order with which to associate qualifications, and then click the Qualifications tab. The system
displays the Qualifications page.
Note: You must enter an activity for the work order before you associate a qualification. Refer to "Creating
Regular Work Orders" earlier in this chapter for more information.
3 Click Add Qualification. The system inserts a new Qualification Details record.
The system automatically populates Activity-Trade, Task, and Source.
Note: The system only populates the activity-trade if one activity-trade exists. When two or more exist,
Activity-Trade is empty.
4 Activity-Trade—Select the appropriate activity-trade for the work order.
5 Qualification—Enter the qualification to associate with the work order activity. The system automatically
populates the description of the qualification and the qualification Organization.
Note: The system selects Removed for any qualifications that are retrieved to the work order activity from a
task/trade to indicate that the qualification is no longer associated with its original Source (the trade
record on the Trades form or the task record on the Tasks form). You can only delete work order activity
qualifications inherited from a trade/task for which Removed is selected or that are activity specific (not
inherited from a trade/task).
6 Click Submit. The system saves the record and updates the Qualifications list.
Note: To remove a qualification, select the qualification to remove, and then click Remove Qualification. The
system removes the record and updates the Qualifications list.

Importing Unlinked Qualifications

Import additional trade and task qualifications that are not already linked to the work order activity.
Follow these steps to import unlinked qualifications.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to import unlinked qualifications, and then click the Qualifications tab. The
system displays the Qualifications page.
Note: You must enter an activity for the work order before you associate a qualification. Refer to "Creating
Regular Work Orders" earlier in this chapter for more information.
3 Click Import Unlinked Qualifications. The system displays the Import Unlinked Qualifications popup

5 ‚ WORK MANAGEMENT 221

 .
4 Choose one of the following options:
ƒ To import trade qualifications—Click Import from Trade. The system retrieves any qualifications for the
trade that are not already linked to this work order activity and populates Source with Trade for each
retrieved qualification. The system populates Unlinked Trade Qualifications with the number of
qualifications associated with the trade selected for the work order activity that are not already linked to the
work order activity.
ƒ To import task qualifications—Click Import from Task. The system retrieves any qualifications for the
task that were not previously linked to this work order activity and populates Source with Task for each
retrieved qualification. The system populates Unlinked Task Qualifications with the number of
qualifications associated with the task selected for the work order activity that are not already linked to the
work order activity.

Booking Labor for Work Orders

Record the number of hours that employees worked for each work order activity. You may book labor hours before
closing work orders or until a specified number of days after closing work orders.
Important: Hours can only be booked against work orders with activities.
Follow these steps to book labor for work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to book labor, and then click the Book Labor tab. The system displays the Book
Labor page.
3 Click Add Labor. The system inserts a new Labor Details record.
4 Activity-Trade—Select the activity-trade performing the work for which to book labor hours.
Note: You can also select the task for which the work is performed to differentiate between multiple activities
on the work order that may be assigned to the same trade.
The system automatically populates Department, Trade, Type of Hours, Date Worked, Act. Est. Hours,
Act. Regular Hours Worked, Act. OT Hours Worked, and Task to correspond with the selected work order
activity.
5 Enter one of the following:
ƒ Employee—Enter the personnel performing the work for which to book hours.
ƒ Crew—Enter the crew performing the work for which to book hours.
6 Department—Enter the department where the activity was performed.
7 Trade—Enter the trade that performed the activity.
8 Date Worked—Enter the date on which the work was performed.
9 Type of Hours—Select the type of hours worked (e.g., normal rate, overtime rate, etc.).
10 Rate—Enter or modify the hourly pay rate for the employee, trade, or crew performing the work. If you defined
a trade rate for the selected employee or trade, the system automatically populates Rate with the appropriate
hourly rate. If you selected a Crew, the system does not populate Rate; when you submit the booked labor, the
system looks up the trade rate for each employee on the crew.
If you defined a trade rate for the selected Employee, the system populates Rate with the employee trade rate.
However, if you did not define trade rates for the selected Employee, the system populates Rate with the trade

5 ‚ WORK MANAGEMENT 222

 rate defined for the selected Trade. If you enter a Rate for the selected Crew, the system overrides the trade
rate defined for each employee on the crew if the calculated rate is zero.
11 Hours Worked—Enter the number of hours spent performing the work.
12 Start Time and End Time—Enter the scheduled start time and end time of the work order activity.
13 Equipment——Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific Equipment record to apply the booked labor to the selected Equipment and its
corresponding related work order. The system also populates Equipment Org. and Related Work Order
from the selected Equipment record.
Important: If you are making corrections to booked labor for a multiple equipment work order and you select All
Equipment or a specific equipment record for Equipment, the system also splits the booked hours and
applies the correction to all the equipment on the work order or the selected equipment.
ƒ Enter All Equipment to evenly split the booked labor to each equipment record on the work order for the
selected work order and activity. Upon saving the transaction, the system creates labor booking records and
applies them to each related work order and selected activity. The system divides the number entered for
Hours Worked by the number of equipment records added on the Equipment page of the Work Orders
form to determine the booked labor to apply to each equipment. The Rate applicable to the multiple
equipment work order is also applied to all of the MEC work orders.
Notes: The system automatically applies any remainder of the Hours Worked to the last equipment record on
the Equipment page of the Work Orders form.
If you select All Equipment for Equipment and at least one of the related work orders has a Completed
status (or equivalent user status), the system displays a message enabling you to select whether to split
the labor hours against only equipment with open related work orders or against all equipment,
regardless of whether the related work orders are Open or Completed (or their user-status equivalents).
Also, the system disregards the setting of the COMDAYS installation parameter when posting labor
booking transactions related work orders if you select All Equipment.
ƒ Enter WO Header Equipment to apply the booked labor to the work order header only.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" earlier in this chapter.
14 Click Submit. The system saves the record and updates the Book Labor list.
Note: After submitting the transaction, the system does not display the original booked labor transaction
entered when the Hours Worked are split across multiple equipment records. Instead, the system
displays the booked labor transactions for each equipment to which the labor was split.

Booking Vendor Hours for Work Orders

Record the number of hours that vendors worked for each work order activity. You may book vendor hours before
closing work orders or until a specified number of days after closing work orders.
Notes: Hours can only be booked against work orders with activities.
Hours cannot be booked against work orders with a system status of Q (Work Request) or work orders
that are part of a scheduling session.
The setting of the COMDAYS installation parameter indicates the number of days you can book hours
after a work order is completed. If the number of days between the completion date of the work order
and the current system date is greater than the value specified for COMDAYS, the system does not
allow you to book hours for a work order.
Follow these steps to book vendor hours for work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to book vendor hours, and then click the Book Vendor Hours tab. The system
displays the Book Vendor Hours page.
3 Click Add Vendor Time. The system inserts a new Vendor Booking Details record.
4 PO-Line—Enter the PO-line for which to book vendor hours. The system automatically populates the purchase
order description, Type, Ordered, and Received To Date to correspond with the selected purchase order line
item.

5 ‚ WORK MANAGEMENT 223

 Depending on the Type of the purchase order line, the system also automatically populates or protects the
following additional fields.
ƒ If Type is ST (Hours from service), the system automatically populates Activity-Trade, Act. Estimated
Hours, and Act. Hours Remaining. The system automatically protects % Received and Received. The
system automatically populates Rate based on the selected PO-Line. You may modify Date Worked and
Hours Worked as necessary.
If Type is ST (Hours from service) and the work order is a multiple equipment work order, the system
protects and populates Equipment, Equipment Org., and Related Work Order from the selected PO-
Line.
ƒ If Type is SF (Fixed price), the system automatically populates Activity-Trade, Act. Estimated Hours,
and Act. Hours Remaining. The system automatically clears and protects Hours Worked and Rate. The
system automatically populates Received based on the selected PO-Line. You may modify Date Worked,
% Received, and Received as necessary.
If Type is SF (Fixed price) and the work order is a multiple equipment work order, the system protects and
populates Equipment, Equipment Org., and Related Work Order from the selected PO-Line.
ƒ If Type is SH (Contractor hire), the system automatically clears and protects % Received, Received, and
Rate. The system automatically populates Received based on the selected PO-Line. You may modify Date
Worked, Hours Worked, and Activity-Trade as necessary.
If Type is SH (Contractor hire) and the work order is a multiple equipment work order, the system enables
Equipment and it is required. The system automatically selects All Equipment for Equipment, and
protects Equipment Org. and Related Work Order. If you select WO Header Equipment for
Equipment, the system populates Related Work Order with the selected work order. If you select a
specific Equipment, then the system populates Equipment Org. and Related Work Order from the
selected Equipment.
5 Employee—Enter the personnel performing the work for which to book vendor hours.
The system automatically populates the employee description in the adjacent field.
Note: The setting of the BOOPLAN installation parameter determines the manner in which the system
populates information from employee records and activity-trade records for booked hours. Refer to
"Work Parameters" in Appendix ‚ Installation Parameters of the System Administrator’s Guide.
6 Date Worked—Enter the date the hours were worked.
7 Type of Hours—Enter the type of hours worked (e.g., normal rate, overtime rate, etc.).
8 Hours Worked—Enter the number of hours spent performing the work.
If you enter a positive value for Hours Worked, the system populates Start Time and End Time. If you enter
a negative value or delete the Hours Worked, then the system clears Start Time and End Time.
Note: You can only book vendor labor hours against an MEC work order from the parent multiple equipment
work order.
9 Rate—Enter the hourly pay rate for the vendor performing the work.
10 Units—Enter the quantity of the task being ordered. For example, if you entered 3 hours as the Estimated
Hours for the Task, then the 3 hours represents one unit.
If no value is entered for Hours Worked, then the system calculates the Hours Worked based on the Units
entered as follows:
ƒ If Type is SH and you enter a value for Units, the system populates Hours Worked based on the following
equation:
Hours Worked = (Units/Act. Units) x Act. Estimated Hours
ƒ If Type is SF and you enter a value for Units, then the system populates Hours Worked based on the
following equation:
Hours Worked : Received = (Units/Act. Units) x Ordered
11 Start Time and End Time—Enter the scheduled start time and end time of the work order activity.
12 Activity-Trade—Select the activity-trade performing the work for which to book vendor hours.

5 ‚ WORK MANAGEMENT 224

 The system automatically populates Act. Units and the corresponding unit of measure, Act. Estimated Hours,
Act. Hours Remaining, Department, and Trade.
13 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter All Equipment to evenly split the booked vendor hours to each equipment record on the work order
for the selected work order and activity. Upon saving the transaction, the system creates labor booking
records and applies them to each related work order and selected activity. The system divides the number
entered for Hours Worked by the number of equipment records added on the Equipment page to
determine the booked labor to apply to each equipment. The Rate applicable to the multiple equipment
work order is also applied to all of the MEC work orders.
Notes: The system automatically populates Equipment with All Equipment if the Type is SH, otherwise the
system populates Equipment from the associated PO-Line.
The system automatically applies any remainder of the Hours Worked to the last equipment record on
the Equipment page of the Work Orders form.
If you select All Equipment for Equipment and at least one of the related work orders has a Completed
status (or equivalent user status), the system displays a message enabling you to select whether to split
the labor hours against only equipment with open related work orders or against all equipment,
regardless of whether the related work orders are Open or Completed (or their user-status equivalents).
Also, the system disregards the setting of the COMDAYS installation parameter when posting labor
booking transactions on related work orders if you select All Equipment.
ƒ Enter WO Header Equipment to distribute the booked vendor hours to the selected Work Order only.
ƒ Enter a specific Equipment record to distribute the booked vendor hours to the selected Equipment and
the corresponding Related Work Order only.
Important: Although Equipment is only editable when the Type is SH, the system still distributes costs for the
booked vendor hours to the Equipment populated from the PO-Line for Type SF and ST.
If you are making corrections to booked labor for a multiple equipment work order and you select All
Equipment or a specific equipment record for Equipment, the system also splits the booked hours and
applies the correction to all the equipment on the work order or the selected equipment.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" earlier in this chapter.
14 % Received—Enter the percentage of time received. You may only enter this percentage if the Type is SF
(Fixed price).
When you enter a value for % Received, the system populates Received based on the following equation:
Received = (% Received/100) x Ordered
15 Received—Enter the value of time received. The system automatically populates the currency in the adjacent
field.
16 Click Submit. The system saves the record and updates the Book Vendor Hours list.

Booking Labor by Employee

Book labor by employee to record the hours required for an employee to perform work orders and non-WO time.
Follow these steps to book labor by employee.
1 Open the Book Labor By Employee form.
2 Employee—Enter the employee code for which to book hours.
The system automatically populates the employee’s name in the adjacent field, WO Organization, Date
Entered, Equipment, Equipment Org., Related Work Order, Act. Estimated Hours, Act. Hours
Remaining, Act. Regular Hours Worked, and Act. OT Hours Worked.
3 Click Add Labor. The system inserts a new Labor Details record.
4 WO-Activity—Enter the work order performed by the employee and then enter the work order activity in the
adjacent field.
The system automatically populates the description for the selected work order.
Note: The system cannot book hours for work requests or PMs.

5 ‚ WORK MANAGEMENT 225

5 Department—Enter the department associated with the work order.
6 Trade—Enter the trade associated with the work order.
7 Date Worked—Enter the date the work order was performed.
8 Type of Hours—Enter the type of hours completed for the work order.
Note: Use Non-WO Time to record sick, vacation, or travel time.
9 Rate—Enter or modify a pay rate for the employee performing the work order. The system automatically
populates Rate for the employee if a trade rate or employee rate are established in the system.
Notes: Rate can only be modified if the default rate is 0 or null.
If you make changes to Department, Trade, or Type of Hours, the system edits the value of Rate.
10 Hours Worked—Enter the number of hours the work order was performed.
11 Start Time—Enter a start time for the work order.
12 End Time—Enter an end time for the work order.
13 Click Submit. The system saves the record.
Note: If the work order is a multiple equipment child work order, the system automatically populates
Equipment, Equipment Org., and Related Work Order.

Booking Labor for Work Orders in a Batch

Book labor to work orders during batch work order updates.
Follow these steps to book labor for work orders in a batch.
1 Open the Batch Work Order Updates form. The system displays the Book Labor page.
2 Organization—Enter an organization for the work orders to update.
3 Allow Trade Rate to be Zero—Select to allow the system to apply a zero trade rate if the system does not find
a value for trade rate.
4 Include Transactions on Completed Multiple Equipment Child Work Orders—Select to include
transactions on multiple equipment child work orders that are both released and completed.
5 Work Order—Enter the code identifying the work order for which to book labor.
6 Activity—Enter the activity.
7 Employee—Enter the employee.
8 Department—Enter the department.
9 Trade—Enter the trade.
10 Date Worked—Enter the date the work order was performed.
11 Type of Hours—Enter the type of hours completed for the work order.
12 Hours Worked—Enter the number of labor hours performed for the work order.
13 Equipment—Enter the equipment used for the work order.
The system automatically populates Equipment Org. and Related Work Order if you selected Equipment.
Note: If you edit Equipment, the system clears the values for Equipment Org. and Related Work Order.
14 Start Time—Enter the start time for the work order.
15 End Time—Enter the end time for the work order.
16 Click Update Work Order. The system updates the work orders and automatically populates Error Message.
Notes: Click Copy Line to copy the information from the currently selected row to the next available row.
Click Clear Line to delete the information from the selected row.

5 ‚ WORK MANAGEMENT 226

Adding Comments to Work Orders in a Batch
Add comments to several work orders and update multiple work orders simultaneously.
Follow these steps to add comments to work orders in a batch.
1 Open the Batch Work Order Updates form. The system displays Book Labor page.
2 Click the Add Comments tab. The system displays the Add Comments page.
3 Work Order—Enter the code identifying the work order to update.
Notes: If the work order is part of an MS Project or Load Balancing Session, the system will not add any
comments to the work order.
4 Comment—Enter comments for the selected work order.
5 Closing Comment—Select to add closing comments to the work order.
Notes: Select Closing Comment per individual line, or select the Closing Comment field header to select all
lines.
If you do not select Closing Comment, the system considers the comment a work order comment.
6 Print with Document—Select to print comments when printing the work order.
Note: Select Print with Document per individual line, or select the Print with Document field header to
select all lines.
7 Click Update Work Order. The system updates the work orders and automatically populates Error Message.
Notes: Click Copy Line to copy the information from the currently selected row to the next available row.
Click Clear Line to delete the information from the selected row.

Entering Work Orders on the Quick Entry Form

Create, update, and complete work orders on the WO Quick Entry form. When you create a work order, the system
automatically enters a status of Released on the work order header. Insert and update activities, book labor for
existing activities, and issue parts to an activity. Add or view work order comments and activity comments.

Creating, Updating, and Completing Work Orders

Follow these steps to create, update, and complete work orders.
1 Open the W O Quick Entry form.
2 Organization—Enter the organization.
3 Choose one of the following options:
ƒ Create a new work order—Enter, for the work order description, a description of the work to be done.
ƒ Update or complete an existing work order—Enter, for Work Order, the work order number for which to
update or complete.
4 Equipment—Enter the equipment on which the work will be performed.
The system automatically populates the equipment description, CN Number, Customer, Property, Caller
Name, and Reopened.
5 Status—Enter the status of the work order.
6 Type—Enter the work order type.
The system automatically populates Equipment Type and Printed.
7 Location—Enter the location of the work to be completed.
8 Class—Enter the class of the work order.
9 Problem Code—Enter the code to identify the type of problem.
10 Shift—Enter the shift during which the work is requested to be performed.
11 Project-Budget—Enter the project and the project budget to associate with the work order.
12 Department—Enter the department.

5 ‚ WORK MANAGEMENT 227

13 Safety—Select if this work requires special safety precautions.
14 Warranty—Select if the equipment is under manufacturer warranty.
15 Print—Select to print the work order when work orders are batch printed.
16 Standard WO—Enter the standard work order if it has been stored in the system library.
The system automatically populates the work order description, Type, Class, Problem Code, Priority, and
Scheduled End Date if available. The system also copies the standard work order activities to the current work
order. If the standard work order is a template, the system creates child work orders as defined on the standard
work order.
17 Priority—Enter the priority of the work order.
18 Cost Code—Enter the cost code of the work order.
19 Failure Code—Enter the cause of failure for the equipment.
20 Action Code—Enter the action taken to resolve the problem.
21 Cause Code—Enter the cause code identifying the cause of the problem.
22 Downtime Cost—Enter the cost that resulted from the equipment being out of operation due to failure.
23 Downtime Hours—Enter the number of hours that the equipment was out of operation due to failure.
The system automatically populates Last Meter Reading with the value of the last meter reading and the unit
of measure of the reading in the adjacent field.
The system automatically populates Trigger Event which indicates the MS Project planning session is
associated with the equipment on the work order.
24 Reported By—Enter the employee requesting the work.
25 Date Reported—Enter the date and time that the problem was reported.
Note: If the BOOKDATE installation parameter is set to ON, the system does not allow you to book hours for
labor for a date that is earlier than the Date Reported. If BOOKDATE is set to OFF, you can book hours
without any date restrictions related to the Date Reported.
26 Assigned By—Enter the supervisor who assigned the work order.
27 Assigned To—Enter the person responsible for the work order.
28 Sched. Start Date—Enter the starting date for the work order.
29 Sched. End Date—Enter the date the work is scheduled to be complete.
30 Req. Start Date—Enter the requested starting date for the work order.
31 Req. End Date—Enter the requested ending date for the work order.
32 Start Date—Enter the actual date on which the work order is started.
33 Date Completed—Enter the actual date on which the work order is completed.
34 Target Value—Enter the estimated maximum cost for the work order.
The system automatically populates Currency.
35 Service Request—If populated, the value displayed for Service Request is a hyperlink to the service request
associated with the work order. Click the number to view the associated service request.
36 Click . The system saves the record.
Tips: Click to add or edit work order comments. The system displays the Add/Edit Work Order Comments
popup.
Click to save the work order and create a new work order. The system saves the current work order
and returns the screen to insert mode to create a new work order.
Click to clear the Work Order Header section. The system removes the data from the Work Header
section.
Click to create a new work order.
You may also click to add an activity.

5 ‚ WORK MANAGEMENT 228

Creating Activities for Work Orders
Insert and update activities as necessary.
Follow these steps to create activities for work orders.
1 Open the WO Quick Entry form.
2 Choose one of the following options:
ƒ Create a new activity—Enter, for Work Order, the work order number for which to create a new activity.
Go to step 3.
ƒ Update an existing activity—Enter, for Work Order, the work order number for which to update an
existing activity. Go to step 10.
3 Organization—Enter the organization.
4 Work Order Description—Enter a description for the work order.
5 Equipment—Enter the equipment.
The system automatically populates the equipment description.
6 Status—Enter the status of the work order.
7 Type—Enter the work order type.
8 Department—Enter the department.
9 Activity—Enter an activity number for the activity.
The system automatically populates Original Deferred WO-Activity and Direct Materials on Deferred
Activity.
10 Trade—Enter the trade required to perform the activity.
The system automatically populates Type of Hours. The system automatically populates Activity with the next
available activity number, Start Date and End Date with the scheduled start and end dates of the work order,
and People Required with a default value of "1."
11 Estimated Hours—Enter the estimated hours for the activity.
12 Hours Remaining—Enter the estimated number of hours remaining for the activity.
Complete steps 13-26 only if you use the American Trucking Association’s Vehicle Maintenance Reporting System
(VMRS).
13 Reason for Repair—Enter the reason the vehicle needs repair (Code Key 14).
14 Work Accomplished—Enter the work performed on the vehicle (Code Key 15).
15 Technician Part Failure—Enter the reason the technician or supplier thinks the vehicle failed (Code Key 18).
16 Manufacturer—Enter the Manufacturer/Supplier Code (Code Key 34) to associate with the vehicle.
17 Warranty—Select if the equipment is under manufacturer warranty.
18 Completed—Select if the activity is completed.
19 Task—Enter the task code for the activity.
The system automatically populates Task Revision.
20 Percent Complete—Enter the percentage of work that has been completed for the activity.
21 People Required—Enter the number of people required to complete the activity.
22 Task Qty.—Enter the required number of units of the task to associate with the activity, and then select the unit
of measure for the Task Qty. in the adjacent field. For example, a work order activity to pave 100 miles of
highway today indicates a Task Qty. of "100" and a unit of measure of "Miles", whereas the same task on
another day indicates only 80 miles due to the steep inclines of the stretch of highway being paved on that day.
23 Hired Labor—Select to indicate that the activity will be completed by an external source.
24 System Level—Enter the VMRS code identifying the system, e.g., brakes, frame, suspension, needing repair
(Code Key 31).

5 ‚ WORK MANAGEMENT 229

25 Assembly Level—Enter the VMRS code identifying the subsystem needing repair (Code Key 32). The values
available are based on the system-level code.
26 Component Level—Enter the VMRS code identifying the specific component or part needing repair (Code
Key 33). The values available are based on a combination of the system-level code and the assembly-level code.
27 Click . The system saves the record.
Tips: Click to add or edit activity comments. The system displays the Add/Edit Activity Comments popup.
Click to clear the Activity section. The system removes the data from the Activity section.

Booking Labor for Work Orders

Book labor for work orders.
Follow these steps to book labor for work orders.
1 Open the WO Quick Entry form.
2 Work Order—Enter the work order for which to book labor.
The system automatically populates work order header information for the selected work order.
3 Employee—Enter the employee for which to book labor for the activity.
The system automatically populates Name.
4 Type of Hours—Select the type of hours worked (e.g., normal rate, overtime rate, etc.).
5 Hours Worked—Enter the number of hours spent performing the work.
6 Department—Enter the department where the activity was performed.
7 Trade—Enter the trade that performed the activity.
8 Date Worked—Enter the date on which the work was performed.
9 Rate—Enter the employee rate.
10 Start Time—Enter the scheduled start time of the work order activity.
11 End Time—Enter the scheduled end time of the work order activity.
12 Click . The system saves the record.
Tips: Click to clear the Book Labor section. The system removes the data from the Book Labor section.
Click to view booked labor for the selected work order. The system displays the View Booked Labor
popup.

Booking Labor Automatically for Fleet Work Orders

Automatically post a book labor record for an employee and a fleet work order.
Follow these steps to book labor automatically for fleet work orders.
1 Employee—Enter the employee for which to book labor for the fleet work order.
The system automatically populates the employee name.
2 Work Order—Enter the fleet work order for which to book labor.
The system automatically populates work order header information for the selected work order.
3 Type of Hours—Enter the type of hours worked, e.g., normal rate, overtime rate, etc.
4 User Password—Enter the password for the current session.
5 Auto Book Hours—Select to automatically book hours for the selected employee and fleet work order.
6 Click Start. The system records the time the labor begins.
Important: Once the system begins recording the book labor record, the system books the hours without any
notification or prompting when the work is stopped.
Note: To manually stop the book labor process, click Stop. The system stops the process.

5 ‚ WORK MANAGEMENT 230

Issuing Parts to Work Orders
Issue parts to work orders.
Follow these steps to issue parts to work orders.
1 Open the WO Quick Entry form.
2 Work Order—Enter the work order for which to issue parts.
The system automatically populates work order header information for the selected work order.
3 Part—Enter the part to issue to the work order.
The system automatically populates Part Description, Part Org., Available Qty., and Track by Asset.
4 Store—Enter the store from which to issue parts.
5 Bin—Enter the bin from which to issue the parts.
6 Lot—Enter the lot from which to issue the parts.
7 Failed Qty.—Enter the quantity of the part that failed.
Note: The system does not allow part failures on an Issue for parts tracked by asset.
8 Date/Time—Enter the desired date and time of the transaction.
9 Date Failed—Enter the date the part failed.
10 Failure Notes—Enter comments about the part failure.
11 Transaction Qty.—Enter the number of parts to issue to the work order. The number must be greater than zero.
12 Asset ID—Enter the asset ID if the part is tracked by asset.
The system automatically populates Asset Org.
13 Problem Code—Enter the code of the problem that required work.
14 Failure Code—Enter the reason that the part failed.
15 Action Code—Enter the action taken to correct the part failure.
16 Cause Code—Enter the problem cause code, i.e., the root cause of the part failure.
17 Click . The system saves the record.
Tips: Click to clear the Issue Parts section. The system removes the data from the Issue Parts section.
Click to view part details for the selected work order. The system displays the View Part Details
popup.

Managing Parts for Work Orders

Use the Parts page to add parts to work orders, reserve parts for work orders, import a preplanned parts list, delete a
planned part, delete a reservation, or create a parts requisition. You may also issue or return parts to a work order on
the Parts page. Refer to "Issuing and Returning Parts for Work Orders" later in this chapter.

Adding Planned Parts to Work Orders

Follow these steps to add planned parts to work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to add parts, and then click the Parts tab. The system displays the Parts page.
3 Click Add Part. The system inserts a new Part Details record.
The system automatically populates Activity-Trade with the activity-trade performing the work for the selected
work order and populates Store with the store defined for the department of the work order if available.

5 ‚ WORK MANAGEMENT 231

4 Part—Enter the part to add to the work order.
The system automatically populates the part description, Part Org., UOM, Track By Asset, Track By Lot,
Total Qty. Available, and Available.
Available indicates the quantity of the part available in the selected store for the work order activity. Total Qty.
Available indicates the quantity of the part available in the selected store for the work order activity, as well as
the quantity of the part available in any child stores of the selected store.
5 Planned Qty.—Enter the quantity of the part planned for the work order activity.
6 Click Submit. The system saves the record and updates the Parts list.
Note: To delete a planned part, select the planned part to delete, and then click Delete Planned Part. The
system deletes the record and updates the Parts list.

Viewing Planned Part Availability for Work Orders

View planned part availability for work orders to display a list of parts that have been planned for a work order on
the Parts tab of the Work Orders form. Refer to "Managing Parts for Work Orders" earlier in this chapter.
Follow these steps to view planned part availability for work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to view planned part availability, and then click the Record View tab. The
system displays the Record View page.
3 Right-click on the form, and then choose View Planned Part Availability. The system displays the Planned
Part Availability popup.
The system automatically populates Store with the default store of the department of the work order.
4 Store—Enter a different store for which to view part availability information as necessary. The system updates
the Planned Part Availability list.
5 Refer to the following table when viewing the planned part availability information:
Field Description
Work Order The number identifying the selected work order
Activity The number identifying the activity on the selected work order for which the part
is planned
Trade The trade to which the work is assigned for completion
Part The code identifying the part on the work order
Part Org. The organization of the part
Part Description The description of the part
Planned Qty. The Planned Qty. of the part entered on the Parts tab of the Work Orders form
Reserved Qty. The Reserved Qty. of the part entered on the Parts tab of the Work Orders form
Allocated Qty. The Allocated Qty. of the part entered on the Parts tab of the Work Orders form
Used Qty. The Used quantity of the part entered on the Parts tab of the Work Orders form
Available Qty. The system calculates the Available Qty. of the part as the difference between the
Qty. on Hand of the part in the selected Store and any allocations of the part that
have been allocated to other work orders, which is displayed in Allocated Qty. on
the Parts tab of the Work Orders form.
Important: Available Qty. normally displays the Qty. on Hand in the selected
Store minus the Allocated Qty. of the part for all work order/activity
combinations except the selected Work Order and Activity for which
you are viewing the Available Qty.
However, on the Planned Part Availability popup, the system displays
the Available Qty. for multiple activities on the same work order at
the same time. Therefore, the system calculates the Available Qty.
without subtracting the Allocated Qty. for other activities on the
same work order and the Available Qty. for a given part is the same
for every activity on the selected Work Order.

5 ‚ WORK MANAGEMENT 232

 Field Description
Total Available Qty. The system calculates the Total Available Qty. as the sum of the Available Qty.
of the part in the selected Store and the Available Qty. in all child stores of the
selected Store.
UOM The unit of measure of the part
Direct Indicates whether the part is designated as a Direct Purchase part on the Parts tab
of the Work Orders form
Held Qty. The system calculates Held Qty. as the total quantity of the part(s) that are being
held for the selected Store.
Note: A part is "held" if the part is on a purchase order. If no purchase order
exists for the part, then the "held" quantity corresponds with a store-to-
store issue transaction.
On Order Qty. The system calculates the On Order Qty. as the total remaining quantity (the
quantity ordered minus the Receipt Qty.) on approved purchase order lines.
Notes: The system only considers approved receipts in the calculation.
However, the system considers Scrapped Qty. as a received quantity
of the part in the calculation of the number of parts that still needs to be
received for the On Order Qty.
For parts for which Direct is not selected, the system only includes
purchase order lines of type Stock Purchase. For parts for which Direct
is not selected, the system only includes purchase order lines of type
Direct Purchase that are associated with the same Work Order and
Activity.
Shortage Qty. The system calculates the Shortage Qty. based on the following equation:
Shortage Qty. = Used + Held Qty. + Available Qty. + On Order Qty. – Planned
Qty.
If there is no shortage of the part, then the system displays 0 as the Shortage Qty.
If there is a shortage of the part, then the system displays the quantity of the part
shortage as the Shortage Qty. and highlights the value in red.
6 Click Close. The system closes the popup.

Adding Repairable Spare Parts to Work Orders for Repair

A repairable spare work order is a work order for repairable spare parts to be repaired internally. Designate a
repairable spare work order as such by selecting Repairable spare as the work order Type on the header, and then
add the parts to repair on the Repair Parts tab.
If you selected Auto-Assign for a part on the Stores tab of the Parts form, the system will follow the auto-
assignment process for the part. Refer to "Understanding the Auto-Assignment Processes for Repairable Spare
Parts" in Chapter 3 ‚ Materials Management.
Follow these steps to add repairable spare parts to work orders for repair.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order to which to add a repairable spare part, and then click the Repair Parts tab. The system
displays the Repair Parts page.
3 Part—Enter the part to add.
The system automatically calculates Qty. to Repair based on the Qty. for Repair entered for the part on the
Repair Details tab of the Parts form.
4 Store—Enter the store holding the part for repair.
Notes: The system automatically calculates the default Qty. for Repair when you enter a Store.
You must enter a Store if you want to utilize the auto assignment feature.
If you modify the Store entered for the repair part on the Repair Parts tab of the Work Orders form, the
system automatically recalculates the default Qty. for Repair. If you clear the Store for the repair work
order, the system does not clear the Qty. for Repair. If the Qty. Assigned is greater than 0, then Store
is protected.

5 ‚ WORK MANAGEMENT 233

5 Qty. to Repair—Enter the quantity of the part to repair.
Note: After submitting the record, you can update Qty. to Repair based on the following conditions:
ƒ Qty. to Repair is greater than 0.
ƒ Qty. to Repair is less than or equal to the Qty. for Repair.
ƒ You have received or scrapped parts for this work order.
6 Qty. Completed—Enter the quantity of the parts on which repairs are completed.
Notes: If the RSPCOMP installation parameter is set to NO, Qty. Completed is hidden. If the RSPCOMP
installation parameter is set to YES, you can modify the Qty. Completed based on the following
conditions after submitting the record:
ƒ You must assign repair details for the full Qty. to Repair.
ƒ Qty. Completed is greater than or equal to 0.
7 Click Submit. The system saves the record and updates the Repair Parts list.
Note: To delete a repair part line, select the repair part line to delete, and then click Delete Repair Part. The
system deletes the record and updates the Repair Parts list.

Manually Assigning Repair Details for Repairable Spare Parts on Work Orders
Manually assign repair details for repairable spare parts on work orders. If you did not select Auto-Assign on a
repairable spare part record, you must manually assign repair details for the repair parts on work orders. Manually
assigning repair details for parts enables you to designate the store, bin, lot, and asset information to identify the
parts to repair and their location.
You can also change repair details that were created during the system’s automatic assignment process using the
Repair Details popup. Refer to "Understanding the Auto-Assignment Processes for Repairable Spare Parts" in
Chapter 3 ‚ Materials Management for more information.
Follow these steps to manually assign repair details for repairable spare parts on work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order to which to assign repair details for repairable spare parts, and then click the Repair Parts
tab. The system displays the Repair Parts page.
3 Select the part to which to manually assign repair details. The system automatically populates the Repair Part
Details with the part information.
Note: You can modify Qty. to Repair and Qty. Completed for a repair part if necessary. If you make any
changes to Qty. to Repair or Qty. Completed, you can use the Repair Details popup to edit Qty.
Assigned as necessary.
4 Click Assign Repair Details. The system displays the Repair Details popup.
The system displays the Part and Part Org. of the selected part. Track by Asset is selected if the part is
tracked by asset. The system automatically populates Total Qty. to Repair and Total Qty. Assigned. Total
Qty. to Repair indicates the Qty. to Repair for the part from the Repair Parts tab of the Work Orders form.
The Total Qty. Assigned indicates the quantity of the part to repair on this work order that has already been
assigned from a repair bin location.
5 Select the store, bin, lot, and asset from which to assign a quantity of the part to repair.
6 Qty. Assigned—Enter the quantity of the part to assign for repair.
Note: The value entered for Qty. Assigned cannot be greater than the quantity of the part that is in stock for
repair.
7 Click Submit. The system saves the record and updates the Repair Parts list.

Reserving Parts for Work Orders

Follow these steps to reserve parts for work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to add parts, and then click the Parts tab. The system displays the Parts page.
3 Click Add Part. The system inserts a new Parts Details record.
The system automatically populates Activity-Trade with the activity-trade performing the work for the selected
work order and populates Store with the store defined for the department of the work order.

5 ‚ WORK MANAGEMENT 234

4 Part—Enter the part to reserve for the work order.
The system automatically populates the part description, Part Org., UOM, Track By Asset, Track By Lot,
Total Qty. Available, and Available.
Available indicates the quantity of the part available in the selected store for the work order activity. Total Qty.
Available indicates the quantity of the part available in the selected store for the work order activity, as well as
the quantity of the part available in any child stores of the selected store.
5 Reserved Qty.—Enter the quantity of the part to reserve for the work order activity. The number must be
greater than 0 (zero).
6 Click Submit. The system saves the record and updates the Parts list.
Note: To delete a part reservation, select the part reservation to delete, and then click Delete Reservation.
The system deletes the record and updates the Parts list.

Importing a Parts List for a Work Order

Follow these steps to import a parts list for a work order.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to import a parts list, and then click the Parts tab. The system displays the Parts
page.
3 Click Import Parts List. The system displays the Import Parts List popup.
4 From—Select one of the following options:
ƒ Work Order EQ—Select to import the part from work order equipment.
ƒ Material List—Select to import a material list.
ƒ Equipment—Select to import the part from an equipment record.
The system enters the code corresponding with the work order equipment, material list, and the parts list with the
parts associated with the work order, material list, or equipment.5 Activity-Trade—Select the activity-trade
performing the work for which to import a parts list.
6 Select the parts to import.
Note: To select all lines at once, click Select All.
7 Click Submit. The system retrieves all of the parts selected in the parts list to the work order and saves the
record.

Creating a Pick Ticket

Create a pick ticket to identify a set of parts that are required for a work order activity.
Follow these steps to create a pick ticket.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to create a pick ticket, and then click the Parts tab. The system displays the
Parts page.
3 Click Create Pick Ticket. The system displays the Create Pick Ticket popup.
4 Description—Enter a description of the pick ticket.
5 Store—Enter the store for which to create the pick ticket.
6 Date Required—Enter the date by which the list of parts is needed.
7 Status—Select the status of the pick ticket. The system automatically assigns Unfinished as the status of the
pick ticket.
8 Class—Enter the class of the pick ticket.
9 Delivery Address—Enter the address to which to deliver the parts.
10 Deliver to Supplier—Enter the supplier to whom to deliver the parts.
11 Deliver to Employee—Enter the employee to whom to deliver the parts.

5 ‚ WORK MANAGEMENT 235

12 Default Approver—Enter the individual responsible for approving the pick ticket.
13 Select the parts to add to the pick ticket, and then click Create Pick Ticket. The system saves the record.
Note: Click Refresh Part List to update the Available Qty. for the selected store and to reset Required Qty.

Creating a Parts Requisition

Create a parts requisition to order a part from an external source if the Planned Source of the part is Direct
Purchase.
Follow these steps to create a parts requisition.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to create a parts requisition, and then click the Parts tab. The system displays
the Parts page.
3 Click Create Parts Requisition. The system displays the Create Parts Requisition popup.
4 Description—Enter a description of the requisition.
5 Store—Enter the store requesting the part.
6 Requested By—Enter the employee requesting the part.
7 Supplier—Enter the supplier for the part.
8 Select the activity/part for which to create a parts requisition.
Note: You may select multiple activities as necessary.
9 Click Create Requisition. The system creates the parts requisition.
Note: Click Cancel to close the Create Parts Requisition popup without saving changes.

Entering Monitored Data Results for Work Orders

Enter a new work order inspection point (location) for a monitored data object (equipment) or modify an existing
work order inspection point.
Follow these steps to enter monitored data results for work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to enter monitored data results, and then click the Monitored Data Results tab.
The system displays the Monitored Data Results page.
3 Click Add Result. The system inserts a new Result Details record.
4 Monitored Equipment—Enter the equipment to monitor. The system populates the description in the adjacent
field.
The system automatically populates Monitored Equipment Org.
5 Aspect—Enter the inspection aspect with which to associate the monitored data object.
6 Point Type—Enter the inspection type to associate with the equipment or equipment category.
7 Point—Enter the inspection point number.
8 Date—Enter the date of the inspection.
9 Click Submit. The system saves the record and updates the Results list.

Issuing and Returning Parts for Work Orders

You may issue or return parts to a work order on the Parts page.

Issuing Parts to Work Orders

Issue parts from stores to work orders.
Follow these steps to issue parts to work orders.
1 Open the Work Orders form. The system displays the List View page.

5 ‚ WORK MANAGEMENT 236

2 Select the work order for which to issue parts, and then click the Parts tab. The system displays the Parts page.
3 Part—Enter the part to issue to the work order.
The system automatically populates the part description, Part Org., UOM, Track By Asset, Track By Lot,
Total Qty. Available, Available, New Orders Not Allowed, Primary Manufacturer, and Primary
Manufacturer Part Number.
Available indicates the quantity of the part available in the selected store for the work order activity. Total Qty.
Available indicates the quantity of the part available in the selected store for the work order activity, as well as
the quantity of the part available in any child stores of the selected store.
4 Activity-Trade—Enter the activity-trade performing the work for the selected work order.
5 Store—Enter the store from which to issue parts.
6 Transaction Type—Select Issue.
7 Date—Enter the desired date of the transaction.
8 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment to which to distribute the issue Quantity.
ƒ Enter All Equipment to evenly distribute the issue Quantity to each equipment on the work order.
ƒ Enter WO Header Equipment to distribute the issue Quantity to the equipment on the work order header
only.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" earlier in this chapter.
Notes: The system automatically applies any remainder of the issue quantity that cannot be evenly split to the
last equipment record on the Equipment page of the Work Orders form.
If you select All Equipment and at least one of the related work orders has Completed status (or
equivalent user status), the system displays a message enabling you to select whether to distribute the
cost of the issue against only open related work orders or against all equipment, regardless of whether
the related work orders are Released or Completed (or their user-status equivalents).
The valued displayed for Used in the Parts list displays the quantity of the part issued/returned for the
header work order and all related work orders for the activity.
When issuing parts to a multiple equipment work order using a pick ticket, the pick ticket must be
associated with the parent work order.
9 Quantity—Enter the number of parts to issue to the work order. The number must be greater than zero.
Note: If the part is tracked by asset, Quantity must be equal to 1.
10 Manufacturer—Enter the manufacturer of the part.
11 Asset ID—Enter the asset ID if the part is tracked by asset.
12 Bin—Enter the bin from which to issue the parts.
13 Lot—Enter the lot from which to issue the parts.
14 Manufacturer Part Number—Enter the part number as identified by the manufacturer.
15 Failed Qty.—Enter the quantity of the part that failed.
Note: The system does not allow part failures on an Issue for parts tracked by asset.
16 Date Failed—Enter the date the part failed.
17 Problem Code—Enter the code of the problem that required work.
18 Failure Code—Enter the reason that the part failed.
19 Action Code—Enter the action taken to correct the problem.
20 Cause Code—Enter the problem cause code, i.e., the root cause of the problem.
21 Failure Notes—Enter comments about the failure.

5 ‚ WORK MANAGEMENT 237

22 Click Submit. The system saves the record and updates the Parts list.
Notes: To record a stockout for a store, select the store, and then click Record Stockouts. Refer to
"Recording Stockouts for Parts" in Chapter 3 ‚ Materials Management.
To select an alternate part, select the part to substitute, and then click Select Substitute Part. Refer to
"Selecting Substitute Parts."

Returning Parts from Work Orders

Return unused parts issued to work orders back to stores.
Follow these steps to return parts from work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to return parts, and then click the Parts tab. The system displays the Parts page.
3 Part—Enter the part to return.
The system automatically populates the part description, Part Org., UOM, Track By Asset, Track By Lot,
Total Qty. Available, Available, New Orders Not Allowed, Primary Manufacturer, and Primary
Manufacturer Part Number.
Available indicates the quantity of the part available in the selected store for the work order activity. Total Qty.
Available indicates the quantity of the part available in the selected store for the work order activity, as well as
the quantity of the part available in any child stores of the selected store.
4 Activity-Trade—Enter the activity-trade performing the work for the selected work order.
5 Store—Enter the store to which to return parts.
6 Transaction Type—Select Return.
7 Date—Enter the desired date of the transaction.
8 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment to which to distribute the return Quantity.
ƒ Enter All Equipment to evenly distribute the return Quantity to each equipment on the work order.
ƒ Enter WO Header Equipment to distribute the return Quantity to the work order header only.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" earlier in this chapter.
Notes: The system automatically applies any remainder of the return quantity that cannot be evenly split to the
last equipment record on the Equipment page of the Work Orders form.
If you select All Equipment and at least one of the related work orders has a Completed status (or
equivalent user status), the system displays a message enabling you to select whether to distribute the
cost of the return against only open related work orders or against all equipment, regardless of whether
the related work orders are Open or Completed (or their user-status equivalents).
The value displayed for Used in the Parts list displays the quantity of the part issued/returned for the
header work order and all related MEC work orders for the activity.
The setting of the RTNANY installation parameter can also affect returns for which there is an
insufficient issue quantity against which to make a return when returning against All Equipment. If
RTNANY is set to Yes, the system distributes the return Quantity evenly across all equipment on the
work order. If RTNANY is set to No, the system does not allow you to make the return if there is an
insufficient quantity of the part. Refer to "Materials Parameters" in Appendix ‚ Installation Parameters of
the System Administrator’s Guide.
9 Quantity—Enter the number of parts to return to the work order. The number must be greater than 0 (zero).
Note: If the part is tracked by asset, Quantity must be equal to 1.
10 Asset ID—Enter the asset ID if the part is tracked by asset.
11 Bin—Enter the bin to which to return the parts.
12 Lot—Enter the lot to which to return the parts.
13 Tool Hours—If the part you are returning is identified as a tool, enter the number of hours the tool was in use.
Note: If the work order is a MEC work order, then the system splits the tool hours based on the selected
Equipment.

5 ‚ WORK MANAGEMENT 238

14 Manufacturer—Enter the manufacturer of the part.
15 Return for Repair—Select if the part to return is a repairable spare and you want to return the part to the store
for repair. The system adds the return quantity to the Qty. for Repair in the store to which the part is returned
when you submit the return.
Notes: If you select Return as the Transaction Type and the selected Part is a repairable spare part, the
system enables Return for Repair. If you select Return for Repair, the system allows part failures and
populates Bin with the Default Repair Bin. If the Default Repair Bin overwrites a different bin, then the
system clears Lot.
If the Part is a repairable spare part that is also tracked by asset and you unselect Return for Repair,
the system clears Asset ID.
If you submit a return transaction for a repairable spare part and you unselect Return for Repair, the
system processes the return as a normal return.
16 Manufacturer Part Number—Enter the part number as identified by the manufacturer.
17 Failed Qty.—Enter the quantity of the part that failed.
Note: The system does not allow part failures on a Return for parts tracked by asset or repairable spare.
18 Date Failed—Enter the date the part failed.
19 Problem Code—Enter the code of the problem that required work.
20 Failure Code—Enter the reason that the part failed.
21 Action Code—Enter the action taken to correct the problem.
22 Cause Code—Enter the problem cause code, i.e., the root cause of the problem.
23 Failure Notes—Enter comments about the failure.
24 Click Submit. The system saves the record and updates the Parts list.

Issuing and Returning Parts to Work Orders in a Batch

Follow these steps to issue and return parts to work orders in a batch.
1 Open the Batch Work Order Updates form. The system displays the Book Labor page.
2 Click the Issue Parts tab. The system displays the Issue Parts page.
3 Store—Enter the store from which to issue or return the part.
4 Include Transactions on Completed Multiple Equipment Child Work Orders—Select to include
transactions on multiple equipment child work orders that are both released and completed.
5 Return—Select to specify the part is a return.
Note: The system assumes the part is an issue if Return is not selected.
6 Work Order—Enter the code identifying the work order for which to issue or return parts.
Note: Enter a code for Work Order or the system will delete the entry.
7 Activity—Enter the activity for the work order.
8 Quantity—Enter the quantity of parts to issue or return to the work order.
9 Part—Enter the part to issue or return to the work order.
10 Part Org.—Enter the organization to which the part belongs.
11 Bin—Enter the bin from which to issue or return the part.
12 Lot—Enter the lot from which to issue or return the part.
13 Date/Time—Enter a desired date and time for the transaction.
14 Asset ID—Enter the asset ID for the part if tracked by asset.
15 Asset Org.—Enter the asset organization for the part.

5 ‚ WORK MANAGEMENT 239

16 Return for Repair—Select if the part is being returned for repair.
Notes: If you select both Return and Return for Repair, the system returns the part for repair.
If you select Return for Repair, and do not select Return, the system creates a return for the part.
If a repairable spare part is returned, the system performs a return transaction for a repairable spare.
17 Tool Hours—Enter the number of hours this part was used.
18 Equipment—Enter the equipment for which to issue or return the part.
The system automatically populates Equipment Org. and Related Work Order if you selected Equipment.
19 Click Update Work Order. The system updates the work orders and automatically populates Error Message.
Notes: Click Copy Line to copy the information from the currently selected row to the next available row.
Click Clear Line to delete the information from the selected row.

Entering Meter Readings for Work Order Equipment

Enter meter readings for equipment defined on a work order. You can view recent meter readings for equipment,
and you can also add a new meter reading for equipment on a work order.
Note: You can delete a meter reading if you find that the reading has been entered in error; however, you
cannot modify the value of an existing meter reading.
In many cases, the meter for a piece of equipment on a work order is the child meter of a meter attached to the
parent equipment in an asset hierarchy. In such cases, the new meter reading needs to be entered/submitted for the
parent equipment/meter even though you are entering the reading via the child equipment/meter on the work order.
Also, the new reading must also roll down to all children of the parent within the asset hierarchy. Use Target
Equipment to indicate the equipment for which to add the meter reading.
Note: The Target Equipment for a meter reading is the equipment of the work order only if the equipment
meter is a standalone meter. Refer to "Defining Logical Meters" in Chapter 2 ‚ Asset Management.
However, if the equipment on the work order is a child in a hierarchy; and both the child and parent
equipment have the same unit of measure for the meter usage definition; and the usage definitions are
defined as parent-child meters, then Target Equipment can also be a parent of the equipment on the
work order.
Follow these steps to enter meter readings for work order equipment.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order containing the equipment for which to enter meter readings, and then click the Meter
Readings tab. The system displays the Meter Readings page.
3 Target Equipment—Modify the equipment for which to enter meter readings as necessary.
The system automatically populates Target Equipment with the top-level equipment in the meter structure and
Equipment with the equipment defined on the work order. The system also populates the target equipment
description, Target Equipment Org., and Equipment Org.
If you select a new Target Equipment, the system updates all the fields on the form based on the new
combination of the Target Equipment and UOM, with the exception of Equipment, Equipment Org., and
Equipment Description.
Notes: The meter for the Equipment on a work order can be the child meter of a meter attached to a parent of
the Equipment. In such cases, the parent equipment and parent meter should receive the new reading
submitted for the child meter, and the new reading must roll down to all of the child equipment of the
parent.
The Target Equipment is the Equipment on the work order header only if the equipment meter is a
stand-alone meter. However, if the Equipment on the work order header is a child equipment in an
asset hierarchy whose parent equipment has the same UOM on the usage definition and the usage
definitions are defined as parent-child meters, then the Target Equipment may be the parent of the
Equipment on the work order header.

5 ‚ WORK MANAGEMENT 240

4 Equipment—Enter the equipment for which to enter the meter reading if the work order is a multiple
equipment work order.
If a usage definition exists for the equipment, then the system automatically populates Equipment with the
equipment on the work order header. However, if a usage definition does not exist for any of the work order
equipment or if the work order is not a multiple equipment work order, then Equipment is protected.
If you select a new Equipment, the system updates all the fields on the form based on the new combination of
the Target Equipment, UOM, and Equipment.
5 UOM—Select the unit of measure.
Note: If the primary UOM on the equipment record is equal to one of the existing usage definitions for the
equipment, the system automatically populates UOM with the primary UOM of the equipment.
6 Entry Type—Select one of the following options:
ƒ Reading—Select to enter the current meter reading.
ƒ Difference—Select to enter the difference between the last reading and the current reading.
7 Date/Time—Enter the date and time of the meter reading.
8 New Value—Enter the meter reading value.
9 Click Submit. The system saves the record and updates the Meter Readings list with the following
information:
Last Value indicates the value of the previous meter reading.
Meter identifies the meter of the reading.
Meter Rollover Point indicates the value at which the meter rolls over.
Total Usage indicates the sum of the previous Total Usage and the difference between the New Value and the
Last Value.
Note: The Last Value is zero when the new meter reading record is the first entry made for the UOM of the
Target Equipment.
Usage Since Last WO indicates the difference between the current Total Usage and the usage at the time and
date that the last work order for the Target Equipment was closed or completed.
Average Daily Usage indicates the value of the average daily usage for the target equipment UOM which is
based on the number of readings specified on the usage definitions.
Last Reading indicates the date and time of the current/most recent reading entered for the logical/physical
meter.
Last Reading Date indicates the difference (in days) between the dates of the Last Reading Date and the
current system date and time.
If a physical meter record is attached to the equipment usage definition, the system also updates the physical
meter record by populating the Last Value of the physical meter equal to the current/most recent reading. The
system populates the Usage Since Install equal to the sum of the previous Usage Since Installation and the
difference between the new and previous Total Usage.
Notes: If the selected Target Equipment is associated with one or more fixed or variable PM schedules
released according to a meter interval (usage), entering and submitting a New Value for a meter may
release any PM work orders for the Target Equipment and/or any child equipment affected by the roll-
down of the meter reading. If any of the meter intervals for the Target Equipment and/or child
equipment have reached or exceeded the point at which a new PM work order must be released, the
system automatically updates the status of any PM work orders based on the setting of the
WORKWOST installation parameter, as long as there are no existing Released work orders for the
same PM work order for the Target Equipment/child equipment.
The system also updates the Start Date of activities for the next PM work order to the current system
date and time, updates the Revision number for the PM schedule, route, material list, and/or task to the
current approved Revision number. The system creates reservations for any parts on a material list for
the PM activity as necessary, event objects for the next PM work order based on the current parent
structure defined for the Target Equipment, and inspection points if the PM work order includes an
inspection Route. If a calibration work order is released as a result of a reading, the system also copies
all of the calibration data to the released PM work order.

5 ‚ WORK MANAGEMENT 241

 To delete a meter reading, select the meter reading to delete, and then click Delete Reading. The
system deletes the record and updates the Meter Readings list. You may delete the latest meter reading
from the meter reading history if you have made an error entering the data and if you have access rights
for deleting the meter reading.

Entering Batch Meter Readings

Enter meter readings or meter differences on the Batch Meter Readings form.
Important: In some cases, the default UOM is a parent meter attached to one or more Child ("Receiving") meters of
the same UOM. In such cases, the new meter reading must roll down the hierarchy. Refer to "Creating
Equipment Hierarchies" in Chapter 2 ‚ Asset Management for more information on equipment
hierarchies.
Follow these steps to enter batch meter readings.
1 Open the Batch Meter Readings form.
2 Equipment—Enter the equipment for which to enter meter readings.
The system automatically populates Equipment Org. if you selected Equipment.
3 UOM—Enter the unit of measure.
4 Meter—Enter the meter code.
5 Difference—Select to calculate the difference between the last meter reading and the current reading.
Note: The system calculates Difference by adding the new value entered to the last meter reading.
6 Date/Time—Enter the date and time of the meter reading.
Note: The date entered must occur between the date of the last meter reading and the current date. The
system automatically populates the current date.
7 New Value—Enter the meter reading value.
8 Click Update Meters. The system saves the records and updates the Batch Meter Readings list.
Notes: The system updates the meter readings unless an error message is generated. In this case, the system
lists the error in the Error Message field, and the row remains in the grid to be edited.
Click Copy Line to copy the information from the currently selected row to the next available row.
Click Clear Line to delete the information from the selected row.

Adding Child Work Orders to a Parent Work Order

Create one or more work orders that are considered children of another work order to identify the work orders as
children of the parent. In some cases, the child work orders are dependent on the parent work order, which means
that the parent work order cannot be completed until all child work orders have a system Status of Completed.
Follow these steps to add child work orders to a parent work order.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to add child work orders, and then click the Children tab. The system displays
the Children page.
Note: If the selected work order is a multiple equipment work order or MEC work order, then the system
protects all fields on the page, and they cannot be updated.
3 Click Add Child WO. The system inserts a new Child Work Order Details record. The system automatically
selects Dependent.
4 Child WO—Enter the work order number to associate with the parent work order.
The system automatically populates the child work order description, Type, Status, Equipment, Equipment
Org., and Equipment Type.

5 ‚ WORK MANAGEMENT 242

5 Dependent—Unselect to indicate that the child work order is not dependent on the parent.
Notes: If Dependent is selected and the installation parameter EVTCASCD is set to NO, the parent Work
Order cannot be completed unless all of its child work orders are completed.
If Dependent is selected and the installation parameter EVTCASCD is set to YES, completing the
parent work order will also complete the Child WO.
6 Click Submit. The system saves the record,updates the Children list, and populates Parent Work Order with
the work order header number.
Note: To delete a child work order, select the child work order to delete, and then click Delete Child WO. The
system deletes the record and updates the Children list.

Adding Permits to Work Orders

You may associate permits with a work order on the Permits page. You may also view permits associated with work
order equipment.
Note: A work order may not have two active permit lines that refer to the same permit code.
Follow these steps to add permits to work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to add permits, and then click the Permits tab. The system displays the Permits
page.
3 Click Add Permit. The system inserts a new Permit Details record.
The system automatically selects Active.
Note: The system automatically flags a new permit as Active, and this setting cannot be changed while
adding the permit reference to the work order. You may deactivate permits after adding the permit if
necessary.
4 Permit—Select the permit to associate with the work order.
The system automatically populates the permit description, Date Printed, Permit Reference, and Permit
Comments to correspond with the selected permit.
5 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment with which to associate the permit.
ƒ Enter WO Header Equipment to associate the permit with the equipment on the work order header only.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" earlier in this chapter.
6 Click Submit. The system saves the record and updates the Permits list.
Notes: You cannot delete work order permits after they have been added as a permit reference for the work
order.
To deactivate a permit, select the permit to deactivate, and then click Deactivate Permit. The system
deactivates the record and updates the Permits list.

Scheduling Tools for Work Orders

Schedule tools from a department for specified work order activities. Record tool requirements of multiple activities
of a specified work order.
Follow these steps to schedule tools for work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to request tools, and then click the Schedule Tools tab. The system displays the
Schedule Tools page.
Note: You must enter an activity for the work order before you schedule a tool. Refer to "Creating Regular
Work Orders" earlier in this chapter for more information.
3 Click Add Tool. The system inserts a new Schedule Tool Details Record.
The system automatically populates Qty. Required and Department.

5 ‚ WORK MANAGEMENT 243

4 Activity-Trade—Select the appropriate activity-trade for the work order.
5 Tool—Enter the tool to request. The system automatically populates the description of the tool.
6 Date Required—Enter the date when you need the tool.
7 Scheduled Hours—Enter the number of hours required to complete the activity.
8 Qty. Required—Enter the number of tools you need.
9 Activity-Trade—Select the appropriate activity-trade for the work order.
Note: The system only displays the activity-trade if one activity-trade exists. When two or more exist, Activity-
Trade is empty.
10 Hours Required—The system calculates and displays the number of tools required times the number of hours
required to complete the activity.
11 Available Hours—The system displays the hours that the tool is available.
12 Activity Start Date—The system displays the beginning date for which you need the tool.
13 Activity End Date—The system displays the final date of the activity.
14 Department—Enter the department associated with this tool. If the tool applies to all departments, enter *.
15 Daily Capacity—The system calculates and displays the quantity of tools times the hours the tool is available
to the department.
16 Click Submit. The system saves the record and updates the Schedule Tools list.
Note: To delete a tool, select the tool to delete, and then click Delete Tool. The system deletes the record and
updates the Schedule Tools list.

Recording Tool Usage for Work Orders

Record tool usage for work orders to enter the quantity, usage hours, and departmental information for
equipment/parts defined as tools. The system automatically calculates the costs associated with the use of the tool
based on the usage and the rates defined for the tool, department, and organization. Refer to "Defining Tools" and
"Defining Simple Tools" earlier in this chapter.
Follow these steps to record tool usage for work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to record tool usage, and then click the Tools Usage tab. The system displays
the Tools Usage page.
Note: If the status of the work order is Completed (or equivalent user status), the setting of the TOOLDAYS
installation parameter determines whether you can add/update tool usage for the work order. Refer to
"Work Parameters" in Appendix ‚ Installation Parameters of the System Administrator’s Guide.
3 Click Add Tool Usage. The system inserts a new Tool Usage Details record.
The system automatically populates Activity-Trade (if there is only one activity on the work order),
Department, Date Used, Quantity, Hours Used, Scheduled Qty., Scheduled Hours, Rate, and Costs. Rate
is the default rate for the Department, Organization (of the work order), and Tool. Costs is calculated as the
product of the Quantity, Hours Used, and the Rate.
4 Tool—Enter the tool for which to add usage information. The system automatically popluates the tool
description.
5 Date Used—Enter the date of the tool usage.
6 Quantity—Enter the quantity of the tool that was used.
7 Hours Used—Enter the number of hours the tool was used.
Note: The BOOKDATE installation parameter indicates the manner in which the system handles entries for
Date Used and Hours Used when booking hours for the tool. Refer to "Work Parameters" in Appendix ‚
Installation Parameters of the System Administrator’s Guide.
8 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter a specific equipment to which to distribute the Hours Used.

5 ‚ WORK MANAGEMENT 244

 ƒ Enter All Equipment to evenly distribute the Hours Used to each equipment record on the work order.
ƒ Enter WO Header Equipment to distribute the Hours Used to the equipment on the work order header
only.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" earlier in this chapter.
Notes: The system automatically applies any remainder of the Hours Used to the last equipment record on the
Equipment page of the Work Orders form.
If you select All Equipment for Equipment and at least one of the related work orders has a Completed
status (or equivalent user status), the system displays a message enabling you to select whether to
distribute the cost of the tool usage against all equipment or only open related work orders.
Also, the system disregards the setting of the TOOLDAYS installation parameter when posting tool
usage transactions if you select All Equipment.
The value displayed for Used in the Tools Usage list displays the quantity of the tool issued for the
header work order and all related work orders for the activity.
9 Activity-Trade—Enter the activity and trade for the work order for which the tool was used.
10 Department—Enter the department of the work order for which the tool was used.
11 Click Submit. The system saves the record and updates the Tools Usage list.
Note: To delete a tool, select the tool to delete, and then click Delete Tool Usage. The system deletes the
record and updates the Tools Usage list.
To import a scheduled tool, click Import Scheduled Tools. The system imports any tools that are
scheduled for the work order. Refer to "Scheduling Tools for Work Orders" later in this chapter. If the
work order is a multiple equipment work order, the system creates a record for the work order header
for 0 Hours Used, creates a tool usage record for each of the MEC work orders, and divides the Hours
Used for the tool equally between each of the MEC work orders.

Viewing and Modifying Work Orders

Review the status of work orders and/or modify work orders.
Follow these steps to view and modify work orders.
1 Open the Work Orders form. The system displays the List View page.
Note: Apply a Dataspy or filter, and/or sort work orders as necessary. Refer to "Lists" and "Dataspy" in
Chapter 1 ƒ Basics.
2 View the list of work orders, and then double-click the row containing the work order to view or modify. The
system displays the Record View page.
3 View and modify work order details as necessary. Refer to "Creating Regular Work Orders" earlier in this
chapter.
4 Click . The system saves the record.

Viewing Work Order Cost

View a list of all existing costs for the selected work order and all of its children.
Notes: If the work order is a multiple equipment work order, then the system distributes the costs to any MEC
work order(s) associated with the work order based on the value entered for Equipment on the work
order header and the equipment records added to the Equipment page of the Work Orders form. Refer
to "Adding Equipment to Work Orders to Split Work Order Costs" earlier in this chapter for more
information.
Estimated costs are not copied to related MEC work orders. Therefore, the system determines the
estimated costs for MEC work orders by calculating the quotient of the estimated costs of the parent
work order and the number of equipment records added to the Equipment page of the Work Orders
form.

5 ‚ WORK MANAGEMENT 245

Follow these steps to view work order cost.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to view costs, and then click the Costs tab. The system displays the Costs page.
3 Refer to the following table when viewing work order cost information:
Cost Type Explanation
Estimated Labor Cost Activity lines’ estimated hours multiplied by trade rate when hired labor is unchecked
Estimated Hired Labor Activity lines’ estimated hours multiplied by trade rate when hired labor is checked
Estimated Stock Items Parts associated with the work order that are not tools or direct purchase
Estimated Services Price on the purchase order line associated with the work order
Estimated Direct Purchases Parts associated with the work order when direct is checked
Estimated Tool Cost Tool quantity multiplied by hours multiplied by price for the department
Estimated WO Totals Sum of all estimated costs
Planned Labor Cost Remaining hours unless remaining hours is null; then = 0
Planned Hired Labor Rate multiplied by estimated hours when hired is checked, ordered is unchecked,
PLNDRQPO installation parameter is ON, and is an ST (hours from service) line type
or is undefined and the work order activity is not associated with a requisition or
purchase order with a line order type of ST (hours from service). If the PLNDRQPO
parameter is OFF, then the same information as above applies except the work order
activity is not associated to a purchase order that is approved.
Note: Line types of SH (contractor hire) would never be part of the planned cost
because they are recorded as the work is done.
Planned Stock Items Material list quantity minus quantity of parts already issued plus quantity returned (net
issued) that is not line type of PD (direct purchase) and is not a tool
Planned Services The same as Planned Hired Labor except the line order type is SF (fixed price)
Planned Direct Purchases Requisition line minus received quantity minus scrap quantity multiplied by price on
the requisition line when the requisition is not in a status of cancelled, the requisition
line type is PD (direct purchase) and active, and is not on a purchase order. If it is on a
purchase order, then the value is the order quantity minus the received quantity minus
the scrap quantity multiplied by price on the purchase order line plus total extra
charges multiplied by the order quantity minus the received quantity minus the scrap
quantity divided by the order quantity when the purchase order is not in a status of
cancelled or approved and the purchase order line type is PD (direct purchase) and
active.
Planned Tool Cost Estimated Tool Cost minus Actual Tool Cost
Planned WO Totals Sum of all planned costs
On Order Labor Cost N/A
On Order Hired Labor Order quantity minus received quantity minus scrap quantity when the order line type
is ST (hours from service), the line is active, and the purchase order is approved.
On Order Stock Items N/A
On Order Services Order quantity minus received quantity minus scrap quantity when the order line type
is SF (fixed price), the line is active, and the purchase order is approved
On Order Direct Purchases Remaining quantity multiplied by price plus remaining extra charges when the
purchase order is approved, the order line type is PD (direct purchase), and the order
quantity is greater than zero
On Order Tool Cost N/A
On Order WO Totals Sum of all on order costs
Invoice Differences Labor Difference of actual cost and the invoiced cost for labor
Cost
Invoice Differences Hired Difference of actual cost and the invoiced cost for hired labor
Labor
Invoice Differences Stock N/A
Items

5 ‚ WORK MANAGEMENT 246

 Cost Type Explanation
Invoice Differences Services Difference of actual cost and the invoiced cost for services
Invoice Differences Direct Difference of actual cost and the invoiced cost for direct purchases
Purchases
Invoice Differences Tool Cost N/A
Invoice Differences WO Sum of all invoice difference costs
Totals
Actual Labor Cost Sum of booked hours cost when order line type is ST (hours from service) or SH
(contractor hire)
Actual Hired Labor Sum of booked hours costs that are not hired labor
Actual Stock Items Sum of transaction line quantity multiplied by transaction price when the transaction
line is a stock issue, return, or return for repair and is not a direct purchase
Actual Services Sum of booked hours costs when order line type is SF (fixed price)
Actual Direct Purchases Quantity multiplied by price plus the proportional amount of extra charges plus the
proportional amount of taxes when the transaction status is approved and is a direct
purchase minus any proportional return cost. Proportional is the transaction line
quantity divided by the order line quantity, returning a fraction that is used as a pro
rata multiplier.
Actual Tool Cost Sum of all tool costs
Actual WO Totals Sum of all actual costs
Total Cost Labor Cost Sum of Invoice Differences Labor Cost, Actual Labor Cost, and Planned Labor Cost
Total Cost Hired Labor Sum of Invoice Differences Hired Labor, Actual Hired Labor, and Planned Hired
Labor
Total Cost Stock Items Sum of Remaining Balance Stock Items and Actual Stock Items
Total Cost Services Sum of Planned Services, Invoice Differences Services, and Actual Services
Total Cost Direct Purchases Sum of Planned Direct Purchases, Invoice Differences Direct Purchases, Actual Direct
Purchases, and Remaining Balance Direct Purchases
Total Cost Tool Cost Sum of Planned Tool Cost and Actual Tool Cost
Total Cost WO Totals Sum of all WO Totals
Remaining Balance Labor Estimated Labor Cost minus Total Cost Labor Cost
Cost
Remaining Balance Hired Estimated Hired Labor minus Total Cost Hired Labor
Labor
Remaining Balance Stock Estimated Stock Items minus Total Cost Stock Items
Items
Remaining Balance Services Estimated Services minus Total Cost Services
Remaining Balance Direct Estimated Direct Purchases minus Total Cost Direct Purchases
Purchases
Remaining Balance Tool Cost Estimated Tool Cost minus Total Cost Tool Cost
Remaining Balance WO Estimated WO Totals minus Total Cost WO Totals
Totals

Viewing Child Work Orders on a Parent Work Order

View a list of child work orders on a parent multiple equipment work order.
Follow these steps to view child work orders on a parent work order.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to view child work orders, and then click the Children tab. The system displays
the Children page.
3 Select the child work order for which to view details. The system populates the Child Work Order Details.
4 View the child work order detail information.

5 ‚ WORK MANAGEMENT 247

Viewing Service Request Details
Follow these steps to view service request details.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to view service request details, and then click the Service Request Details tab.
The system displays the Service Request Details page.
3 View the service request details.

Viewing Equipment Custom Fields from a Work Order

View the Equipment Custom Fields popup from the Work Orders form to see custom fields associated with
equipment on the work order.
Follow these steps to view equipment custom fields from a work order.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to view equipment custom fields, and then click the Record View tab. The
system displays the Record View page.
3 Right-click on the form, and then choose View Equipment Custom Fields. The system displays the
Equipment Custom Fields popup.
4 View the equipment custom fields information.

Viewing Purchasing for Work Orders

View purchasing information for a work order to access a list of detailed information about requisition and purchase
order lines for a specific work order. The system displays information about Direct Purchase materials on purchase
order lines associated with the work order and/or requisition lines that are associated with the work order that are not
yet associated with purchase order lines.
Follow these steps to view purchasing for work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to view purchasing, and then click the Purchasing tab. The system displays the
Purchasing page.
3 View the purchasing history for the work order. The system displays information for both requisitions and
purchase orders for the selected work order. Refer to "Creating Requisitions" in Chapter 3 ‚ Materials
Management for information on requisitions. Refer to "Creating and Revising Purchase Orders" in Chapter 4 ‚
Purchasing Management for information on purchase orders.
Note: If a purchase order line contains a multiple equipment work order, the system also displays information
about how the purchase order is split among the equipment and related work order(s).

Creating Capital Planning Requests

Create capital planning requests to request a capital expenditure. Capital planning requests are based on forecasted
labor costs, forecasted material costs, and expected cost avoidance.
Important: This section covers functionality available in Infor EAM Asset Sustainability Edition. If you purchased
Infor EAM Business Edition or Enterprise Edition, you do not have access to the functionality covered in
this section.
Follow these steps to create capital planning requests.
1 Open the Capital Planning Request form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the purchase order belongs if you use multi-organization
security.
The system automatically populates Created By and Date Created.

5 ‚ WORK MANAGEMENT 248

4 CPR—Enter a description of the capital planning request in the adjacent field. The system assigns a capital
planning request number after you save the record.
5 Status—Select the status value of the capital planning request.
Note: The system populates Authorized By and Authorization Date when the capital planning request
Status is Approved.
6 Equipment—Select the equipment for which to make the capital planning request.
The system automatically populates Equipment Org.
7 WO Type—Choose one of the following options:
ƒ Breakdown—Select to create a work order in response to an equipment breakdown or failure.
ƒ PM—Select to create a preventive maintenance work order. Refer to "Creating Preventive Maintenance
Work Orders" later in this chapter.
ƒ Scheduled—Select to create a scheduled work order.
ƒ Repairable Spare—Select to create a work order for repairable spare parts. If you are creating a work
order for repairable spare parts, you must also add the parts to repair on the Repair Parts page. Refer to
"Adding Repairable Spare Parts to Work Orders for Repair" later in this chapter.
ƒ Standard WO—Select to create a standard work order. Refer to "Creating Standard Work Orders" earlier
in this chapter.
Note: The previously listed work order types are standard types in the system. You can also create user-
defined work order types. Refer to "Defining System Codes" in Chapter 1 ‚ System Configuration of the
System Administrator’s Guide.
8 Department—Enter the department.
9 Requested By—Enter the employee making the capital planning request.
10 Assigned To—Enter the person responsible for the work to be completed for the capital planning request.
11 Priority—Select the priority level of the capital planning request.
12 Sustainability—Select if the capital planning request is related to asset sustainability features.
13 Class—Enter the class of the capital planning request.
The system automatically populates Class Org.
14 Assigned By—Enter the supervisor who assigned the work order.
15 Estimated Labor Cost—Enter the estimated labor costs for the capital planning request. The system
automatically populates the currency in the adjacent field and calculates the Total Estimated Cost with the sum
of the Estimated Labor Cost and Estimated Material Cost.
16 Estimated Material Cost—Enter the estimated material costs of the capital planning request. The system
automatically populates the currency in the adjacent field and calculates the Total Estimated Cost with the sum
of the Estimated Labor Cost and Estimated Material Cost.
17 Cost Avoidance—Enter the estimated cost avoidance for the capital planning request. The system
automatically populates the currency in the adjacent field.
18 Appropriation Date—Enter the date by which the capital request must be appropriated.
19 Requested Appropriation Date—Enter the date by which you are requesting the appropriation of the capital
request.
20 Major Group—Enter the major group for the capital planning request.
21 Group—Enter the group for which the capital request must be appropriated.
22 Individual—Enter the individual element for the capital request.
23 Additional Information—Enter additional information for the capital request as necessary.
24 Default Authorizer—Enter the default authorizer for the capital request.

5 ‚ WORK MANAGEMENT 249

25 Click . The system saves the record.
Note: To create a work order for the service request, right-click on the Capital Planning Request form, and
then choose Create WO. The system generates a work order and populates Work Order with the
generated work order number.

Creating Preventive Maintenance Work Orders

Create preventive maintenance (PM) work orders to generate periodic work orders for specified frequencies or meter
readings.
Preventive maintenance work orders apply to single pieces of equipment or to systems that include several pieces of
equipment.
Note: You can only insert, update, or delete work orders if you are authorized to do so. Refer to "Granting
Work Order Authorization Permissions to User Groups" in Chapter 2 ‚ System Security of the System
Administrator’s Guide.
When you are creating PM schedules to generate periodic work orders, you can establish a "nesting reference"
between major and minor PMs to bypass a minor PM that coincides with the release of a major PM. For example,
you create a major PM for 90,000-mile service on a truck, for which the PM work order activities include changing
the oil. You have also created a minor PM for changing the oil every 3000 miles. You can establish a nesting
reference between the major PM for 90,000-mile service and the minor PM for changing the oil after 3000 miles to
enable the system to bypass the PM for changing the oil after 3000 miles if its release coincides with the release of
the PM for 90,000-mile service.
The system can only bypass a minor PM if it is currently associated with a major PM with a status of Released.
When bypassing a nested minor PM, the system assigns a status of Bypassed to the minor PM until the major PM
is completed. Upon completion of the major PM, the system automatically assigns the status specified for Complete
Status on the Record View page of the PM Schedules form to the minor PM, e.g., Completed or Rejected. Refer
to "Defining Preventive Maintenance Schedules" later in this chapter.
Additionally, if you change the status of a released major PM to Awaiting release, the system also sets the status of
any related bypassed minor PMs to Awaiting release.
Important: If you have set up the system to require an electronic signature to authorize status changes to PM work
orders, the system will display the eSignature popup when status changes occur for major and minor
PM work orders associated with each other through a nesting reference. Refer to "Creating Electronic
Records and Signatures" in Chapter 2 ‚ System Security of the System Administrator’s Guide for more
information about signing electronic records.

Defining PM Routes and Equipment within Routes

A route is a list of equipment that may be associated with a work order or preventive maintenance equipment record
as an indication of the scope of work to be performed, i.e., number of repetitions. Several pieces of equipment that
are serviced together often follow a particular route. Identify these routes and give them a route code.
Notes: If you have purchased the GIS integration, you may view routes on a GIS map from the Routes form.
Refer to "Viewing GIS Maps from Equipment Records (Infor EAM)" in Chapter 10 ‚ GIS Integration for
more information.
If installation parameter ROUTEEOB is set to Y, the system creates MEC work orders when their parent
work order is released, assuming the parent work order is associated with an equipment based route.
Additionally, if the child equipment is configured to associate its map with work orders when they are
released, the system associates the appropriate map with each MEC work order. Refer to "Adding
Equipment to Work Orders to Split Work Order Costs" earlier in this chapter for more information about
MEC work orders.
Follow these steps to define PM routes and equipment within routes.
1 Open the Routes form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the route belongs if you use multi-organization security.
4 Route—Enter a unique code identifying the route, and then enter a description of the route in the adjacent field.

5 ‚ WORK MANAGEMENT 250

5 Equipment Class—Enter the class of the equipment to inspect. The classes shown belong to the OBJ entity.
6 Category—Enter the category of equipment or route to associate with a regular route inspection.
7 Template—Select to associate categories with the route. Unselect to associate equipment with the route.
Routing templates apply to similar equipment requiring the same maintenance action and to equipment that
moves so frequently that updating routes may be impractical. When you select Template, the system generates
a dynamic list of all equipment that might apply to that work order, regardless of where you move the
equipment. When you unselect Template, the system lists only the specific equipment listed on the work order.
When you select Template, you may not specify a Category. If you select Template after entering a Category,
the system clears the Category you entered.
8 Revision Status—Enter the revision status for the route.
The system automatically populates Revision.
Note: You can enter a Revision Status only if the PMRVCTRL installation parameter is set to Yes. Contact
your system administrator for more information.

9 Click . The system saves the record.

10 Click the Equipment tab. The system displays the Equipment page.
11 Click Add Equipment. The system inserts a new Equipment Details record.
The system automatically populates Sequence Number with the next consecutive number according to the
INCRLINO installation parameter.
12 Equipment—Enter the equipment to include in the route.
The system automatically populates the equipment description, Equipment Type, and Equipment Org.
13 Sequence Number—Modify the sequence number as necessary.
14 Click Submit. The system saves the record and updates the Equipment list.
Note: To delete equipment from a route, select the equipment to delete, and then click Delete Equipment.
The system deletes the record and updates the Equipment list.

Defining Preventive Maintenance Schedules

Define the PM work order and its schedule. Define PM work orders based on meter readings (readings are taken
after a certain amount of usage), frequency of use (readings are taken at certain time intervals), or both.
Define PM generation "windows." Establish Ok Window %, Near Window %, and Release Window % values
based on a percentage of the meter or frequency interval. For example, assume that the Ok Window % is set to 25%
and the frequency of the PM schedule is 60 days. This indicates that during the 15 days (25% of 60) after closing a
PM work order, none of the work needs to be redone when the equipment breaks down. The Near Window %
indicates that when a breakdown occurs in this window, it may be worthwhile to execute the PM together with the
breakdown maintenance. The system generates the work order as soon as the Release Window % is reached.
Note: You can only insert, update, or delete work orders if you are authorized to do so. Refer to "Granting
Work Order Authorization Permissions to User Groups" in Chapter 2 ‚ System Security of the System
Administrator’s Guide.
Follow these steps to define preventive maintenance schedules.
1 Open the PM Schedules form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates Requested By with the User ID of the logged in user and inserts the current
date in Date Requested. The system automatically populates Date Approved with the system date and time
that the status of the invoice is set to Approved.
The system also enters a Revision number each time the PM schedule is released/updated.
3 Organization—Enter the organization to which the PM schedule belongs if you use multi-organization
security.
4 PM Schedule—Enter a unique code identifying the PM schedule, and then enter a description of the PM
schedule in the adjacent field.

5 ‚ WORK MANAGEMENT 251

5 Type—Select the type of the PM schedule. Refer to the following list for default status values:
ƒ Fixed—Select for the system to issue the PM based on a fixed schedule, e.g., based on date or reading
when the last PM was originally due.
ƒ Variable—Select for the system to issue the PM based on a variable schedule, e.g., based on the date or
reading on which the last PM was completed.
ƒ Duplicate—Select to allow multiple PM work orders to be open at the same time.
Note: Selecting Duplicate as the PM type enables you to create an exception to the rule that a PM equipment
may have only one work order for the PM work order at a time.
6 Out of Service—Select to restrict the system from displaying the PM schedule in lookups.
7 Class—Enter the class of the PM. The classes shown belong to the PPM entity.
The system automatically populates Class Org.
8 Work Package—Select to indicate that this PM schedule can be associated with a work package.
The system automatically populates Plan with the PM plan.
9 Choose one of the following options:
ƒ If the PM schedule is based on the passage of a period of time—Enter, for Perform Every, the length of
time to elapse before the system generates the PM work order, and then select the unit of measure for the
PM period in the adjacent field. The unit of measure for the PM period can be days, weeks, months,
quarters, or years.
ƒ If the PM schedule is meter-based—Enter, for Meter Interval and/or Meter #2 Interval, the interval(s)
between PM work orders, and then enter the corresponding unit(s) of measure in the adjacent field.
Important: You can specify more than one meter interval for a PM. For example, you may want to change the oil in
a truck every 3000 miles, which is Meter Interval. However, you may also want to change the oil in the
same truck after 720 hours of running time, which is Meter #2 Interval. Enter values for Meter Interval,
Meter # 2 Interval, and the meter units of measure as necessary; however, you must enter a value for
Meter Interval to enter a value for Meter #2 Interval.
10 Nesting Reference—Choose one of the following options:
ƒ To create a nesting reference to an existing PM—Select a previously scheduled PM.
ƒ To create a name by which to identify the PM schedule you are creating for nesting—Enter a name for the
PM schedule to use for nesting references. After saving the PM schedule to the database, the name you
enter will appear in the lookup for Nesting Reference, enabling you to create a nest between this PM
schedule and other PM schedules.
When establishing a nesting reference, you cannot manually specify which PM is the major or minor PM within
the nesting reference. The system automatically determines which PM to bypass within a nesting reference
based on the length of the PM periods. Within a nesting reference, the major PM is the PM with the longest
period.
11 Complete Status—Select the status to assign to minor work orders automatically bypassed and closed by the
release of this PM through a nesting reference.
12 Est. Workload—Enter the estimated number of hours required to complete the work order.
The system automatically populates People Required and Calc. Workload based on the Est. Workload.
13 Nest Buff. (-/+)—Enter the percent value of the nesting buffer. The system multiplies this value by the value
specified for Perform Every for a period-based minor PM. The system multiplies this value by the value
specified for Meter Interval and/or Meter # 2 Interval for a meter-based PM.
For both period-based and meter-based PMs, the system applies the product of this equation to the associated
major PM to determine the backward nesting window of the due date for the major PM. The system
automatically populates this field with 25; however, you can enter any value between 0 and 99999.
Note: The Nest Buff. (-/+) is only related to time-based preventive maintenance schedule setup.

5 ‚ WORK MANAGEMENT 252

14 M1 Nest Buff. (-/+)—Enter the percent value of the nesting buffer for the first meter. The system multiplies
this value by the value specified for Perform Every for a period-based minor PM. The system multiplies this
value by the value specified for Meter Interval and/or Meter # 2 Interval for a meter-based PM.
For both period-based and meter-based PMs, The system applies the product of this equation to the associated
major PM to determine the forward nesting window of the due date for the major PM. The system automatically
populates this field with 25; however, you can enter any value between 0 and 99999.
15 M2 Nest Buff. (-/+)—Enter the percent value of the nesting buffer for the second meter. The system multiplies
this value by the value specified for Perform every for a period-based minor PM. The system multiplies this
value by the value specified for Meter Interval and/or Meter # 2 Interval for a meter-based PM.
For both period-based and meter-based PMs, The system applies the product of this equation to the associated
major PM to determine the nesting window of the due date for the major PM. The system automatically
populates this field with 25; however, you can enter any value between 0 and 99999.
Important: You can enter a backward and forward nesting buffer for Perform Every or for one or both Meter
Interval and Meter #2 Interval. Enter values for Nesting Nest Buffer (- / +), M1 Nest Buffer (- / +),
and M2 Nest Buffer (- / +) for each PM interval as necessary.
16 Ok Window—Enter the value to use for the Ok window.
17 Near Window—Enter the value to use for the near window.
18 Release Window—Enter the value to use for the release window.
19 Perform On—Enter the week of the month and the day of the week on which to perform the work on the
equipment, e.g., 2nd Tuesday of the month due. Select Last to handle scenarios in which there are five weeks in
a month. The system sets the due date to the last week of the month.
Note: Perform On is only available for duplicate PMs, and is not available for daily or weekly frequencies.
20 Revision Status—Select the status for the current revision of the PM schedule.
21 Revision Reason—Enter an explanation of any revisions to the PM schedule.
22 Revision Status—Enter the revision status for the route.
The system automatically populates Revision.
Note: You can enter a Revision Status only if the PMRVCTRL installation parameter is set to Yes. Contact
your system administrator for more information.
23 WO Type—Select the work order type for the PM schedule.
24 Duration—Enter the duration of the work order for the PM schedule.
25 Approval List—Enter the approval list for the PM schedule.
26 WO Class Enter the class of the work order. The classes shown belong to the EVNT entity.
The system automatically populates WO Class Org.
27 Supervisor—Enter the supervisor for the PM schedule.
28 Priority—Select the priority level of the PM schedule.
29 Click . The system saves the record.

Defining Activities of PM Work Orders

Follow these steps to define activities of PM work orders.
1 Open the PM Schedules form. The system displays the List View page.
2 Select the PM schedule for which to define activities, and then click the Activities tab. The system displays the
Activities page.
3 Click Add Activity. The system inserts a new Activity Details record.
The system automatically populates Activity with the next available line number, and it also populates People
Required, Start, and Duration with a default value of 1.
4 Activity—Enter a unique code identifying the activity number. If you do not provide a number, the system
enters a number, starting at 1 and increasing by 1 for each record.

5 ‚ WORK MANAGEMENT 253

5 Trade—Enter the trade to perform this activity.
6 Task—Enter the task code for this activity.
7 Task Qty.—Enter the required number of units of the task to associate with the activity, and then select the unit
of measure in the adjacent field.
8 Material List—Enter the material list for this activity.
9 Estimated Hours—Enter the number of estimated hours for the activity.
10 People Required—Enter the number of people needed to complete the activity.
11 Start—Enter 1 if the activity is to start on the same day that the standard work order starts. Enter 2 if the
activity should start on day 2 of the standard work order, etc.
12 Duration—Enter the duration of the activity in days.
13 Hired Labor—Select to indicate that the activity will be completed by an external source.
Complete steps 14-20 only if you use the American Trucking Association’s Vehicle Maintenance Reporting System
(VMRS).
Note: Depending on your system configuration, the VMRS-related fields may not be displayed. Contact your
system administrator for more information.
14 Reason For Repair—Enter the reason the vehicle needs repair (Code Key 14).
15 Work Accomplished—Enter the work performed on the vehicle (Code Key 15).
16 Technician Part Failure—Enter the reason the technician or supplier thinks the vehicle failed (Code Key 18).
17 Manufacturer—Enter the Manufacturer/Supplier Code (Code Key 34) to associate with the vehicle.
18 System Level—Enter the VMRS code identifying the system, e.g., brakes, frame, suspension, needing repair
(Code Key 31).
19 Assembly Level—Enter the VMRS code identifying the subsystem needing repair (Code Key 32). The values
available are based on the system-level code.
20 Component Level—Enter the VMRS code identifying the specific component or part needing repair (Code
Key 33). The values available are based on a combination of the system-level code and the assembly-level code.
21 Activity Comments—Enter any comments relevant to the activity.
22 Click Submit. The system saves the record and updates the Activities list.
Note: To delete the activity from the PM schedule, select the activity to delete, and then click Delete Activity.
The system deletes the record and updates the Activities list.

Defining Equipment for PM Schedules

Define equipment for PM schedules on the Equipment page of the PM Schedules form.
Note: If you edit the length of a linear equipment record, the system may automatically edit associated PM
records when installation parameter PMRVCTRL is set to No. If the new equipment length falls on or
within the length of the PM, the system automatically updates the To Point of the PM record based on
the new equipment length. If the new equipment length falls outside of the length of the PM, the system
does not update the PM record.
Follow these steps to define equipment for PM schedules.
1 Open the PM Schedules form. The system displays the List View page.
2 Select the PM schedule for which to define equipment, and then click the Equipment tab. The system displays
the Equipment page.
3 Click Add Equipment. The system inserts a new Equipment Details record.
The system automatically populates Equip. Org., Work Order Org., Perform Every, Work Order, WO
Class, Supervisor, and Meter Interval.
The system automatically populates Date of Last Work Order with the Due Date of the current work order for
the PM. If the work order is a duplicate PM, the system displays the latest date.
4 Equipment—Enter the equipment for which to define a PM schedule.

5 ‚ WORK MANAGEMENT 254

 The system automatically populates the equipment description, Department, Cost Code, and Assigned To.
5 Work Order Org.—Enter the organization to which the work order belongs if you use multi-organization
security.
6 Department—Enter the department of the work order.
7 Location—Enter the location.
The system automatically populates Loc. Org.
8 Route—Enter the route for the PM equipment. Refer to "Defining PM Routes and Equipment within Routes"
earlier in this chapter.
If the ROUTEEOB installation parameter is set to Y, a Route is specified on the PM schedule, and the PM
schedule Type is either Fixed or Variable, then the system will also create MEC work orders for the route
equipment (as indicated by the setting of the MEROUTWO installation parameter). The system generates the
MEC work orders in addition to the initial PM work order when the PPMSTAT installation parameter is set to
R (Released), and the system automatically selects Multiple Equipment on the PM work order header.
Note: Updating the Route for an existing PM equipment does not affect the creation or deletion of MEC work
orders for any existing PM work orders that are pending for the PM equipment.
9 Perform Every—Enter the length of the interval of time to pass before the system generates the next PM
routine work order. You can enter any value between 0 and 99999, and then select the unit of measure in the
adjacent field. The unit of measure for the PM period can be days, weeks, months, quarters, or years.
10 Due Date—Enter the due date of the first work order.
Notes: Each work order determines the due date of the following work order. If you update the Due Date on the
Equipment page, the system updates the work order Due Date so that this due date is later than the
last work order completion date. The system adds the interval to the entered Due Date on the
Equipment page until a date later than the last completion date is reached. Future due dates are
accepted without validation.
After a work order is generated for a PM, the system automatically updates Due Date and Meter Due
on the Equipment page of the PM Schedules form to reflect the next anticipated time that the PM will be
performed on the associated equipment. The system automatically synchronizes the Due Date on the
Work Orders page of the PM Schedules form with a generated work order when a new work order is
completed or when the Due Date is updated on a work order, which includes any minor work orders that
are awaiting release when a major PM work order is completed.
11 Dormant Start—Enter the date on which the dormant period for the PM begins.
12 Dormant End—Enter the date on which the dormant period for the PM ends.
13 Reuse Dormant Period—Select to use the same specified dormant period for the PM on a yearly basis. If you
select Reuse Dormant Period, the system automatically updates the specified Dormant Start and Dormant
End dates after the dormant period has elapsed.
14 Test Point Set—Enter the test point set for calibration of the equipment.
Notes: Depending on your system configuration, Test Point Set may not be displayed. Contact your system
administrator for more information.
If the work order is a calibration work order, the system copies the test points for the specified
equipment record to the work order when it is released. The system copies the test points related to the
selected Test Point Set.
15 PM Type—Choose one of the following PM routine types:
ƒ Fixed—Select for the system to issue the PM based on a fixed schedule, e.g., based on date or reading
when the last PM was originally due.
ƒ Variable—Select for the system to issue the PM based on a variable schedule, e.g., based on the date or
reading on which the last PM was completed.
ƒ Duplicate—Select to allow multiple PM work orders to be open at the same time.
Note: Selecting Duplicate as the PM type enables you to create an exception to the rule that a PM equipment
may have only one open work order for the PM work order at a time.
16 WO Class—Enter the class of the work order.
The system automatically populates WO Class Org.

5 ‚ WORK MANAGEMENT 255

17 Cost Code—Enter the cost code associated with the PM.
18 Assigned To—Enter the person responsible for the equipment.
19 Supervisor—Enter the supervisor for the equipment.
20 Date Deactivated—Enter the date after which work order generation stops.
21 Meter Interval—Enter the length of the interval of time indicating how frequently the first meter is used/read,
e.g., 30 to indicate that the first meter is read every 30 days, and then enter the unit of measure for the first
meter that triggers release on usage in the adjacent field.
22 Meter Due—Enter the reading due value for the first meter.
Note: Each work order determines the due reading of the following work order. If you update Meter Due on
the Equipment page, the system updates the work order Meter Due so that this due reading is higher
than the reading on the last work order completed. The system adds the interval to the entered Meter
Due on the Equipment page until a reading higher than the reading on the last work order completed is
reached. Future due readings are accepted without validation.
23 Meter # 2 Interval—Enter the length of the interval of time indicating how frequently the second meter is
used/read, e.g., 30 to indicate that the second meter is read every 30 days.
24 Meter #2 Due—Enter the reading due value for the second meter.
25 Perform On—Enter the week of the month and the day of the week on which to perform the work on the
equipment, e.g., 2nd Tuesday of the month due. Select Last to handle scenarios in which there are five weeks in
a month. The system sets the due date to the last week of the month.
26 Enter Linear Reference Details. Refer to "Creating Regular Work Orders" earlier in this chapter for more
information.
27 Click Submit. The system saves the record and updates the Equipment list.
Note: To delete equipment from the PM schedule, select the equipment to delete, and then click Delete
Equipment. The system deletes the record and updates the Equipment list.

Viewing Work Orders per PM Schedule

View work order information associated with each PM Schedule.
Follow these steps to view work orders per PM Schedule.
1 Open the PM Schedules form. The system displays the List View page.
2 Select the PM schedule for which to view work orders, and then click the Work Orders tab. The system displays
the Work Orders page.
3 View the work orders per PM Schedule.
Note: The PMCRPAST installation parameter specifies whether or not the system can release a new fixed PM
work order with a due date in the past. Refer to "Work Parameters" in Appendix ‚ Installation
Parameters of the System Configuration Guide.

Viewing Comments for PM Work Order Activities

View comments for PM work order activities to access comments entered for PM work order activity records. Refer
to "Defining Activities of PM Work Orders" earlier in this chapter.
Follow these steps to view comments for PM work order activities.
1 Open the Work Orders form. The system displays the List View page.
2 Select the PM work order for which to view comments, and then click the Activities tab. The system displays
the Activities page.
3 Select the activity for which to view comments, and then click View PM Activity Comments. The system
displays the View Comments popup.
The system automatically selects Print with Document if the comments are selected for printing on the work
order activity. Refer to "Entering Comments" in Chapter 1 ‚ Basics.
4 Language—Select the language for which to view the comments.

5 ‚ WORK MANAGEMENT 256

5 View the comments.
6 Click Close. The system closes the View Comments popup.

Requesting Tools for PM Work Orders

Request tools from a department for specified PM work order activities. Record tool requirements of multiple
activities for a specified work order.
Follow these steps to request tools for work orders.
1 Open the PM Schedules form. The system displays the List View page.
2 Select the PM schedule for which to request tools, and then click the Tools tab. The system displays the Tools
page.
Note: You must enter an activity for the work order before you request a tool. Refer to "Defining Activities of
PM Work Orders" earlier in this chapter for more information.
3 Click Add Tool. The system inserts a new Tool Details Record.
4 Activity-Trade—Select the appropriate activity-trade for the work order.
Note: The system automatically populates the activity-trade value if only one activity-trade exists for the
selected work order. When two or more exist, Activity-Trade must be selected from the list.
5 Tool—Enter the tool required to complete the activity.
The system automatically populates the description of the tool and Tool Org.
6 Hours Requested—Enter the number of hours the tool is needed for the activity.
7 Quantity Required—Enter the number of tools needed to complete the activity.
8 Click Submit. The system saves the record and updates the Tools list.
Note: To remove a tool, select the tool to remove, and then click Remove Tool. The system removes the
record and updates the Tools list.

Releasing PM Work Orders

Release PM work orders awaiting execution in a batch. Select the work orders to be released by changing the WO
Status and updating the Scheduled Start Date.
After the system completes the batch release process, the system retains the records that have been successfully
updated in the Release PMs list enabling you to print the released PM work orders individually or in a batch.
If you have established a nesting reference between major and minor PMs to bypass a minor PM that coincides with
the release of a major PM, the system bypasses the minor PM as indicated by the nesting reference. Refer to
"Creating Preventive Maintenance Work Orders" earlier in this chapter.
Note: The system can only bypass a minor PM if the minor PM is currently associated with an existing major
PM with a status of Released, regardless of a specified back or forward nesting tolerance.
Follow these steps to release PM work orders.
1 Open the Release Individual PM Work Orders form.
The system retrieves all PM work orders with a WO Status (system status or user status equivalent) of
Awaiting Release.
The system automatically populates WO Status, Scheduled Start Date, Work Order, PM, Equipment Type,
Equipment, Equipment Description, Equipment Org., WO Type, WO Due Date, Department, Location,
Location Org., Priority, Period, Interval, Reading Due, and Error Message (for updates) for each record.
2 Select the PM work order to release.
3 WO Status—Change the status of the PM work order to R (Released).
4 Scheduled Start Date—Update the scheduled start date for the PM work order if necessary. Any changes made
to the start date shifts the activity start date but does not affect the duration for the work order.

5 ‚ WORK MANAGEMENT 257

5 Print All Released PMs—Select to release all PM work orders with a WO Status of Released.
Note: To print all PMs, select Print All Released PMs and then click Update PMs. The system updates the
PM work orders, and then prints all of the released PM work orders.
6 Update additional PM work orders as necessary.
7 Click Update PMs. The system generates the PM work orders for the selected records. The system also retains
the records that have been successfully updated in the Release PMs list enabling you to print the released PM
work orders individually.
Notes: To print individual PMs, select the PM work order, and then click Print Selected Released PM. If the
selected PM work order has a WO Status of Released and there are no unsaved changes for the
record, then the system prints the selected PM work order based on the report definition for the Release
PMs form.
If a PM work order is associated with a Route and the ROUTEEOB installation parameter is set to Y,
then the system creates MEC work orders for each equipment on the route as indicated by the setting
of the MEROUTWO installation parameter. Refer to "Adding Equipment to Work Orders to Split Work
Order Costs" later in this chapter.
If the route equipment on the work order header is associated with calibration data/test points, the
system only copies the calibration data/test points to the related MEC work orders created by the
system and not to the work order header.
The MEROUTWO installation parameter identifies which equipment to copy to route-based PM work
orders created by the system for multiple equipment records on the work order. Refer to "Work
Parameters" in Appendix ‚ Installation Parameters of the System Administrator’s Guide. If the
AUTOPMCL installation parameter is set to YES, the system automatically closes all released minor PM
work orders when the major PM with which they are associated is released.

Understanding PM Work Packages

A PM work package consists of PM work orders of the same period that have been grouped together under a single
"umbrella" work order. PM work packages function similarly to batch processes, and they can be released together
at the same time. Before creating a PM work package, gather an inventory of period-based PMs that have been
flagged for use in work packages.

Creating and Editing PM Work Packages

Create multiple PM work orders for equipment, and then package them together so that they release at the same
time.
Follow these steps to create and edit PM work packages.
1 Open the PM Work Packages form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the work package belongs.
4 PM Work Package—Enter a unique code identifying the work package, and then enter a description of the
work package in the adjacent field.
5 Class—Enter the class of the work package.
The system automatically populates Class Org.
6 WO Type—Select the work order type of the work package.
7 Parent Equipment—Enter the equipment on which to perform the work package.
The system automatically populates Parent Equipment Org. and Department.
8 Department—Enter the department to which the work package belongs.
9 WO Status—Select the work order status of the umbrella work order under which the work package is created.
10 Trade—Enter the trade performing the work package.
11 WO Class—Enter the work order class of the work package.
The system automatically populates WO Class Org.

5 ‚ WORK MANAGEMENT 258

12 PM Type—Select the PM type of the work package.
13 Due Date—Enter the date that the work package should begin.
14 Perform Every—Enter the length of the interval of time to pass before the system generates the next PM
routine work order. You can enter any value between 1 and 99999, and then select the unit of measure in the
adjacent field. The unit of measure for the PM period can be days, months, quarters, or years.
15 Duration—Enter the estimated number of days needed to complete the entire work package.
16 People Required—Enter the number of people required to complete the work package.
17 Est. Workload—Enter the estimated number of hours needed to complete the work package.
The system automatically populates Calc. Workload, Last Parent WO, and Changed.
Note: The system calculates Calc. Workload based on the sum of the estimated workload for each PM work
order.

18 Click . The system saves the record.

Defining Equipment for PM Work Packages

Define and specify equipment to include on PM work packages.
Follow these steps to define equipment for PM work packages.
1 Open the PM Work Packages form. The system displays the List View page.
2 Select the PM work package for which to define equipment, and then click the Equipment tab. The system
displays the Equipment page.
3 Click Add Equipment. The system inserts a new Equipment Details record.
4 Equipment—Enter the equipment to add to the PM work package. The system automatically populates the
equipment description.
5 Click Submit. The system saves the record and updates the Equipment list.
Note: To remove equipment from the PM work package, select the equipment to remove, and then click
Remove Equipment. The system removes the record and updates the Equipment list.

Scheduling Employees for PM Work Packages

Schedule employees to accomplish all of the activities of all the PM equipment listed on a work package.
Follow these steps to schedule employees for PM work packages.
1 Open the PM Work Packages form. The system displays the List View page.
2 Select the PM work package for which to schedule employees, and then click the Employees tab. The system
displays the Employees page.
3 Click Add Employee. The system inserts a new Employee Details record.
4 Employee—Enter the employee to assign to the PM work package. The system automatically populates Name.
5 Click Submit. The system saves the record and updates the Employee list.
Note: To remove an employee from a PM work package, select the employee to remove, and then click
Remove Employee. The system removes the record and updates the Employees list.

Understanding PM Forecasting
Forecast preventive maintenance for equipment beyond creating PM work orders. Define parameters to gather a
group of selected equipment for which to forecast preventive maintenance. Forecasting PMs allows you to view the
preventive maintenance on equipment for a selected period of time as much as one year in advance. Adjust the due
dates for preventive maintenance as necessary to balance the resource workload.
Notes: Due dates can only be updated for forecasted PMs. For existing PM work orders, the due date cannot
be changed.
The system will not forecast preventive maintenance for equipment used in a PM work package.

5 ‚ WORK MANAGEMENT 259

 The system supports only frequency-based PMs on the PM Forecasting form. Meter-based PMs are not
supported.
The system supports only duplicate PMs on the PM Forecasting form. Fixed and variable PMs are not
supported.

Defining Equipment Parameters for PM Forecasting

Define parameters to select the equipment and PMs for which to forecast preventive maintenance.
Follow these steps to define equipment parameters for PM forecasting.
1 Open the PM Forecasting form. The system displays the Parameters page.
2 Parameter List—Select the saved selection parameters. The system retrieves the saved selection criteria. Refer
to "Saving Report Parameters" in Chapter 9 ‚ Reports for more information.
3 Forecast Start Date—Enter the estimated start date for the forecasting session.
4 Forecast End Date—Enter the estimated end date for the forecasting session.
5 Session ID—Enter the ID for the session.
Note: Enter Session ID if you are working on an existing session. If you are creating a new session, the
system automatically populates Session ID after you click Process.
6 Equipment—Enter the equipment for which to forecast preventive maintenance.
7 Top Level—Enter the top level equipment. The system does not display on the Preview page any equipment
above the selected equipment in the structure.
8 Type—Enter the type of equipment.
9 Class—Enter the class of the equipment.
10 Category—Enter the category of the equipment.
11 Criticality—Enter the criticality code to indicate the relative importance of the equipment to the overall
production of PM.
Follow these steps to define PM parameters.
12 PM Schedule—Enter the PM schedule.
13 Class—Enter the class of the PM schedule.
14 Nesting Reference—Enter the nesting reference for the PM schedule.
15 Priority—Enter the priority of the PM schedule.
16 WO Type—Enter the work order type of the PM.
Follow these steps to define PM equipment parameters.
17 Work Order Org.—Enter the work order organization of the PM.
18 WO Class—Enter the class of the work order of the PM.
19 Department—Enter the department of the PM equipment.
20 Location—Enter the location of the PM equipment.
21 Assigned To—Enter the person responsible for the PM equipment.
22 Cost Code—Enter the cost code of the PM equipment.
23 Supervisor—Enter the supervisor for the PM equipment.
Follow these steps to select the options for generating PM work orders.
24 Parent Equipment Type—Select to display Parent, Parent Org., and Parent Description for each equipment
displayed on the Preview page.
25 Include Children—Select to include the children of the selected equipment in the list of equipment for which
to forecast PMs.
26 Minimum PM Frequency (Days)—Enter a number to determine whether the system will include or exclude
PMs for equipment with periods less than the number of days specified.

5 ‚ WORK MANAGEMENT 260

27 Enable Child Equipment Tab—Select to enable the Child Equipment page so that the system displays the
page.
Follow these steps to select the forecasting options.
28 Work Order Background Color—Enter the background color for the work order.
29 Actual Due Date Background Color—Enter the background color for the actual due date.
30 Forecast PM Background Color—Enter the background color for the forecasted PMs.
31 Weekend Background Color—Enter the background color for weekends.
32 Locked PM Due Date Text Color—Enter the text color for locked PM due dates.
33 Perform On Day Text—Select one of the following options for the text type for which to display the value for
Perform On Day.
ƒ Underscore—Select to display the text value for Perform On Day as Underscore type.
ƒ Italics—Select to display the text value for Perform On Day as Italics type.
34 Yearly Designator—Enter a value to designate a year, e.g., Y for Yearly.
35 Quarterly Designator—Enter a value to designate a quarter, e.g., Q for Quarterly.
36 Monthly Designator—Enter a value to designate a month, e.g., M for Monthly.
37 Weekly Designator—Enter a value to designate a week, e.g., W for Weekly.
38 Daily Designator—Enter a value to designate a day, e.g., D for Daily.
39 Work Hours per Day—Enter the number of hour per workday.
Note: The system automatically populates Work Hours per Day based on the WORKDAY installation
parameter. Work Hours per Day is used by the View Resource Load popup and the Resource Load
Graph on the Forecasting page.
40 Maximum Rows per Page—Enter the maximum number of rows of equipment to display on the Forecasting
page.
Note: The system defaults 20 rows per page as the maximum. Entering a value greater than 20 may cause
the system to delay the performance.
41 Prevent Separation Greater than 1 Period Between Forecast Start Date and new PM Due Dates—Select
to prevent the due date from being greater than 1 frequency after the forecasted start date.
42 Prevent new PM Due Dates prior to Forecast Start Date—Select to prevent new PM due dates prior to the
forecasted start date when no work orders exist for the PM. If a work order exists for the PM the system
prevents the separation between the work order and the first PM due date from exceeding the frequency.
43 Allow Session Approval with Active Warnings—Select to allow the system to approve sessions with active
warnings.
44 Click Process. The system displays the Preview page listing all of the equipment for which to forecast PMs.
Refer to "Forecasting PMs" later in this chapter for more information on selecting equipment for which to
forecast PMs.
The system automatically populates Session ID for new sessions.
Notes: When Process is clicked, the system protects the fields and does not allow editing of these values for
the current session.
When Process is clicked, the system only considers the Equipment parameters, work order
organization, and the Include Children checkbox to present equipment on the Preview page. The
remaining parameters are not considered when building the Preview list.

Forecasting PMs
View and adjust the due dates for selected equipment in a forecasted PM session to balance the PM workload. Drag
and drop dates as necessary to change due dates and balance the workload.
Note: The system displays existing PM work orders with a Released or Completed status on this form;
however, their due dates cannot be changed.

5 ‚ WORK MANAGEMENT 261

Follow these steps to forecast PM's.
1 Open the PM Forecasting form. The system displays the Parameters page.
2 Choose one of the following options:
ƒ For a new session—Enter the appropriate parameters. Refer to "Defining Equipment Parameters for PM
Forecasting" earlier in this chapter.
Notes: You must select equipment for which to forecast PMs on the Preview page. To begin PM forecasting,
click Start PM Forecasting on the Preview page.
To view the Preview page, select Tab Available on the Child Equipment page for your user group, and
then select Enable Child Equipment Tab on the Parameters page of the PM Forecasting form. Contact
your System Administrator for more information.
ƒ For an existing session—Enter the Session ID. The system automatically populates the parameters for the
existing session. Click the Forecasting tab. The system displays the Forecasting page.
3 Select the equipment for which to forecast PMs on the Preview page, and then click the Forecasting tab, or click
Start PM Forecasting on the Preview page. Drag and drop date cells as necessary to change due dates and
balance the workload.
Notes: The system locks all PM equipment records related to the selected equipment and PMs. The system
does not allow changes to the PM equipment record or PM generation until after the forecasting session
is Approved or Cancelled. The system displays the Session ID responsible for locking the record on
the PM equipment record.
To cancel the forecasting session, click Cancel Session. The system cancels the session.
If a PM is brought into the session via parameters selected and the PM equipment is selected on the
Preview page, the system automatically includes all PMs in the nest regardless of whether or not the
other PMs in the nest meet the selected criteria.
All PMs in a nest for specific equipment are represented by a single row on the Forecasting page, i.e. all
frequencies in the nest are represented on the calendar portion of the row. Otherwise a row represents
a unique PM and equipment.
There are numerous options available. Refer to "Selecting Due Date Options for PM Forecasting" later
in this chapter for more information on these options.

Understanding PM Forecasting Options

There are several options available for adjusting the due dates for forecasted PMs.
Refer to the following table for a list of icons available:
Icon Description Results
View the calendar legend The system displays the calendar legend with the parameters
set on the Parameters page. Refer to steps 28-40 of "Defining
Equipment Parameters for PM Forecasting" earlier in this
chapter.
Validate all records in a session to see if any The system displays any active warnings. To ignore an
active warnings exist active warning, select Ignore Warning, and then click
Submit. The system ignores the warning and validates the
session.
Process all due date changes and approve a The system updates all relevant PM equipment records with
session the new due dates and Perform On Day information, if a
perform on day was set. The system does not approve
sessions with active warnings unless Allow Session
Approval with Active Warnings is selected on the
Parameters page
View the resource load required to perform The system displays Refer to "Viewing the Resource Load"
PMs later in this chapter.
Run the resource balance report The system initiates the view resource load report for the
current session.

5 ‚ WORK MANAGEMENT 262

Icon Description Results
Run the future maintenance cost report The system initiates the maintenance cost report for the
current session.
Delete and cancel a session The system cancels the session, and then displays the
Parameters page. The system deletes the Session ID.
View the same day of the previous month The system displays the same day of the previous month. If
the same day does not exist in the previous month, the
system displays the last day in the previous month.
View the same day of the next month The system displays the same day of the subsequent month.
If the same day does not exist in the subsequent month, the
system displays the last day of the next month.
There are several right-click options available for PM equipment. To view and choose the options, right-click on the
PM equipment record, and then select the appropriate right-click option.
Refer to the following table for the available right-click options:
Right-click Option Description Results
View Equipment Details View details for PM equipment The system displays the View Equipment Details
popup.
Update PM Due Date Update a PM Due Date The system displays the Update Due Date popup.
Notes: If the record represents a nest, the
system displays all PMs in a nest.
Original Due Date is the PM due date
as it exists currently in the system. Due
Date is the PM due date as it exists
within the current session.
Validate Record Validate a single record in a session If the validation fails, the system displays the failures
in the Validation Warnings popup.
There are numerous right-click options available on a calendar grid cell. To view and choose the options, right-click
on the calendar grid cell, and then select the appropriate right-click option.
Refer to the following table for the available right-click options:
Right-click Option Description Results
View WO Details View the details of a work order The system displays the View Work Order Details
popup.
View PM Details View the details of a PM The system displays the View PM Details popup.
Shift PM Schedule Shift the PM schedule The system shifts the PM schedule.
Enable Perform On Day Enable Perform On Day The system enables Perform On Day.
Disable Perform On Day Disable Perform On Day The system disables Perform On Day.
Lock PM Due Date Lock the PM Due Date The system locks the PM Due Date.
Unlock PM Due Date Unlock the PM Due Date The system unlocks the PM Due Date.

Viewing the Resource Load

View the resource loading required for the current PM forecasting session to determine the number of resource days
required to complete the work. View the number of estimated hours and resource days required by trade per month,
week, or day in the forecasting session. Modify the date ranges to plan PMs for a specific time period, and then
make changes to the underlying PM forecasting session to balance the resource load. This popup considers both
Released and Forecasted PMs.
Follow these steps to view the resource load.
1 Open the PM Forecasting form. The system displays the Parameter page.
2 Choose to create a new PM forecasting session or work with an existing PM forecasting session. Refer to
"Forecasting PMs" earlier in this chapter.
3 Click . The system displays the View Resource Load popup.

5 ‚ WORK MANAGEMENT 263

4 Start Date—Enter the starting date for the current PM forecasting session.
5 End Date—Enter the ending date for the current PM forecasting session.
The system automatically populates Work Hours per Day based on the value on the Parameters page.
6 Select one of the following options:
ƒ Group by Day—Select to group the defined date range by days. The system displays the time period in
days. Group Start Date matches Group End Date for each record. The system calculates Estimated
Hours, Resource Day Requirements, and Total Resource Day Requirements by this selection.
ƒ Group by Week—Select to group the defined date range by weeks. The system displays the time period in
weeks. The system calculates Estimated Hours, Resource Day Requirements, and Total Resource Day
Requirements by this selection.
ƒ Group by Month—Select to group the defined date range by month. The system displays the date range
records until the End Date is the same as Group End Date.
Notes: The system calculates Resource Days Required as:
Resource Days Required = Estimated Hours ⁄ Work Hours per Day
The system calculates Resource Days Required as the number of person-days required for the trade
for the defined date range.
7 View the current resource load. Modify the PM due dates in the underlying PM forecasting session.
8 Click Refresh Resource Data.
The system automatically populates Date Last Refreshed and refreshes the data on the popup based on the
current PM forecasting session
9 Click Close. The system closes the popup.
Note: The system does not automatically display the changes to the PM forecasting session made while the
View Resource Load popup is open. To view the changes made in the grid, click Refresh Resource
Data.

Generating Work Orders

Create or update multiple work orders using the Generate Work Orders form.
The Generate Work Orders form consists of two pages: the Parameters page, on which you define the selection
criteria for locating the work orders to process in the batch; and the Preview page, on which you can preview the
work orders in the batch prior to actually processing them and select or unselect the work orders to process as
necessary.
The Generate Options section of the Parameters page enables you to specify the manner in which the system
processes the work orders during the batch generation process. Release WOs for Fixed/Variable PMs is selected
by default, enabling the system to automatically release all PM work orders of PM Type Fixed or Variable with a
Status of Awaiting release. When you unselect Release WOs for Fixed/Variable PMs, the system does not
automatically release any fixed or variable PM work orders during the batch generation process.
If you choose to release fixed/variable PM work orders, the system releases the fixed or variable PM work orders
based on their due dates. If you specified a dormant period for the equipment attached to the fixed/variable PM, the
system temporarily postpones the release of the fixed/variable PM if the due date for the PM falls within the
specified dormant period.
The system automatically recalculates the next due date for a fixed PM falling within a dormant period by
incrementally adding the PM period to the due date until the due date for the PM is greater than the specified
Dormant End date for the equipment.
The system recalculates the next due date for a variable PM falling within a dormant period by assigning the new
due date as the next day following the specified Dormant End date for the equipment associated with the PM.
Note: Adding a dormant period to PM equipment does not affect any previously created or released PM work
orders.
If you choose to release duplicate PMs, the system searches for any PMs that meet the parameter criteria. If
Perform On is specified for the PM equipment record, the system automatically adjusts the calculated Due Date

5 ‚ WORK MANAGEMENT 264

based on Perform On. Within the month in which the normally calculated Due Date falls, the system sets to the
week of the month and day of the week defined by Perform On for the PM equipment record.
The Preview page allows you to preview all of the work orders selected for processing based on the selection
parameters, enabling you to select or unselect work orders to include in the batch generation process before you
actually process the work order batch. You can select or unselect individual work orders for processing, or you can
select or unselect all work orders for processing.
Follow these steps to generate work orders.
1 Open the Generate Work Orders form. The system displays the Parameters page.
2 Organization—Enter the organization to which the work order belongs if you use multi-organization security.
3 Department, Supervisor, Equipment, Location, Assigned To, PM, PM Class, WO Type, and Cost Code—
Enter one or all of these selection parameters for generating the work order batch.
4 Generate Through—Enter the date until which to process the work orders.
Note: To generate all work orders meeting the specified selection criteria up to the current date, leave
Generate Through blank.
5 Change WO Status—Select to change the work order status.
6 Current WO Status—Enter the current status of the work order.
7 New WO Status—Enter the status to which to change the current work order status.
8 Generate WOs for Repairable Spares—Select to generate work orders for repairable spares.
9 Store—Enter the store for which to generate work orders for repairable spares.
The system automatically populates Store Org.
10 Generate PM Work Package—Select to create PM work orders for the parent equipment specified on a
selected work package.
11 Department—Enter the department to which the work package belongs.
12 Work Package—Enter the code identifying the work package for which to generate a work order for the parent
equipment.
13 WO Status—Enter the status of the work package.
14 Period—Enter the period under which the work package PM work orders were grouped.
15 Parent Equipment—Enter the parent equipment for which to generate PM work orders for all child equipment
listed on the work package.
16 WO Type—Enter the work order type of the work package.
17 Release WOs for Fixed/Variable PMs—Select to create PM work orders that are of the type Fixed or
Variable when processing the work order batch. The system releases the fixed PM work order’s status to the
status specified in the WORKWOST installation parameter.
If the ROUTEEOB installation parameter is set to Y, a Route is specified on a PM schedule, and the PM
schedule Type is either Fixed or Variable, then the system also creates MEC work orders for the route
equipment (as indicated by the setting of the MEROUTWO installation parameter). The system generates the
MEC work orders in addition to the initial PM work order when the PPMSTAT installation parameter is set to
R (Released), and the system automatically selects Multiple Equipment on the PM work order header.
If AUTOPMCL installation parameter is set to YES, the system automatically closes all released minor PM
work orders when a major PM is released. If the minor PM work orders being closed are multiple equipment
work orders, then the system also closes all MEC work orders related to the minor PM work orders.
Important: In previous versions of the system (version 7.9 or earlier), if installation parameter ROUTEEOB is set to
Y, the system created RC (route child) work orders when a parent work order was released for a route-
based PM. Refer to "Defining PM Routes and Equipment within Routes" earlier in this chapter.
In the current version of the system, if the ROUTEEOB installation parameter is set to Y, the system
creates MEC work orders when a parent work order is released for a route-based PM.
18 Generate WOs for Duplicate PMs—Select to create PM work orders that are of the type Duplicate when
processing the work order batch. The system automatically assigns the status entered for the PPMSTAT

5 ‚ WORK MANAGEMENT 265

 installation parameter to the PM work orders created during the batch process and then releases the work
order’s status to the status specified in the WORKWOST installation parameter.
Note: The system does not generate work orders for PMs locked by a PM forecasting session.
19 Generate WOs for Repairable Spares—Select to create work orders for repairable spare parts to be repaired
internally. The system enables Store and it is required. The system populates Store Org. based on the selected
Store.
Note: Refer to "Generating Work Orders for Repairable Spare Parts" later in this chapter for more information.
20 Include Child Equipment—Select to generate work orders for any child equipment of the selected Equipment
when processing the work order batch.
21 Release Other WOs—Select to update other existing work orders that have the specified Current WO Status.
The system enables Current WO Status, and it is required.
22 Current WO Status—Enter the current work order status for which to update existing work orders.
If you selected Release Other WOs and entered a Current WO Status, upon initiation of the work order
generation process, the system locates and updates all existing work orders that have the specified Current WO
Status and updates the status of the work orders to the value specified in the WORKWOST installation
parameter.
23 Print Summary Report—Select to generate a summary report of all the generated work orders after the batch
generation process is complete.
24 Print Work Orders—Select to print work order cards for the work orders created/updated when processing the
work order batch.
25 Click Process. The system displays the Preview page listing all of the work orders meeting the selection
criteria.
The Preview page retains the settings for Print Work Orders from the Parameters page. You can select or
unselect Print Work Orders as necessary.
26 Select— Select each work order you wish to generate in the work order batch as necessary, or you can unselect
each work order you do not wish to generate in the work order batch as necessary.
Notes: To select all the work orders at once, check Select. To unselect all the work orders at once, uncheck
Select.
The system does not display MEC work orders on the Preview page. However, the MEC work orders
are generated/released when the parent multiple equipment work order is generated or released.
27 Click Generate. The system generates the work order for the selected records. If any errors occur, then the
system changes the record’s visual attribute to red and displays an error message in the Error Message column
of the Preview list.
The system automatically copies From Point, unit of measure, Ref. Description, and Geographical Ref. and
To Point, unit of measure, Ref. Description, and Geographical Ref. to work orders that are released for linear
equipment PMs.
Important: If you have set up the system to require an electronic signature to authorize status changes to work
order headers, the system displays the eSignature popup once for every work order in the work order
batch for which there is a status change. Refer to "Creating Electronic Records and Signatures" in
Chapter 2 ‚ System Security of the System Administrator’s Guide for more information about signing
electronic records.

Generating Work Orders for Repairable Spare Parts

Generate work orders for repairable spare parts to be repaired internally. If you select to generate work orders for
internal repairs, the system checks to see if there is a Qty. for Repair for any parts in store. If a positive quantity for
repair exists, the system generates a work order of Type Repairable Spare containing the part(s) to be repaired
internally. If Auto-Assign and Active are on, the system automatically moves the part from Qty. on Hand to Qty.
at Shop when the internal repair work order is generated.
Follow these steps to generate work orders for repairable spare parts.
1 Open the Generate Work Orders form. The system displays the Parameters page.

5 ‚ WORK MANAGEMENT 266

2 Organization—Enter the organization to which the work order belongs if you use multi-organization security.
3 Department, Equipment, Location, PM, PM Class, and/or WO Type—Enter one or all of these selection
parameters for generating the work order batch.
4 Generate Through—Enter the due date through which to process the work orders.
Note: To generate all work orders meeting the specified selection criteria up to the current date, leave
Generate Through blank.
5 Print Summary Report—Select to generate a summary report of all the generated work orders after the batch
generation process is complete.
6 Print Work Orders—Select to print work order cards for the work orders created/updated when processing the
work order batch.
7 Generate WOs for Repairable Spares—Select to create work orders for repairable spare parts to be repaired
internally. The system enables Store and it is required. The system populates Store Org. based on the selected
Store.
8 Click Process. The system displays the Preview page listing all of the work orders meeting the selection
criteria.
The Preview page retains the settings for Print Work Orders from the Parameters page. You can select or
unselect Print Work Orders as necessary.
9 Select—Select each work order you wish to generate in the work order batch as necessary.
Note: To select all the work orders at once, check Select. To unselect all the work orders at once, uncheck
Select.
10 Click Generate. The system generates the work order for the selected records. If any errors occur, then the
system changes the record’s visual attribute to red and displays an error message in the Error Message column
of the Preview list.
Important: If you set up the system to require an electronic signature to authorize status changes to work order
headers, the system displays the eSignature popup once for every work order in the work order batch
for which there is a status change. Refer to "Creating Electronic Records and Signatures" in Chapter 2 ‚
System Security of the System Administrator’s Guide for more information about signing electronic
records.
Refer to the following processing rules when generating work orders for repairable spare parts.
ƒ Refer to "Understanding the Auto-Assignment Processes for Repairable Spare Parts" in Chapter 3 ‚ Materials
Management for more information about the auto-assignment process for assigning repair details to work
orders.
ƒ If you selected Use Stock Method for a part on the Repair Details tab of the Parts form, the system calculates
the Qty. to Repair based on the stock replenishment method specified for the part in the holding store. For
example, you create a part OOV-REX-TRA-25G for which Min/Max is the Stock Method with a Minimum
Qty. of 5 and a Maximum Qty. of 10. The current Qty. on Hand of OOV-REX-TRA-25G is 4 and the stock
Qty. for Repair is 9. When you generate an internal repair work order for the part, the system calculates the
Qty. to Repair on the work order as 6 parts rather than 9 to update the Qty. on Hand of the part in stock to the
specified maximum of 10.
ƒ If you do not select Use Stock Method for a part on the Repair Details tab of the Parts form, the system
automatically generates the work order for the full Qty. for Repair on the Repair Details tab of the Parts form.
ƒ If you do not select Auto Assign on the Repair Details tab of the Parts form, the system automatically generates
the work order for a Qty. Assigned of 0, and you must use the Assign Repair Details popup on the work order
to make assignments.

5 ‚ WORK MANAGEMENT 267

Scheduling Work
View the current work order schedule, calculate labor availability, and view labor utilization. Schedule unscheduled
or backlogged work orders. Reschedule work orders as necessary. Additionally, you can view work order comments,
change the work order status, and freeze or unfreeze activity schedules. You may balance the workload on the WO
Load Balancing form.

Viewing the Work Order Schedule

View the work order schedule to gather information concerning current maintenance projects and to assist in future
scheduling.
Follow these steps to view the work order schedule.
1 Open the Work Order Scheduling form.
2 Organization—Enter the organization for which to view schedules if you use multi-organization security.
3 Schedule By—Select one of the following options:
ƒ Employee—Select to view the schedule by employee. The system displays Employee. Enter, for
Employee, the Employee for whom you wish to view the work order schedule for the date selected on the
calendar.
ƒ Trade/Department—Select to view the schedule by trade/department. The system displays Trade and
Department. Enter, for Trade, the trade for which you wish to view the work order schedule for the date
selected on the calendar. You may also enter, for Department, the department for which you wish to view
the work order schedule to further filter the trade records for the date selected on the calendar.
4 Refer to this table when viewing the work order schedule.
View Procedure
Daily schedule Select from the calendar the day for which to view the schedule. The system displays the
daily schedule in the top portion of the form.
Unscheduled work orders Select Unscheduled WOs for Dataspy in the Activities section of the form.
Backlogged work orders Select Backlogged WOs for Dataspy in the Activities section of the form.

Note: To refresh the work order schedule, click Refresh. The system updates the schedule with the current
work order information. Refer to "Entering Dates and Times with the Calendar" in Chapter 1 ƒ Basics for
more information on the calendar.

Calculating Labor Availability

Calculate the total number of hours that are available for work during a given period. Use the available hours to
schedule labor.
The Organization, Trade, and Department fields serve as filters for employees who are associated with specific
organizations, trades, and departments. Enter an organization to calculate labor availability for all employees
assigned to that organization and to an active shift. Enter a trade to calculate labor availability for all employees
assigned to that trade and to an active shift. Enter a department to calculate labor availability for all employees
assigned to that department and to an active shift. Finally, enter any combination of Organization, Trade, or
Department to calculate labor availability for all employees that match that specific combination. Leave
Organization, Trade, and Department empty to calculate labor availability for all active shifts.
Notes: You have to assign the employee to a shift in order for the employee’s availability to be part of the
calculation.
You may also calculate labor availability on the Record View page of the Employees form.
Important: Infor strongly recommends that you calculate labor availabilities before scheduling work orders in the
system.
Follow these steps to calculate labor availability.
1 Open the Work Order Scheduling form.
2 Click Calculate Availability. The system displays the Calculate Availability popup.
3 Organization—Enter the organization for which to calculate labor availability.

5 ‚ WORK MANAGEMENT 268

4 Trade—Enter the trade for which to calculate labor availability.
5 Department—Enter the department for which to calculate labor availability.
Note: The system totals employee exceptions for Trade and Department to calculate the total amount of
labor hours available for a specific timeframe.
6 Start Date and End Date—Enter the starting date and ending date of the period for which to calculate available
labor.
Note: End Date must be later than or equal to Start Date.
7 Click Calculate. The system calculates the available hours.
8 Click Close. The system closes the Calculate Availability popup.

Viewing Labor Utilization

View labor utilization percentages for each calendar day.
Follow these steps to view labor utilization.
1 Open the Work Order Scheduling form.
2 Organization—Enter the organization for which to view labor utilization if you use multi-organization
security.
3 Schedule By—Select one of the following options:
ƒ Employee—Select to view the schedule by employee. The system displays Employee. Enter, for
Employee, the Employee for whom you wish to view the labor utilization for the date selected on the
calendar.
ƒ Trade/Department—Select to view the schedule by trade/department. The system displays Trade and
Department. Enter, for Trade, the trade for which you wish to view the labor utilization for the date
selected on the calendar. You may also enter, for Department, the department for which you wish to view
the labor utilization to further filter the trade records for the date selected on the calendar.
4 Place the cursor over a calendar day to view the employee or trade/department utilization percentage for that
day. The colors indicating labor utilization only appear on the calendar after you calculate labor availability.
Refer to "Calculating Labor Availability" earlier in this chapter for more information on calculating labor
availability. Refer to this table when viewing the labor utilization.
Color Significance
Gray Non-working day for the organization or no labor scheduled for this day.
Green Total scheduled hours are less than total available hours, and labor utilization is less than 80%.
Yellow Total scheduled hours are between 80% and 100% of total available hours.
Red Total scheduled hours exceed the total available hours.

Note: Refer to "Entering Dates and Times with the Calendar" in Chapter 1 ƒ Basics for more information on
the calendar.

Scheduling or Rescheduling Work Orders

Schedule unscheduled or backlogged work orders. Reschedule work orders as necessary.
Follow these steps to schedule or reschedule work orders.
1 Open the Work Order Scheduling form.
2 Organization—Enter the organization for which to schedule work if you use multi-organization security.
3 Schedule By—Select one of the following options:
ƒ Employee—Select to schedule by employee. The system displays Employee. Enter, for Employee, the
Employee for whom you wish to schedule the work.
ƒ Trade/Department—Select to schedule by trade/department. The system displays Trade and
Department. Enter, for Trade and Department, the trade and department for which you wish to schedule
the work.

5 ‚ WORK MANAGEMENT 269

4 Auto Refresh—Select for the system to automatically refresh the Daily Schedule list after scheduling an
activity on the calendar. If you do not select Auto Refresh, the activity will not automatically appear in the
Daily Schedule list until you manually click Refresh.
5 Refer to this table when scheduling or rescheduling work orders.
Function Procedure
Schedule unscheduled Select Unscheduled WOs for Dataspy in the Activities section of the form, and then
work orders select a work order from the list and drag it to the day on the calendar for which to schedule
it. The system creates a new work order schedule record.
Schedule backlogged Select Backlogged WOs for Dataspy in the Activities section of the form, and then select
work orders a work order from the list and drag it to the day on the calendar for which to schedule it.
The system creates a new work order schedule record.
Reschedule work orders Select the work order to reschedule in the Daily Schedule list, and then drag it to the day on
the calendar for which to reschedule it. You must select either today’s date or a future date
as the reschedule date on the calendar.
Notes: To delete an existing work order schedule, select the work order schedule to delete in the Daily
Schedule list, and then click Delete Schedule. The system deletes the record and updates the Daily
Schedule list. You may not delete work order schedules that are set in the past.
Refer to "Entering Dates and Times with the Calendar" in Chapter 1 ƒ Basics for more information on
the calendar.

Viewing Work Order Comments

View work order planning and work order activity-related comments on the Work Order Scheduling form.
Follow these steps to view work order comments.
1 Open the Work Order Scheduling form.
2 Select a work order for which to view comments from the Activities list, and then click View Comments. The
system displays the Work Order/Activity Comments popup.
3 Comments Type—Select one of the following options:
ƒ Activity—Select to view comments associated with the work order activity. The system displays the
comments.
ƒ Task Instructions—Select to view task instructions associated with the task defined on the work order
activity. The system displays the instructions.
ƒ Work Order—Select to view work requested comments associated with the work order. The system
displays the comments.
4 Click Close. The system closes the Work Order/Activity Comments popup.

Changing Work Order Status

Change work order status on the Work Order Scheduling form.
Follow these steps to change work order status.
1 Open the Work Order Scheduling form.
2 Select a work order for which to view comments from the Daily Schedule list, and then click Change WO
Status. The system displays the Change WO Status popup.
3 New Status—Select the status to which to change the work order.
Note: You may only select a New Status with a system status of R.
4 Click Submit. The system saves the record.

5 ‚ WORK MANAGEMENT 270

Freezing and Unfreezing Activity Schedules
Temporarily freeze a schedule to compare the actual work done against the work that you scheduled. Frozen activity
schedules cannot be updated.
Follow these steps to freeze and unfreeze activity schedules.
1 Open the Work Order Scheduling form.
2 Right-click on the form, and then choose Freeze/Unfreeze. The system displays the Freeze/Unfreeze
Schedules popup.
3 Freeze/Unfreeze—Select Freeze to freeze the schedule or select Unfreeze to unfreeze the schedule.
4 From Date and To Date—Enter the starting and ending dates for the freeze period.
5 Department—Enter the department for which to freeze or unfreeze schedules.
6 Click Submit. The system freezes or unfreezes the schedule.

Balancing the Workload

Balance the workload by adjusting the schedule. The WO Load Balancing form consists of three pages: the
Parameters page, on which you define the selection criteria for locating the work orders to balance; the Preview
page, on which you can preview the work orders prior to actually balancing them and select or unselect the work
orders to process as necessary; and the Balance Load page, on which you can balance the work order load.
The Generate Options section of the Parameters page enables you to specify the manner in which the system
processes the work orders.
The Preview page allows you to preview all of the work orders selected for processing based on the selection
parameters, enabling you to select or unselect work orders to balance. You can select or unselect individual work
orders for processing, or you can select or unselect all work orders for processing.
Note: The system does not enable you to balance the workload for work orders of Type ST (standing work
order) or MEC (multiple equipment child).
The Balance Load page enables you to view labor availability and reschedule work.
Follow these steps to balance the workload.
1 Open the WO Load Balancing form. The system displays the Parameters page.
2 Work Order Org.—Enter the organization to which the work order belongs if you use multi-organization
security.
3 Enter selection criteria as necessary in the Selection Parameters section of the form.
Note: You can enter wildcards for the Department, PM Schedule, Project Budget, WO Type, Priority,
Trade, Status, Reported By, Work Order, Assigned To, and Assigned By parameters. Enter the first
character of the parameter followed by a percentage sign, and then click Process. For example, if you
enter E% for Trade, the system retrieves all work orders with a trade that begin with the letter "E" on the
Preview tab.
4 Schedule Window (Days)—Enter the number of days into the future for which to calculate labor availability.
5 Sort By—Select whether to sort by Reported Date or by Scheduled Start Date.
6 Click Process. The system displays the Preview page listing all of the work orders meeting the selection
criteria.
7 Select—Select each work order you wish to balance, or you can unselect each work order you do not wish to
balance as necessary.
Note: To select all the work orders at once, check Select. To unselect all the work orders at once, uncheck
Select.
8 Click Lock Selected Work Orders. The system locks the work orders and displays the Balance Load page.

5 ‚ WORK MANAGEMENT 271

9 Select a work order, and then click to move the current work order ahead in time. Click to move the
current work order back in time. You may also click a specific date cell to change the work order date. In the
lower section of the form, the system displays colors to represent labor availability versus labor required for the
work order:
ƒ Green—Available labor hours exceed required labor hours
ƒ Yellow—Required labor hours equal available labor hours
ƒ Red—Required labor hours exceed available labor hours
By adjusting work orders in the schedule, you can reschedule them at times when enough labor is available, and thus
balance the workload.
10 Click Update Activity to update the work order activity. The system displays the Update Activity popup.
11 Activity-Trade—Select the activity-trade for which to update the trade or start date.
12 Trade—Enter the trade to update for the activity.
13 Start Date—Enter the starting date to update for the activity.
14 Click Save. The system saves the record and displays to the Balance Load page.
15 Click Close Session and Update Work Orders. The system saves the record.
Notes: To save the work order balancing session, click Save Session. The system saves the session.
To cancel the work order balancing session, click Cancel Session. The system cancels the session.

Viewing Work Order Details While Balancing the Workload

View work order details while balancing the workload for a work order to access specific information about a work
order that can affect the scheduling of the work order, such as the location, priority, start and due dates, etc.
Follow these steps to view work order details while balancing the workload.
1 Open the WO Load Balancing form. The system displays the Parameters page.
2 Generate, preview, and lock the list of work orders to balance as necessary. Refer to "Balancing the Workload"
earlier in this chapter. The system displays the Balance Load page.
3 Select the work order for which to view details, and then click View WO Details. The system displays the
View Work Order Details popup.
4 View the work order details for the work order to balance.
5 Click Close. The system closes the popup.

Completing Work
This section describes the process for completing work information. You may close work orders on the Closing page
or on the Work Order Quick Close form. Depending on your particular system parameter configuration, you may or
may not be able to complete transactions for the closed work order. Also, in certain cases, you may not be able to
close work orders if there are still purchases outstanding. Reopen closed work orders if necessary.

Closing Work Orders

Close completed work orders.
Notes: If you close a PM work order, the system generates the next PM work order.
You may also close work orders on the Work Order Quick Close form. Refer to "Closing Work Orders on
the Quick Close Form" later in this chapter.
You cannot close a work order if any of the following conditions is true:
ƒ If Prevent WO Completion is selected for the Equipment on the work order header or any of the associated
MEC work orders
ƒ If the WOCLPOUT installation parameter is set to NO and the work order or one of the MEC work orders is
referenced on an active purchase order or requisition line

5 ‚ WORK MANAGEMENT 272

ƒ If the WOCLPOUT installation parameter is set to NO and the work order or one of the MEC work orders
contains one or more direct purchase parts that have been received to a Store but not yet issued to the work
order
ƒ If the EVTCASCD installation parameter is set to NO and the work order is the parent of at least one open
dependent child work order
Note: The setting of the EVTCASCD installation parameter does not affect the Status of a MEC work order
when you change the Status of the parent multiple equipment order because the system always
cascades the Status of the parent multiple equipment work order to the associated MEC work orders.
Follow these steps to close work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order to close, and then click the Closing tab. The system displays the Closing page.
The system automatically populates Equipment, the equipment description, and the Downtime Cost currency.
3 Status—Select Completed as the status of the work order.
Notes: If you close a work order that is a template standard work order and that has children attached, the
system recalculates and updates the status of all child work orders attached. If you close the last child
work order in a sequence, the system recalculates the requested start and end dates for all child work
orders.
Depending on your system configuration, you may not be able to close a parent work order until all
dependent child work orders have been closed. Contact your system administrator for more information.
You can reopen a work order after it is closed if the REOPENPM installation parameter is set to YES
and you have the proper status authorization to do so. However re-opening a parent work order does
not affect any child work orders of the parent work order regardless of whether the child work order is
dependent on the parent or the setting of the EVTCASCD installation parameter.
If the work order is a multiple equipment work order, then the system updates the Status of all MEC
work orders associated with the work order to the Status of the parent work order.
4 Equipment—Enter the equipment on which the work was performed.
Note: If the equipment record was previously flagged as Prevent WO Completion, you will not be able to
close the work order.
5 Start Date—Enter the date on which the work started.
6 Date Completed—Enter the date on which the work was completed.
Note: When closing a multiple equipment work order, the system copies the Date Completed to any open
MEC work orders associated with the parent multiple equipment work order and overwrites the existing
Date Completed on the MEC work orders. However, the system does not overwrite the Date
Completed on any MEC work orders that were completed prior to closing parent multiple equipment
work order.
7 Downtime Cost—Enter the cost of the downtime to the production process.
8 Downtime Hours—Enter the number of hours that the equipment was down.
9 Problem Code—Enter the code of the problem that required work.
10 Failure Code—Enter the reason that the equipment or component failed.
11 Cause Code—Enter the problem cause code, i.e., the root cause of the problem.
12 Action Code—Enter the code of the action taken to correct the problem.
Note: If the work order is a multiple equipment work order and you modify the Problem Code, Failure Code,
Cause Code, and/or Action Code, the system cascades the change to the corresponding codes on
any MEC work orders that are not completed, overwriting any existing values.

13 Click . The system saves the record.

Note: Click Add Comment to enter closing comments.

5 ‚ WORK MANAGEMENT 273

Closing Work Orders on the Quick Close Form
Quickly close completed work orders on the Quick Close form. When you enter a work order number, the system
automatically enters a status of Completed and enters today’s date as the date completed so that you may quickly
close the work order. However, you may also update any information about the work order and book additional
hours for the work order activities on this form.
Notes: If you close a PM work order, the system generates the next PM work order as long as the PM work
order is not a duplicate.
You may also close work orders on the Closing page. Refer to "Closing Work Orders" earlier in this
chapter.
Follow these steps to close work orders on the Work Order Quick Close form.
1 Open the Work Order Quick Close form.
2 Work Order—Enter the work order number of the work order you wish to close. The system displays all
available information associated with this work order.
The system automatically populates the work order description, Organization, and New Status with a value of
Completed.
3 Equipment—Enter the equipment on which the work was performed.
Note: If the work order is a multiple equipment work order, then Equipment (on the work order header) is
protected.
4 New Status—Select Completed as the new status of the work order.
Notes: If you close a work order that is a template standard work order and that has children attached, the
system recalculates and updates the status of all child work orders attached. If you close the last child
work order in a sequence, the system recalculates the requested start and end dates for all child work
orders.
A parent work order cannot be closed until all dependent child work orders have been closed.
5 Start Date—Enter the date and time on which the work started.
6 Date Completed—Enter the date on which the work was completed.
7 Downtime Cost—Enter the cost of the downtime to the production process.
8 Downtime Hours—Enter the number of hours that the equipment was down.
9 Problem Code—Enter the code of the problem that required work.
10 Failure Code—Enter the reason that the equipment or component failed.
11 Cause Code—Enter problem cause code, i.e., the root cause of the problem.
12 Action Code—Enter the action taken to correct the problem.
13 Closing Comments—Enter closing comments about the work order.
Complete the following steps to book additional hours to the work order.
14 Activity-Trade—Select the activity-trade performing the work for which to book labor hours.
Notes: When you select an Activity-Trade, the system temporarily protects Work Order to prevent an
accidental change during the process of booking hours. However, upon saving the booked hours or
clicking Clear, the system enables Work Order and clears the Activity-Trade. However, if you manually
clear Activity-Trade, Work Order remains protected.
If the selected Work Order is a multiple equipment work order, then the system enables Equipment in
the details section of the form, and it is required. If you clear Activity-Trade for a multiple equipment
work order, the system also clears the Equipment, Equipment Org., and Related Work Order.
15 Employee—Enter the personnel performing the work for which to book hours.
16 Date—Enter the date on which the work was performed.

5 ‚ WORK MANAGEMENT 274

17 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter All Equipment to evenly distribute the booked labor to each equipment record on the work order.
Upon saving the transaction, the system creates the labor booking records and applies them to each related
work order for each equipment and selected activity. The Rate applicable to the multiple equipment work
order will also be applied to all MEC work orders.
Notes: The system automatically applies any remainder of the Hours Worked to the last equipment record
added to the work order.
If you select All Equipment for Equipment and at least one of the related work orders has Completed
status (or equivalent user status), the system displays a message enabling you to select whether to
distribute the labor hours against only open related work orders or against all equipment.
Also, the system disregards the setting of the COMDAYS installation parameter when posting labor
booking transactions if you select All Equipment.
ƒ Enter WO Header Equipment to apply the booked labor to the work order header only.
ƒ Enter a specific Equipment record to apply the booked labor to the selected Equipment and the
corresponding Related Work Order. The system automatically populates Equipment Org. and Related
Work Order from the selected Equipment record.
Refer to "Adding Equipment to Work Orders to Split Work Order Costs" earlier in this chapter.
18 Type of Hours—Select the type of hours worked (e.g., hourly rate, overtime rate, corrective booking, etc.).
19 Hours—Enter the number of hours spent performing the work.
20 Start Time and End Time—Enter the scheduled start time and end time of the work order activity.
21 Click Save Hours. The system books the hours against the work order activity.
Repeat these steps as necessary to book any additional hours against the work order activity.
22 Click . The system saves the record.

Updating Closing Details for Work Orders in a Batch

View, add, and/or edit closing details for work orders in a batch.
Follow these steps to update closing details for work orders in a batch.
1 Open the Batch Work Order Updates form. The system displays the Book Labor page.
2 Click the Closing Details tab. The system displays the Closing Details page.
3 Include New Equipment on WO Equipment page—Select to include new equipment on the selected work
order’s Equipment page.
4 Work Order—Enter the work orders to update.
5 Click Retrieve WO Data. The system retreives the work order data for the entered work orders.
6 WO Status—Enter the status of the work order.
Note: Only users with status change authorization are allowed to change WO Status.
7 Equipment No.—Enter the equipment on the work order.
8 Start Date—Enter the date the work started.
9 Date Completed—Enter the date the work was completed.
10 Downtime Cost—Enter the cost encountered during the time the equipment was out of operation due to failure.
11 Downtime Hours—Enter the number of hours the equipment was out of operation due to failure.
12 Problem Code—Enter the type of problem that required work.
13 Failure Code—Enter the cause of the equipment failure.
14 Cause Code—Enter the cause of the problem.
15 Action Code—Enter the action taken to correct the problem.

5 ‚ WORK MANAGEMENT 275

16 Click Update Work Order. The system updates the work orders and automatically populates any Error
Message.
Notes: Depending on your system configuration, the system displays a popup requiring an electronic signature
when you click Update Work Order.
Click Clear Line to delete the information from the selected row.
Click Refresh Screen to return the screen to its original state.

Reopening Closed Work Orders

Reopen closed work orders when changes to the work order are required or when requisitions or purchase orders
related to the closed work order must be generated. Only users with proper authorization may reopen closed work
orders. Depending on your system configuration, you may not be able to reopen closed work orders. Contact your
system administrator for more information.
Follow these steps to reopen closed work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order to reopen, and then click the Closing tab. The system displays the Closing page.
3 Status—Select Released as the status of the work order.
4 Click . The system saves the record.
Note: The system automatically selects Reopened when the work order is saved.

Performing Revision Control

Revision control tracks and controls the authorization of modifications to entities.
Important: Set the installation parameter PMRVCTRL to YES to activate Revision Control. Contact your system
administrator for more information.

Defining Revision Control Approval Lists

Create a revision control approval list to assign approvers to be designated for an entity revision record.
Follow these steps to define revision control approval lists.
1 Open the Approval Lists form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates Organization.
3 Organization—Enter the organization to which the approval list belongs if you use multi-organization security.
4 Approval List—Enter a name for the approval list, and then enter an approval list description in the adjacent
field.
5 Click . The system saves the record.

Defining Approvers for Revision Control Approval Lists

Manage the list of approvers for an existing revision control approval list on the Revision Control Approval Lists
form.
Follow these steps to define approvers for revision control approval lists.
1 Open the Approval Lists form. The system displays the List View page.
2 Select the list for which to define an approver, and then click the Approvers tab. The system displays the
Approvers page.
3 Click Add Approver. The system inserts a new Approver Details record.
4 Approver—Enter the approver to add to the approval list.
The system automatically populates the approver description.

5 ‚ WORK MANAGEMENT 276

5 Sequence—Enter an approval order for the approver.
6 Responsibility—Enter the designation of the approver assigned to the revision, e.g. Manager1, Supervisor1,
Foreman1.
7 Click Submit. The system updates the Approvers list.
Note: To remove an approver from the approvers list, select the approver to remove, and then click Remove
Approver. The system removes the approver and updates the Approvers list.

Approving Revisions
View revision approval records for various entities (PMs, tasks, material lists, and routes) and approve revisions
when necessary.
Follow these steps to approve revisions.
1 Open the Revision Control Approvals form. The system displays the List View page.
2 Select the revision record to approve, and then click Approve. The system approves the record.
Note: If the approval list contains multiple approvers, the system updates Approver and Date. Once the final
approver approves the revision, the system removes the record from the List View page.

Rejecting Revisions
Follow these steps to reject revisions.
1 Open the Revision Control Approvals form. The system displays the List View page.
2 Select the revision record to reject, and then click Reject. The system displays the Reject Reason popup.
3 Reject Reason—Enter a reason for rejecting the revision.
4 Click OK. The system saves the record.
Note: Once a revision is rejected, the system removes the record from the List View page.

Viewing Approvers
Access the Approvers page of the Revision Control Approvals form to view approvers for the selected revision.
Follow these steps to view approvers.
1 Open the Revision Control Approvals form. The system displays the List View page.
2 Select the revision for which to view approvers, and then click the Approvers tab. The system displays the
Approvers page.
3 View the list of approvers.
Note: To reject an approver for revision control, select the approver to reject, and then click Reject. The
system rejects the record and removes the record from the List View and Parent PMs pages.

Approving Parent PMs for Revision Control

View the list of PM and PM-related revisions to evaluate the change to the associated entity record in terms of the
PM schedule.
Follow these steps to approve parent PMs for revision control.
1 Open the Revision Control Approvals form. The system displays the List View page.
2 Select the revision record for which to approve parent PMs, and then click the Parent PMs tab. The system
displays the Parent PMs page.
3 Select the Parent PM record to aprove, and then click Approve. The system approves the record.
Notes: If you are the final approver in this process, the system assigns a status of Finished and removes the
record from the Parent PMs page.
To reject a parent PM for revision control, select the parent PM to reject, and then click Reject. The
system rejects the record and removes the record from the List View and Parent PMs pages.

5 ‚ WORK MANAGEMENT 277

Viewing Revision Control Approval History
History records are updated when users approve or reject revisions on the Revision Control Approvals form. The
records display the designated approver and date.
Follow these steps to view revision control approval history.
1 Open the Revision Control History form.
2 View the approval history.

Defining Initial Service Request Information

Define initial service request information before creating service requests.

Defining Customer Information

Define the customers to whom to charge the cost of maintenance work. Then, associate properties and create a list of
callers for service requests.

Creating Customers
Follow these steps to create customers.
1 Open the Customers form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the customer belongs if you use multi-organization security.
4 Customer—Enter a unique code identifying the customer, and then enter the name or a description of the
customer in the adjacent field.
5 Type—Select the customer type.
6 Tax—Enter the tax for the customer to indicate the aggregate tax that must be applied to invoices assembled for
this customer.
The system automatically populates Tax Pct. with the sum of all current tax rate values for each tax rate
associated with the selected Tax record.
7 Class—Enter the class of the customer.
8 Currency—Enter the currency for the customer.
9 Out of Service—Select to indicate that the customer is no longer served.
10 Click . The system saves the record.

Associating Properties with Customers

Associate properties with customers to easily create service requests for customers. Properties are based on the
property-building-floor/unit structure established on the Service Request page.
Note: You must define property structures before associating properties with customers. Refer to "Defining
Property Code-structure Combinations for Service Requests" later in this chapter.
Follow these steps to associate properties with customers.
1 Open the Customers form. The system displays the List View page.
2 Select the customer with which to associate a property, and then click the Properties tab. The system displays
the Properties page.
3 Click Add Property. The system inserts a new Property Details record.
4 Property—Enter the property to associate with the customer.
Note: If you enter a Property only, the system assumes that lower-level values are implied. In this case, you
cannot use the same property twice for the same customer.
5 Building—Enter the building of the property to associate with the customer.

5 ‚ WORK MANAGEMENT 278

6 Floor/Unit—Enter the floor or unit of the building and property to associate with the customer.
7 Click Submit. The system saves the record and updates the Properties list.
Note: To delete a property, select the property to delete, and then click Delete Property. The system deletes
the record and updates the Properties list.

Creating Callers for Customers

Associate customers’ employee names with customer records to help identify callers for service requests.
Follow these steps to create callers for customers.
1 Open the Customers form. The system displays the List View page.
2 Select the customer for which to create a caller, and then click the Callers tab. The system displays the Callers
page.
3 Click Add Caller. The system inserts a new Caller Details record.
4 Org.—Enter the organization to which the customer caller belongs if you use multi-organization security.
5 Name—Enter the name of the caller.
6 ID—Enter the user ID that the customer can use to log in to the customer service request system.
7 Phone—Enter the primary phone number of the caller.
8 E-mail—Enter the primary e-mail address of the caller.
9 Fax—Enter the primary fax number of the caller.
10 Property—Enter the default property of the caller.
11 Building—Enter the default property building of the caller.
12 Floor/Unit—Enter the default building floor or unit of the caller.
13 Allow Service Request Creation—Select to indicate that the caller may create new service requests.
14 Click Submit. The system saves the record and updates the Callers list.
Note: To delete a caller, select the caller to delete, and then click Delete Caller. The system deletes the
record and updates the Callers list.

Viewing Customer Requests for Work Orders

Follow these steps to view customer requests for work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to view customer requests, and then click the Customer Requests tab. The
system displays the Customer Requests page.
3 View the customer request for the work order. Refer to "Entering Customer Requests" and "Processing an
Action Request" in Chapter 16 ‚ Call Center for information on creating customer requests.

Defining Property Code-structure Combinations for Service Requests

Define property code-structures for service requests that reflect actual property-building-floor/unit hierarchies.
When defining property code-structure combinations for service requests, you must first define a level one property
before you can create lower levels. For example, you must insert a record for "Property A" before inserting a record
for "Property A – Building 1."
Follow these steps to define property code-structure combinations for service requests.
1 Open the Properties form.
2 Click Add Property. The system inserts a new Property Details record.
3 Property—Enter the name of the property.
4 Building—Enter the name of the building to associate with the property.
5 Floor/Unit—Enter the name of the floor or unit to associate with the building and property combination.

5 ‚ WORK MANAGEMENT 279

6 Click Submit. The system saves the record and updates the Properties list.
Note: To delete a property, select the property to delete, and then click Delete Property. The system deletes
the record and updates the Properties list.

Associating Properties with Employees

Follow these steps to associate properties with employees.
1 Open the Employees form. The system displays the List View page.
2 Select the employee for whom to associate properties, and then click the Properties tab. The system displays the
Properties page.
3 Click Add Property. The system inserts a new Property Details record.
4 Property—Enter the property with which to associate the employee.
5 Click Submit. The system saves the record and updates the Properties list.
Note: To remove a property, select the property to remove, and then click Remove Property. The system
removes the record and updates the Properties list.

Managing Property Information

Enter property information that users can access when creating information requests as customers call in requesting
additional information.
Follow these steps to manage property information.
1 Open the Property Information form.
2 Click Add Information. The system inserts a new Information Details record.
3 Property—Select the property for which to add information.
4 Information Type—Select the category of information to add.
5 Information—Enter the relevant information.
6 Click Submit. The system saves the record and updates the Property Information list.
Note: To delete property information, select the property information to delete, and then click Delete
Information. The system deletes the record and updates the Property Information list.

Creating Service Codes

Create service codes that identify work request problems to add to service requests. You can create a service code
based on a standard work order and the system will populate a service description and priority.
Follow these steps to create service codes.
1 Open the Service Codes form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the service code belongs if you use multi-organization security.
4 Service Code—Enter a code identifying the service code, and then enter a description in the adjacent field.
5 Property—Enter the property with which to associate the service code.
6 System—Enter the system equipment with which to associate the service code.
7 Standard WO—Enter the standard work order with which to associate the service code.
8 Customer Selectable—Select to allow callers to choose this service code on a service request.
9 Billable—Select to indicate that this service code is billable on a service request. If selected, the system also
marks the service request as Billable on the Closing tab of the Service Requests form.
10 Std. Response Time—Enter, in minutes, the standard response time of the service code to use as a benchmark
for evaluating response times to service requests that reference this service code.
11 Estimated Cost—Enter the estimated cost of the service code.

5 ‚ WORK MANAGEMENT 280

12 Priority—Enter the priority level of the service code.
13 Click . The system saves the record.

Creating Service Requests

Create service requests when tenants call in to request maintenance. Use the search bar to quickly locate information
associated with the caller. If the caller record does not exist, you may quickly create a new caller record. If a caller
record does exist, you may edit the caller’s information and then enter service request details.
Follow these steps to create service requests.
1 Open the Service Requests form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates Date/Time Reported with the current date and time.
3 Organization—Enter the organization to which the service request belongs if you use multi-organization
security.
4 Find Caller By—Select the desired search criteria.
5 Enter a value for that contains, and then click Search. The system searches for a caller record that matches
the search criteria and returns one of the following results:
ƒ The system locates one matching caller record—The system automatically populates the Requestor Name,
Requestor Phone, Requestor E-mail, Customer, Customer Type, Property, Building, and Floor/Unit.
ƒ The system does not locate an exact match to the search criteria but does locate several caller records that
begin with the same criteria—The system displays the Callers popup. If you see the caller record you need
in the list, select the caller record for which to create a service request, and then click OK. The system
automatically populates the Requestor Name, Requestor Phone, Requestor E-mail, Customer,
Customer Type, Property, Building, and Floor/Unit if available.
ƒ The system does not locate any caller records that match the search criteria—Create a new caller record.
Refer to "Creating New Caller Records" later in this chapter.
6 Service Request—Enter a description of the service request in the adjacent field.
7 Service Code—Enter the code identifying the requested service. The system enters the System, Priority, Std.
Response Time, Act. Response Time, Act. Time Open, Estimated Cost, and currency, if available.
8 System—Enter the code identifying the system that needs repair.
9 Priority—Select the priority of the service request.
10 Class—Enter the class of the service request.
The system automatically populates Class Org. with the organization of the selected Class.
11 Status—Select the status of the service request.
12 Service Request Type—Select the type of the service request.
13 Requestor Name—Enter the name of the person requesting service.
14 Requestor Phone—Enter the phone number of the person requesting service.
15 Requestor E-mail—Enter the e-mail address of the person requesting service.
16 Reference Number—Enter the reference number for the service.
17 Contact Name—Enter the contact name of the person at the site needing service.
18 Contact Phone—Enter the contact person’s phone number.
19 Contact E-mail—Enter the contact person’s e-mail address.
20 Assigned To—Enter the name of the person responsible for completing the work.
21 Customer—Enter the requestor’s customer name, e.g., the name of the company for whom the requestor works.
22 Property—Enter the name of the property needing service.

5 ‚ WORK MANAGEMENT 281

23 Building—Enter the name of the building needing service.
24 Floor/Unit—Enter the name of the floor/unit needing service.
25 Area—Enter the name of the area needing service.
26 Comments—Enter any additional comments about the service request.

27 Click . The system saves the record and automatically populates Created By with the User ID of the person
who created the service request and populates Created On with the date and time the service request was
created.
Notes: The system verifies whether the service request being created is a duplicate or repeated service
request. If the service request is a duplicate or repeated service request, the system displays a
message with a list of possible matches and asks whether to mark the new service request as a
duplicate or a repeat. If you select to duplicate or repeat an existing service request, the system marks
the service request as either a Duplicate Parent or Repeated Parent, respectively.
To view a list displaying all requests for the specified caller, right-click on the Service Requests form,
and then choose View Requests for Caller.
To view a list displaying all requests for the specified customer, right-click on the Service Requests form,
and then choose View Requests for Customer.
To create a work order for the service request, right-click on the Service Requests form, and then
choose Create WO. The system generates a work order. Once you choose to create a work order, the
system generates a work order for which you may assign one or multiple activities. The new work order
number is the same as the service request number, but it also contains a prefix of "SR."

Creating New Caller Records

Create a new caller record if you cannot locate a caller record via the Find Caller By search bar. Refer to "Creating
Service Requests" earlier in this chapter for information on searching for callers.
Follow these steps to create new caller records.
1 Open the Service Requests form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Right-click on the form, and then choose Add/Edit Caller. The system displays the Add/Edit Caller popup.
4 Org.—Enter the organization to which the customer caller belongs if you use multi-organization security.
5 Customer—Enter the caller’s customer name, e.g., the name of the company for whom the caller works.
6 Name—Enter the name of the caller.
7 Phone—Enter the primary phone number of the caller.
8 E-mail—Enter the primary e-mail address of the caller.
9 Fax—Enter the primary fax number of the caller.
10 Allow Service Request Creation—Select to indicate that the caller may create new service requests.
11 Property—Enter the default property of the caller.
12 Building—Enter the default property building of the caller.
13 Floor/Unit—Enter the default building floor or unit of the caller.
14 ID—Enter the user ID that the customer can use to log in to the customer service request system.
15 Click Save as New. The system creates the new caller record.
Notes: Click Cancel to close the Create/Edit Caller popup without saving changes.
Click Reset to clear all data on the Create/Edit Caller popup.

5 ‚ WORK MANAGEMENT 282

Editing Existing Caller Records
Edit existing caller records on the Add/Edit Caller popup. Then you may save the changes to the selected caller’s
record or as a new record.
Note: Editing an existing caller record permanently updates the caller’s information in the system. If you only
want to specify a different contact person for a specific service request, simply enter the contact’s
information on the Service Request form.
Follow these steps to edit existing caller records.
1 Open the Service Requests form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Search for a caller by using the Find Caller By search bar. Refer to "Creating Service Requests" earlier in this
chapter for information on searching for callers.
4 Right-click on the form, and then choose Add/Edit Caller. The system displays the Add/Edit Caller popup.
5 Choose one of the following options:
ƒ Edit existing caller details and save the changes as a new caller record—Modify the information as
necessary, and then click Save as New. The system saves the changes in a new caller record.
ƒ Edit existing caller details and save the changes to this caller record—Modify the information as
necessary, and then click Save Changes. The system permanently saves the changes to the caller record.
Notes: If an ID is listed on the existing record, you must change the ID before clicking Save as New.
Click Cancel to close the Add/Edit Caller popup without saving changes.
Click Reset to clear all data on the Add/Edit Caller popup.

Assigning Personnel to Service Requests

Assign personnel to complete work required for a particular service request. Once you choose to assign personnel,
the system generates a work order for which you may assign one or multiple activities. The new work order number
is the same as the service request number, but it also contains a prefix of "SR."
Follow these steps to assign personnel to service requests.
1 Open the Service Requests form. The system displays the List View page.
2 Select the service request for which to assign personnel, and then click the Record View tab. The system
displays the Record View page.
3 Right-click on the form, and then choose Assign Personnel. The system displays the Assign Personnel to
Service Request popup.
Note: Trade Filter defaults to the trade of the selected work order activity.
4 Activity-Trade—Select the activity-trade to which to assign personnel. The system changes the value of Trade
Filter to the trade of the selected activity and populates the People Available list with all personnel assigned to
the trade.
Notes: Select ALL TRADES from Trade Filter to display all available personnel associated with the property.
Select ALL PEOPLE from Trade Filter to display all available personnel.
5 Trade Filter—Select the name of the person to whom to assign the work in the People Available list, and then
click >. The system assigns the person to the highlighted work order activity, removes their name from the
People Available list, and displays their name in the People Assigned list. Repeat this process to add as many
people to the activity as necessary.
Note: To clear a person from the People Assigned list, select the name and then click <. The system moves
their name from the People Assigned list to the People Available list.
6 Repeat steps 4 and 5 to select additional activities and assign personnel as necessary.
7 Click Submit. The system saves the record.
Note: Click Cancel to close the Assign Personnel to Service Request popup. Clicking Cancel does not cancel
the personnel assignments already submitted on the popup.

5 ‚ WORK MANAGEMENT 283

Viewing Work Order Details
Follow these steps to view work order details.
1 Open the Service Requests form. The system displays the List View page.
2 Select the service request for which to view work order details, and then click the Work Order Details tab. The
system displays the Work Order Details page.
3 View the work order details.

Closing Service Requests

To close a service request, the service request to close must be open and associated with an open work order to
which personnel is assigned. Closing a service request will also close the work order to which it is associated.
Additionally, you must have sufficient system privileges to close both the service request and work order. You may
close service requests on the Closing page of the Service Requests form, or you may book employee time for service
requests and close service requests concurrently on the Book & Close page of the Service Requests form. Refer to
"Booking Hours and Closing Service Requests" later in this chapter for information on the Book & Close page.
Follow these steps to close service requests.
1 Open the Service Requests form. The system displays the List View page.
2 Select the service request to close, and then click the Closing tab. The system displays the Closing page.
3 Equipment—Modify the equipment on which the work was performed as necessary.
Note: A service request cannot be closed if the Equipment associated with it does not permit closure.
4 Status—Select Closed.
5 Billable—Select whether the service request is billable.
6 Click . The system saves the record.
Note: Click Add Comment to enter completion comments as necessary. Refer to "Entering Comments" in
Chapter 1 ƒ Basics.

Booking Hours for Service Requests

Book hours for service requests to track the number of hours spent performing work associated with the service
request.
Note: All hours booked for a service request are recorded on the work order associated with the service
request.
Follow these steps to book hours for service requests.
1 Open the Service Requests form. The system displays the List View page.
2 Select the request for which to book hours, and then click the Book Hours tab. The system displays the Book
Hours page.
3 Click Add Labor. The system inserts a new Labor Details record.
4 Person—Enter the person performing the work for the service request.
5 Department—Enter the department where the work for the service request was performed.
6 Trade—Enter the trade that performed the work.
7 Date Worked—Enter the date on which the work was performed for the service request.
8 Type of Hours—Select the type of hours worked (e.g., normal rate, overtime rate, etc.).
9 Hours Worked—Enter the number of hours spent performing the work for the service request.
Note: To quickly enter information when booking hours for a service request, click the row containing the
personnel assignment for which to book hours. The system automatically populates the Person, Date
Worked, and Activity-Trade. Modify the information as necessary.
10 Activity-Trade—Select the activity-trade performing the work for the service request.

5 ‚ WORK MANAGEMENT 284

11 Rate—Enter or modify the hourly pay rate for the employee or trade performing the work. If you defined a
trade rate for the select employee or trade, the system automatically populates Rate with the appropriate hourly
rate.
If you defined a trade rate for the selected Employee, the system populates Rate with the employee trade rate.
However, if you did not define trade rates for the selected Employee, the system populates Rate with the trade
rate defined for the selected Trade.
12 Start Time and End Time—Enter the scheduled start time and end time of the work.
13 Click Submit. The system saves the record and updates the Book Hours list.
Repeat these steps as necessary to book any additional hours against the work order activity for the service request.

Issuing Parts for Service Requests

Issue parts against service requests to record the parts that were used when performing the work associated with the
service request.
Note: You may only issue parts to service requests for which a work order has been created.
Follow these steps to issue parts for service requests.
1 Open the Service Requests form. The system displays the List View page.
2 Select the request for which to issue parts, and then click the Issue Parts tab. The system displays the Issue Parts
page.
The system automatically selects Issue as the Transaction Type and populates Date with the current system
date and time.
3 Click Add Part. The system inserts a new work order part record.
4 Part—Enter the part to issue to the service request.
The system automatically populates the part description, UOM, and Part Org. The system selects Track By
Asset and/or Track By Lot if the part is tracked by asset and/or lot and they are protected.
Note: If you are updating a part to issue on the service request and you select a part from the Parts list, the
system displays the quantity of the part planned to be used for the service request in Planned Qty. and
the quantity of the part used to date for the service request in Used.
5 Activity-Trade—Enter the activity-trade performing the work for the selected service request.
6 Store—Enter the store from which to issue parts.
The system automatically populates Available with the quantity of the part available in the selected store for the
work order activity after you have entered Part, Activity-Trade, and Store.
7 Transaction Type—Select Issue.
Tool Hours is protected because the Transaction Type is Issue.
8 Date—Enter the desired date of the transaction.
9 Quantity—Enter the number of parts to issue to the work order. The number must be greater than zero.
Note: If the part is tracked by asset, the Quantity must be equal to 1.
10 Failed Qty.—Enter the quantity of the part that failed.
Note: The system does not allow part failures on an Issue for parts tracked by asset or repairable spare.
11 Date Failed—Enter the date the part failed.
12 Problem Code—Enter the code of the problem that required work.
13 Failure Code—Enter the reason that the part failed.
14 Action Code—Enter the action taken to correct the problem.
15 Cause Code—Enter the problem cause code, i.e., the root cause of the problem.
16 Failure Notes—Enter comments about the failure.
17 Asset ID—Enter the asset ID if the part is tracked by asset.

5 ‚ WORK MANAGEMENT 285

18 Bin—Enter the bin from which to issue the parts.
19 Lot—Enter the lot from which to issue the parts.
20 Click Submit. The system saves the record and updates the Issue Parts list.
Note: To record a stockout for a part, select the part, and then click Record Stockouts. Refer to "Recording
Stockouts for Parts" in Chapter 3 ‚ Materials Management.

Returning Parts from Service Requests

Return unused parts issued to service requests back to stores.
Follow these steps to return parts from service requests.
1 Open the Service Requests form. The system displays the List View page.
2 Select the request for which to return parts, and then click the Issue Parts tab. The system displays the Issue
Parts page.
The system automatically populates Date with the current system date and time.
3 Click Add Part. The system inserts a new work order part record.
4 Part—Enter the part to return. The system populates the part description, UOM, and Part Org.
The system automatically populates the part description, UOM, and Part Org. The system selects Track By
Asset and/or Track By Lot if the part is tracked by asset and/or lot and they are protected.
Note: If you are updating a part to return on the service request and you select a part from the Parts list, the
system displays the quantity of the part planned to be used for the service request in Planned Qty. and
the quantity of the part used to date for the service request in Used.
5 Activity-Trade—Enter the activity-trade performing the work for the selected service request.
The system automatically populates Available with the quantity of the part available in the selected store for the
work order activity.
6 Store—Enter the store to which to return parts.
7 Transaction Type—Select Return.
Notes: If you select Return as the Transaction Type for a repairable spare part, the system automatically
enables Return for Repair. You can select Return for Repair to indicate that the part needs repair. If
Return for Repair is selected, the system adds the quantity of the part to return to the Qty. for Repair
in the store to which the part is returned.
If RTNANY is set to NO, you can only return the quantity of the part that was originally issued to that
entity to the same store. When issuing a part, you issue to an entity (work order, equipment, etc.) from a
store. When returning a part, you return from an entity (work order, equipment, etc.) to a store.
Regardless of the setting of the RTNANY installation parameter, you cannot return a greater quantity of
a part tracked by lot than the quantity of the part that has been used to date for the work order.
8 Date—Enter the desired date of the transaction.
9 Quantity—Enter the number of parts to return to the work order. The number must be greater than 0 (zero).
Note: If the part is tracked by asset, the Quantity must be equal to 1.
10 Asset ID—Enter the asset ID if the part is tracked by asset.
11 Bin—Enter the bin to which to return the parts.
12 Lot—Enter the lot to which to return the parts.
13 Tool Hours—If the part you are returning is identified as a tool, enter the number of hours the tool was in use.
14 Click Submit. The system saves the record and updates the Issue Parts list.

Booking Hours and Closing Service Requests

Book employee time for service requests and close service requests concurrently on the Book & Close page of the
Service Requests form. To close a service request, the service request to close must be open and associated with an
open work order to which personnel is assigned. Closing a service request also closes the work order to which it is
associated. You must have sufficient system privileges to close both the service request and work order.

5 ‚ WORK MANAGEMENT 286

Note: All hours booked for a service request are recorded on the work order associated with the service
request.
Follow these steps to book hours and close service requests.
1 Open the Service Requests form. The system displays the List View page.
2 Select the service request for which to book hours and close, and then click the Book & Close tab. The system
displays the Book & Close page.
3 Equipment—Modify the equipment on which the work was performed as necessary.
Note: A service request cannot be closed if the Equipment associated with it does not permit closure.
4 Status—Select Closed.
5 Billable—Select whether the service request is billable.
6 Comments—Enter completion comments as necessary.
7 Click Add Labor. The system inserts a new Labor Details record.
8 Activity-Trade—Select the activity-trade performing the work for the service request.
9 Person—Enter the person performing the work for the service request.
10 Date Worked—Enter the date on which the work was performed for the service request.
11 Hours Worked—Enter the number of hours spent performing the work for the service request.
12 Click Submit. The system saves the record and updates the Book & Close list.
Repeat these steps as necessary to book any additional hours against the work order activity for the service request.

13 Click . The system saves the record.

Creating Service Request Log Entries

Log entries detail changes that have been made to the service request since its creation. View a service request’s log
entries and then create additional log entries as necessary.
Follow these steps to create service request log entries.
1 Open the Service Requests form. The system displays the List View page.
2 Select the request for which to create a log, and then click the Log Entries tab. The system displays the Log
Entries page.
3 Click Add Log Entry. The system inserts a new Log Entry Details record.
4 Type—Select the type of log entry you are adding.
Note: If you select Time Correction for Type, the system makes Time Correction available as a required field.
Enter the number of minutes to add or subtract from the response time. For example, to add 35 minutes
to the response time, enter 35. To subtract 2 hours from the response time, enter –120. Click Submit.
The system corrects the response time.
5 Comment—Enter log entry comments as necessary.
6 Click Submit. The system saves the record and updates the Log Entries list.
The system automatically populates Old Status, New Status, Entered By, and Date/Time Entered.

Creating Information Requests

Create information requests whenever customers call in requesting additional information.
Follow these steps to create information requests.
1 Open the Information Requests form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates Date/Time Reported with the current date and time.

5 ‚ WORK MANAGEMENT 287

3 Organization—Enter the organization to which the service request belongs if you use multi-organization
security.
4 Find Caller By—Select the desired search criteria.
5 Enter a value for that contains, and then click Search. The system searches for a caller record that matches
the search criteria and returns one of the following results:
ƒ The system locates one matching caller record—The system automatically populates the Requestor Name,
Requestor Phone, Requestor E-mail, Customer, Customer Type, and Property.
ƒ The system does not locate an exact match to the search criteria but does locate several caller records that
begin with the same criteria—The system displays the Callers popup. If you see the caller record you need
in the list, select the caller record for which to create an information request, and then click OK. The
system automatically populates the Requestor Name, Requestor Phone, Requestor E-mail, Customer,
Customer Type, and Property if available.
ƒ The system does not locate any caller records that match the search criteria—Create a new caller record.
Refer to "Creating New Caller Records" earlier in this chapter.
6 Information Request—Enter a description of the information request in the adjacent field.
7 Customer—Enter the name of the customer store requesting information.
8 Property—Enter the property for which to view information.
9 Information Type—Select the category of information to view. The system displays the information in
Specific Information.
10 Requestor Name—Enter the name of the person requesting service.
11 Requestor Phone—Enter the phone number of the person requesting service.
12 Requestor E-mail—Enter the e-mail address of the person requesting service.

13 Click . The system saves the record.

Creating PM Plans
Create and update PM plans to create PM schedules or add equipment to multiple PM schedules at once. A PM
schedule is a predefined set of preventive maintenance details to be performed on a defined interval for equipment.
PM plans enable you to quickly enter and update groups of PM schedules.
For example, you have three different PM schedules for car repairs that include: one for tire rotation, one for oil
change, and another for brake adjustments. Create a PM plan and add the three car repair PM schedules to it. You
then add 30 cars as equipment on the PM plan, which are then added to the three PM schedules in one click via the
PM plan. PM plans and PM schedules are related to one another only by the list of equipment they share.
Note: You can view PM plans and schedules created on the PM Plans form on the PM Schedules form. Refer
to "Defining Preventive Maintenance Schedules" earlier in this chapter.
Important: The PM plan functionality is not available when the PMRVCTRL installation parameter is set to Yes.

Creating PM Plan Headers

Follow these steps to create PM plan headers.
1 Open the PM Plans form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the PM plan belongs if you use multi-organization security.
Note: If multi-organization security is activated, i.e., the MULTIORG installation parameter is set to YES, you
can only attach PMs of the same organization to a PM plan. A PM plan and all PM schedules attached
to the plan must share the same Organization.
4 PM Plan—Enter a unique code identifying the PM plan, and then enter a description in the adjacent field.
5 Class—Enter the class of the PM plan. The classes shown belong to the PM Plan entity.
The system automatically populates Class Org.

5 ‚ WORK MANAGEMENT 288

6 Equipment Class—Enter the class of the equipment. If you select an equipment class, the system restricts
attaching PM equipment associated with other classes to the PM plan.
The system automatically populates Equipment Class Org.
7 Click . The system saves the record.

Copying PM Plans
Copy PM plans to quickly create a new PM plan by copying information from an existing PM plan to a new plan.
Follow these steps to copy PM plans.
1 Open the PM Plans form. The system displays the List View page.
2 Select the PM plan to copy, and then click the Record View tab. The system displays the Record View page.
3 Right-click on the form, and then select Copy PM Plan. The system displays the Copy PM popup.
4 New PM Plan—Enter a unique code identifying the new PM plan, and then enter a description of the PM plan
in the adjacent field.
5 Custom Field Values, Comments, Activities, PM Schedules, Equipment, and Documents—Select which
related details to copy to the new PM plan.
6 Click Submit. The system creates the new PM plan.

Associating PM Schedules with PM Plans

Associate PM schedules with PM plans to manage equipment for all of the PM schedules on the PM plan. Refer to
"Creating PM Plan Headers" earlier in this chapter and "Adding Equipment to PM Plans" later in this chapter for
more information. Refer to "Creating Preventive Maintenance Work Orders" earlier in this chapter for information
on creating PM schedules.
Follow these steps to associate PM schedules with PM plans.
1 Open the PM Plans form. The system displays the List View page.
2 Select the PM plan with which to associate PM schedules, and then click the PM Schedules tab. The system
displays the PM Schedules page.
The system automatically populates Organization with the organization of the logged in user.
3 Choose one of the following options:
ƒ Associate an existing PM schedule—Enter an existing PM Schedule. The system automatically populates
the PM Schedule description. The system also populates the WO Type, Duration, PM Type, Class,
Priority, Work Package, and Perform Every from the existing PM schedule.
Notes: You cannot add an existing PM schedule with equipment to a PM plan.
If you select an existing PM schedule, the system only populates PM Plan on the existing PM schedule
record. If you update any of the existing PM schedule data from the PM schedule on the PM plan, the
system also displays the changes to the PM schedule record.
If there are existing activities on the PM schedule, the system also copies the activities to the PM plan.
Refer to "Creating Activities for PM Schedules on PM Plans" later in this chapter.
ƒ Create and associate a new PM—Click Add PM Schedule. The system inserts a new PM Schedule
Details record. Enter a unique code identifying the new PM Schedule, and then enter a description in the
adjacent field.
4 WO Type—Select the work order type for the PM schedule.
5 Duration—Enter the estimated number of days to complete the PM.
6 PM Type—Select the type of PM.
7 Class—Enter the class of the PM. The classes shown belong to the PPM entity.
8 Priority—Select the priority level of the PM.
9 Work Package—Select to indicate that this PM schedule can be associated with a work package.

5 ‚ WORK MANAGEMENT 289

10 Perform Every—Enter the length of the interval of time to pass before the system generates the next PM work
order. You can enter any value between 0 and 99999, and then select the unit of measure in the adjacent field.
The unit of measure for the PM period can be days, weeks, months, quarters, or years.
11 Perform On—Enter the week of the month and the day of the week on which to perform the work on the
equipment, e.g., 2nd Tuesday of the month due. Select Last to handle scenarios in which there are five weeks in
a month. The system sets the due date to the last week of the month.
12 Click Submit. The system saves the record and updates the PM Schedules list.
Notes: To delete a PM schedule, select the PM schedule record to delete, and then click Remove PM
Schedule. The system deletes the record and updates the PM Schedules list.
If the PM schedule to delete has equipment, the system displays a message enabling you to indicate
whether to remove all of the equipment from the PM schedule.
If you click No, the system does not remove the equipment from the PM schedule but deletes the PM
schedule from the PM plan, clears the PM plan activities for the PM schedule, clears the PM plan on the
PM schedule record, and deletes all work orders for the PM schedule with a status of Awaiting Release.
If you click Yes, the system removes the equipment from the PM schedule. If Work Package is not
selected, the system removes the PM schedule from the PM plan, clears the PM plan activities for the
PM schedule, clears the PM plan on the PM schedule record, deletes all work orders for the PM
schedule with a status of Awaiting Release, and removes the equipment from the PM schedule if all of
the PM work orders have a status of Complete or Awaiting Release. If any of the PM work orders for the
PM schedule have a status other than Complete or Awaiting Release, the system populates Date
Deactivated for the equipment on the Equipment page of the PM Schedules form instead of removing
the equipment from the PM. If the PM plan has only one PM schedule, the system removes the
equipment from the PM plan.
If Work Package is selected, the system also removes the equipment from the work package
associated with the PM schedule.

Creating Activities for PM Schedules on PM Plans

Create activities for PM schedules on PM plans to conveniently add activities for PM schedules. The Activities page
of the PM Plans form functions in the same manner as the Activities page of the PM Schedules form. Refer to
"Defining Activities of PM Work Orders" earlier in this chapter for more information.
The functionality of the Activities page of the PM Plans form is unlike the functionality of the Equipment page of
the PM Plans form because additions/revisions made on the Activities page affect only the selected PM schedule and
do not affect/update all of the PM schedules on the PM plan. Refer to "Adding Equipment to PM Plans" later in this
chapter.
Follow these steps to create activities for PM schedules on PM plans.
1 Open the PM Plans form. The system displays the List View page.
2 Select the PM plan for which to create activities, and then click the Activities tab. The system displays the
Activities page.
3 Click Add PM Activity. The system inserts a new PM Activity Details record.
Note: To update an existing activity or PM schedule, select the activity to update. The system populates PM
Schedule, Activity, Trade, Task, Material List, Estimated Hours, People Required, Start, and
Duration from the selected activity record.
4 PM Schedule—Enter the PM schedule.
The system automatically populates Activity with the next consecutive number according to the INCRLINO
installation parameter and populates People Required, Start, and Duration with "1".
5 Trade—Enter the trade required to perform the activity.
6 Task—Enter the task code for the activity.
7 Material List—Enter the code identifying the material list that contains the parts needed for the activity.
8 Estimated Hours—Enter the estimated number of hours required to complete the activity.
9 People Required—Modify the number of people required to perform the activity as necessary.

5 ‚ WORK MANAGEMENT 290

 When you enter a Trade and Estimated Hours, the system populates People Required based on the following
equation:
People Required = (Estimated Hours / Duration x the value of the WORKDAY installation parameter)
10 Start—Enter 1 if the activity is to start on the same day that the standard work order starts. Enter 2 if the
activity should start on day 2 of the standard work order, etc.
11 Duration—Enter the estimated number of days to complete the PM.
12 Click Submit. The system saves the record and updates the Activities list.
Notes: To delete an activity from the PM plan, select the activity to delete, and then click Delete PM Activity.
The system deletes the record and updates the Activities list.
To copy the activity, select the activity to copy, and then click Copy PM Activity. The system inserts a
new PM Activity Details record and populates Trade, Task, Material List, Estimated Hours, People
Required, Start, and Duration from the selected activity. Enter a PM Schedule, and then click Submit.
The system copies the activity to the specified PM Schedule.

Moving Activities to PM Plans

Move activities from one PM to another or change the sequence of an activity within the same PM.
Follow these steps to move activities to PM plans.
1 Open the PM Plans form. The system displays the List View page.
2 Select the PM plan for which to move activities, and then click the Activities tab. The system displays the
Activities page.
3 Select the activity to move, and then click Move PM Activity. The system displays the Move PM Activity
popup.
4 New PM Schedule—Enter the PM Schedule to which to move the activity. The system automatically populates
the New PM Schedule description and New Activity with the next available activity number.
Notes: If the activity being moved has tools associated with it, the system also moves the tools to the new PM
activity.
You can also renumber activities on the same PM by entering the same PM number for New PM
Schedule and entering a New Activity number.
5 Click Save. The system moves the activity and updates the PM schedule records on both the PM Plans and PM
Schedules forms.

Adding Equipment to PM Plans

Add equipment for PM schedules to PM plans. Equipment added to a PM plan is automatically associated with
every PM schedule on the PM plan.
Notes: You can only add or delete equipment for a PM schedule on a PM plan on the Equipment page of the
PM Plans form.
If Work Package is selected for a PM schedule on the PM plan, the system does not create an initial
PM work order for the PM schedule when equipment is added to the PM plan.
Follow these steps to add equipment to PM plans.
1 Open the PM Plans form. The system displays the List View page.
2 Select the PM plan to which to add equipment, and then click the Equipment tab. The system displays the
Equipment page.
The system automatically populates Work Order Org. with the organization of work order.

5 ‚ WORK MANAGEMENT 291

3 Equipment—Enter the PM equipment to add to the PM plan.
Note: Because the equipment details information for the PM plan is stored in the same database table with the
equipment information for PM schedules, all of the additional equipment data that is available on the
Equipment page of the PM Schedules form is also copied to this tab, although the system does not
display the data. Likewise, all location information and handling of dormant periods/bypassing is also
carried over from the PM schedule. If necessary, you can update the equipment details on the
Equipment page of the PM Schedules form. Refer to "Creating Preventive Maintenance Work Orders"
earlier in this chapter for more information.
4 Click Submit. The system saves the record, updates the Equipment list, and populates PM Plan on the
Equipment page of the PM Schedules form.
Add additional equipment to the PM plan as necessary.
Notes: To remove equipment, select the equipment to remove, and then click Remove Equipment. The
system removes the record and updates the Equipment list.
If Work Package is selected for the PM schedule(s) on the PM plan and there are work orders with a
status of Completed or Awaiting Execution, the system deletes the PM work orders with Awaiting
Execution status, makes no changes to completed work orders, deletes the equipment from all of the
associated PM schedules, and detaches the PM schedule(s) from the work package.
If any of the PM work orders for the PM schedule have a status other than Complete or Awaiting
Release, the system populates Date Deactivated for the equipment on the Equipment page of the PM
Schedules form instead of removing the equipment from the PM.

Understanding Deferred Maintenance

Deferred maintenance is a work order activity for a specific piece of equipment that will be performed at a future
date. For example, a work order for vehicle maintenance might include several critical and non-critical activities. To
save time, a supervisor might decide to defer one or more non-critical activities to a later date.
Create deferred maintenance from an existing work order or manually create deferred maintenance on the Deferred
Maintenance form.

Creating Deferred Maintenance

Create deferred maintenance when a maintenance activity you want to defer has not been added to a work order. The
deferred maintenance can be assigned to a work order when there is adequate availability on the equipment for the
deferred activity to be completed.
Follow these steps to create deferred maintenance.
1 Open the Deferred Maintenance form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates Deferred Maintenance No., Status, Deferred By, People Required,
Duration (Days) and Task Qty.
3 Organization—Enter the organization to which the work order belongs if you use multi-organization security.
4 Activity Note—Enter a description of the maintenance activity to defer.
5 Equipment—Enter the equipment for which to defer maintenance.
The system automatically populates the adjacent field with the equipment's description, Equipment Type, and
Equipment Org.
6 Status—Choose one of the following options:
ƒ Unassigned—Select to create the deferred maintenance.
ƒ Assigned—Select to assign the deferred maintenance to a specific work order.
ƒ Cancelled—Select to cancel the deferred maintenance.

5 ‚ WORK MANAGEMENT 292

Enter the following Deferred Maintenance details for steps 7-23:
7 Task—Enter the task code for the deferred maintenance.
The system automatically populates Task Revision, UOM (field adjacent to Task Qty.) and Trade for the task,
as well as People Required, Reason for Repair, Work Accomplished, Technician Part Failure,
Manufacturer, System Level, Assembly Level, and Component Level if you use the American Trucking
Association's Vehicle Maintenance Reporting System (VRMS).
8 Task Qty.—Enter the required number of units of the task to associate with the deferred maintenance, and then
select the unit of measure for the Task Qty. in the adjacent field. For example, a work order activity to pave
100 miles of highway today will indicate a Task Qty. of "100" and a unit of measure of "Miles", whereas the
same task on another day might indicate only 80 miles due to the steep inclines of the stretch of highway being
paved on that day.
9 Material List—Enter the code identifying the material list that contains the parts needed for the deferred
maintenance.
The system automatically populates Material List Revision.
10 Trade—Enter the trade required to perform the deferred maintenance.
11 People Required—Enter the number of people required to perform the deferred maintenance.
12 Duration (Days)—Enter the estimated number of days needed to complete the deferred maintenance.
13 Estimated Hours—Enter the estimated number of hours needed to complete the deferred maintenance.
Note: Estimated Hours must be less than or equal to People Required times 24 times Duration (Days).
Complete steps 14-20 only if you use the American Trucking Association’s Vehicle Maintenance Reporting System
(VMRS).
Note: The system will copy the VMRS-related information you enter on this form to the work order to which
the deferred maintenance is assigned.
14 Reason For Repair—Enter the reason the vehicle needs repair (Code Key 14).
15 Work Accomplished—Enter the work performed on the vehicle (Code Key 15).
16 Technician Part Failure—Enter the reason the technician or supplier thinks the vehicle failed (Code Key 18).
17 Manufacturer—Enter the Manufacturer/Supplier Code (Code Key 34) to associate with the vehicle.
18 System Level—Enter the VMRS code identifying the system, e.g., brakes, frame, suspension, needing repair
(Code Key 31).
19 Assembly Level—Enter the VMRS code identifying the subsystem needing repair (Code Key 32). The values
available are based on the system-level code.
20 Component Level—Enter the VMRS code identifying the specific component or part needing repair (Code
Key 33). The values available are based on a combination of the system-level code and the assembly-level code.
21 Hired Labor—Select to indicate that the deferred maintenance will be completed by an external source.
22 Labor Type—Select the type of labor needed if you selected Hired Labor.
23 Supplier—Enter the supplier for the deferred maintenance.
The system automatically populates Supplier Org.
24 Activity Comments—Enter comments or instructions for the deferred maintenance.
25 Work Order—Enter when ready to assign the deferred maintenance to a new work order.
26 Click . The system saves the record.
The system automatically populates Deferred Date.

5 ‚ WORK MANAGEMENT 293

Adding Parts to Deferred Maintenance
Add, delete, change or view parts for deferred maintenance.
Follow these steps to add parts to deferred maintenance.
1 Open the Deferred Maintenance form. The system displays the List View page.
2 Select the deferred maintenance for which to add parts, and then click the Parts tab. The system displays the
Parts page.
3 Click Add Part. The system inserts a new Part Details record.
4 Part—Enter the part to add to deferred maintenance.
The system automatically populates the part description in the adjacent field, Part Source, Part Org., UOM,
Track by Asset, Track by Lot, and Planned Source.
5 Planned Source—Enter the planned source for the part, e.g., Direct Purchase for a part purchase ordered
from an external source, or Stock for a part ordered from internal stock.
5 Planned Qty.—Enter the quantity of the part planned for the deferred maintenance.
6 Click Submit. The system saves the record and updates the Parts list.
The system automatically populates Material List.
Note: To delete a part from the deferred maintenance, select the part to delete, and then click Delete Part.
The system deletes the record and updates the Parts list.

5 ‚ WORK MANAGEMENT 294

6 ƒ INSPECTION MANAGEMENT

The inspection management module coordinates with the work management module to give you more control over
preventive maintenance (PM) functions within your organization.
Set up PM routes in the work management module, and then enhance the PM route information in the inspection
management module by adding inspection points, inspection methods, and inspection conditions.
First, enter the inspection information, and then establish high and low tolerances for inspection readings. When a
reading result exceeds the high or low tolerance, the system automatically generates a corrective work order. The
Infor EAM inspection process will lower your organization’s maintenance costs and ensure asset reliability.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition only. If you purchased Infor EAM Business Edition, you do not have access to the functionality
covered in this chapter.

In This Chapter
ƒ Inspection Management Terms
ƒ Defining Inspection Codes
ƒ Viewing Monitored Data
ƒ Defining Points
ƒ Defining and Associating Inspection Routes
ƒ Approving Inspection Results
ƒ Defining Formulas

295
Inspection Management Terms
The following terms will help you become familiar with the inspection management module’s unique attributes:
Term Definition
Inspection Point The physical location on the piece of equipment to inspect
Example: Examine the tires on a van every three months for tread wear. The inspection points are the
front left tire, the front right tire, the rear left tire, and the rear right tire.
Also, define inspection points at the category level so that the points apply to all equipment within the
specified category.
Example: Define inspection points for all vans rather than for a specific van.
Inspection Point Groups of similar inspection points
Type Example: Inspection point types for a vehicle are tires, brakes, headlights, etc. For a pipe, the point type
could be a tee or weld.
Inspection Aspect The item(s) measured during an inspection. An inspection point can have multiple inspection aspects.
Example: To check the oil aspect, measure the available oil against the dipstick. Another example is
wall thickness.
Time Dependence Indication of the trend for the inspection aspect over a period of time. The dependence can be either
linearly increasing or linearly decreasing.
Example: Tire tread decreases linearly over time. The mineral deposits in water pipes increase linearly
over time, restricting water flow.
Inspection Point Restrictions on inspecting a piece of equipment
Conditions Example: When inspecting tire tread, the tires cannot be in motion, and they should be relatively clean
from dirt and debris.
Define general conditions, which apply to all aspects, or define conditions that are aspect specific.
Inspection Unit The unit of measure for the inspection
Example: Tire tread measurements may be in centimeters or fractional inches.
Inspection Method The detailed description of how to carry out the inspection
Example: The inspection method for checking tire tread is simple: insert the tire gauge between the tire
treads and note the amount of tread on the tire.
Nominal Value A standard against which to measure aspects
Example: When a snow tire is new, its tread is 9/32 of an inch. The dealership recommends replacing
the tire when the tread reaches 2/32. The nominal value would be 9/32 of an inch.
Extreme Value Either a minimum or maximum value that defines the range of acceptable inspection readings
Example: The minimum extreme value for tire tread is 1/32. The maximum value is 9/32. Tire tread
measurements between these two values are acceptable.
Critical Value The value that indicates when to take action for an aspect
Example: When tire tread reaches 2/32 of an inch, replace the tire.
Tolerance The percentage amount above or below the critical value. The tolerance defines the safety limits, which
are the values that signal the need for a new inspection.
Example: A tolerance of 5 percent is set for tire tread. If a measurement is 5 percent above or below
2/32 of an inch (the critical value), initiate a new inspection.
Inspection Route A sorted list of inspection points defined for a category (not a specific piece of equipment), outlining
Template both the sequence and the content of an inspection
Apply the template to any piece of equipment in a category. The system stores the template in the
database library and attaches it to a work order when you
need it.
Example: Set up a route template for 12,000, 36,000, and 60,000-mile tune-ups for vehicles. When it is
time to perform the tune-up, attach the tune-up template to a work order for a 1991 Ford Passenger Van.
Inspection Route for An aspect-specific subset of an inspection route template that can associate a route with a specific work
Work Order order

6 ‚ INSPECTION MANAGEMENT 296

Term Definition
Route Status The status of an inspection route changes as the inspection moves through its lifecycle. This list
describes the status codes.
Blank (no status)—Add or remove inspection aspects and points.
Unfinished—Enter the results of the inspection.
Ready—All results are entered in the system, and you can process the results. At this point, you cannot
make any changes to the results.
Request Approval—Update the inspection point result type only.
Approved/Processed—The results are frozen, and you can update the inspection point result type
only.
Canceled—User cannot make any changes, and the route is considered "dead."
Finding Code Defines observations or measurements that you can only report qualitatively
Example: It is difficult to gauge water color (clear, hazy, swampy). In this situation, set up finding codes
for clear, hazy, and swampy.
Result Type Indicates the validity of an inspection reading or result
Example: When a finding is "Valid," include the value in system calculations. When a finding is
"Invalid," do not include the value in calculations. When a finding indicates discontinuity, take a new
reading.

Defining Inspection Codes

Define inspection codes before defining inspection parameters.

Defining Inspection Aspects

Define codes to represent specific aspects to measure. Measure one or multiple aspects against standards or gauges.
Although you can define additional time dependence codes on the Installation Parameters form, the system only uses
the linearly increasing or decreasing codes for internal calculations.
You cannot delete inspection aspect codes after associating them with inspection points.
Follow these steps to define inspection aspects.
1 Open the Aspects form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Aspect—Enter a unique code identifying the inspection aspect, and then enter a description of the aspect in the
adjacent field.
4 Time Dependency—Select Linearly Increasing or Linearly Decreasing. The time dependence parameter is
used to calculate when equipment will exceed safety margins.
5 Class—Enter the class of the aspect.
The system automatically populates Class Org.
6 Out of Service—Select to indicate that the system does not use this aspect.
7 Random Result—Select to permit entry of measurements without requiring an associated inspection point.
8 Click . The system saves the record.

Defining Properties of Inspection Aspects

Create aspect prompts to add more information to your inspection results. For example, if you have an inspection
aspect such as wall thickness for a pipe, you can add properties such as temperature and weight to further classify
the inspection results. Aspect prompts and their associated list of values appear on the Results page of the Monitored
Data form in addition to the predefined properties. The aspect/prompt relationship acts in the same way as custom
fields.
First, define prompts for the inspection aspect, and then define the list of values for those prompts.
Defining Prompts for Inspection Aspects
Follow these steps to define prompts for inspection aspects.
1 Open the Aspects form. The system displays the List View page.

6 ‚ INSPECTION MANAGEMENT 297

2 Select the aspect for which to define prompts, and then click the Prompts tab. The system displays the Prompts
page.
3 Click Add Prompt. The system inserts a new Prompt Details record.
4 Property—Enter the code identifying the property, and then enter a description of the property in the adjacent
field.
Note: You can define property codes and descriptions by creating custom fields.
5 Upload Column—Enter the database column where the system stores prompt data.
6 Sequence—Enter a number indicating the order in which the prompt appears on the Results page of the
Monitored Data form.
7 Default—Enter the default value that will automatically display on the Monitored Data form.
8 Validate—Enter the code identifying the formula the system uses for validation for the prompt.
9 Insert and Update—Enter the code identifying the formula the system uses to calculate values when you insert
or update a record on the Monitored Data form.
The system automatically populates the Length of the upload column.
10 Length—Enter the maximum number of characters allowed for prompt values.
11 Display—Select to indicate whether the system displays the prompt on the Monitored Data form.
12 Mandatory—Select to indicate whether the prompt is a required field on the Monitored Data form.
Note: If you select Mandatory, you must also select Display.
13 Print—Select to indicate whether the system prints the prompt on the reports. These reports are user-defined.
14 Uppercase—Select to indicate whether values for the prompt should be uppercase only.
15 Out of Service—Select to indicate that the system does not use this prompt on this aspect.
16 Click Submit. The system saves the record and updates the Prompts list.
Note: To remove a prompt, select the prompt to remove, and then click Remove Prompt. The system
removes the record and updates the Prompts list.

Defining Lists of Values for Inspection Aspect Prompts

After you create a custom field property and classify it as a "list of values" for an inspection aspect prompt, define
the specific values of the custom field property. For example, if the custom field type is set to "Character," for a
field named Color, define colors that are specific to the particular inspection aspect prompt. When entering data on
the Prompts page of the Aspects form, select the color from this predetermined list of values.
Follow these steps to define lists of values for inspection aspect prompts.
1 Open the Aspects form. The system displays the List View page.
2 Select the aspect for which to define prompt lists of values, and then click the Prompts tab. The system displays
the Prompts page.
3 Select the prompt for which to define lists of values, and then click Define Lookup Values. The system
displays the Define Lookup Values popup.
4 Click Add Value. The system inserts a new Lookup Value Details record.
5 Value—Enter the prompt value.
6 Click Submit. The system saves the record and updates the Values list.
Note: To delete a value, select the value to delete, and then click Delete Value. The system deletes the
record and updates the Values list.
7 Click Close. The system closes the Define Lookup Values popup.

Defining Inspection Point Types

Inspection point types are groups of similar inspection points. Associating inspection points with point types
simplifies data entry and analysis by standardizing descriptions.
Note: You cannot delete inspection point type codes after associating them with inspection points.
Follow these steps to define inspection point types.
1 Open the Point Types form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Point Type—Enter a unique code identifying the inspection point type, and then enter a description of the point
type in the adjacent field.

6 ‚ INSPECTION MANAGEMENT 298

4 Class—Enter the class of the inspection point type.
The system automatically populates Class Org.
5 Click . The system saves the record.

Defining Inspection Methods

Inspections involve procedures or methods. With this feature, define the method of inspecting a particular aspect of
a piece of equipment.
Note: You cannot delete inspection method codes after associating them with inspection points or inspection
aspects.
Follow these steps to define inspection methods.
1 Open the Methods form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Method—Enter a unique code identifying the inspection method, and then enter a description of the method in
the adjacent field.
4 Class—Enter the class of the inspection method.
The system automatically populates Class Org.
5 Click . The system saves the record.

Defining Inspection Conditions

Inspection conditions are restrictions on inspections. The conditions differ with different equipment. For example,
check the brake system of a vehicle only when it is stationary with the wheels removed. For other equipment, the
weather or the temperature might restrict an inspection.
The system includes, on the work order printout, any conditions that must be met prior to the inspection.
Follow these steps to define inspection conditions.
1 Open the Conditions form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Condition—Enter a unique code identifying the inspection condition, and then enter a description of the
condition in the adjacent field.
4 Class—Enter the class of the inspection condition.
The system automatically populates Class Org.
5 Click . The system saves the record.

Defining Inspection Findings

Define codes that represent the results of an inspection. All of the codes defined on this form represent qualitative
findings, not quantitative results. For example, a qualitative finding of a pipe inspection is "The pipe is leaking."
Associate one or more equipment classes with a specific inspection finding. For example, associate tire tread wear
results with vehicle classes (four door sedans, two door sedans, vans, etc.).
Note: You cannot delete inspection findings codes after associating them with classes or inspection results.
Follow these steps to define inspection findings.
1 Open the Findings form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Finding—Enter a unique code identifying the inspection finding, and then enter a description of the finding in
the adjacent field.
4 General—Select to associate the finding with all equipment inspections. Unselect to associate specific
equipment classes with the finding on the Classes page of the Findings form. In this situation, the system
displays the finding in the list of values for the relevant equipment.
Note: You cannot select General if the finding is associated with one or more equipment classes.
5 Click . The system saves the record.

6 ‚ INSPECTION MANAGEMENT 299

Assigning Equipment Classes to Findings
Assign equipment classes to a finding on the Classes page. The Classes page displays a list of equipment classes
assigned to a particular finding. A finding may have multiple equipment class assignments, if it is not a General
finding, which by default applies to all equipment classes.
For example, equipment with a class of HVAC may have different findings than equipment with a class of MOTOR.
When you enter inspection results for a piece of equipment with a class of HVAC, only the General findings and
those assigned specifically to the HVAC class will appear in Finding on any inspection result entry form.
Note: You cannot assign classes to a General finding.
Follow these steps to assign equipment classes to findings.
1 Open the Findings form. The system displays the List View page.
2 Select the finding to which to assign an equipment class, and then click the Classes tab. The system displays the
Classes page.
3 Click Add Class. The system inserts a new Class Details record.
4 Class—Enter the equipment class to which to assign the finding.
The system automatically populates Class Org.
5 Click Submit. The system saves the record and updates the Classes list.
Note: To remove a class, select the class to remove, and then click Remove Class. The system removes the
record and updates the Classes list.

Viewing Monitored Data

View equipment, locations, categories, and profiles for inspection-related details.
Follow these steps to view monitored data.
1 Open the Monitored Equipment form. The system displays the List View page.
2 View the monitored data information.

Defining Points
Define equipment inspection points, equipment inspection aspects, equipment inspection aspect points, and
equipment inspection conditions. Finally, enter additional equipment inspection information and record equipment
inspection results.

Defining Equipment Inspection Points

Associate inspection points with specific equipment or categories. For example, when examining the tread wear on
tires of a van, the equipment is the van, and the inspection points are the four tires. You can also associate inspection
points with categories.
Follow these steps to define equipment inspection points.
1 Open the Monitored Equipment form. The system displays the List View page.
2 Select the equipment, profile, or equipment category for which to define inspection points, and then click the
Points tab. The system displays the Points page.
3 Click Add Point. The system inserts a new Point Details record.
The system automatically populates Origin.
4 Point Type—Enter the inspection type to associate with the equipment or equipment category.
The system automatically populates the point type description.
5 Point—Enter the inspection point number.
6 Click Submit. The system saves the record and updates the Points list.
Notes: To remove a point, select the point to remove, and then click Remove Point. The system removes the
record and updates the Points list.
You cannot remove point records that are indirectly associated with the monitored data object.

6 ‚ INSPECTION MANAGEMENT 300

Defining Equipment Inspection Aspects
Associate aspects with equipment or categories. For example, specify a category of vans or a particular van, and
then associate it with the inspection aspect of measuring tire tread.
Follow these steps to define equipment inspection aspects.
1 Open the Monitored Equipment form. The system displays the List View page.
2 Select the equipment, equipment class, or equipment category for which to enter inspection aspect information,
and then click the Aspects tab. The system displays the Aspects page.
3 Click Add Aspect. The system inserts a new Aspect Details record.
The system automatically populates Origin.
4 Aspect—Enter the inspection aspect with which to associate the monitored data object.
The system automatically populates the aspect description.
5 Method—Enter the inspection method for the aspect as necessary.
6 Nominal Value—Enter the starting value or normal value and unit of measure for measurements on this aspect.
For example, if a new pipe’s wall thickness is 3 mm, the nominal value is 3 and the unit of measure is mm.
7 Min. Extreme—Enter the minimum extreme value beyond the operating specifications for the aspect.
8 Min. Critical—Enter the lowest possible value for the aspect.
9 Min. Tolerance—Enter the minimum percentage of critical value for the aspect.
10 Min. Std. WO—Enter a standard work order to restore normal operating conditions when the minimum critical
value is reached.
11 Min. PM—Enter a preventive maintenance work order to restore normal operating conditions when the
minimum critical value is reached.
12 Max. Extreme—Enter the maximum extreme value beyond the operating specifications for the aspect.
13 Max. Critical—Enter the highest possible value for the aspect.
14 Max. Tolerance—Enter the maximum percentage of critical value for the aspect.
15 Max. Std. WO—Enter a standard work order to restore normal operating conditions when the maximum
critical value is reached.
16 Max. PM—Enter a preventive maintenance work order to restore normal operating conditions when the
maximum critical value is reached.
17 Click Submit. The system saves the record and updates the Aspects list.
Notes: To remove an aspect, select the aspect to remove, and then click Remove Aspect. The system
removes the record and updates the Aspects list.
You cannot remove aspect records that are indirectly associated with the monitored data object.

Defining Equipment Inspection Aspect Points

Define minimum and maximum measurement values for the equipment. When inspection aspect measurements
exceed acceptable values, the system automatically generates work orders to correct the problems. Inspection aspect
point information is similar to the information on the Aspect page but is specific for an aspect/point combination.
Follow these steps to define equipment inspection aspect points.
1 Open the Monitored Equipment form. The system displays the List View page.
2 Select the equipment, equipment class, or equipment category for which to enter aspect point information, and
then click the Aspect Points tab. The system displays the Aspect Points page.
3 Click Add Aspect Point. The system inserts a new Aspect Point Details record.
The system automatically populates Origin, Date, and Finding.
4 Aspect—Enter the inspection aspect with which to associate the aspect point.
The system automatically populates the aspect description, Method, Nominal Value, Min. Extreme, Min.
Critical, Min. Critical Reached, Min. Tolerance, Min. Tolerance Reached, Min Std. WO, Max. Extreme,
Max. Critical, Max. Critical Reached, Max. Tolerance, Max. Tolerance Reached, and Max. Std. WO from
the Aspect of the equipment or category.
5 Point—Enter the point with which to associate the aspect point.
The system automatically populates the point description, Point Type, and the point type description.

6 ‚ INSPECTION MANAGEMENT 301

6 Point Type—Enter the point type with which to associate the aspect point.
The system automatically populates the point type description.
7 Method—Enter the inspection method for the aspect as necessary.
8 Nominal Value—Enter the starting value or normal value and unit of measure for measurements on this aspect
point. For example, if a new pipe’s wall thickness is 3 mm, the nominal value is 3 and the unit of measure is
mm.
9 Min. Extreme—Enter the minimum extreme value beyond the operating specifications for the aspect point.
Note: Min. Extreme must be less than Min. Critical.
10 Min. Critical—Enter the lowest possible value for the aspect point.
Note: Min. Critical must be less than the Nominal Value.
11 Min. Tolerance—Enter the minimum percentage of critical value for the aspect point.
12 Min. Std. WO—Enter a standard work order to restore normal operating conditions when the minimum critical
value is reached.
13 Min. PM—Enter a preventive maintenance work order to restore normal operating conditions when the
minimum critical value is reached.
14 Max. Extreme—Enter the maximum extreme value beyond the operating specifications for the aspect point.
Note: Max. Extreme must be greater than or equal to the Min. Extreme and Max. Critical.
15 Max. Critical—Enter the highest possible value for the aspect point.
Note: Max. Critical must be greater than the Nominal Value and greater than or equal to Min. Critical.
16 Max. Tolerance—Enter the maximum percentage of critical value for the aspect point.
17 Max. Std. WO—Enter a standard work order to restore normal operating conditions when the maximum
critical value is reached.
18 Max. PM—Enter a preventive maintenance work order to restore normal operating conditions when the
maximum critical value is reached.
19 Click Submit. The system saves the record and updates the Aspect Points list
Notes: To remove an aspect point, select the aspect point to remove, and then click Remove Aspect Point.
The system removes the record and updates the Aspect Points list.
You cannot remove aspect point records that are indirectly associated with the monitored data object.

Copying Aspect Points

Copy existing aspect points associated with a source monitored data object to a selected destination monitored data
object.
Note: You cannot copy aspect points if you do not have the proper permissions to access the Aspect Points
page.
Follow these steps to copy aspect points.
1 Open the Monitored Equipment form. The system displays the List View page.
2 Select the monitored data object to which to copy aspect points, and then click the Aspect Points tab. The
system displays the Aspect Points page.
3 Click Copy Aspect Points. The system displays the Copy Aspect Points popup.
The system automatically populates Destination and the destination description.
4 Source—Enter the source object.
The system automatically populates the source description and the list of aspect points directly associated with
the source object.
5 Select—Select each aspect point to be copied from the source object to the destination object.
Notes: You must select at least one aspect point that is associated with the source object.
To select all the aspect points at once, check Select. To unselect all the aspect points at once, uncheck
Select.
6 Click Copy. The system copies the records to the destination object and closes the Copy Aspect Points popup.
Note: You cannot copy aspect points that are already associated with the destination object from the source
object to the destination object.

6 ‚ INSPECTION MANAGEMENT 302

Defining Equipment Inspection Conditions
Specify conditions to meet before inspecting a piece of equipment. For example, conditions for a boiler inspection
might include blocking all inlet and outlet valves, cutting the fires from the burners approximately 8 hours prior to
the inspection, and cooling the inside of the boiler for 24 hours.
Follow these steps to define equipment inspection conditions.
1 Open the Monitored Equipment form. The system displays the List View page.
2 Select the equipment, profile, or equipment category for which to define equipment inspection conditions, and
then click the Point Conditions tab. The system displays the Point Conditions page.
3 Click Add Point Condition. The system inserts a new Point Condition Details record.
The system automatically populates Origin.
4 Point—Enter the point with which to associate the inspection condition and Point Type.
The system automatically populates the point description.
5 Condition—Enter the inspection condition.
The system automatically populates the condition description.
6 Aspect—Enter the aspect with which to associate the inspection condition as necessary.
Note: Do not enter an Aspect when the Condition applies to the Point, regardless of what aspect is being
measured.
7 Click Submit. The system saves the record and updates the Point Conditions list.
Notes: To remove a point condition, select the point condition to remove, and then click Remove Point
Condition. The system removes the record and updates the Point Conditions list.
You cannot remove point conditions records that are indirectly associated with the monitored data
object.
You cannot create a new point condition with the same combination of Point, Point Type, and Aspect
as an existing point condition.

Entering Additional Equipment Inspection Information

Follow these steps to enter additional equipment inspection information.
1 Open the Monitored Equipment form. The system displays the List View page.
2 Select the equipment, profile, or equipment category for which to enter additional equipment inspection
information, and then click the Equipment Details tab. The system displays the Equipment Details page.
3 Piping Class—Enter the piping class of the equipment as necessary.
The system automatically populates Piping Class Rev., Material Standard, Corr. Allowance, Material,
Material Std. Rev., Design Code, Design Temp. Min., and Design Temp. Max.
4 Material Standard—Enter the material standard of the equipment as necessary.
5 Nominal OD—Enter a numeric value for the pipe’s nominal outer diameter. Then, specify the unit of measure
for the diameter by selecting Inch or mm (millimeters).
6 MAOP through Lining/Coating—Enter the relevant values according to the design specifications listed by the
manufacturer or international standards organizations.
7 Variable 1 through Text 5—Enter any additional information about the object.
8 Click . The system saves the record.
Notes: To delete an existing equipment details record, click Delete Record. The system deletes the record.
You cannot delete equipment details records that are indirectly associated via the equipment’s category
with the monitored data object. If the existing equipment details record is not directly associated with the
monitored data object, click Copy Category Data to Equipment to directly associate the equipment
details record from the details of the indirectly associated equipment details record.

Recording Equipment Inspection Results

Follow these steps to record equipment inspection results.
1 Open the Monitored Equipment form. The system displays the List View page.
2 Select the equipment, equipment class, or equipment category for which to record inspection results, and then
click the Results tab. The system displays the Results page.
3 Click Add Result. The system inserts a new Result Details record.

6 ‚ INSPECTION MANAGEMENT 303

4 Aspect—Enter the aspect associated with the equipment.
The system automatically populates the aspect description.
5 Point—Enter the inspection point for which to record results.
The system automatically populates Point Type and the point type description.
6 Point Type—Enter the inspection point type for which to enter results.
The system automatically populates the point type description.
7 Date—Enter the date of the inspection.
8 Confidence Rating—Select the confidence rating of the results.
9 Result—Select one of the following options:
ƒ Valid—Select to indicate that the system uses the result in trend analysis.
ƒ Invalid—Select to indicate that the system does not use the result in trend analysis.
ƒ Discontinuity—Select to indicate that the system restarts the trend analysis.
10 Work Order—Enter a work order with which to associate the results.
11 Completed—Select to indicate that all results are recorded and verified for this record. The system freezes
information for this record.
Note: You cannot modify Completed results.
12 Click Submit. The system saves the record and updates the Results list.
Notes: To delete a result, select the result to delete, and then click Delete Result. The system deletes the
record and updates the Results list.
You cannot modify Completed results.
The above fields are fixed. The system displays variable fields based on the selected aspect. Once you select the
Aspect in the header, the system displays the prompts related to the aspect that were defined on the Prompts page of
the Aspects form. Refer to "Defining Prompts for Inspection Aspects" earlier in this chapter. Enter information for
the prompts accordingly. The system displays prompts with formulas as read-only attached at record insert or
update. The system updates these fields when you save the record.

Defining and Associating Inspection Routes

Define inspection routes and then associate the routes with specific PM work orders.

Defining Inspection Routes

Follow a prescribed inspection route when performing an inspection. Define inspection routes for a category or for
specific pieces of equipment.

Defining Inspection Route Inspection Points

Associate inspection routes with a particular sequence of inspection points. The options shown depend on whether
you are defining an inspection route for equipment or a route template.
Follow these steps to define inspection route inspection points.
1 Open the Routes form. The system displays the List View page.
2 Select the inspection route for which to define inspection points, and then click the Inspection Points tab. The
system displays the Inspection Points page.
The system automatically populates Sequence Number with the next available integer based on the setting of
the installation parameter INCRLINO.
3 Click Add Point. The system inserts a new Inspection Point Details record.
4 Equipment or Category—Enter the equipment or category that is first in the inspection route sequence.
The system automatically populates the equipment or category description, Equipment Type, and Equipment
Org.
Note: For regular inspection routes, you associate equipment inspection points. For route templates, you
associate category inspection points.
5 Point Type—Enter the point type.
6 Level—Enter a level value when associating category inspection points. This value tells the system where the
inspection point is found in the equipment structure. The equipment specified on the work order is a level 1.

6 ‚ INSPECTION MANAGEMENT 304

 Any child equipment items (of the same type) are a level 2 or higher. If you leave this field blank, the system
automatically searches the existing equipment hierarchy (as defined on the Equipment form). The system
associates inspection points for all child equipment that match the specified class and category, independent of
the level.
7 Point—Enter the point that is first in the inspection route sequence.
The system automatically populates the point description.
8 Sequence Number—Enter the sequence number of the inspection point.
9 Click Submit. The system saves the record and updates the Inspection Points list.
Note: To remove an inspection point, select the inspection point to remove, and then click Remove Point. The
system removes the record and updates the Inspection Points list.

Associating Inspection Routes to Work Orders

Associate inspection routes with specific PM work orders after defining inspection routes and corresponding
inspection points. The system will also create work order inspection points for the work order if at least one
inspection route inspection point exists for the inspection route.
Important: In order to associate an inspection route with a work order, the work order must have a system status of
Released.
Note: Depending on your system configuration, Route and Inspection Status may not be displayed. Contact
your system administrator for additional information.
Follow these steps to associate inspection routes with work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Enter the information necessary to define a work order. Refer to "Defining Regular Work Order Headers" in
Chapter 5 ‚ Work Management.
4 Route—Enter the inspection route to associate with the work order.
Note: If the Route is a template route, you must also enter Equipment.
5 Click . The system saves record.
The system automatically populates Inspection Status with Unfinished.

Associating Inspection Points with Work Orders

Associate inspection points with a particular work order. Use this feature only when the work order has a system
status of Released or Completed and when the inspection route has a status of Unfinished. Finally, enter the
results of the inspection into the system after the employee performs the inspection.
Follow these steps to associate inspection points with work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order with which to associate inspection points, and then click the Inspections tab. The system
displays the Inspections page.
The system automatically populates Sequence Number with the next available integer provided by the
installation parameter INCRLINO.
3 Click Add Point. The system inserts a new Point Details record.
4 Point—Enter the point to associate with the work order.
The system automatically populates Equipment, equipment description, Equipment Type, Equipment Org.,
point description, Point Type, Aspect, Method, and the Value unit of measure.
5 Sequence Number—Enter the sequence number of the inspection point.
6 Method—Enter the inspection method.
7 Date—Enter the date of the inspection.
8 Result—Enter the reliability code for the inspection (this code is also used in regression analysis). Choose one
of the following options:
ƒ The measurement is acceptable—Select Valid.
ƒ The measurement is wrong—Select Invalid.

6 ‚ INSPECTION MANAGEMENT 305

 ƒ The inspection point has been changed so drastically that all previous inspection results for this point must
be deactivated—Select Discontinuity.
Note: If you are entering result details for the work order, you must enter both Date and Result.
9 Value—Enter the value and unit of measure of the inspection.
10 Finding—Enter the inspection finding.
11 Inspected By—Enter the employee by which the inspection was performed.
12 Location—Enter the location of the inspection.
13 Standard WO—Enter the standard work order associated with the inspection.
14 New WO Required—Select to generate a work order based on the inspection results.
15 Class—Enter the class of the inspection.
The system automatically populates Class Org.
16 Note—Enter any additional notes.
17 Comments—Enter any additional comments.
Note: The system automatically selects New WO Required if Value exceeds the upper or lower critical value
specified for the aspect point.
18 If necessary, click Create New WO to generate the work order immediately. However, if the system status of
the route is Approved, you cannot create a new work order. You must also select New WO Required to create
new work orders. The system creates a new work order based on the details of the work order inspection point
and inserts the work order number for Work Order.
Note: If you do not create a new work order by clicking Create New WO, the system automatically creates a
work order after the inspection results are approved.
19 Click . The system saves record.
Note: To remove a point, select the point to remove, and then click Remove Point. The system removes the
record and updates the Points list.

Changing Inspection Statuses

After defining routes and corresponding inspection points and associating routes with specific work orders, change
the statuses of selected work order inspections during different phases of the inspection process.
Note: In order to change the status of an inspection, the work order must have a system status of Released or
Completed; have inspection points defined; have Inspection Status defined (usually with a Work Order
Inspection Status of Unfinished); and not be part of an MS Project scheduling session.
Follow these steps to change inspection statuses.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to change the inspection status, and then click the Inspections tab. The system
displays the Inspections page.
3 Select the inspection point for which to change the inspection status, and then click Change Inspection Status.
The system displays the Change Inspection Status popup.
The system automatically populates Work Order, work order description, Route, route description, and
Current Status.
4 New Status—Enter the new status of the inspection.
5 Click Submit. The system saves the record.

Adding Inspection Point Comments

Add comments for work order inspection points.
Follow these steps to add inspection point comments.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order to associate with inspection points, and then click the Inspections tab. The system
displays the Inspections page.
3 Click Inspection Comments. The system displays the Inspection Comments popup.
4 Click Add Comment. The system displays the Add/Edit Inspection Comments popup.
5 Language—Select the language in which to write the comment.
6 Comments—Enter the inspection point comments.

6 ‚ INSPECTION MANAGEMENT 306

7 Print with Document—Select to print the comments with the work order.
8 Click Save. The system saves the record and closes the Add/Edit Inspection Comments popup.
Note: To delete a comment, click on the comment to delete. The system displays the Add/Edit Inspection
Comments popup. Click Delete. The system deletes the record, closes the Add/Edit Inspection
Comments popup, and updates the Comments list.
9 Click Close. The system closes the Inspection Comments popup.

Add Inspection Custom Fields

Add custom fields to work order inspections to further define inspections.
Important: The system displays custom fields associated with a class defined for the inspection result entity (INRH)
only when Class and Class Org. on the work order are equal to Class and Class Org. on a class
record that is associated with INRH.
Follow these steps to add inspection custom fields.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order to associate with inspection points, and then click the Inspections tab. The system
displays the Inspections page.
3 Click Inspection Custom Fields. The system displays the Inspection Custom Fields popup.
4 Enter inspection custom fields as necessary.
5 Click Submit. The system saves the record and closes the Inspection Custom Fields popup.

Adding Inspection Point Custom Fields

Add custom fields to work order inspection points to further define inspection points.
Follow these steps to add inspection point custom fields.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order to associate with inspection points, and then click the Inspections tab. The system
displays the Inspections page.
3 Select the inspection point for which to add custom fields, and then click Point Custom Fields. The system
displays the Inspection Point Custom Fields popup.
4 Enter inspection point custom fields as necessary.
5 Click Submit. The system saves the record and closes the Inspection Point Custom Fields popup.

Approving Inspection Results

The Approve Inspection Results form consists of two pages: the Parameters page and the Preview page. On the
Parameters page, you can define the selection criteria for locating the inspection points to process in the batch. The
Preview page allows you to preview all of the inspection points selected for processing based on the selection
parameters, enabling you to select or unselect inspection points to include in the batch generation process before you
actually process the inspection point batch. You can select or unselect individual inspection points for processing, or
you can select or unselect all inspection points for processing.
Note: In order to approve inspection points, you must have the necessary authorizations to the Approve
Inspection Result form and the Preview page, and you must enter a specific organization.
Follow these steps to approve inspection results.
1 Open the Approve Inspection Results form. The system displays the Parameters page.
The system automatically populates Organization.
Note: To select previously defined parameters, select the name of the set of parameters in Parameter List.
Click Save to save a new set of parameters or click Delete to delete an existing set of parameters.
2 Organization—Enter the organization to which the inspection point belongs if you use multi-organization
security.
3 Route, Work Order, PM, Equipment Type, Equipment, Location, Department, Equipment Class, and/or
Category, and Inspection Status—Enter one or all of these selection parameters for generating the inspection
point batch.
4 Click Process. The system displays the Preview page listing all of the inspection points meeting the selection
criteria.

6 ‚ INSPECTION MANAGEMENT 307

5 Select—Select each inspection point you wish to approve in the inspection point batch as necessary, or you can
unselect each inspection point you do not wish to approve in the inspection point batch as necessary.
Note: To select all the inspection points at once, check Select. To unselect all the inspection points at once,
uncheck Select.
6 Click Approve. The system updates the Inspection Status of any affected work orders. If any errors occur, then
the system changes the record’s visual attribute to red and displays an error message in the Error Message
column of the Preview list.
Important: If you have set up the system to require an electronic signature to authorize status changes to work
order headers or to create work orders, the system displays the eSignature popup once for every
inspection point in the inspection point batch for which there is a status change or a new work order is
created.

Defining Formulas
Define generic formulas to establish any calculation that produces a minimum or maximum critical value for an
inspection point aspect combination or any calculation with entered monitored data, and then identify where the
system executes those formulas. First, define the actual formula, and then define parameters used within the
formula. The system calculates formulas with SQL statements defined for the parameters used in the formula.
Follow these steps to define formulas.
1 Open the Formula IDs form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Formula ID—Enter a unique code identifying the formula, and then enter a description of the formula in the
adjacent field.
4 Class—Enter the class of the formula.
The system automatically populates Class Org.
5 Formula—Enter the actual formula using codes to identify parameters. For example, to calculate minimum
allowable thickness (MAT) for a cylindrical shell using design pressure (DP), actual outside diameter (OD), and
nominal design stress (NDS), enter the following equation:
$MAT = $DP * $OD/ (2 * $NDS + $DP)
Important: All parameters must have a dollar sign prefix ($).
To create parameters immediately, click Verify Parameters. The system verifies that the parameters
exist. If they do not exist, the system asks if you want to create a new parameter. Click Yes. The system
inserts a new parameter for the formula and updates the Parameters list on the Parameters page. Refer
to "Associating Parameters with Formulas" later in this chapter for more information.
To perform a validation of a formula, click Validate Formula.
Note: Depending on your system configuration, Validate Parameters and Validate Formula may not be
displayed. Contact your system administrator for additional information.
6 Click . The system saves the record.

Associating Parameters with Formulas

After defining formulas, associate parameters used within the formulas.
Shortcut: You can also associate parameters with formulas on the Record View page by clicking Validate
Parameters. Refer to "Defining Formulas" earlier in this chapter.
Follow these steps to associate parameters with formulas.
1 Open the Formula IDs form. The system displays the List View page.
2 Select the formula for which to associate parameters, and then click the Parameters tab. The system displays the
Parameters page.
3 Click Add Parameter. The system inserts a new Parameter Details record.
4 Parameter—Enter the parameter with which to associate the formula.
The system automatically populates the parameter description, Formula UOM, and Statement.
5 Formula UOM—Enter the unit of measurement of the formula.

6 ‚ INSPECTION MANAGEMENT 308

6 Click Submit. The system saves the record and updates the Parameters list.
Notes: To remove a parameter, select the parameter to remove, and then click Remove Parameter. The
system removes the record and updates the Parameters list.
Click Validate Parameter to check the accuracy of the SQL statement.

Editing Formula Parameters

Edit details of an existing formula parameter.
Follow these steps to edit formula parameters.
1 Open the Formula IDs form. The system displays the List View page.
2 Select the formula for which to edit parameters, and then click the Parameters tab. The system displays the
Parameters page.
3 Select the parameter to edit, and then click Edit Parameter Details. The system displays the Parameter
Details popup.
4 Edit the parameter details as necessary.
5 Click Submit. The system saves the record and updates the Parameters list.

6 ‚ INSPECTION MANAGEMENT 309

7 ‚ CALIBRATION MANAGEMENT

Maintain calibration data to ensure the accuracy of your equipment. The calibration management module
coordinates the equipment module with the work management module. Create and edit calibration information on
the Assets, Positions, or Systems forms, and then create calibration work orders and enter the actual calibration data
on the Work Orders form.
Load test point data and equipment calibration data using the Equipment and Work Order interfaces. To enable data
collection for calibration data, you must define the necessary transaction prompts on the DC Transaction Prompts
form. Refer to Chapter 5 ‚ Data Collection in the System Administrator’s Guide.
The calibration management module also provides extensive reporting capabilities. Refer to "Calibrations Reports"
in Chapter 9 ‚ Reports for more information.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition only. If you purchased Infor EAM Business Edition, you do not have access to the functionality
covered in this chapter.

In This Chapter
ƒ Understanding Calibration Management
ƒ Defining Calibration Test Point Data
ƒ Entering Calibration Results
ƒ Viewing Loop Instruments for a Work Order
ƒ Defining Standards Used for Calibration
ƒ Viewing Calibration Results

310
Understanding Calibration Management
Calibration is the process of comparing the performance of a piece of equipment to a known standard of accuracy.
Calibration results in a measurement that documents whether the equipment deviates from the known standard of
accuracy or is compliant with the standard. If the equipment is not in compliance with the standard, calibration may
also include adjusting the equipment in a manner that results in the instrument’s compliance with the known
standard.
The accuracy of electronic and/or mechanical components within equipment shifts over time, which affects the
quality, reliability, health, and safety of component output. Therefore, some instruments/equipment must be
calibrated at regular intervals to ensure their accuracy.
Define calibration data for equipment categories, assets, systems, and positions. After defining the test point data,
associate equipment work orders and PM work orders. Creating PM work orders enables you to generate regularly
scheduled jobs for equipment requiring calibration. You can also create regular calibration work orders as necessary.
Designate calibration work orders by selecting the calibration work order type when creating a work order. Refer to
"Creating Regular Work Orders" in Chapter 5 ‚ Work Management.
Calibrate equipment as necessary, and then enter the calibration data and results. The system assigns statuses to
calibration work orders based on the test point measurement results.
Run calibration reports for generating, tracking, and maintaining calibration data for your records. Refer to
"Calibrations Reports" in Chapter 9 ‚ Reports.

Understanding Calibration Management Terms

Refer to the following list of calibration terms:
Term Definition
Alert Tolerance Indicates a reading that is acceptable, but is closer to the device tolerance limits than desired. Alert tolerances
fall within device tolerance limits and are always calculated as a percentage value.
The system calculates the lower and upper alert tolerances based on the following equations:
Lower Work Order Alert Tolerance = Standard – [(Alert Tolerance / 100) * (Standard – Lower Equipment
Device Tolerance)]
Upper Work Order Alert Tolerance = Standard + [Alert Tolerance / 100) * (Upper Equipment Device
Tolerance – Standard)]
Absolute Indicates the system should process the values entered in Device Tolerance as absolute values.
The system calculates the range at which the work order will pass or fail based on the following equations:
Lower Work Order Device Tolerance = Standard – Lower Equipment Device Tolerance
Upper Work Order Device Tolerance = Standard + Upper Equipment Device Tolerance
For example, if the Standard is 25, and the Device Tolerance of the equipment is 5-5, the reading must fall
within a range of 20 to 30 for the work order to pass.
Default set The default set of calibration test points that apply to calibration work orders/PM work orders
Deviation The difference between the Device Reading and the Standard
Device The allowable deviation from the standard for the device being used to perform the calibration measurement.
tolerance A specified device tolerance indicates the range of variation permitted in maintaining adherence to the
standard for the device.
Increment The increment specifies the numeric interval of which a device reading must be evenly divisible. For
example, if you specify an Increment of 5, you must enter a Device Reading that is evenly divisible by 5,
such as 0, 5, 10, 15, 20, 25, etc.
Instrument type Indicates the type of instrument requiring calibration. Refer to the following when selecting an instrument
type:
ƒ Standard applied to—An instrument to which a standard is applied during calibration.
ƒ Accessory—An instrument that is secondary or subordinate within a loop.
ƒ Reading taken from—An instrument from which a reading is taken during calibration.
Loop A series of one or more instruments requiring and/or used for calibration that are linked together.
Output The reading or measurement produced by the calibration measurement at a calibration point.
The output can also be the expected reading if the output unit of measure is different from the input unit of
measure.
Output range The allowable deviation from the standard for the output that indicates the range of variation permitted to
adhere to the standard for the test point.

7 ‚ CALIBRATION MANAGEMENT 311

Term Definition
Percentage Indicates the system processes the values entered in Device Tolerance as percentages.
The system calculates the range at which the work order will pass or fail based on the following equations:
Lower Work Order Device Tolerance = Standard – [Standard * Lower Equipment Device Tolerance / 100]
Upper Work Order Device Tolerance = Standard + [Standards * Upper Equipment Device Tolerance / 100]
For example, if the Standard is 25, and the Device Tolerance of the equipment is 5-5, the reading must fall
within a range of 23.75 to 26.25 for the work order to pass.
Precision Indicates the maximum number of decimals allowed to the right of the decimal point for a reading.
Note: You can enter a number with fewer than the maximum number of decimals allowed to the right of
the decimal point. The system assumes there are zeros at the end of the specified number.
The precision indicates the degree of refinement with which the calibration is performed or the calibration
measurement is stated.
Process range The reading or measurement produced by the calibration measurement process at a calibration point
Process The allowable deviation from the standard for the process that indicates the range of variation permitted to
tolerance adhere to the standard for the test point
Sequence Indicates the order in which the test points should be calibrated
Set A number assigned to identify a group of test points
Standard The ideal reading for a piece of equipment against which actual readings should be measured.
Standard also refers to the parts used to perform a calibration.
Test point The actual point (calibration point) at which the accuracy of the equipment is tested to the known standard. A
piece of equipment that requires calibration may consist of numerous test points.
Test point range The numeric values indicating the acceptable range for the test point, e.g., 10 to 20. The values identify the
upper and lower limits of the standard for the test point. The test point reading must fall within this range for
the test point to pass.

Understanding Calibration Statuses

The system assigns calibration statuses at the work order level and at the test point level. The system assigns the
calibration statuses based on the data entered for test points on the Calibration page of the Work Orders form. Refer
to "Entering Calibration Results" later in this chapter.
The calibration results you enter determine the Calibration Status of the work order, as well as the Status for each
test point. The initial Calibration Status for the work order is Incomplete. If one of the test points fails, the
Calibration Status for the work order is set to Fail. The Calibration Status is only set to Pass when all the test
points on the work order have passed.
Notes: The system determines the Calibration Status of the work order whenever a test point is inserted,
updated, or deleted.
If a work order is a multiple equipment work order, then the system considers the test points for both the
header work order and all related work orders associated with the work order header when determining
the Calibration Status of the work order. Refer to "Adding Equipment to Work Orders to Distribute
Work Order Costs" in Chapter 5 ‚ Work Management.
The system determines the status of an individual test point based on the Device Reading, Device Tolerance, and
Alert Tolerance for the test point.
Note: The system contains an As Found and As Left section for every test point, which allows you to
recalibrate instruments as necessary. If you enter calibration data in the As Found section for the test
point and the test point fails, adjust the instrument as necessary, and then take a new reading. Enter the
new calibration results in the As Left section.
Refer to the following list for an explanation of calibration statuses.
ƒ Pass—This status indicates the Device Reading is within the range of the Device Tolerance. Passing status is
applied at both the work order header and the test point level.
ƒ Fail—This status indicates the Device Reading is outside of the range of the Device Tolerance. Failing status
is applied at both the work order header and the test point level.
ƒ Incomplete—This status indicates data has not been entered for one or more of the test points. Incomplete
status is applied only at the work order header level.
ƒ Not applicable—This status indicates you have selected Not Applicable for the test point. Test points
containing this status do not affect the Calibration Status for the work order. Not applicable status is applied
only at the test point level.

7 ‚ CALIBRATION MANAGEMENT 312

ƒ Pass, fail exists—This status is a sub-status of Pass, which indicates that the As Found calibration reading for
the test point failed; however, the As Left reading passed. Pass, fail exists status is applied only at the work
order level.
ƒ Pass, recal exists—This status is a sub-status of Pass, which indicates that an As Found or As Left test point
exceeded the Alert Tolerance but did not exceed the Device Tolerance. Pass, recal exists status is applied only
at the work order level.
ƒ Recalibrate—This status indicates the test point reading exceeded the Alert Tolerance but did not exceed the
Device Tolerance. The system only assigns a status of Recalibrate if you have specified an Alert Tolerance.
Recalibrate status is applied only at the test point level.
The following diagram illustrates how Alert Tolerance and Device Tolerance limits relate to the status of a test
point.

Refer to the following example for further clarification of calibration statuses.

Example
You have set the Standard for a test point to 100, the Device Tolerance from 10% to 20%, and the Alert
Tolerance to 75%. The test point fails with a reading below 90 or above 120. The test point requires recalibration
for readings in the ranges of 90 < x < 92.5 and 115 < x < 120. The test point passes with a reading that falls in the
range of 92.5 – 115. The test point fails in 120 < x or x < 90.

Understanding Calibration Loops

A loop is a series of one or more instruments. Typically, the individual instruments in a loop are not calibrated; the
loop is calibrated as one unit. Therefore, you must be able to measure the output of a loop whenever you apply a
known standard as the loop’s input.
Designate an instrument as a loop on the Calibration page of the equipment record. Refer to "Defining Calibration
Test Point Data" later in this chapter.
Note: Depending on your system configuration, the system may not display Loop on the Calibration page of
the Categories, Assets, Positions, or Systems forms. Contact your system administrator for more
information.
Link instruments to the loop equipment through parent-child relationships in a hierarchy. All instruments in a loop
must be linked directly as children of the loop equipment in an equipment hierarchy. Refer to "Creating Equipment
Hierarchies" in Chapter 2 ‚ Asset Management. Within the equipment hierarchy of the loop, designate the parent
equipment as a Loop and designate the child equipment in the loop as an Instrument on the Calibration tab of the
equipment record. Refer to "Defining Calibration Test Point Data" later in this chapter for more information.
If you create a calibration work order for a loop, the loop is displayed on the work order header, and the test points
defined on the loop are copied to the work order. When calibrating loops, the calibration standard is often applied to
the input loop instrument. The reading is then taken at the output loop instrument. The system creates test points on
the work order for instruments in the loop that are defined as type Reading taken from. Refer to "Entering
Calibration Results" later in this chapter.

7 ‚ CALIBRATION MANAGEMENT 313

Defining Calibration Test Point Data
Define test point data for assets, positions, and systems or for equipment categories.
Define calibration data for equipment categories to associate calibration data at the category level. The system
applies the calibration data to all equipment within the specified category. For example, define calibration test points
for all pressure indicators rather than having to enter the data individually for each pressure indicator.
The system copies calibration and test point data entered for a piece of equipment to the Calibration page of the
Work Orders form when a calibration work order for the piece of equipment is released.

Step 1: Define Basic Calibration Data

Follow these steps to define basic calibration data.
1 Open the Assets, Positions, Systems, or Categories form. The system displays the List View page.
2 Select the asset, position, system, or category for which to define calibration data, and then click the Calibration
tab. The system displays the Calibration page.
3 Instrument and Loop—Select to indicate whether the piece of equipment is an individual calibration
instrument or is part of a calibration loop.
4 Instrument Type—Choose one of the following options if the instrument is within a loop:
ƒ Standard applied to—Select to indicate the instrument is a point in the loop to which a standard is
applied.
ƒ Accessory—Select to indicate the instrument is secondary or subordinate within the loop.
ƒ Reading taken from—Select to indicate the instrument is a point in the loop at which calibration readings
are taken.
5 Test Point UOM—Enter the unit of measure for the test point.
6 Device Tolerance—Enter the range of the device tolerance for the piece of equipment, e.g., 10 to 20. The
values entered indicate the desired range for the calibration measurement and can be either an absolute or a
percentage.
7 Alert Tolerance—Enter the alert tolerance for the piece of equipment.
8 Precision—Enter the precision of the instrument.
9 Output Range—Enter numeric values indicating the potential range of the device output, e.g., 200 to 500.
10 Default Set—Enter a value identifying the calibration data and test points as the default set of test points for the
equipment. Designate the set of test points as the default set to indicate which set of test points to copy to
manually created calibration work orders. The system also copies the default set when creating PM equipment
records.
11 P&ID Drawing—Enter the process and instrument diagram drawing number.
12 P&ID No—Enter the process and instrument diagram number.
13 Output UOM—Enter the unit of measure for the device output.
14 Choose one of these options to indicate the type of value for the specified Device Tolerance:
ƒ Percentage—Select to apply the values entered in Device Tolerance as a percent value.
ƒ Absolute—Select to apply the values entered in Device Tolerance as an absolute value.
15 Increment—Enter the increment that the instrument can read.
Note: If you enter an Increment for a test point, the Device Reading that you enter on the Calibration page of
the Work Orders form must be a multiple of the specified Increment when entering calibration results,
e.g., if you enter an Increment of 5, you must enter a Device Reading that is a multiple of 5, such as 5,
10, 15, 20, 25, etc.
16 Device Range—Enter numeric values indicating the potential range for the device, e.g., 250 to 450.
17 Process Tolerance—Enter the range of the process tolerance, e.g., 10 to 20.
18 Process Range—Enter the range of the process, e.g., 150 to 600.
19 S.O.P.—Enter the standard operating procedure for calibration.

7 ‚ CALIBRATION MANAGEMENT 314

20 Click . The system saves the record.
Notes: The system automatically populates Next Cal. Due with the date of the next calibration work order for
the piece of equipment. The system does not display Next Cal. Due on the Calibration page of the
Categories form.
Update calibration data as necessary. The system applies new data entered in Test Point UOM and
Device Tolerance to work order test points created after you make the update. The system does not
update the data on existing test point records.
Right-click, and then select View Calibration Results to view calibration results for the equipment record.
If you are defining calibration data for a category, click Update Equipment. The system copies the
calibration data to all equipment records within the category. Prior to copying the calibration data, the
system deletes any calibration data for this category from related equipment records.

Step 2: Define or Import Test Point Data

Defining Test Point Data
Follow these steps to define test point data.
1 Open the Assets, Positions, Systems, or Categories form. The system displays the List View page.
2 Select the asset, position, system, or category for which to define test point data, and then click the Test Points
tab. The system displays the Test Points page.
The system automatically populates Sequence and Device Tolerance if available.
3 Click Add Test Point. The system inserts a new Test Point Details record.
4 Set—Enter a value to identify the test point set.
5 Sequence—Enter a value identifying the sequence in which the test point is calibrated.
6 Test point—Enter the point at which to test the piece of equipment, and then enter the unit of measure for the
test point in the adjacent field.
7 Output—Enter the test point output if testing is performed for dual units of measure, and then enter the unit of
measure of the output in the adjacent field.
8 Device Tolerance—Enter the range of the device tolerance for the piece of equipment, e.g., 10 to 20. The
values entered indicate the desired range for the calibration measurement and can be either an absolute or a
percentage. By default, the system reads these values as percentages.
9 Comments—Enter comments for the test point.
10 Click Submit. The system saves the record and updates the Test Points list.
Notes: To delete a test point, select the test point to delete, and then click Delete Test Point. The system
deletes the record and updates the Test Point list. The system does not update the sequence numbers
of other test points.
To modify an existing test point, select the test point to modify, and then edit fields as necessary. You
can update Test Point, Device Tolerance, and Comments for existing test points. You cannot update
Sequence.
If you are defining test points for a category, click Update Equipment. The system copies the test
points to all equipment records within the category. Prior to copying the test points, the system deletes
any test points for this category from related equipment records.

Importing Test Point Data

Test point data can be imported (copied) from existing equipment, categories, or work orders to save time if test
points are duplicated across similar instruments or calibration records.
Notes: Test points cannot be imported from or to more than one record simultaneously.
Test points can be imported to a work order from an asset, position, system, category record, or work
order. Test points cannot be imported to an asset, position, system, or category from a work order.
When copying test points from one work order to another work order, the system will not copy the
Device Reading, Deviation, or test point Status. No "As Left" data will be copied.
If one or more imported test points already exist on the destination record, the system displays a
warning message and re-sequences the imported test points to avoid duplication. You may then make
any corrections if necessary.
Records that do not have any associated test points will not be available to import from. Records whose
organization is not associated to the user will not be available to import from.

7 ‚ CALIBRATION MANAGEMENT 315

 When importing from a work order to a work order, records whose organization does not match the
destination work order organization will not be available to import from.
Categories, assets, positions, systems, and work orders whose Precision is > the Precision of the
destination record will not be available to import test points from.
When importing test points to a work order from a category or equipment, the system always converts
any test point tolerances defined as Percentage to absolute values for display on the Calibration page
of the Work Orders form. This conversion is not necessary when importing test points from another work
order since the system will have already converted the work order test point tolerances to absolute
values.

Importing Test Point Data to an Equipment

Follow these steps to import test point data to an equipment.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Select the asset, position, or system from which to import test point data, and then click the Test Points tab. The
system displays the Test Points page.
3 Click Import Test Points. The system displays the Import Test Points popup.
The system automatically populates Organization.
4 From—Select to import test points from an Asset, Position, System, or Category.
5 Asset, Position, System, or Category—Select the asset, position, system, or category from which to import test
points.
6 Select the test points to import, and then click Import Test Points. The system imports the test point data and
updates the Test Points list.
Importing Test Point Data to a Category
Follow these steps to import test point data to a category.
1 Open the Categories form. The system displays the List View page.
2 Select the category from which to import test point data, and then click the Test Points tab. The system displays
the Test Points page.
3 Click Import Test Points. The system displays the Import Test Points popup.
4 From—Select to import test points from a Category, Asset, Position, or System.
5 Asset, Position, System, or Category—Select the asset, position, system, or category from which to import test
points.
6 Select the test points to import, and then click Import Test Points. The system imports the test point data and
updates the Test Points list.
Importing Test Point Data to a Work Order
Follow these steps to import test point data to a work order.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order from which to import test point data, and then click the Calibration tab. The system
displays the Calibration page.
3 Click Import Test Points. The system displays the Import Test Points popup.
4 From—Select to import test points from a Work Order.
5 Asset, Position, System, Category, or Work Order—Select the asset, position, system, category, or work
order from which to import test points.
6 Use Equipment From—Select to use equipment from the WO Header or the Test Point(s). When importing
test points to a work order, you must choose to obtain the test point equipment from the equipment on the
destination work order header or from the imported test point(s).
7 Select the test points to import, and then click Import Test Points. The system imports the test point data and
updates the Test Points list.

7 ‚ CALIBRATION MANAGEMENT 316

Entering Calibration Results
Enter calibration results for work orders to report calibration data for the actual work performed while calibrating a
piece of equipment.
The system copies test point data for equipment to the Calibration page of the Work Orders form for any calibration
work order once it is released. Refer to "Defining Calibration Test Point Data" earlier in this chapter for more
information. If you need to enter calibration results for a work order that you did not specify as being a calibration
work order, you must manually enter the test point data.
If a work order is a multiple equipment work order, you can also enter calibration test points and data for child
equipment on the work order.
The calibration results you enter determine the Calibration Status of the work order, as well as the Status for each
test point. Refer to "Understanding Calibration Statuses" earlier in this chapter.
Note: Generate a calibration record report for a work order as necessary before beginning the calibration
process. Refer to "Calibration Record Report" in Chapter 9 ‚ Reports.
Follow these steps to enter calibration results.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to enter calibration results, and then click the Calibration tab. The system
displays the Calibration page.
The system automatically populates Calibration Status with the status of the calibration and S.O.P., P&ID
No., Precision, Increment, P&ID Drawing, and Alert Tolerance based on the information entered on the
Calibration tab of the equipment record listed on the work order. The system populates Last Calibrated with
the completed date for the last calibration work order for the piece of equipment and Calibration Interval with
the interval specified on the work order’s PM.
3 Select the test point for which to enter calibration results. The system displays the test point information.
If the calibration work order is released, the system automatically populates Equipment, Sequence,
Equipment Org., Test Point, and the unit of measure for the test point based on the test point data entered for
the equipment listed on the work order.
4 Equipment—Choose one of the following options if the work order is a multiple equipment work order:
ƒ Enter All Equipment to create the test point for each of the Related Work Orders associated with all of
the equipment records on the Calibration page of the Work Orders form.
Notes: If the work order is a multiple equipment type work order and you click Add Test Point without selecting
an existing test point, the system automatically populates Equipment with All Equipment. If you select
an existing test point and then click Add Test Point on a multiple equipment work order, the system
populates Equipment, Equipment Description, Equipment Org., Related Work Order, Test Point
UOM, Standard UOM, and Output UOM from the selected record.
If All Equipment is selected for Equipment, then Device Tolerance, Device Reading, and Status are
protected, because you cannot distribute these values to all equipment on the work order.
ƒ Enter WO Header Equipment to create the test point for each equipment record on the Calibration page
of the Work Order on the work order header.
ƒ Enter a specific Equipment record to create the test point for the Related Work Order associated with the
selected Equipment.
Refer to "Adding Equipment to Work Orders to Distribute Work Order Costs" in Chapter 5 ‚ Work
Management.
5 Not Applicable—Select to indicate the test point is no longer applicable for the calibration process.
6 Test Point—Enter the test point value for the calibration, and then enter the unit of measure for the test point in
the adjacent field.
Complete steps 7 through 10 in the As Found section of the form to enter the calibration results.
7 Standard—Enter the standard value for the calibration, and then enter the unit of measure for the standard in
the adjacent field.
8 Device Tolerance—Enter the range of the device tolerance.
9 Output—Enter the value of the test point output, and then enter the output’s unit of measure in the adjacent
field.
10 Device Reading—Enter the reading of the device.
The system subtracts the Standard from the Device Reading to determine the Deviation. The system
automatically populates Status based on the calibration results you enter.

7 ‚ CALIBRATION MANAGEMENT 317

Complete step 11 in the As Left section of the form if recalibration is required.
Shortcut: Click Copy to As Left to copy the data from the As Found section to the As Left section, and then
modify the fields as necessary.
11 Standard, Output, Device Tolerance, and Device Reading—Enter the calibration standard, output, device
tolerance, and device reading.
The system subtracts the Standard from the Device Reading to determine the Deviation. The system
automatically populates Status based on the calibration results you enter.
12 Click Submit. The system saves the record.
Notes: To add a new test point, click Add Test Point. The system inserts a new Test Point Details record. Enter
data as necessary, and then click Submit. The system saves the record and updates the Calibration
list.
To delete a test point, select the test point to delete, and then click Delete Test Point. The system
deletes the record and updates the Calibration list. If you delete a test point for which the test point
Equipment is associated with a MEC work order, then the system removes the test point from the
Related Work Order.
The system calculates the work order’s calibration status based on the status of each test point. For
multiple equipment work orders, the calibration status of the parent work order considers the test points
for all of its related work orders.
To run a calibration record report, click Run Calibration Report. Refer to "Calibration Record Report" in
Chapter 9 ‚ Reports for more information.

Viewing Loop Instruments for a Work Order

View loop instruments for a work order containing an object that is a loop to access a list of all the instruments
within the loop.
Note: The system activates View Loop Instruments if the work order contains a loop. Refer to
"Understanding Calibration Loops" earlier in this chapter for an explanation of loops.
Follow these steps to view loop instruments for a work order.
1 Open the Work Orders form. The system displays the List View page.
2 Select the calibration work order for which to view a loop, and then click the Calibration tab. The system
displays the Calibration page.
3 Click View Loop Instruments. The system displays the Loop Instruments popup.
4 View the loop instrument information.
Note: If the work order for which you are viewing loop instruments is a multiple equipment work order, then the
system displays the loop instruments associated with the selected test point Equipment, because more
than one loop can be calibrated on a multiple equipment work order.
5 Click Close. The system closes the Loop Instruments popup.

Defining Standards Used for Calibration

Define the specific piece of equipment used as a standard for the selected work order. The Standards Used popup
displays a list of parts that serve as potential parts from which to specify the piece of equipment and/or lot used for
the calibration.
Follow these steps to define standards used for calibration.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to define standards used during calibration, and then click the Calibration tab.
The system displays the Calibration page.
3 Click Standards Used. The system displays the Standards Used popup.
The Standards Used popup automatically displays parts for which you selected Calibration Standard and to
which you associated the work order’s equipment record on the Parts Associated page of the Assets, Positions,
or Systems form. Refer to "Creating Parts" in Chapter 3 ‚ Materials Management and "Associating Parts" in
Chapter 1 ‚ Basics for more information.
Note: If the work order for which you are defining standards used is a multiple equipment work order, then the
system displays the parts used as calibration standards associated with the selected test point
Equipment record.

7 ‚ CALIBRATION MANAGEMENT 318

4 Select the part for which to specify equipment and/or lot information. The system displays the Standard Details.
The system automatically populates Part and Part Org.
5 Equipment—Enter the equipment record used for calibration.
Notes: The system displays equipment records to which you associated the selected part via the Part field on
the Record View page of the Assets, Positions, or Systems form. Refer to "Defining Assets," "Defining
Positions," and "Defining Systems" in Chapter 2 ‚ Asset Management for more information.
If the work order for which you are defining standards used is a multiple equipment work order, you can
associate a test point with a specific equipment or with all equipment on the work order.
The system automatically populates Equipment Org.
6 Lot—Enter the lot of the part record.
7 Click Submit. The system saves the record.
Notes: To add a standard, click Add Standard. The system inserts a new Standard Details record. Enter the
Part, Equipment, and Lot, and then click Submit.
To delete a standard, select the standard to delete, and then click Delete Standard. The system deletes
the record and updates the Standards Used list.

Viewing Calibration Results

Follow these steps to view calibration results.
1 Open the Calibration Results form.
2 View the calibration information.

7 ‚ CALIBRATION MANAGEMENT 319

8 ‚ PROJECT MANAGEMENT

Define special projects in addition to the work defined in the work management and asset management modules.
Examples of special projects are painting a room or building a new production line. Break large projects down into
more manageable subprojects, and assign individual work orders to each step. You can also set up budget
requirements and monitor costs for projects. Charge work orders and purchase orders against projects. The system
displays actual costs, committed costs, and planned costs, eliminating guesswork.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition only. If you purchased Infor EAM Business Edition, you do not have access to the functionality
covered in this chapter.

In This Chapter
ƒ Defining Initial Project Information
ƒ Defining Parent and Child Projects
ƒ Creating Project Work Orders
ƒ Viewing Project Purchase Orders
ƒ Viewing Detailed Project Cost Summaries

320
Defining Initial Project Information
Define initial project information before using the project management module.

Defining Budget Codes for Projects

Define budget codes to be associated with projects. Designate default budget codes.
Note: The system only displays Cost Area, Cost Center, and Code of Accounts if the installation parameter
PROJTRCK is ON. Cost Area, Cost Center, and Code of Accounts are linked to entities for which you
must define user codes. Contact your system administrator for more information.
Follow these steps to define budget codes for projects.
1 Open the Project Budgets form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Project Budget—Enter a unique code identifying the budget, and then enter a description of the budget in the
adjacent field.
4 Class—Enter the class of the budget.
The system automatically populates Class Org.
5 Cost Area—Select the cost area of the budget.
6 Default—Select if the budget is a default budget.
Note: You can link default budgets to projects on the Project Budgets form. Refer to "Linking Default Budget
Codes with Projects" later in this chapter.
7 Cost Center—Select the cost center of the budget.
8 Code of Accounts—Select the code of accounts for the budget.
9 Click . The system saves the record.

Defining Shutdown Codes

Define shutdown codes, and then define equipment to service during shutdowns. Your organization might have
equipment that can only be serviced when it is completely out of service or shut down. A shutdown can represent
either a part of the facility or a type of shutdown to be performed.
Follow these steps to define shutdown codes.
1 Open the Shutdowns form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the shutdown belongs if you use multi-organization security.
4 Shutdown—Enter a unique code identifying the shutdown, and then enter a description of the shutdown in the
adjacent field.
5 Class—Enter the class of the shutdown.
The system automatically populates Class Org.
6 Click . The system saves the record.

Associating Standard Work Orders, Equipment, and Projects with

Shutdown Codes
Associate standard work orders, specific equipment, and project budgets with the shutdown identification codes. For
example, create a shutdown identification code for each station, and then associate each piece of equipment in the
station with that identification code.
Note: You cannot associate standard work order templates with shutdown codes.
Follow these steps to associate standard work orders, equipment, and projects with shutdown codes.
1 Open the Shutdowns form. The system displays the List View page.
2 Select the shutdown code with which to associate a standard work order and equipment, and then click the
Equipment tab. The system displays the Equipment page.
3 Click Add Equipment. The system inserts a new Equipment Details record.
4 Equipment—Enter the equipment to associate with the shutdown code.

8 ‚ PROJECT MANAGEMENT 321

 The system automatically populates Equipment Org. and Equipment Type.
5 Standard WO—Enter the standard work order describing the work to be performed when the shutdown occurs.
6 Project Budget—Enter the budget code to be referenced on the shutdown work order.
7 Click Submit. The system saves the record and updates the Equipment list.
Note: To remove an equipment record, select the equipment record to remove, and then click Remove
Equipment. The system removes the record and updates the Equipment list.

Defining Parent and Child Projects

Define parent projects and create as many child projects as needed. Define parent projects and budget codes before
defining child projects. For example, if the parent project is building a new road, set up a project for the road
construction, and then define individual steps for each child project, such as surveys, excavation, infrastructure,
paving, seal coating, and painting.
For each project you create, include a budget amount. Once the project is approved, the system saves the budget
amount. Update the amount later if the budget changes. The system retains the original value and stores revision
information against that amount. Any changes to labor and material estimates for child projects are validated against
the parent project budget. If estimates exceed the set budget, the system displays a warning message.

Defining Project Basics

Define project basics by entering basic project information. Define parent projects and budget codes before defining
child projects. When you specify a parent project for a child project, the system inserts the budget records of the
parent project on the child project.
Notes: Estimate to Complete indicates the calculated sum of the values displayed for Estimate to Complete
for each budget entered on the Budgets page of the Projects form. Refer to "Associating Predefined
Budget Codes with Projects" later in this chapter.
The system automatically updates Estimate to Complete any time Estimate to Complete is updated
manually or automatically for any budget on the Budgets page.
Follow these steps to define project basics.
1 Open the Projects form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the project belongs if you use multi-organization security.
4 Project—Enter a unique code identifying the project, and then enter a description of the project in the adjacent
field.
5 Coordinator—Enter the employee code of the project coordinator.
6 Parent Project—Enter a parent project if applicable.
Note: You can only specify a parent project while defining a new project. Once the project is saved, the
system does not allow you to add a parent project.
7 Estimated Start Date—Enter the intended starting date for the project.
8 Estimated End Date—Enter the intended ending date for the project.
9 Shutdown—Enter a shutdown identification code to associate with the project if the project requires the
shutdown of equipment.
10 Status—Enter the status of the project.
Note: All projects start with a Status of Awaiting approval.
11 Actual Start Date—Enter the actual starting date for the project.
12 Actual End Date—Enter the actual ending date for the project.
13 Class—Enter the class of the project.
The system automatically populates Class Org.
14 Current Budget—Enter the total budget amount for the project. Budgets of child projects do not roll up to the
budget of the parent project.
Note: The system displays the estimated cost of completing the project in Estimate to Complete and the total
budget approved for the project in Budget Approved.
15 Budget Date—Enter the date the budget was established.
Note: You must enter a Budget Date that is before or equal to the current date.

8 ‚ PROJECT MANAGEMENT 322

16 Labor—Enter the estimated internal labor costs.
17 Services—Enter the estimated services costs.
18 Hired Labor—Enter the estimated hired external labor costs.
19 Materials—Enter the estimated stock material costs.
20 Direct Purchases—Enter the estimated amount of money needed to purchase materials not normally stocked in
house.
21 Click . The system saves the record.
Note: Depending on your system configuration, the system may require an electronic signature to create a
work order. The system displays the eSignature popup once regardless of the number of shutdown work
orders created.

Associating Predefined Budget Codes with Projects

Associate one or more budget codes with each defined project. Also, define the budget amount for the project.
Define child projects, or subprojects, only after finishing this procedure. Child projects share the budget codes of the
parent project.
Note: If you do not associate the budget of a shutdown work order with the project, the system does not
create the shutdown work order when you click Create Shutdown WOs on the Projects form. Refer to
"Generating Shutdown Work Orders" later in this chapter.
The system monitors the expenditures for parts and labor for the project and any child projects, and it breaks the
budget amount of the main project down into a budget amount for each subproject. It validates these expenditures
against the budget amount. Regard the budget values defined here as sub-budget values, in comparison with the
budgets defined on the Projects form. After the project is complete, the system freezes all associated budget items.
Note: You do not need to create project budget codes for child projects.
Follow these steps to associate predefined budget codes with projects.
1 Open the Projects form. The system displays the List View page.
2 Select the project for which to associate budget codes, and then click the Budgets tab. The system displays the
Budgets page.
3 Click Add Budget. The system inserts a new Budget Details record.
4 Budget—Enter a budget code for the project.
The system automatically populates the budget description, Class, Class Org., Cost Area, Cost Center, and
Code of Accounts from the project budget code.
5 Budgeted Amount—Enter the total budgeted amount for this project.
Notes: You can associate additional budget codes with a project throughout the project life cycle; however, you
cannot delete codes after assigning them to a work order.
You may change Budgeted Amount at any time.
6 Estimate to Complete—Enter the estimated expenditures remaining for this project for the selected budget.
Notes: When creating an initial budget for the selected budget code, the system automatically populates
Estimate to Complete with the value entered in Budgeted Amount. If applicable, the system
automatically subtracts the value of any planned, on order, actual, and invoice difference costs that may
be incurred against this project/budget from the value entered in Budgeted Amount, and then
populates Estimate to Complete with the calculated value. Modify the value of Estimate to Complete
as necessary.
Additionally, the system calculates the sum of all the values entered for Estimate to Complete for each
budget on the Budgets page of the Projects form and then automatically populates Estimate to
Complete on the project record with this value. Refer to "Defining Project Basics" earlier in this chapter.
7 Click Submit. The system saves the record and updates the Budgets list.

Linking Default Budget Codes with Projects

Link default budget codes with a project to retrieve all budget codes for which Default is selected on the Project
Budget Codes form.
You can define budget codes as default codes on the Project Budget Codes form. Refer to "Defining Budget Codes
for Projects" earlier in this chapter.
Follow these steps to link default budget codes with projects.
1 Open the Projects form. The system displays the List View page.

8 ‚ PROJECT MANAGEMENT 323

2 Select the project for which to associate default budget codes, and then click the Budgets tab. The system
displays the Budgets page.
3 Click Add Default Budgets. The system displays all of the budget codes for which Default is selected on the
Project Budget Codes form.

Granting Purchasing Authorization Permissions for Projects

Authorize users to create requisitions and/or purchase orders for a specific project. If you add any authorized users
to a project, no other users can create requisitions and/or purchase orders for the project.
Note: If you do not add any authorized users to a project, any user with the appropriate group-level
permissions can create requisitions and purchase orders for the project.
Select Approver to enable a user to approve purchase requisitions and purchase orders for the project. A user can
only approve purchase requisitions and purchase orders for the project if you selected Approver for the user and if
the user has the proper authorizations set on the Status Change Authorizations form. Refer to "Granting Status
Change Authorization Permissions" in Chapter 2 ‚ System Security of the System Administrator’s Guide. If you
specify any authorized users as approvers for a project, no other users can approve requisitions and/or purchase
orders for the project.
Note: If you add authorized users to the project but do not select Approver for any of them, the system does
not allow any users to approve purchase requisitions or purchase orders for the project.
Additionally, if the user has been granted proper authorization on the Status Change Authorizations form, selecting
Approver for a user also enables them to create, update, and delete budget code information on the Budgets tab of
the Projects form.
Shortcut: Click Add Buyers to retrieve a list of all users set up as buyers for the organization of the project. The
system retrieves all users set up as buyers, adds each buyer to the User Authorization list, and
automatically selects Approver for each user. You can unselect Approver for each user as necessary.
Refer to "Creating Users" in Chapter 2 ‚ System Security of the System Administrator’s Guide for
information about setting up users as buyers.
Follow these steps to grant purchasing authorization permissions for projects.
1 Open the Projects form. The system displays the List View page.
2 Select the project for which to add authorized users, and then click the User Authorization tab. The system
displays the User Authorization page.
3 Click Add User. The system inserts a new User Details record.
4 User—Enter the user to add as an authorized user for the project.
5 Approver—Select to indicate that the authorized user can approve purchase requisitions and purchase orders
for the project.
6 Click Submit. The system saves the record and updates the User Authorization list.
Note: To remove a user, select the user to remove, and then click Remove User. The system removes the
record and updates the User Authorization list.

Viewing Project Hierarchy

View all child projects, or subprojects, related to a parent project.
Follow these steps to view project hierarchy.
1 Open the Projects form. The system displays the List View page.
2 Select the project for which to view hierarchy, and then click the Sub-projects tab. The system displays the
Sub-projects page.
3 View the subprojects related to the project.

Creating Project Work Orders

Create project work orders by creating new work orders in the work management module or by associating work
orders created previously with a project.

Creating New Project Work Orders

After defining the project and any subprojects, use the Work Orders form to create the appropriate work orders. To
link the work order to a specific project, enter a project budget on the work order.

8 ‚ PROJECT MANAGEMENT 324

Follow these steps to create new project work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Enter information into the fields as necessary. Refer to "Creating Regular Work Orders" in Chapter 5 ‚ Work
Management.
4 Project - Budget—Enter the project and budget of the work order.
5 Department—Enter the department of the work order.
6 Click . The system saves the record.

Associating Existing Work Orders with Projects

Associate existing work orders with a project without having to create a new work order. When a work order is
associated with a project, all costs for the work order are charged to the project.
Note: If you have previously entered costs against the work order, you cannot associate the work order with a
project.
Follow these steps to associate existing work orders with projects.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order with which to associate a project, and then click the Record View tab. The system
displays the Record View page.
3 Project - Budget—Enter the project and budget of the work order.
4 Click . The system saves the record.

Generating Shutdown Work Orders

Generate shutdown work orders, directly from the Project form, if the nature of your project requires that you take
equipment out of service. A shutdown work order is no different than any other work order with the exception that
you create shutdown work orders in the Project form and specify a shutdown identification code for the project.
After creating shutdown work orders, you can view them in the List View of the Work Order form. Newly created
shutdown work orders contain a system status of Released or the equivalent to that system status based on your
system configuration.
Note: The project status must be approved and a shutdown identification code must be specified in
Shutdown to create shutdown work orders. Refer to "Defining Shutdown Codes" earlier in this chapter
to set up specific shutdown identification codes.
Before creating a shutdown work order, you must associate the budget code of a shutdown work order
with the project on the Budgets page of the Project form. Refer to "Associating Predefined Budget
Codes with Projects" earlier in this chapter.
Follow these steps to generate shutdown work orders.
1 Open the Projects form. The system displays the List View page.
2 Select the project for which to generate shutdown work orders, and then click the Record View tab. The system
displays the Record View page.
3 Right-click, and then select Create Shutdown WOs. The system generates work orders for the specified
shutdown identification code and displays the amount of shutdown work orders created in Shutdown WOs.
Note: You may only create shutdown work orders for a project once. If Shutdown WOs is any number other
than 0, the system does not allow you to create shutdown work orders.

Viewing All Work Orders Associated with Projects

View all work orders related to projects. If necessary, detach work orders from a project.
Follow these steps to view all work orders associated with projects.
1 Open the Projects form. The system displays the List View page.
2 Select the project for which to view associated work orders, and then click the Work Orders tab. The system
displays the Work Orders page.

8 ‚ PROJECT MANAGEMENT 325

3 View the work orders associated with the project.
Note: Click Detach WOs to detach work orders from the project. The system only detaches those work orders
that have no costs or transactions associated with them. Before detaching the work orders, the system
verifies that you want to detach all detachable work orders. Click Yes to detach all work orders that have
no costs or transactions associated with them from the project.

Viewing Project Purchase Orders

View purchase orders associated with a specific project. Information in the list includes the purchase order number,
status, creation date, supplier, store, purchase order type, total cost, and outstanding balance.
Purchase order headers are not directly associated with projects because a single purchase order may include parts
and/or services for several projects. However, an individual order line of a purchase order can be project-specific.
The system automatically associates an order line, both for parts or services, with a project when the order line links
to a work order activity that is part of a project. When a purchase order has at least one order line associated with a
project, the system displays the purchase order in the project’s list.
Refer to "Creating and Revising Purchase Orders" in Chapter 4 ‚ Purchasing Management.
Follow these steps to view project purchase orders.
1 Open the Projects form. The system displays the List View page.
2 Select the project for which to view associated purchase orders, and then click the Purchase Orders tab. The
system displays the Purchase Orders page.
3 View the project purchase order information.

Viewing Detailed Project Cost Summaries

View existing costs for a Project. The system includes all child projects associated with a parent project.
The Costs page summarizes and compares estimated, planned, actual, and total costs for projects. It also summarizes
and compares the cost of materials on order, the budget amount remaining, and the difference between the actual
cost of each cost category and the invoice cost for each project.
Follow these steps to view detailed project cost summaries.
1 Open the Projects form. The system displays the List View page.
2 Select the project for which to view associated costs, and then click the Costs tab. The system displays the Costs
page.
3 View the costs associated with the project.

8 ‚ PROJECT MANAGEMENT 326

9 ‚ REPORTS

Specify report parameters and generate reports for the various modules within Infor EAM.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition. If you purchased Infor EAM Business Edition, you do not have access to all of the functionality
covered in this chapter.

In This Chapter
ƒ Generating Reports
ƒ Saving Report Parameters
ƒ Asset Reports
ƒ Asset Management Services Reports
ƒ Budget Reports
ƒ Calibrations Reports
ƒ Call Center Reports
ƒ Contract Reports
ƒ Fleet Reports
ƒ Inspection Reports
ƒ Materials Reports
ƒ Project Reports
ƒ Purchasing Reports
ƒ Work Reports

327
Generating Reports
Generate reports from the menu bar. For most reports, the system displays a Parameters page in which you enter
selection criteria for the report. Some reports also include Fields and Group/Sort Order pages in which you specify
the way reports appear, similar to the system’s Dataspy.
Reports are available in Adobe Acrobat format (PDF). The Acrobat file provides a preview of the report before
running and enables you to print to your local printer.
Note: Infor EAM reports do not support numbers with more than 16 digits.

Specifying Report Parameters

Select the basic report parameters, options, and date range criteria before generating reports.
Follow these steps to specify report parameters.
1 Open the report to generate. The system displays the Parameters page.
2 Enter the Report Parameters, Report Options, and Date Range criteria for the report as necessary.
3 Mark Confidential—Select to print a confidential banner in the title of the report.
Note: To preview the report without updating the database, click .

4 Click . The system generates the report.

Specifying Report Fields Layout

Select the fields to display on the report, and then specify the order in which the fields will be displayed.
Follow these steps to specify report fields layout.
1 Open the report to generate. The system displays the Parameters page.
2 Click the Fields tab. The system displays the Fields page.
Available Fields lists all fields that are available but not visible in the report, while Visible Fields lists all fields
currently displayed in the report.
3 Refer to the following table when specifying the report layout:
Function Procedure
Add a field Select the field in Available Fields, and then click .
Remove a field Select the field in Visible Fields, and then click .
Add all fields Click .
Remove all fields Click .
Reorder fields Select the field in Visible Fields, and then click either or to move
the field up or down in the order.

Specifying Report Sort Order

Select the order in which to sort report information.
Follow these steps to specify report sort order.
1 Open the report to generate. The system displays the Parameters page.
2 Click the Group/Sort Order tab. The system displays the Group/Sort Order page.
3 1st—Select the first field by which to sort the report.
4 Choose one of the following sort orders:
ƒ Sort records either alphabetically or numerically by the selected field (ascending)—Click .
ƒ Sort records in either reverse alphabetical or reverse numerical order by the selected field (descending)—
Click .
5 Enter additional fields by which to sort as necessary.
Note: To remove sort criteria, choose the --No Sort-- selection from the drop-down list.

9 ‚ REPORTS 328
Specifying Report Group Order
Select the order in which to group report information.
Follow these steps to specify report group order.
1 Open the report to generate. The system displays the Parameters page.
2 Click the Group/Sort Order tab. The system displays the Group/Sort Order page.
3 1st—Select the first field by which to group the report.
4 Enter additional fields by which to group as necessary.
Note: To remove group criteria, choose the --No Grouping-- selection from the drop-down list.

Saving Report Parameters

Save parameters for any report in which you enter parameter, field layout, and group/sort order criteria.
Note: Infor EAM reports do not support numbers with more than 16 digits.
Follow these steps to save report parameters.
1 Open the report to generate. The system displays the Parameters page.
2 Enter the report Parameters, Fields, and Group/Sort Order criteria for the report as necessary. Refer to
"Generating Reports" earlier in this chapter for more information.
Note: The system does not save the values for Mark Confidential.
3 Click Save. The system displays the Parameter List popup.
4 Choose one of the following options:
ƒ Save the report parameters as the default parameters for the report—Enter the Name of the saved
parameters, and then select Default.
ƒ Save the report parameters without setting them as the default parameters for the report—Enter the Name
of the saved parameters.
5 Click Submit. The system saves the parameter details and closes the Parameter List popup.

Retrieving Saved Report Parameters

Retrieve previously saved parameter, field layout, and group/sort order information for any report in which you
entered selection criteria.
Follow these steps to retrieve saved report parameters.
1 Open the report to generate. The system displays the Parameters page.
2 Parameter List—Select the saved selection parameters. The system retrieves the saved selection criteria to the
report screen.

Deleting Saved Report Parameters

Delete previously saved parameter, field layout, and group/sort order information for any report in which you
entered selection criteria.
Follow these steps to delete saved report parameters.
1 Open the report to generate. The system displays the Parameters page.
2 Parameter List—Select the saved selection parameters to delete. The system retrieves the saved selection
criteria to the report screen.
3 Click Delete. The system displays a confirmation message asking whether you wish to continue.
4 Click Yes. The system deletes the set of saved parameters, clears the selection parameters, and returns to the
parameter screen.

Asset Reports
Generate reports related to asset functions. Refer to "Generating Reports" and "Saving Report Parameters" earlier in
this chapter.

9 ‚ REPORTS 329
Calibration Equipment
Description
Displays a list of all equipment that requires calibration and has been configured for calibration. The report includes
all equipment that is defined as a loop, instrument, or standard if any one of these requires calibration. Standards are
either parts tracked by asset or parts tracked by lot. The system only prints part standards that are tracked by asset,
because you do not have to associate a piece of equipment with parts tracked by lot.
The System field in the report output displays all of the systems above the selected System/Equipment in an
equipment hierarchy. If the selected System/Equipment has more than one parent in a hierarchy, the system displays
each parent and separates each code with a forward slash (/), e.g., SYS1/SYS2/SYS3.
Additionally, if the equipment tolerance is a percentage rather than an absolute, the system designates the tolerance
as a percentage by printing a percent sign (%) following the devices to and from tolerance.

Menu Path
Equipment | Reports | Calibration Equipment

Parameters
Enter the Organization, Department, System, Class, Category, Equipment Criticality, and Status.
Select one or more of the following options:
ƒ Include in Service—Select to print a list of all calibration equipment that is currently in service.
ƒ Include Out of Service—Select to print a list of all calibration equipment that is currently out of service.
ƒ Include Withdrawn—Select to print a list of calibration equipment that is withdrawn.
ƒ Include Calibration Specifications—Select to print the calibration specifications entered for each piece of
calibration equipment on the Calibration page and Test Points page of the Assets, Positions, and Systems forms.
Order By—Select to order by Department or Equipment.

Report Type
Consumer

Calibration History
Description
Displays a list of calibration work order results for calibration work orders for which the completion date falls
within the specified start and end date. The results shown for each work order will be related to test points having
the greatest deviation from the standard.
The System field in the report output displays all of the systems above the selected System/Equipment in an
equipment hierarchy. If the selected System/Equipment has more than one parent in a hierarchy, the system displays
each parent and separates each code with a forward slash (/), e.g., SYS1/SYS2/SYS3.
Additionally, if more than one standard is used for the work order, the system prints each standard and its due date
or lot expiration date on a separate line.

Menu Path
Equipment | Reports | Calibration History

Parameters
Enter the Organization, Equipment, Department, System, Class, Category, and Equipment Criticality.
Start Date and End Date—Enter the starting and ending date for which to retrieve data. End Date is a required
field.

Report Type
Consumer

9 ‚ REPORTS 330
Capital Performance Evaluation
Description
Displays for the selected equipment the outstanding capital request values for the selected period and for the future
period and, if applicable, the GAS (Global Asset Sustainability) index for the equipment. This report also displays
the correlation between the GAS index and the capital request.

Menu Path
Equipment | Reports | Capital Performance Evaluation

Parameters
Enter the Organization, Equipment Code, Class, Category, Request Priority, Request Amount Minimum,
Reporting Currency, Request Status, and GAS Index Evaluation Period (Days).
Note: Request Amount Minimum selects requests where the estimated material cost plus the estimated
labor cost is greater than the minimum entered.
GAS Tracked Equipment—Select to include GAS-tracked equipment in this report.
Green Related Request—Select to include green-related requests in this report.
Sort By—Select to sort by GAS Cost, Return Amount, or Return %.
Start Date and End Date—Enter the starting and ending dates for which to retrieve data.

Report Type
Basic

CO2 Analysis
Description
Displays CO2 reduction for equipment calculated for a specific date range. The reduction calculation can be based
on the equipment efficiency (design versus actual) or on a comparison with last year's data.

Menu Path
Equipment | Reports | CO2 Analysis

Parameters
Enter the Organization, Commodity, Equipment, Class, and Category.
Max No. of Records—Enter the maximum number of equipment records to display.
Min Reduction %—Enter the minimum reduction percentage. The system displays the reduction % greater than or
equal to this value.
Max Reduction %—Enter the maximum reduction percentage. The system displays the reduction % less than or
equal to this value.
Bill Level Only—Select to include equipment for which Bill Level is checked.
Reduction % Based on Previous Year—Select to calculate the reduction percentage based on the previous year.
The previous year can only be calculated if the selection period is equal to or less than one year.
Sort By—Select to sort by Best or Worst.
Start Date and End Date—Enter the starting and ending dates for which to retrieve data.

Report Type
Basic

CO2 Emissions
Description
Displays equipment (in graphical form) in best and worst order based on CO2 emissions for the selected year and
compares the data with the previous two years

9 ‚ REPORTS 331
Menu Path
Equipment | Reports | CO2 Emissions

Parameters
Enter the Organization, Equipment, Commodity, and Reporting Year.

Report Type
Basic

Cost of WOs Per Equipment

Description
Displays a list of work order costs per piece of equipment

Menu Path
Equipment | Reports | Cost of WOs Per Equipment

Parameters
Enter the Organization, Type, Equipment, Department, and Reporting Currency.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Equipment Depreciation
Description
Displays a report of the total equipment depreciation expense and book value through the End Date.
Depending on the selection criteria entered, the system includes all equipment records with a depreciation schedule
of the selected Depreciation Type for which an Original Cost is specified that does not have a Transfer Date.
If a piece of equipment is sold/scrapped, the system determines whether the Sold/Scrapped Date is prior to the
report End Date. If so, then the system displays the depreciation expense for the equipment through the
Sold/Scrapped Date and a Book Value of zero.
If you specify a future date as the End Date for the report, the system generates a report of the actual depreciation
expense/book value through the current system date, as well as the projected depreciation expense/book value
through the specified End Date.
If the depreciation method for a piece of equipment is units of output, the system generates a report of the most
recent depreciation expense/book value that is presently available based on the current system date and units of
output entered.

Menu Path
Equipment | Reports | Equipment Depreciation

Parameters
Enter the Organization, Equipment, Type, Equipment Class, Category, Department, Profile, Status, Location,
Assigned To, Cost Code, Reporting Currency, and Depreciation Type.
Sort By—Select to sort by Organization, Department, or Equipment Class.
End Date—Enter the ending date for which to retrieve data.

Report Type
Consumer

9 ‚ REPORTS 332
Equipment Hierarchies
Description
Displays a list of equipment hierarchies

Menu Path
Equipment | Reports | Equipment Hierarchies

Parameters
Enter the Organization, Parent Equipment Type, Parent Equipment, and Child Equipment Type.

Report Type
Consumer

Equipment History
Description
Details the date and reason work was performed on a piece of equipment or an equipment type

Menu Path
Equipment | Reports | Equipment History

Parameters
Enter the Organization, Equipment Type, Equipment, Location, Problem Code, Failure Code, Cause Code,
Action Code, and Work Order.
Show Costs—Select to show work order costs.
Show MEC Details—Select to display MEC work order details for multiple equipment work orders.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

Equipment Transfer Log

Description
Displays an overview of transferred equipment. If the transferred equipment has any child equipment, the system
also prints an overview of the child equipment.

Menu Path
Equipment | Reports | Equipment Transfer Log

Parameters
Enter the Transfer No.

Report Type
Consumer

Fault Trend Analysis

Description
Details how often a piece of equipment failed and why

Menu Path
Equipment | Reports | Fault Trend Analysis

9 ‚ REPORTS 333
Parameters
Enter the Organization, Class, Category, Location, Type, Equipment, Number of Months, Problem Code,
Action Code, Cause Code, and Failure Code.
Show Faults By—Select to sort by Problem Code, Action Code, Cause Code, or Failure Code.
Start Date—Enter the starting date for which to retrieve data.

Report Type
Basic

Gas Index Analysis

Description
Displays the GAS (Global Asset Sustainability) index and the energy efficiency of equipment over a selected period
of time and reports how much money was spent on each commodity (electricity, gas, water, etc.) consumed by that
equipment

Menu Path
Equipment | Reports | Gas Index Analysis

Parameters
Enter the Organization and Equipment.
Start Date and End Date—Enter the starting and ending dates for which to retrieve data.

Report Type
Basic

List of Categories Per Class

Description
Displays a list of equipment categories per class

Menu Path
Equipment | Reports | List of Categories Per Class

Parameters
Enter the Organization, Class, and Category.

Report Type
Consumer

List of Classes
Description
Displays a list of classes

Menu Path
Equipment | Reports | List of Classes

Parameters
Enter the Organization, Entity, and Class.

Report Type
Consumer

9 ‚ REPORTS 334
List of Equipment
Description
Displays a list of equipment

Menu Path
Equipment | Reports | List of Equipment

Parameters
Enter the Organization, Type, Equipment, Description, Class, Category, Location, Status, Department, and
Assigned To.
Sort By—Select to sort by Equipment, Class, or Location.

Report Type
Consumer

List of Equipment Details

Description
Displays a list of equipment details

Menu Path
Equipment | Reports | List of Equipment Details

Parameters
Enter the Organization, Type, Equipment, Status, Class, Category, Location, and Position.
Include All Child Equipment—Select to include all child equipment on the report.
Group By—Select to group by Type, Class, Category, or Department.

Report Type
Consumer

Mean Time Between Failures

Description
Displays the average time between failures

Menu Path
Equipment | Reports | Mean Time Between Failures

Parameters
Enter the Organization, Class, Category, Equipment Type, Equipment, and Location.
Show Faults By—Select to sort by Problem Code, Action Code, Cause Code, or Failure Code.
Date From and Date To—Enter the starting date and ending date for which to retrieve data.

Report Type
Basic

Mean Time Between Failures Per Equipment

Description
Details why a piece of equipment needed work and the average time between failures

9 ‚ REPORTS 335
Menu Path
Equipment | Reports | Mean Time Between Failures Per Equipment

Parameters
Enter the Organization, Class, Category, Equipment Type, Equipment, Location, Problem Code, Action Code,
Cause Code, and Failure Code.
Show Faults By—Select to sort by Problem Code, Action Code, Cause Code, or Failure Code.
Date From and Date To—Enter the starting date and ending date for which to retrieve data.

Report Type
Basic

Meter History
Description
Displays meter information and meter readings by piece of equipment

Menu Path
Equipment | Reports | Meter History

Parameters
Enter the Organization, Class, Category, Location, Type, Equipment, Status, and Department.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Table of Equipment with Custom Fields

Description
Displays a table of the technical details of equipment

Menu Path
Equipment | Reports | Table of Equipment with Custom Fields

Parameters
Enter the Organization, Type, Equipment, Description, Class, Category, Location, Custom Field, Value, Text,
and Department.

Report Type
Consumer

Warranty Claims
Description
Displays a list of claims filed against an equipment warranty

Menu Path
Equipment | Reports | Warranty Claims

9 ‚ REPORTS 336
Parameters
Enter the Organization, Claim, Supplier, Equipment, Status, Warranty, System Level, Assembly Level, and
Component Level.
Summary—Select to print the warranty summary.
Settlement Details—Select to print closing details.
Filed Date—Select to print the filed date.
Activities—Select to print work order activities.
Sort By—Select to sort by Supplier, Equipment, or Warranty.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

WO Cost by Equipment
Description
Includes a list of work order costs per piece of equipment

Menu Path
Equipment | Reports | WO Cost by Equipment

Parameters
Enter the Organization, Type, Equipment, Department, Class, Category, Location, Minimum Cost, and
Reporting Currency.
Applicable Exchange Rate—Select one of the following options:
ƒ Actual—Select to calculate the conversion based on the exchange rate on the work order’s creation date.
ƒ Current—Select to calculate the conversion based on the active exchange rate.
The system calculates the conversions on the printed report.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

WO Cost by Type, Cost Code, or Dept

Description
Includes a list of work order costs by work order type, cost code, or department

Menu Path
Equipment | Reports | WO Cost by Type, Cost Code, or Dept

Parameters
Enter the Organization, Cost Code, Department, and WO Type.
Show Costs By—Select to sort by Department, Cost Code, or WO Type.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

9 ‚ REPORTS 337
WO Cost of Equipment Per Location
Description
Displays a list of equipment costs per location

Menu Path
Equipment | Reports | WO Cost of Equipment Per Location

Parameters
Enter the Organization, Location Class, and Location.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

WO Cost Summary
Description
Includes itemized and total cost information (labor, materials, services, and tool costs) by equipment for open and
closed work orders

Menu Path
Equipment | Reports | WO Cost Summary

Parameters
Enter the Organization, Equipment Class, Category, Location, Type, Equipment, Department, Trade,
Reporting Currency, WO Status, Cost Code, WO Class, and Include WOs.
Current Exchange Rate—Select to calculate the conversion based on the active exchange rate. Otherwise, the
system calculates the conversion based on the exchange rate on the work order’s creation date. The system
calculates the conversions on the printed report.
Show Child Equipment—Select to show work order costs for children of the selected Equipment. The system
includes only the children for which costs roll up to the parent.
Note: You can select Show Child Equipment only if Equipment is entered.
Show Details—Select to display the work order details in addition to the work order cost information.
Group By—Select to group by Location, Department, Cost Code, Equipment, or Trade.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

Asset Management Services Reports

Generate reports related to asset management services functions. Refer to "Generating Reports" and "Saving Report
Parameters" earlier in this chapter.

Print Customer Charges

Description
Displays a list of work order charges that are the responsibility of the customer

Menu Path
Work | Reports | Asset Management Services | Print Customer Charges

9 ‚ REPORTS 338
Parameters
Enter the Organization, Work Order, Customer, Department, Equipment, and Project.
Completed Work Orders—Select to include completed work orders only.
Released Work Orders—Select to include released work orders only.
Both—Select to include completed and released work orders.
Completed From and Completed To—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Print Customer Contract

Description
Prints a contract for a specific customer

Menu Path
Work | Reports | Asset Management Services | Print Customer Contract

Parameters
Enter the Organization, Customer Contract, and Customer.
Pricing Schedules—Select to display pricing schedules on the report.
Arranged WO Types—Select to display arranged work order types.
Custom Tariffs/Part Charges—Select to display custom tariffs and part charges if Custom Trade Rates and
Custom Part Charges are selected on the related Pricing Schedule Record View page.
Related Customer Contracts—Select to display unfinished/approved related customer contracts on the report.
Fixed Payments—Select to display fixed payments on the report
Calculated Work Orders—Select to display calculated work orders on the report.

Report Type
Consumer

Print Invoice
Description
Prints an invoice for a specific customer and work order

Menu Path
Work | Reports | Asset Management Services | Print Invoice

Parameters
Enter the Organization, Invoice, Customer, Work Order, and Status.

Report Type
Consumer

Budget Reports
Generate reports related to budget functions. Refer to "Generating Reports" and "Saving Report Parameters" earlier
in this chapter.

9 ‚ REPORTS 339
Budget Analysis
Description
Displays all work orders that are associated with the selected budget along with actual, estimated, and remaining
parts, labor, and tool costs

Menu Path
Operations | Reports | Budgets | Budget Analysis

Parameters
Enter the Organization, Budget Structure, Budget Term, Cost Type, Cost Status, Period From, Period To,
Department, Department Group, WO Location, WO Location Group, Equipment, Equipment Group, WO
Type, WO Type Group, Cost Code, Cost Code Group, Project, and Project Group.

Report Type
Basic

Budget Position Details

Description
Displays totals for each budget detail

Menu Path
Operations | Reports | Budgets | Budget Position Details

Parameters
Enter the Budget Structure, Budget Term, Period, WO Location, WO Location Group, Department,
Department Group, Equipment, Equipment Group, WO Type, WO Type Group, Cost Type, Cost Type
Group, Cost Code, Cost Code Group, Project, and Project Group.
Show Total (Or Positions)—Select to display remaining planned and on-order amounts. Unselect to display actual
planned and on-order amounts.
Free Budget—Select to sort by Spent, On Order, Planned, or All.

Report Type
Consumer

Budget Summary
Description
Displays the calculated estimated, actual, and remaining costs for a selected budget

Menu Path
Operations | Reports | Budgets | Budget Summary

Parameters
Enter the Organization, Budget Structure, and Budget Term.

Report Type
Basic

Budgets Consistency Control

Description
Tracks budget inconsistencies. Displays data for all structure levels.

9 ‚ REPORTS 340
Menu Path
Operations | Reports | Budgets | Budgets Consistency Control

Parameters
Enter the Budget Structure and Budget Term.

Report Type
Consumer

List of Budget Structure Codes

Description
Displays the existing budget structures and a complete list of budget codes in the system

Menu Path
Operations | Reports | Budgets | List of Budget Codes

Parameters
Enter the Organization.

Report Type
Consumer

List of Budgets (Lower Level)

Description
Displays budget details for a particular budget

Menu Path
Operations | Reports | Budgets | List of Budgets (Lower Level)

Parameters
Enter the Budget Structure, Budget Term, Period, WO Location, WO Location Group, Department,
Department Group, Equipment, Equipment Group, WO Type, WO Type Group, Cost Type, Cost Type
Group, Cost Code, Cost Code Group, Project, and Project Group.

Report Type
Consumer

List of Budgets (Top Level)

Description
Displays an overview of the actual amounts for a budget period

Menu Path
Operations | Reports | Budgets | List of Budgets (Top Level)

Parameters
Enter the Budget Structure and Budget Term.

Report Type
Consumer

9 ‚ REPORTS 341
Calibrations Reports
Generate reports related to calibrations functions. Refer to "Generating Reports" and "Saving Report Parameters"
earlier in this chapter.

Calibration Analysis
Description
Displays a list of completed calibration work orders by department that have resulted in the specified minimum
number of consecutive or non-consecutive calibration statuses of pass or fail.
The report allows you to identify patterns in the results of calibration work orders to determine whether the
frequency of calibration PMs should be adjusted, whether the equipment should be replaced, etc.
Using Min. # of Calibrations, the system determines the actual number of completed calibration work orders to
retrieve for the report. If the actual number of completed calibration work orders is less than the value specified for
Min. # of Calibrations, the system does not display any results. However, if the number of completed work orders
is greater than or equal to the value of Min. # of Calibrations, the system displays all of the work orders.
Calibration work orders are considered consecutive if there are no other work orders for the equipment containing
test points that were completed between the work orders in question.

Menu Path
Work | Reports | Calibrations | Calibration Analysis

Parameters
Enter the Organization, Department, System, Equipment, Class, Category, and Equipment Criticality.
Min. # of Calibrations—Enter the minimum number of work orders to retrieve for each piece of equipment based
on the selection criteria. Min. # of Calibrations is a required field.
Select one or more of the following options:
ƒ Non-Consecutive—Select to print a list of all calibration work orders. If Non-Consecutive is unselected, the
system only prints a list of consecutive work orders meeting the specified criteria.
ƒ Include Pass With Fail—Select to include all work orders with a calibration status of Pass, fail exists (PF).
ƒ Include Pass With Recal—Select to include all work orders with a calibration status of Pass, recal exists (PR).
ƒ Include Incomplete—Select to include all work orders with a calibration status of Incomplete.
ƒ Print Test Point Comments—Select to print comments entered for test points in the report output.
Calibration Status—Select one of the following options:
ƒ Pass—Select to include only work orders with a status of Pass (P).
ƒ Fail—Select to include only work orders with a status of Fail (F).
Start Date and End Date—Enter the starting and ending date for which to retrieve data. End Date is a required
field.

Report Type
Consumer

Calibration Due Report

Description
Displays a list of all open calibration work orders containing test points for which the planned completion date is
less than or equal to the Due By date.
The system calculates the planned completion date of a work order using the following formula:
Planned completion date = (Target date + Duration) - 1

9 ‚ REPORTS 342
If you select to include backlogged work orders, the system displays the number of days late for each work order in
the report output. The system calculates the number of days late using the following formula:
Days late = System date – Planned completion date
The System field in the report output displays all of the systems above the selected System/Equipment in an
equipment hierarchy. If the selected System/Equipment has more than one parent in a hierarchy, the system displays
each parent and separates each code with a forward slash (/), e.g., SYS1/SYS2/SYS3.

Menu Path
Work | Reports | Calibrations | Calibration Due Report

Parameters
Enter the Organization, Department, System, Equipment, Class, Category, Equipment Criticality, and
Assigned To.
No Backlog—Select to not print work orders whose planned completion date is less than today’s date.
Show MEC Details—Select to display MEC work order details for multiple equipment work orders.
Sort By—Select to sort by Planned Comp. Date or Equipment.
Due By—Enter the due date for the calibration. Due By is a required field.

Report Type
Consumer

Calibration Record Report

Description
Displays a calibration record that includes calibration header information, such as the work order and equipment.
The body of the report is printed in a tabular format that includes the loop instruments, test points, standards used,
potential standards, work order comments and custom fields, and any equipment custom fields for the calibration
work order.
The report enables you to print a document to serve as a guide for the technician performing the calibration and also
as a document on which to record the actual results of the calibration process. The report also provides an area on
which to record performed by and approved by signatures.
After completing the calibration, transfer the information recorded on the document during the calibration process
into the system to maintain an electronic record of the calibration, and then store the printed document in a secure
location to keep a printed record of the equipment calibration.

Menu Path
Work | Reports | Calibrations | Calibration Record Report

Parameters
Enter the Organization, Work Order, Department, PM Schedule, Equipment, Type, Equipment Criticality,
Location, Trade, Status, Assigned To, Assigned By, Person Responsible, and System.
Select one or more of the following options:
ƒ Scheduled Date Range—Select to print a list of all calibration work orders for a scheduled date range.
ƒ Reprint—Select to reprint a list of all calibration work orders that have already been printed.
ƒ Include Activities—Select to include all work order activities for all the work orders included in the report
output.
ƒ Work Order Custom Fields—Select to include all work order custom fields that have been set up to print on
work orders for all the work orders included in the report output.
ƒ Equipment Custom Fields—Select to include all equipment custom fields for all the equipment on the work
orders included in the report output.

9 ‚ REPORTS 343
ƒ By Person Responsible—Select to sort the report output by the person responsible.
ƒ Search MEC WOs—Select to search multiple equipment work orders.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Calibration Reverse Traceability

Description
Displays a list of calibration work orders, including all test points on the work order, for which a selected standard
has been used to calibrate a piece of equipment. The completion date of the work orders must fall within the
specified start and end date.
When the standard used for calibration is out of tolerance, it is necessary to identify the equipment that has been
calibrated with the out of tolerance standard.
The system also enables you to print work orders for which test point deviations are greater than or equal to the
specified deviation.
The System field in the report output displays all of the systems above the selected System/Equipment in an
equipment hierarchy. If the selected System/Equipment has more than one parent in a hierarchy, the system displays
each parent and separates each code with a forward slash (/), e.g., SYS1/SYS2/SYS3.

Menu Path
Work | Reports | Calibrations | Calibration Reverse Traceability

Parameters
Enter the Organization, Equipment, Part, Lot, Department, Deviation, and UOM.
Start Date and End Date—Enter the starting and ending date for which to retrieve data. End Date is a required
field.

Report Type
Consumer

Call Center Reports

Generate reports related to call center functions. Refer to "Generating Reports" and "Saving Report Parameters"
earlier in this chapter.

Customer Request
Description
Prints a copy of a customer request

Menu Path
Operations | Reports | Call Center | Customer Request

Parameters
Enter the Customer Request, Status, Assigned To, Customer, Employee, Department, Provider, Service
Category, Service Problem Code, and Equipment.
Customer Information—Select to display the customer's information on the report.
Action Requests—Select to include any action requests on the report.
Remarks—Select to print the customer's remarks on the report.
Custom/WO Custom Fields—Select to include all custom fields and work order custom fields on the report.
Request Date and Promise Date—Enter the requested date and the promised date for the customer's request.

9 ‚ REPORTS 344
Report Type
Consumer

Knowledge Base Articles

Description
Prints knowledge base articles for call center employees

Menu Path
Operations | Reports | Call Center | Knowledge Base Articles

Parameters
Enter the Organization, Knowledge Base Article, Status, Language, Department, Provider, Service Category,
and Service Problem Code.

Report Type
Consumer

Penalty Deduction Detail

Description
Displays penalty deduction details for work orders

Menu Path
Operations | Reports | Call Center | Penalty Deduction Detail

Parameters
Enter the Organization, Work Order, Equipment, Service Problem Code, and Provider.
Include Work Order Custom Fields—Select to include work order custom fields in this report.
Include Service Problem Code Custom Fields—Select to include service problem code custom fields in this
report.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Penalty Deduction Summary

Description
Displays a penalty deduction summary for equipment

Menu Path
Operations | Reports | Call Center | Penalty Deduction Summary

Parameters
Enter the Organization, Work Order, Equipment, and Service Problem Code.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

9 ‚ REPORTS 345
Contract Reports
Generate reports related to contract functions. Refer to "Generating Reports" and "Saving Report Parameters" earlier
in this chapter.

Contract Classes
Description
Displays a list of the different contract classes

Menu Path
Purchasing | Reports | Contracts | Contract Classes

Parameters
Enter the Organization, Contract Class, and Language.

Report Type
Consumer

List of Debit Discounts

Description
Prints a list of the debit discounts to expect

Menu Path
Purchasing | Reports | Contracts | List of Debit Discounts

Parameters
Enter the Organization, Contract, Store, Supplier, and Status.

Report Type
Consumer

List of Existing Contracts

Description
Prints an overview of current contracts

Menu Path
Purchasing | Reports | Contracts | List of Existing Contracts

Parameters
Enter the Organization, Supplier, and Store.

Report Type
Consumer

List of Purchases Under Contract

Description
Displays a list of open purchase order lines

Menu Path
Purchasing | Reports | Contracts | List of Purchases Under Contract

9 ‚ REPORTS 346
Parameters
Enter the Organization, Store, Supplier, and Contract.
Select to include All Lines or only Open Lines.

Report Type
Consumer

Print Contract
Description
Prints a copy of the contract

Menu Path
Purchasing | Reports | Contracts | Print Contract

Parameters
Enter the Organization, Contract, Supplier, and Store.

Report Type
Consumer

Request Discount Based on Purchases

Description
Prints a request to a supplier for the discount based on the purchase orders in the contract period

Menu Path
Purchasing | Reports | Contracts | Request Discount Based on Purchases

Parameters
Enter the Organization, Part, Description, For Store, Number of Months, Supplier, and Part Class.

Report Type
Consumer

Fleet Reports
Generate reports related to fleet functions. Refer to "Generating Reports" and "Saving Report Parameters" earlier in
this chapter.

Fleet Billing Report

Description
Displays a list fleet customers and the corresponding bills for each

Menu Path
Work | Reports | Fleet | Fleet Billing Report

Parameters
Enter the Organization, Fleet Customer, and Bill.
Include Details—Select to include detailed billing information.
Include Custom Fields—Select to include custom fields in this report.
Print No Charge Bills—Select to print bills that have no charges.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

9 ‚ REPORTS 347
Report Type
Consumer

Vehicle Ticket Report

Description
Displays ticket information based on the fleet vehicle ticket

Menu Path
Work | Reports | Fleet | Vehicle Ticket Report

Parameters
Enter the Organization, Ticket, Status, Type, Fleet Customer, Vehicle, Received Vehicle, Issued To, Cost
Code, and Ticket Class.
Include PM Details—Select to print PM details.
Include Billing Details—Select to print billing details.
Print Custom Fields—Select to print custom fields.
Include Exceptions—Select to print exceptions.
Include Billing Adjustments—Select to print billing adjustments.
Print Attachments—Select to print document attachments associated with vehicle tickets in addition to the vehicle
ticket.
Select Records By—Select to sort by Issued Date, Returned Date, or Completed Date.
Start Date and End Date—Enter the starting and ending date for which to retrieve data. Start Date and End Date
are required fields.

Report Type
Consumer

VMRS Activities
Description
Prints a list displaying activity details for VMRS work orders

Menu Path
Work | Reports | Fleet | VMRS Activities

Parameters
Enter the Organization, Equipment, Trade, Department, Work Order, Status, Reason for Repair, Work
Accomplished, Technician Part Failure, Manufacturer, System Level, Assembly Level, and Component Level.
Note: The values available for Assembly Level are based on the system-level code. The values available for
Component Level are based on a combination of the system-level code and the assembly-level code.
Show MEC Details—Select to display MEC work order details for multiple equipment work orders.
Activity Start Date and Activity End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Inspection Reports
Generate reports related to inspection functions. Refer to "Generating Reports" and "Saving Report Parameters"
earlier in this chapter.

9 ‚ REPORTS 348
Inspection Route Report
Description
Displays the inspection sequences, aspects, conditions, and methods to examine during a specific route inspection.
Use this report to register the results of an inspection for later data entry.

Menu Path
Work | Reports | Inspections | Inspection Route Report

Parameters
Enter the Organization, Work Order, Type, Equipment, Location, Department, PM, Class, Category, and
Route.

Report Type
Consumer

List of Inspection Results

Description
Displays the results of an inspection for a particular piece of equipment

Menu Path
Work | Reports | Inspections | List of Inspections Results

Parameters
Enter the Organization, Class, Category, Equipment Type, Equipment, Aspect, Point Type, Point, Finding,
Standard Work Order, Result, Minimum Value, and Maximum Value.
Date From and Date To—Enter the starting and ending date by which to retrieve data. Date From and Date To are
required fields.

Report Type
Consumer

List of Points to be Inspected

Description
Displays the inspection sequences, aspects, conditions, and methods to examine during a specific route inspection.
Use this report to register the results of an inspection for later data entry.

Menu Path
Work | Reports | Inspections | List of Points to be Inspected

Parameters
Enter the Organization, Equipment Type, Equipment, Location, Department, Class, Category, PM, Route, and
Aspect.
Date From and Date To—Enter the starting and ending date by which to retrieve data. Date From and Date To are
required fields.

Report Type
Consumer

Status of Inspection Points

Description
Displays a list of inspection points and their statuses

9 ‚ REPORTS 349
Menu Path
Work | Reports | Inspections | Status of Inspection Points

Parameters
Enter the Organization, Route, Work Order, PM, Equipment Type, Equipment, Location, Department, Class,
Category, and Route Status.

Report Type
Consumer

Materials Reports
Generate reports related to materials functions. Refer to "Generating Reports" and "Saving Report Parameters"
earlier in this chapter.

Average Monthly Usage Analysis

Description
Displays part usage and demand information per store for the number of months requested

Menu Path
Materials | Reports | Average Monthly Usage Analysis

Parameters
Enter the Organization, Store, Part, Part Description, Number of Months, Preferred Supplier, and Stock
Class.

Report Type
Consumer

Consignment Activity
Description
Displays a list of consignment activity

Menu Path
Materials | Reports | Consignment Activity

Parameters
Enter the Organization, Store, and Supplier.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Goods Received Note

Description
Displays a goods received note

Menu Path
Materials | Reports | Goods Received Note

9 ‚ REPORTS 350
Parameters
Enter the Organization, PO Receipt, Transaction Code, From, From Code, To, To Code, Purchase
Requisition, Purchase Order, and Packing Slip.
Printed—Select to print transactions that have been previously printed.
Date—Enter the date for which to retrieve data.

Report Type
Basic

Goods Return Note

Description
Displays for each supplier, the supplier address and the list of goods returned. Displays all the approved return
transactions grouped by the supplier and sorted by the order number.

Menu Path
Materials | Reports | Goods Return Note

Parameters
Enter the Organization, Return, Supplier, and Return Status.
Reprint—Select to print a list of goods returned that have been printed previously.

Report Type
Basic

Inventory Standard
Description
Displays a list of inventory items

Menu Path
Materials | Reports | Inventory Standard

Parameters
Enter the Organization, Part, Class, Manufacturer, Preferred Supplier, Tracking Method, Store, ABC Class,
Reorder Qty., UOM, Stock Method, Minimum Quantity, Maximum Quantity, Bin, and Reorder Level.

Report Type
Consumer

List of Outstanding Requisition Items

Description
Includes outstanding line items for requisitions where Status is not Cancelled

Menu Path
Materials | Reports | List of Outstanding Requisition Items

Parameters
Enter the Organization, For Store, From Store, From Supplier, Part, Requisition, Status, Originator, Buyer,
Quotation Indicator, Cost Code, and Task.
Req Items on Order—Select to print requisition items that are on order.
Requisitioned Items Not Yet Ordered—Select to print requisition items that have not been ordered.

9 ‚ REPORTS 351
All Requisition Items—Select to print all requisition items, regardless of the order status.
Date From and Date To—Enter the starting and ending date for which to retrieve data. Date From and Date To are
required fields.

Report Type
Basic

List of Stock
Description
Displays stock quantity, reorder level, reserved quantity, and quantity on order grouped by store and sorted by store,
part, and part organization

Menu Path
Materials | Reports | List of Stock

Parameters
Enter the Organization, Store, Part, Part Class, and Supplier.
Non-consignment—Select to print non-consignment items.
Consignment Item—Select to print consignment items.
Selection Options—Select one of the following options:
ƒ All Stock—Select to print all stock records.
ƒ Stock Below Reorder Level—Select to print stock that is below the reorder level.
ƒ Stock At/Below Minimum Level—Select to print stock this is at or below the minimum level.
ƒ Stock Requiring New Order—Select to print stock requiring a new order.

Report Type
Basic

Monthly Usage Trends

Description
Prints a report showing monthly usage trends

Menu Path
Materials | Reports | Monthly Usage Trends

Parameters
Enter the Organization, Store, Part, and Part Description.
Month From and Month To—Enter the starting and ending month for which to retrieve data.

Report Type
Consumer

Parts Currently Reserved/Allocated

Description
Displays a list of parts currently reserved/allocated

Menu Path
Materials | Reports | Parts Currently Reserved/Allocated

9 ‚ REPORTS 352
Parameters
Enter the Organization, Store, Department, and Part.
Sort By—Select to sort by Part, WO/Activity, or Store.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Physical Inventory Discrepancy

Description
Displays physical inventory parts and quantities grouped by store, part, and part organization

Menu Path
Materials | Reports | Physical Inventory Discrepancy

Parameters
Enter the Organization, Physical Inventory, Part, Store, and Status.
Include Null Quantities—Select to include items with null quantities on the report.
Include Non-Discrepancy Items—Select to include items without any discrepancies on the report.
Group By—Select to group by Store or Part.

Report Type
Basic

Print Physical Inventory List

Description
Displays a list of parts with physical inventory

Menu Path
Materials | Reports | Print Physical Inventory List

Parameters
Enter the Physical Inventory.
Select one or more of the following options:
ƒ Print Quantity—Select to print the quantity.
ƒ Order By Bin—Select to sort by bin.
ƒ Print Assets—Select to print assets.
ƒ Discrepancies Only—Select to print stocktake discrepancies only.

Report Type
Basic

Print Pick Ticket

Description
Displays a list of parts needed to perform work on work orders or equipment. The system only prints approved pick
tickets.

9 ‚ REPORTS 353
Menu Path
Materials | Reports | Print Pick Ticket

Parameters
Enter the Organization, Work Order, Activity, From Pick Ticket, To Pick Ticket, and Store.
Sort By—Select to sort by Pick Ticket or Work Order.
Date From and Date To—Enter the starting and ending date by which to retrieve data. Date From and Date To are
required fields.

Report Type
Basic

Print Requisition
Description
Select the originator, requisition type, requisition number, status and/or buyer to print a specific requisition.
Otherwise, the report includes all requisitions. Includes option to convert totals to Euro currency.

Menu Path
Materials | Reports | Print Requisition

Parameters
Enter the Organization, Originator, Requisition Type, Requisition, Status, and Buyer.
Quotation—Select to print the quotation number if a quotation is associated with the requisition.
Date—Enter the requisition date for which to retrieve data.

Report Type
Basic

Purchase History Per Item/Supplier

Description
Displays all parts and work orders associated with a given supplier

Menu Path
Materials | Reports | Purchase History Per Item/Supplier

Parameters
Enter the Organization, Supplier, Part, Work Order, and Task.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

Return Summary
Description
Displays comprehensive information, per purchase order, about approved returns to suppliers

Menu Path
Materials | Reports | Return Summary

9 ‚ REPORTS 354
Parameters
Enter the Organization, Supplier, Store, Part, and Purchase Order.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

Stock Issues History by Part

Description
Displays part, stock values grouped by store, part sorted by store, part, and part organization

Menu Path
Materials | Reports | Stock Issues History by Part

Parameters
Enter the Organization, Store, From Part, To Part, Class, and Number of Months.

Report Type
Basic

Stock Transactions
Description
Lists all approved inventory transactions for a specified period of time

Menu Path
Materials | Reports | Stock Transactions

Parameters
Enter the Organization, Part, Part Class, Iss/Recv Entity, Iss/Recv Party, Counter Entity, Counter Party,
Transaction Type, and Consignment Supplier.
Non-Consignment—Select to print non-consignment items.
Consignment Item—Select to print consignment items.
Start Date and End Date—Enter the starting and ending date for which to retrieve data. Start Date and End Date
are required fields.

Report Type
Basic

Stock Value Listing by Part Type

Description
Provides an overview listing all parts in a store and all bin locations for that part. The report is grouped primarily by
store and secondarily by part. The report has two display modes for listing either stock parts or for repair parts.
Quantities and values are calculated for each location and totaled for each part.

Menu Path
Materials | Reports | Stock Value Listing by Part Type

Parameters
Enter the Organization, Part, Store, Part Class, Stock Class, Supplier, Commodity, Manufacturer Part
Number, Manufacturer, Category, Currency, and Part Type.
Non-Consignment—Select to print non-consignment items.

9 ‚ REPORTS 355
Consignment Item—Select to print consignment items.
Cumulative Total—Select to display the total value for each part.
Display Repair Qty.—Select to display the repair quantity and core value for each part.
Group By—Select to group by Parts, Store, Stock, Supplier, Category, or Commodity.

Report Type
Basic

Project Reports
Generate reports related to project functions. Refer to "Generating Reports" and "Saving Report Parameters" earlier
in this chapter.

Cost Summary By Project and Area

Description
Prints a summary of costs by project and area

Menu Path
Work | Reports | Projects | Cost Summary By Project and Area

Parameters
Enter the Organization and Project.

Report Type
Consumer

List of WOs for Project

Description
Displays a list of work orders created for a project.

Menu Path
Work | Reports | Projects | List of WOs for Project

Parameters
Enter the Organization and Project.
Note: If you are using multi-organization security (MOS), and you select a master Project in your selection
criteria, the system only retrieves those work orders created in the specific organizations to which you
have access.
Include Completed—Select to include completed work orders on the report.

Report Type
Consumer

Project Budget Code Cost Summary

Description
Displays a summary of project costs by budget code

Menu Path
Work | Reports | Projects | Project Budget Code Cost Summary

9 ‚ REPORTS 356
Parameters
Enter the Organization and Project.

Report Type
Consumer

Project Cost Breakdown

Description
Displays an overview of cost per project per budget

Menu Path
Work | Reports | Projects | Project Cost Breakdown

Parameters
Enter the Organization, Project, and Budget Code.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Project Cost Summary

Description
Displays a summary of estimated, planned, ordered, actual, and total cost per project

Menu Path
Work | Reports | Projects | Project Cost Summary

Parameters
Enter the Organization and Project.

Report Type
Consumer

Project POs
Description
Displays a summarized list of purchase orders created to procure materials and external services

Menu Path
Work | Reports | Projects | Project POs

Parameters
Enter the Organization and Project.
Note: If you are using multi-organization security (MOS), and you select a master Project in your selection
criteria, the system only retrieves those purchase orders created for work orders in the specific
organizations to which you have access.
Include Completed—Select to include completed purchase orders on the report.

Report Type
Consumer

9 ‚ REPORTS 357
Purchasing Reports
Generate reports related to purchasing functions. Refer to "Generating Reports" and "Saving Report Parameters"
earlier in this chapter.

Approved POs Awaiting Delivery

Description
Displays a list of purchase orders that have been issued to suppliers but for which goods have not yet been received.
The report includes the supplier, the date the purchase order was created, the related requisition, and purchase order
numbers.

Menu Path
Purchasing | Reports | Approved POs Awaiting Delivery

Parameters
Enter the Organization, Supplier, Cost Code, Purchase Order, Part, Store, and Task.
Start Date—Enter the starting date for which to retrieve data.

Report Type
Basic

Blanket Order List

Description
Prints a list of approved blanket orders and blanket order lines that includes the blanket order header and blanket
order lines

Menu Path
Purchasing | Reports | Blanket Order List

Parameters
Enter the Organization, Supplier, Blanket Order, For Store, and Class.
Comments—Select to print comments on the report.
Release Information—Select to include release information on the report.
Terms/Clauses—Select to include terms and clauses information on the report.
Custom Fields—Select to print custom fields on the report.
Approvers—Select to print information about the authorized approvers on the report.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

List of Invoices
Description
Displays supplier invoice information.

Menu Path
Purchasing | Reports | List of Invoices

9 ‚ REPORTS 358
Parameters
Enter the Organization and Supplier.
Select to sort by Date Approved, Matched, or Date Recorded.
Start Date—Enter the starting date for which to retrieve data.

Report Type
Consumer

Pricing Variance
Description
Displays a list of purchase orders where discrepancies exist between the purchase order and the invoice

Menu Path
Purchasing | Reports | Pricing Variance

Parameters
Enter the Organization, Supplier, Purchase Order, Buyer, Class, and Variance Type.
Group By—Select to group the report data by Purchase Order, Class, Supplier, or Buyer.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Print PO
Description
Includes a purchase order header and both part and service line items. By default, the report selects the current
revision of purchase orders with a status of "Ready for printing" or "Approved" and those that do not have "Printed"
selected. Print purchase orders that do not have a status of "Ready for printing" or "Approved," or those that already
have "Printed" selected by specifying a purchase order number on the parameter form.

Menu Path
Purchasing | Reports | Print PO

Parameters
Enter the Organization, Store, Purchase Order, and Buyer.
Print Attachments—Select to print document attachments associated with purchase orders in addition to the
purchase order.
Include All Revisions—Select to include all revisions to the purchase order.
Show Internal Part#—Select to include the internal part number.
Include Cost Code—Select to include the cost code.
Reprint—Select to print purchase orders that have been printed previously.
Important: The system prints only the requisition total in Euro currency.
Date—Enter the order date for which to retrieve data.

Report Type
Basic

Purchase History Per PO/Supplier

Description
Displays all purchase orders for a given supplier

9 ‚ REPORTS 359
Menu Path
Purchasing | Reports | Purchase History Per PO/Supplier

Parameters
Enter the Organization, Supplier, and Status.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

PO Cost Summary
Description
Displays cost information for purchase orders

Menu Path
Purchasing | Reports | PO Cost Summary

Parameters
Enter the Organization, Class, Status, Supplier, Cost Code, Buyer, Project, Store, Currency, and PO Status.
Include Details—Select to display the purchase order details.
Group By—Select to group the report data by Store, Supplier, Cost Code, Buyer, or Project.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

PO Status
Description
Displays a list of purchase order information including cost and receipt information with optional totals

Menu Path
Purchasing | Reports | PO Status

Parameters
Enter the Organization, Purchase Order, Status, Class, Supplier, Part, Trade, and Catalog Reference.
Include Totals—Select to include the purchase order totals on the report.
Order Date—Enter the order date for which to display purchase orders.
Due Date—Enter the due date for which to displays purchase orders.

Report Type
Consumer

POs Awaiting Invoicing

Description
Displays a list of purchase orders for goods that have been received but not yet invoiced. The report includes the
related requisition and purchase order numbers, the part or service ordered, the outstanding quantity, the unit of
measure for the items, and the order price per unit for goods or services.

Menu Path
Purchasing | Reports | POs Awaiting Invoicing

9 ‚ REPORTS 360
Parameters
Enter the Organization, Supplier, Purchase Order, and Store.
Include Matched—Select to include invoices that have a status of Matched.

Report Type
Basic

Quotation Summary
Description
Displays a summary of the quotations from all suppliers associated with an RFQ; allows you to easily compare all
supplier responses received from quotations

Menu Path
Purchasing | Reports | Quotes | Quotation Summary

Parameters
Enter the RFQ, Quotation Status, Part, Supplier, Quotation, Trade, Task, and Organization.
Show RFQs—Select to sort Per Part/Service or Per Supplier.

Report Type
Consumer

Request for Quotation

Description
Printed form that is sent to suppliers to elicit part and service quotes. Data includes the quotation header, requested
by, parts, services, and comments sections.

Menu Path
Purchasing | Reports | Quotes | Request for Quotation

Parameters
Enter the RFQ, Quotation, Quotation Status, Part, Supplier, Trade, Task, and Organization.
Include Quotation Comments—Select to include quotation comments in this report.
Include Part/Services Comments—Select to include part/services comments in this report.
Include Cancelled Quotations—Select to include cancelled quotations in this report.
Include Response Values—Select to include response values in this report.

Report Type
Basic

Request for Quotation Summary

Description
Displays all suppliers, parts, and services that are associated with an RFQ; displays additional awarded information
for parts and services that have been awarded to a supplier

Menu Path
Purchasing | Reports | Quotes | Request for Quotation Summary

Parameters
Enter the RFQ, Status, Part, Supplier, Organization, Task, and Trade.
Start Date and End Date—Enter the starting and ending dates for which to retrieve data.

9 ‚ REPORTS 361
Report Type
Consumer

Work Reports
Generate reports related to work functions. Refer to "Generating Reports" and "Saving Report Parameters" earlier in
this chapter.

Actual Labor Hours Against Estimated

Description
Displays a list displaying how much time was spent, per trade, on work during a specified time period versus the
original estimate

Menu Path
Work | Reports | Actual Labor Hours Against Estimated

Parameters
Enter the Organization, Trade, and Department.
Group By—Select one of the following options:
ƒ None—Select to not group by day or week.
ƒ Day—Select to group by day.
ƒ Week—Select to group by week.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

Batch Work Order Generation Summary

Description
Displays summary information of the work order generated from the Generate/Release WOs form. This report can
only be printed from the Generate/Release WOs form.

Menu Path
Work | Process | Generate/Release WOs

Parameters
No parameters

Report Type
Basic

Call Center WO
Description
Displays a work order with fields commonly used by off-site call center contractors who do not have access to the
system

Menu Path
Work | Reports | Call Center WO

9 ‚ REPORTS 362
Parameters
Enter the Organization, Work Order, Status, Provider, Department, Service Problem Code, WO Type,
Priority, Equipment, Location, Trade, and Date Range Type.
Include Child Work Orders—Select to include child work orders on the report.
Include Custom Fields—Select to print custom fields on the report.
Print Attachments—Select to print attachments associated with the work order.
Include MEC Work Orders—Select to include MEC work orders on the report.
Print MEC Attachments—Select to print MEC attachments.
Barcode—Select to print the barcode for the work order.
Include Customer Requests—Select to print customer requests associated with the work order.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

Daily Hours Worked Per Employee

Description
Displays what type of work (normal, overtime, and holiday) a specific employee performed over a given period and
the number of hours

Menu Path
Work | Reports | Daily Hours Worked Per Employee

Parameters
Enter the Organization, Employee, and Hour Type.
If you leave Employee and Hour Type blank, the system retrieves all employee data working all types of hours.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Daily Trade Schedule

Description
Displays a daily trade schedule for a specific date or range of dates

Menu Path
Work | Reports | Scheduling | Daily Trade Schedule

Parameters
Enter the Organization, Trade, and Department.
Date From and Date To—Enter the starting and ending date for which to retrieve data. Date From and Date To are
required fields.

Report Type
Consumer

Expired Warranties
Description
Displays a list of all warranties that have expired

9 ‚ REPORTS 363
Menu Path
Work | Reports | Expired Warranties

Parameters
Enter the Organization, Type, Equipment, and Location.
Near Threshold—Select to include warranties that are near their threshold.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Future Maintenance Cost

Description
Displays estimated present and future maintenance costs for equipment for a selected period. Report is divided into
four sections.
ƒ Current Work Orders—displays remaining estimated costs of open work orders
ƒ Deferred Activities—displays estimated costs of deferred maintenance
ƒ Current PM—displays remaining estimated costs of open PM work orders
ƒ Forecasted PM—displays estimated costs of PMs that will fall due within the specified date range

Menu Path
Work | Reports | Future Maintenance Cost

Parameters
Enter the Organization, Equipment, Equipment Type, Equipment Class, and Department.
Include Work Orders—Select to include work orders in this report.
Include Deferred Activities—Select to include deferred activities in this report.
Include PMs—Select to include PMs in this report.
Include PM Forecasting—Select to include PM forecasting in this report.
Start Date and End Date—Enter the starting and ending dates for which to retrieve data.

Report Type
Basic

Hours Needed for Tasks

Description
Displays a listing of work order tasks along with their estimated hours

Menu Path
Work | Reports | Hours Needed for Tasks

Parameters
Enter the Organization, Department, and Task.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

9 ‚ REPORTS 364
Labor Required Per Day or Trade
Description
Displays a list of labor required for a particular day

Menu Path
Work | Reports | Scheduling | Labor Required Per Day or Trade

Parameters
Enter the Organization, Trade, and Department.
Select one of the following options:
ƒ Per Day—Select to sort by day.
ƒ Per Trade—Select to sort by trade.
Start Date and End Date—Enter the starting and ending date for which to retrieve data. Start Date and End Date
are required fields.

Report Type
Basic

List of All PM Schedules

Description
Displays a listing of preventive maintenance schedules

Menu Path
Work | Reports | Scheduling | List of All PM Schedules

Parameters
Enter the Organization.
Sort By—Select one of the following options:
ƒ PM—Select to sort by PM.
ƒ Nesting Reference—Select to sort by nesting reference.

Report Type
Consumer

List of Permit Issues

Description
Displays which permits were issued for what work orders

Menu Path
Work | Reports | Permits | List of Permit Issues

Parameters
Enter the Organization, Permit, Work Order, Equipment, and Type.
Include Inactive Permits—Select to include inactive permits in the report.
Sort By—Select to sort by Equipment or Work Order.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

9 ‚ REPORTS 365
List of WOs Bypassed Due to Nesting
Description
Displays a list of PM work orders that were bypassed because they were superseded by another PM work
order

Menu Path
Work | Reports | List of WOs Bypassed Due to Nesting

Parameters
Enter the Organization and Department.

Report Type
Consumer

Long Term WO List

Description
Displays a list of work orders due over a longer period of time (six months, for example) in addition to projecting
PM work orders that will be coming due

Menu Path
Work | Reports | Long Term WO List

Parameters
Enter the Organization, Equipment, WO Type, Priority, Trade, Department, Location, PM, Work Order,
Project, Type, Assigned To, and Assigned By.
Search MEC WOs—Select to search multiple equipment work orders.
Start Date and End Date—Enter the starting and ending date for which to retrieve data. Start Date and End Date
are required fields.

Report Type
Basic

Material Requirements Analysis

Description
Displays a list of stock materials needed to complete a specific work order

Menu Path
Work | Reports | Scheduling | Material Requirements Analysis

Parameters
Enter the Organization, Department, PM, Equipment, WO Type, Priority, Trade, Location, Project, Type, and
Work Order.
Direct Purchase Due Date is After Start Date—Select to include stock items where the direct purchase date is
after the work order start date.
Qty Required > Qty in Stock—Select to include stock items where the quantity required for the work order is
greater than the quantity in stock.
Search MEC WOs—Select to include MEC work orders on the report.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

9 ‚ REPORTS 366
Meter Based PM Due Report
Description
Displays a list of meter-based PMs due by a certain date

Menu Path
Work | Reports | Scheduling | Meter Based PM Due Report

Parameters
Enter the Organization, Equipment, PM, Meter UOM, WO Class, and Department.
Sort By—Select to sort by Equipment, PM, or Estimated Due Date.
Due By—Enter the due date for which to print the report. Due By is a required field.

Report Type
Consumer

Part Failures
Description
Displays the percentage of parts that failed versus parts that were issued. Data for this report comes from failures
listed on the Part Failures page and the Parts page of the Work Orders form.

Menu Path
Work | Reports | Part Failures

Parameters
Enter the Organization, Part, Asset ID, Problem Code, Failure Code, Action Code, and Cause Code.
Date From and Date To—Enter the starting and ending dates for which to retrieve data.

Report Type
Consumer

Permits for WOs

Description
Displays copies of work permits for a particular work order

Menu Path
Work | Reports | Permits | Permits for WOs

Parameters
Enter the Organization, Permit Reference, Permit, and Work Order.

Report Type
Consumer

PM Forecasting
Description
Displays a printed representation of a PM forecasting session similar to what is displayed on the actual PM
Forecasting form

Menu Path
Work | WO Planning | PM Forecasting

9 ‚ REPORTS 367
Parameters
None

Report Type
Basic

Print Short WO Cards

Description
Displays an abbreviated version of the Print Work Order report, including work order cost

Menu Path
Work | Reports | Print Short WO Cards

Parameters
Enter the Organization, Work Order, Department, Equipment, Location, WO Type, Project, Status, Assigned
To, Standard WO, and Manufacturer.
Work Order Custom Fields—Select to print custom fields added for work orders on the work order card.
Equipment Custom Fields—Select to print custom fields added for equipment on the work order card.
Hide Cost Values—Select to hide cost values on the work order card.
Prevent Update Print Flag—Select to prevent users from marking the records returned printed.
Print Attachments—Select to print document attachments associated with work orders in addition to the work
order card.
Note: You can only print document attachments that are Adobe Acrobat Portable Document Format (.PDF)
files.
Print MEC Attachments—Select to print MEC document attachments associated with work orders in addition to
the work order card.
Search MEC Work Orders—Select to search multiple equipment work orders.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

Print Work Order

Description
Includes work order details, task listing, diagnostics, repair details, and related equipment information

Menu Path
Work | Reports | Print Work Order

Parameters
Enter the Organization, Work Order, Department, PM Schedule, Type, Equipment, Location, Priority, WO
Type, Trade, Project, Equipment Criticality, Status, Customer, Property, Building, Floor/Unit, Assigned To,
Assigned By, Person Responsible, From Point, and To Point.
Scheduled Date Range—Select to print work orders based on the Target Date.
Reprint—Select to print work orders that have been printed previously.
Include Child Work Orders—Select to print child work orders on the work order card.
Work Order Custom Fields—Select to print custom fields added for work orders on the work order card.
Equipment Custom Fields—Select to print custom fields added for equipment on the work order card.
Print Attachments—Select to print document attachments associated with work orders in addition to the work
order card.

9 ‚ REPORTS 368
Note: You can only print document attachments that are Adobe Acrobat Portable Document Format (.PDF)
files.
By Responsible Person—Select to group report data by the person responsible.
Barcode—Select to print the barcode on the work order card.
Include Linear Reference Details—Select to print linear reference details on the work order card.
Include MEC Work Orders—Select to print MEC work orders on the work order card.
Print MEC Attachments—Select to print MEC document attachments associated with work orders in addition to
the work order card.
Include Customer Requests—Select to print customer requests on the work order card.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

Qualification Expiration Report

Description
Displays a list of qualification expirations and expiration dates for an employee based on the date range entered.
Select to generate the report for a single employee or a group of employees.

Menu Path
Work | Reports | Qualifications | Qualification Expiration Report

Parameters
Enter the Organization, Employee Code, Employee Class, Employee Type, Trade, Department, Qualification,
and Qualification Class.
Sort By—Select to sort by Employee, Trade, Organization, Department, or Qualification.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

Qualification Requirement Report

Description
Displays a list of qualifications that are required for an employee to perform a trade or task for which they are not
currently qualified. Select to generate the report for a single trade or task, or for a group of trades or tasks.

Menu Path
Work | Reports | Qualifications | Qualification Requirement Report

Parameters
Enter the Organization, Employee, Employee Class, Employee Type, Trade, Trade Class, Task, Department,
and Qualification.

Report Type
Basic

Resource Load Graph

Description
Displays a graph report listing resource data for the selected PM work orders

9 ‚ REPORTS 369
Menu Path
Work | WO Planning | PM Forecasting | Forecasting tab

Parameters
None

Report Type
Basic

Schedule Attainment
Description
Displays a summary of scheduled activities. View the number of activities that were scheduled and worked on the
same date, the number of activities that were scheduled but not started on the same date, the number of activities that
were worked on and not scheduled on the same date, as well as the percentage of activities scheduled that were
worked on the same date.

Menu Path
Work | Reports | Scheduling | Schedule Attainment

Parameters
Enter the Organization, Trade, Department, and Person Responsible.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Scheduled Activities
Description
Displays information for scheduled activities

Menu Path
Work | Reports | Scheduling | Scheduled Activities

Parameters
Enter the Organization, Work Order, Trade, Department, Maintenance Equipment, and Person Responsible.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

Scheduled vs. Actual – Detail

Description
Displays detailed schedule activities. Depending on how you set up the report criteria, you can review the schedule
date for scheduled work (but not started) on the same day, activities scheduled and worked on the same day, or work
done but not scheduled on the same day. (You might have multiple lines for some activities.)

Menu Path
Work | Reports | Scheduling | Scheduled – Actual Detail

9 ‚ REPORTS 370
Parameters
Enter the Organization, Trade, Department, and Person Responsible.
Show Details of Activities Where—Select one of the following sort options: Scheduled but Not Worked on the
Same Date, Worked and Scheduled on the Same Date, or Worked but Not Scheduled.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Shift Employee
Description
Displays a list of employees on a shift grouped by department

Menu Path
Work | Reports | Scheduling | Shift Employee

Parameters
Enter the Organization, Department, Trade, and Shift.

Report Type
Consumer

Short Term WO List (Activities)

Description
Displays a list of work orders due within the near future, including their activities, starting and ending dates, and
estimated labor hours

Menu Path
Work | Reports | Short Term WO List (Activities)

Parameters
Enter the Organization, Equipment, WO Type, Priority, Trade, Department, Location, PM, Work Order,
Project, Type, Equipment Criticality, and Status.
Include Multiple Equipment—Select to include multiple equipment on the report.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

Short Term WO List (WOs)

Description
Displays a list of work orders due within a short period of time (a week, for example); does not project PM work
orders

Menu Path
Work | Reports | Short Term WO List (WOs)

9 ‚ REPORTS 371
Parameters
Enter the Organization, Equipment, WO Type, Priority, Trade, Department, Location, PM, Work Order,
Project, Type, Equipment Criticality, Status, Assigned To, and Scheduling Group.
Search MEC WOs—Select to search multiple equipment work orders.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

Tool Usage
Description
Displays a list of work orders per tool

Menu Path
Work | Reports | Tool Usage

Parameters
Enter the Organization, Work Order, Department, and Tools.
Date From and Date To—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

WO Backlog Report
Description
Displays a list of backlogged work orders

Menu Path
Work | Reports | WO Backlog Report

Parameters
Enter the Organization, Department, Trade, Type, Equipment, PM, Location, WO Type, Priority, Equipment
Criticality, Status, Assigned To, and Scheduling Group.
Warranty—Select to display the equipment warranty associated with the work order.
Show MEC Work Orders—Select to display multiple equipment work orders.
Sort By—Select to sort by Start Date, Equipment, or Location.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

WO Aging
Description
Provides counts of work orders, per work order type, that are 1-10, 11-30, 31-60, 61-90, or over 90 days
overdue

Menu Path
Work | Reports | WO Aging

Parameters
Enter the Organization and WO Type.

9 ‚ REPORTS 372
Report Type
Consumer

WO Cost List
Description
Displays the costs of a work order

Menu Path
Work | Reports | WO Cost List

Parameters
Enter the Organization and Work Order.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Basic

WO Cost Summary Graph

Description
Displays a graph showing itemized and totaled cost information, e.g., labor, materials, services, and tool costs, by
equipment (and related child equipment) for open and closed work orders

Menu Path
Work | Reports | WO Cost Summary Graph

Parameters
Enter the Organization, Equipment Class, Category, Location, Type, Equipment, Department, WO Class,
Cost Code, Trade, Reporting Currency, WO Status, Include WOs, and Graph Type.
Current Exchange Rate—Select to print the current exchange rate.
Include Service—Select to print service details.
Include Labor—Select to print labor details.
Include Material—Select to print materials details.
Include Tools—Select to print tools details.
Group By—Select to group by Location, Department, Cost Code, Equipment, or Trade.
Start Date and End Date—Enter the starting and ending date for which to retrieve data.

Report Type
Consumer

WO On-Time Delivery by Employee

Description
Displays a summary or detailed report of on-time work order (released and completed) statistics by employee

Menu Path
Work | Reports | WO On-Time Delivery by Employee

9 ‚ REPORTS 373
Parameters
Enter the Organization, Employee Code, Task, Class, Requested By, Problem Code, Priority, Department,
Work Order, and WO Type.
Report Type—Select to print a Summary, Detail, or Complete version of the report.
Date From and Date To—Enter the starting and ending date for which to retrieve data. Date From and Date To are
required fields.

Report Type
Consumer

WO On-Time Delivery by Trade

Description
Displays a summary or detailed report of on-time work order (released and completed) statistics by trade

Menu Path
Work | Reports | WO On-Time Delivery by Trade

Parameters
Enter the Organization, Trade, Task, Assigned To, Class, Requested By, Problem Code, Priority, Department,
Work Order, and WO Type.
Report Type—Select to print a Summary, Detail, or Complete version of the report.
Date From and Date To—Enter the starting and ending date for which to retrieve data. Date From and Date To are
required fields.

Report Type
Consumer

WO Statistics
Description
Displays statistical backlog information including the number of work orders: backlogged according to Date From;
scheduled to begin within the date range; backlogged at Start Date but completed within the date range; and
scheduled to begin within the date range and completed within the date range

Menu Path
Work | Reports | WO Statistics

Parameters
Enter the Organization and WO Type.
Show Totals—Select to display the work order totals on the report.
Date From and Date To—Enter the starting and ending date for which to retrieve data. Date From and Date To are
required fields.

Report Type
Consumer

9 ‚ REPORTS 374
10 ‚ GIS INTEGRATION

Geographical Information Systems are important to companies with equipment spread over a large area such as local
governments/schools, oil and gas companies, utilities, etc. GIS systems are widely used to show equipment spatially
via maps. These maps provide a better understanding of the location of the equipment, directions to the equipment,
work history of the equipment, and the surrounding area of the equipment in question.
Integrate Infor EAM (Infor EAM) with Environmental Systems Research Institute’s (ESRI) GIS package so that you
have the advantages of a GIS system paired with those of Infor EAM.
This chapter documents procedures completed in both the Infor EAM and ESRI GIS systems. As a result, section
headings include (Infor EAM) or (ESRI), if applicable, to identify in which system the task should be performed.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition. If you purchased Infor EAM Business Edition, you do not have access to all of the functionality
covered in this chapter.

In This Guide
ƒ Linking Infor EAM Equipment and GIS Features
ƒ Synchronizing Records (ESRI)
ƒ Applying a Data Filter (ESRI)
ƒ Performing Infor EAM Functionality (ESRI)
ƒ Performing a GIS Map Search (Infor EAM)
ƒ Viewing GIS Maps (Infor EAM)

375
Linking Infor EAM Equipment and GIS Features
When integrating Infor EAM with ESRI’s GIS (Geographical Information System) package, both programs should
reflect an accurate representation of your company assets. You may have an Infor EAM equipment record that has
not been defined in the GIS system or a GIS feature that has not been defined in the Infor EAM system. If you want
to view a piece of equipment on a GIS map, create a corresponding GIS feature for the Infor EAM equipment
record. Likewise, if you want access to Infor EAM functionality, e.g., creating and scheduling work orders for a GIS
feature, create a corresponding Infor EAM equipment record for the GIS feature.
The systems link corresponding equipment/features together with a GIS object identification number (GIS ID in
Infor EAM, GISOBJID in ESRI).

Processing Rules for Defining Equipment Records within ESRI

Refer to the following list of processing rules the system follows when automatically creating Infor EAM equipment
records for GIS features you have created within ESRI:
Note: Contact your system administrator for more information regarding these processing rules.
ƒ A GIS feature must reside within a layer that contains the GISOBJID attribute before you can create a
corresponding equipment record.
ƒ The system creates equipment records based on the field mappings defined for the feature’s layer. If a field
mapping has not been defined, the system populates the field based on the GIS profile defined on the user’s
default preference record for the layer.
Notes: If a field mapping for an attribute exists, the system always populates the equipment field based on the
data of the attribute, even if the attribute value is empty and the GIS profile value contains data.
Field mappings are not defined for Layer, Location X, and Location Y. The system creates equipment
records based on an implied mapping where GIS is the owner and the data is automatically mapped to
the Layer, Location X, and Location Y fields in Infor EAM. If a feature is a line or polygon feature, the
system populates the Infor EAM Location X and Location Y based on the feature’s center point.
ƒ If more than one GIS attribute is mapped to a single Infor EAM field, the system concatenates the data into the
single field based on the Sequence and Delimiter values on the mapping record. Likewise, if a GIS attribute
that contains concatenated data is mapped into more than one Infor EAM field, the system parses the data based
on the Sequence and Delimiter values on the mapping record.
ƒ The system automatically defines the equipment as an Asset record if a field mapping does not exist for the
equipment type.
ƒ The system assigns the equipment code of the equipment record based on any existing field mapping. If a
feature attribute is mapped to the equipment code field, the system assigns the equipment code based on the
field mapping even if the AUTOANUM installation parameter is set to Yes. If no field mapping exists for the
equipment code, the system automatically generates an equipment code even if AUTOANUM is set to No.
ƒ The Infor EAM Class, Location, Position, Parent, PO, and Part can be unique per Infor EAM organization.
This organization may or may not be the same organization of the equipment record. If there is a mapping
record for Class, Location, Position, Parent, PO, or Part, the system must also populate the organization of
Class, Location, Position, Parent, PO, or Part. If you map data into these fields, you must also map the
organization field for each of them.
If a field mapping does not exist for the organization of Class, Location, Position, Parent, PO, or Part, the
system populates the information based on the following:
ƒ If the mapped value for Class, Location, Position, Parent, PO, or Part belongs to a single organization—
The system copies the organization.
ƒ If the mapped value for Class, Location, Position, Parent, PO, or Part belongs to multiple organizations—
The system attempts to populate the organization based on the GIS profile defined on the user’s default
preference record for the layer.
ƒ If the mapped value for Class, Location, Position, Parent, PO, or Part belongs to multiple organizations
and there is not a default GIS profile—The system attempts to populate the organization based on the
organization of the equipment record.

10 ‚ GIS INTEGRATION 376

Defining Infor EAM Equipment (ESRI)
For every GIS feature within ESRI that you want to integrate with Infor EAM, define a corresponding Infor EAM
equipment record.
You can also define equipment records within ESRI through synchronization. Refer to "Synchronizing Equipment
with Features (ESRI)" later in this guide for more information.
Note: Depending on your system configuration, the system automatically creates an equipment record in Infor
EAM as soon as you save a new feature, and then displays the Create Infor EAM Equipment popup to
notify you of the transaction. Contact your system administrator for more information.
Follow these steps to define Infor EAM equipment.
1 Open ArcMap to an existing map. ArcMap displays the ArcEditor page.
2 Select the GIS feature(s) for which to define equipment records, and then click . ESRI connects to Infor
EAM, verifies that you are authorized to define equipment within the organization you specified on the profile,
and creates the equipment record in Infor EAM. The system displays a popup containing success and error
messages in Result. The system defines an Infor EAM equipment record for each GIS feature with a success
message.
3 Click Close. The system closes the popup.
Note: To save this data, right-click, and then select Save As. The system displays a Windows Explorer
window. Select the file in which to save the data, and then click Save. The system saves the data in the
file, e.g., if you receive error messages because the system does not successfully define corresponding
Infor EAM equipment records for the GIS features, save the data. Use the saved list of data to identify
those GIS features for which you still need to create equipment records. Correct the error identified in
the Result column, and then complete the process to define equipment records within ESRI again.

Processing Rules for Defining GIS Features within Infor EAM

Refer to the following list of processing rules that the system follows when creating corresponding GIS features for
equipment records you have created within Infor EAM:
Note: Contact your system administrator for more information regarding these processing rules.
ƒ The system creates features based on the field mappings defined for the selected layer. If a field mapping has
not been defined, the system populates the field based on the GIS profile defined on the user’s default
preference record for the selected layer.
Note: If a field mapping exists, the system always populates the attribute based on the data of the equipment
field, even if the field’s value is empty and the GIS profile value contains data.
ƒ If more than one Infor EAM field is mapped to a single GIS attribute, the system concatenates the data into the
single attribute based on the Sequence and Delimiter. Likewise, if an Infor EAM field that contains
concatenated data is mapped into more than one GIS attribute, the system parses the data based on the
Sequence and Delimiter values on the mapping record.

Defining GIS Features (Infor EAM)

Follow these steps to define GIS features.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.

2 Click . The system inserts a new record and displays the Record View page.
3 Enter the information necessary to define the piece of equipment. Refer to "Defining Assets," "Defining
Positions," or "Defining Systems" in Chapter 2 ‚ Asset Management of the Infor EAM User’s Guide.
4 Profile—Enter the profile that GIS should use to create the GIS feature.
5 Click . The system saves the record and automatically generates a GIS ID number.
Note: Depending on your system configuration, the system may not automatically generate a GIS ID number.
ƒ If the system displays the Create GIS Feature popup after you click , enter the Layer, Location X,
and Location Y for the GIS feature, and then click Submit. The system saves the record and generates
a GIS ID number.

10 ‚ GIS INTEGRATION 377

 ƒ If the Create GIS Feature button is enabled, click Create GIS Feature after you click . The system
displays the Create GIS Feature popup. Enter the Layer, Location X, and Location Y for the GIS
feature, and then click Submit. The system saves the record and generates a GIS ID number.
6 Synchronize features with equipment records so that the corresponding feature is created within GIS. Refer to
"Synchronizing Features with Equipment (ESRI)" later in this guide for more information.

Synchronizing Records (ESRI)

Synchronize Infor EAM and ESRI’s GIS to ensure both systems contain a complete and accurate list of
corresponding features/equipment.
Synchronize attributes to ensure that corresponding features and equipment reflect the same attribute values.
Note: You can only synchronize records from a GIS map that contains layers integrated with Infor EAM, e.g.,
the layer contains a feature that has a GISOBJID attribute.

Synchronizing Equipment with Features (ESRI)

Search for GIS features with no corresponding defined Infor EAM equipment records, view a list of discrepancies,
and create corresponding equipment records for the existing features.
Note: Refer to "Processing Rules for Defining Equipment Records within ESRI" earlier in this guide for
information regarding how the system handles equipment creation.
Follow these steps to synchronize equipment records with features.
1 Open ArcMap to an existing map. ArcMap displays the ArcEditor page.
2 Click . The system displays the Infor EAM page of the Synchronize Records popup.
3 Layer—Select the layer for which to view features without corresponding equipment records.
4 Consider only features selected on the map—Select to only compare features that are selected on the map.
5 Consider only features with a GISOBJID—Select to only compare features that reference a GISOBJID
number.
Note: Unselect Consider only equipment with a GISOBJID to compare features without a GISOBJID
number, which enables you to create equipment records for existing features that were not previously
integrated.
6 Click View Discrepancies. The system displays features for which there are no corresponding equipment
records.
7 Select—Select the features for which you want to create corresponding equipment records.
The system automatically selects all of the features. Remove individual features from the list by unselecting the
line.
Note: To select all lines at once, click Select All. To unselect all lines at once, click Unselect All.
8 Click Create Equipment. The system creates corresponding equipment records within Infor EAM.
The system populates Result and Creation Date/Time and unselects all features for which corresponding
equipment records were created.
Notes: If the system cannot create a corresponding equipment record for a selected feature, it displays the
reason in Result. The feature remains selected.
You must have insert privileges in Infor EAM to create an equipment record. Contact your system
administrator for more information.
The system assigns the feature’s existing GISOBJID number to the equipment record. If the feature
does not have a GISOBJID number, the system automatically generates one.
The system automatically populates the equipment record’s Layer, Location X, and Location Y. If the
feature is not a point feature, the system automatically populates Location X and Location Y for its
corresponding equipment record based on the center of the feature.

10 ‚ GIS INTEGRATION 378

Synchronizing Features with Equipment (ESRI)
Search for Infor EAM equipment records with no corresponding defined GIS features, view a list of discrepancies,
and create corresponding features for the existing equipment records.
Notes: ESRI’s ArcMap displays features as soon as the system creates them.
Refer to "Processing Rules for Defining GIS Features within Infor EAM" earlier in this guide for
information regarding how the system handles feature creation.
Follow these steps to synchronize features with equipment.
1 Open ArcMap to an existing map. ArcMap displays the ArcEditor page.
2 Click . The system displays the Infor EAM page of the Synchronize Records popup.
3 Click the GIS tab. The system displays the GIS page.
4 Layer—Select the layer for which to view equipment records without corresponding features.
5 Consider only equipment with a GISOBJID—Select to only compare equipment records that reference a
GISOBJID number. The GISOBJID number is referenced on the Infor EAM equipment record in the GIS ID
field.
Note: If you unselect Consider only equipment with a GISOBJID, the system compares equipment records
that do not have a GIS ID but do reference a GIS Profile or GIS layer.
6 Click View Discrepancies. The system displays equipment records for which there are no corresponding
features.
The system automatically populates Layer, Location X, and Location Y for each equipment record if
available.
Note: The system only displays equipment records for which you have query web service permissions.
Contact your system administrator for more information.
7 Select—Select the equipment records for which you want to create corresponding features.
The system automatically selects all of the equipment records. Remove individual records from the list by
unselecting the line.
Note: To select all lines at once, click Select All. To unselect all lines at once, click Unselect All.
8 Layer—Select a layer for each equipment record for which you want to create corresponding features.
9 Location X and Location Y—Enter the X and Y coordinates for each equipment record for which you want to
create corresponding features.
Shortcut: Highlight the equipment record within the list, click Record, and then click the location on the map
within ESRI’s ArcMap page on which to place the feature. The system determines the X and Y
coordinates and automatically populates Location X and Location Y.
If the selected layer contains line or polygon features, click on the map more than once to include all
necessary coordinates for the feature. The system saves the additional X and Y coordinates.
If you enter Location X and Location Y with the Record button and then need to edit the fields with the
Record button, you must first right-click on the equipment record, and then select Clear Map
Coordinates.
10 Click Create Feature(s). The system creates corresponding features within ESRI’s GIS for each selected
equipment record and highlights the newly created features on the map.
The system populates Result and Creation Date/Time and unselects all equipment records for which
corresponding features were created.
Note: If the system cannot create a corresponding feature for a selected equipment record, it displays the
reason in Result. The equipment record remains selected.

10 ‚ GIS INTEGRATION 379

Synchronizing Attributes (ESRI)
Infor EAM and ESRI’s GIS attributes may be synchronized based on the field mappings defined for each layer. The
system compares the attributes of corresponding features/equipment (based on the GISOBJID/GIS ID), provides
you with a list of discrepancies, and enables you to synchronize the attribute values.
Note: To view attribute data prior to synchronizing, refer to "Synchronizing Attribute Details (ESRI)" below for
more information.
Field mappings are not defined for a feature/equipment record’s layer, location X, and location Y. The system
synchronizes based on an implied mapping where GIS is the owner and the data is automatically mapped to the
Layer, Location X, and Location Y fields in Infor EAM. If a feature is a line or polygon feature, the system
populates the Infor EAM Location X and Location Y based on the feature’s center point. Contact your system
administrator for more information.
Important: Infor recommends synchronizing features and equipment prior to synchronizing attributes.
Follow these steps to synchronize attributes.
1 Open ArcMap to an existing map. ArcMap displays the ArcEditor page.
2 Click . The system displays the Synchronice Attributes popup.
3 Layer—Select the layer for which to view attribute discrepancies.
4 Consider only features selected on the map—Select to only consider features that are selected on the map.
5 Click View Discrepancies. The system displays features for which the system locates a corresponding
equipment record based on the GISOBJID, but for which there are attribute discrepancies.
Notes: The system only considers mapped attributes that have an Action of Copy. Contact your system
administrator for more information.
You must have query web service permissions in Infor EAM to view discrepancies. Contact your system
administrator for more information.
6 Select—Select the features for which you want to synchronize attribute discrepancies. To view detailed
discrepancy information, refer to "Synchronizing Attribute Details (ESRI)" below.
The system automatically selects all of the features. Remove individual features from the list by unselecting the
line.
Note: To select all lines at once, click Select All. To unselect all lines at once, click Unselect All.
7 Click Synchronize Discrepancies. The system synchronizes the attributes.
The system synchronizes attributes based on the values contained within the owner system of the field mapping
record. Contact your system administrator for more information.
Note: The system displays an error message in either Infor EAM Result or GIS Result for any record whose
discrepancies cannot be synchronized.
You must have update web service permissions in Infor EAM to synchronize discrepancies. Contact
your system administrator for more information.
8 Click Close. The system closes the popup and returns to ArcMap.

Synchronizing Attribute Details (ESRI)

Follow these steps to synchronize attribute details.
1 Open ArcMap to an existing map. ArcMap displays the ArcEditor page.
2 View attribute discrepancies. Refer to "Synchronizing Attributes (ESRI)" above for more information.
Note: Do not click Synchronize Discrepancies.
3 Highlight the feature for which to view discrepancy details, and then click the Details tab. The system displays
the Details page of the Synchronize Attributes popup.
The system automatically populates Layer, Equipment, FID, Description, and Org. and displays a list of field
mapping records for the feature.
Note: The system only displays discrepancy mapping records with an Action of Copy. Contact your system
administrator for more information.

10 ‚ GIS INTEGRATION 380

4 View the discrepancy records. The system displays the GIS Attribute and its data in GIS Value and the
corresponding Infor EAM Attribute and its data in Infor EAM Value. The Owner indicates the system from
which the data will be copied during synchronization.
Notes: If multiple GIS attributes are mapped to a single Infor EAM attribute or vice-versa, the system lists the
attributes on separate lines but groups them together.
During synchronization, the system concatenates or parses data according to the Sequence and
Delimiter defined on the field mapping record. Contact your system administrator for more information.
If the system must parse data because one field is mapped to multiple fields, it verifies that the number
of fields to which to map data matches the instances of concatenated data in the source field. If it does
not, the system does not synchronize the data. If, however, the source field in the owner system
contains a null value, the system copies the null value to the multiple fields in the other system and
overwrites any data that those fields originally contained.
5 New Owner Value—Enter a value to override the current data contained within the owner system. During
synchronization, the system writes the new value to the owner system and then copies the value to the other
system.
Note: You cannot enter a New Owner Value if there is a discrepancy with a Layer, Location X, or Location
Y. These values are populated automatically based on the feature’s actual map location.
6 Click Synchronize Discrepancies. The system synchronizes the attributes.
The system synchronizes the attributes based on the values contained within the owner system or based on the
values entered in New Owner Value.
Notes: The system displays an error message in either Infor EAM Result or GIS Result for any record whose
discrepancies cannot be synchronized.

Click or to view the details of the next or previous discrepancy record within the list on the
Synchronize Attributes page.
7 Click Close. The system closes the popup and returns to ArcMap.

Applying a Data Filter (ESRI)

Create a filter for integrated features based on attribute data stored in either ESRI, Infor EAM, or both. ESRI
highlights the GIS features that satisfy the search criteria on the GIS map.
Refer to the following list of Infor EAM grids that the system queries:
Grid Function
Equipment BEGEQ
Equipment and related cost details BEGEQC
Equipment and related event details BEGEQE
Work order and related activity details BEGWAC
Work order and related equipment details BEGWEQ
Note: The system only queries those grids to which you have Query access. If you do not have access to a
grid, contact your system administrator to grant you access to its related function.

Running a Data Filter (ESRI)

Follow these steps to run a data filter.
1 Within ESRI, click . The system displays the Data Filter popup.
Follow steps 2 and 3 to enter the filter’s GIS Criteria.
Shortcut: Highlight features on the GIS map prior to opening the Data Filter popup, and then select Consider
only features highlighted on the map. The system only considers the highlighted features in the
search.
2 Layer—Select a GIS layer.

10 ‚ GIS INTEGRATION 381

3 Filter—Enter filter information for features. Refer to "Specifying Dataspy Criteria" in Chapter 1 ‚ Basics of the
Infor EAM User’s Guide for more information.
Note: The available fields are based on the selected Layer.
Follow steps 4 and 5 to enter the filter’s Infor EAM Criteria.
4 Grid—Select an Infor EAM grid.
5 Filter—Enter filter information for equipment records. Refer to "Specifying Dataspy Criteria" in Chapter 1 ‚
Basics of the Infor EAM User’s Guide for more information.
Note: The available fields are based on the selected Grid.
6 Click Select Custom Fields to select the custom fields to display on the Results page. The system displays
the Select Custom Fields popup.
Note: The displayed fields are based on the selected Grid.
7 Select the custom fields to display on the Results page, and then click Submit. The system closes the Select
Custom Fields popup.
Important: Search response time increases as the selected number of custom fields increases.
8 Click Apply. The system runs a search based on the criteria and displays Infor EAM data that satisfies the filter
on the Results page.

Saving Filter Criteria (ESRI)

Save filter criteria so it can be accessed in the future, reducing the amount of time it takes to run common searches.
Follow these steps to save filter criteria.
1 Within ESRI, click . The system displays the Data Filter popup.
Follow steps 2 through 5 to save a GIS criteria record.
2 Select a Layer, and then enter Filter information. Refer to "Running a Data Filter (ESRI)" above for more
information.
3 Set As Default—Select to identify this criteria as the default GIS criteria record.
Note: If you select Set As Default, the system automatically displays this GIS criteria record whenever you
open the Data Filter popup.
4 Click Save As. The system displays a dialog box.
5 Enter the file name, select a file type, and then click Save. The system saves the file, closes the dialog box, and
populates Criteria with the file name.
Note: Save the file as either an .XMLGIS or .EXP file. If you save the file as an .EXP file, the system clears
filter information and displays WHERE Clause, Edit Query, and Reset Filter. Modify the WHERE
Clause as necessary. Click Edit Query to open ArcMap’s Select By Attributes popup. Click Reset Filter
to enable the filter lines, and then modify the filter as necessary.
Follow steps 6 through 9 to save an Infor EAM criteria record.
6 Select a Grid, enter Filter information, and select custom fields to display on the Results page. Refer to
"Running a Data Filter (ESRI)" above for more information.
7 Set As Default—Select to identify this criteria as the default Infor EAM criteria record.
Note: If you select Set As Default, the system automatically displays this Infor EAM criteria record whenever
you open the Data Filter popup.
8 Click Save As. The system displays a dialog box.
9 Enter the file name, and then click Save. The system saves the file, closes the dialog box, and populates
Criteria with the file name.
Note: The file type must be .xmlinforEAM.
10 Click Apply. The system runs a search based on the criteria and displays Infor EAM data that satisfies the filter
on the Results page.

10 ‚ GIS INTEGRATION 382

Running Existing Data Filters (ESRI)
Select saved criteria records to quickly run searches.
Shortcut: If you selected Set As Default for a saved GIS or Infor EAM criteria record, the system automatically
displays it when you open the Data Filter popup.
Follow these steps to run existing data filters.
1 Within ESRI, click . The system displays the Data Filter popup.
Follow step 2 to enter the GIS Criteria.
2 Criteria—Enter an existing GIS criteria record. You may enter a saved file type of either .EXP or .XMLGIS.
The system automatically populates Layer and either Filter or WHERE Clause.
Follow step 3 to enter the Infor EAM Criteria.
3 Criteria—Enter an existing Infor EAM criteria record. You may enter a saved file type of either .EXP or
.XMLINFOREAM.
The system automatically populates Grid and Filter.
4 Click Apply. The system runs a search based on the criteria and displays Infor EAM data that satisfies the filter
on the Results page.

Viewing Data Filter Results (ESRI)

Follow these steps to view data filter results.
1 Within ESRI, click . The system displays the Data Filter popup.
2 Apply a filter, and then click the Results tab. The system displays the Results page.
Note: The system automatically displays the Results page if the criteria includes an Infor EAM Grid.
The system displays Infor EAM records that satisfy the defined criteria. Refer to the following list for more
information regarding the results:
ƒ If you defined both GIS and Infor EAM Criteria—The system displays filter results that reference GIS-
integrated equipment records. The system includes all fields associated with the selected Grid and any
selected custom fields.
ƒ If you only defined GIS Criteria—The system does not display filter results.
ƒ If you only defined Infor EAM Criteria—The system displays filter results that reference all equipment
records. The system includes all fields associated with the selected Grid and any selected custom fields.
3 View the Infor EAM records.
Note: To remove records from the list, highlight the record(s) to remove, and then click Remove Highlighted
Record(s).
4 Click Save As. The system displays a dialog box.
5 Enter the file name, select a file type, and then click Save. The system saves the file and closes the dialog box.
Note: The default file type is .CSV. If you save the file as a .DBF file, the file is available within the GIS map as
a data table.
6 Click Close. The system closes the Data Filter popup.

Performing Infor EAM Functionality (ESRI)

Access Infor EAM functionality via the Infor EAM GIS Extensions in ESRI’s ArcMap. Create Infor EAM work
orders and view Infor EAM events for any GIS feature that is integrated with Infor EAM.
Note: You can also define Infor EAM equipment records, synchronize records, and create data filters via the
Infor EAM GIS Extensions Refer to "Linking Infor EAM Equipment and GIS Features," "Synchronizing
Records," and "Applying a Data Filter (ESRI)" earlier in this guide. Also, define user information and
preferences. Contact your system administrator for more information.
Many of the Infor EAM forms accessible in ESRI display a grid with a list of records. Select the record(s) or
field(s), and then right-click to access additional functionality. Refer to the following table for more information:

10 ‚ GIS INTEGRATION 383

Right-Click Option Description
Clear Map Coordinates Clear map coordinates associated with the record
Identify Feature(s) View the GIS attributes of an equipment record
Memo Editor View the full text of a field
Record View View the information pertaining to a record in a vertical list
Save As Save the displayed data as a .csv or .dbf file
Show Feature Temporarily highlight the feature on the map
Note: You will not see the highlighted feature if it is not
on the map’s visible layer or not within the map’s
current extent.

Creating Infor EAM Work Orders (ESRI)

Locate a feature within the GIS system, and then create an Infor EAM work order. Associate activities, comments,
custom field values, and linear reference information to the work orders if necessary.
You can only create an Infor EAM work order for a GIS feature that has a corresponding Infor EAM equipment
record. In addition, the equipment record cannot have a status of Withdrawn, In Transit, or Awaiting Purchase or
be out of service.
To create an Infor EAM work order within GIS, you must have permission to create work orders within Infor EAM.
Contact your system administrator for additional information.
Follow these steps to create Infor EAM work orders within GIS.
1 Within ESRI, select a feature, and then click . The system displays the WO Details page of the Create Work
Order popup.
The system automatically populates Equipment, WO Organization, Department, Location, Cost Code,
Criticality, Safety, Assigned To, and Assigned By based on the corresponding equipment record of the
selected feature.
2 WO Description—Enter a description of the work needed.
3 WO Organization—Enter the organization to which the work order belongs.
4 Status—Select the status of the work order.
5 Type—Select the work order type.
6 Priority—Select the priority level of the work order.
7 Problem Code—Enter the problem code.
8 Class—Enter the class of the work order.
9 Department—Enter the department responsible for completing the work order.
10 Location—Enter the location of the work to be completed.
11 Cost Code—Enter the cost code of the work order.
12 Criticality—Select a criticality code to indicate the relative importance of the asset to the overall production of
goods or services for your organization.
13 Standard WO—Enter the standard work order if applicable.
14 Safety—Select to observe safety precautions when working with this asset.
15 Sched. Start Date and Sched. End Date—Select the starting and ending dates for the work order.
16 Date Reported—Enter the date and time that the problem was reported.
17 Assigned To—Enter the username of the person responsible for the work order.
18 Assigned By—Enter the supervisor who assigned the work order.
19 Enter activities, comments, custom fields, and linear reference information. Refer to "Defining Activities,"
"Associating Comments," "Entering Custom Fields," and "Defining Linear Reference Details" later in this guide
for more information.

10 ‚ GIS INTEGRATION 384

20 Click Submit. The system saves the work order and any information entered on the Activities, Comments,
Custom Fields, and/or Linear References pages.

Defining Activities
Follow these steps to define activities.
1 Enter work order details. Refer to "Creating Infor EAM Work Orders (ESRI)" earlier in this guide for more
information.
2 Click the Activities tab. The system displays the Activities page.
3 Click Add Activity. The system inserts a new Activity Details record.
The system automatically populates Activity with the next available activity number, populates Start Date and
End Date with the scheduled start date of the work order, and populates People Required with a default value
of "1."
4 Activity—Modify the activity number as necessary.
5 Trade—Enter the trade required to perform the activity.
6 Estimated Hours—Enter the estimated number of hours required to complete the activity.
7 People Required—Modify the number of people required to perform the activity as necessary.
8 Completed—Select if the activity is completed.
9 Start Date and End Date—Modify the starting date and ending date for the activity as necessary.
10 Task—Enter the task code for the activity. The system updates the value for People Required to correspond
with the Task as necessary.
11 Material List—Enter the code identifying the material list that contains the parts needed for the activity.
12 Activity Comments—Enter comments or instructions for the activity.
13 Click Add to List. The system updates the Activities list.
14 Enter comments, custom fields, and linear reference information for the work order. Refer to "Associating
Comments," "Entering Custom Fields," and "Defining Linear Reference Details" later in this guide for more
information.
15 Click Submit. The system saves the work order and any information entered on the Activities, Comments,
Custom Fields, and/or Linear References pages.

Associating Comments
Follow these steps to associate comments.
1 Enter work order details. Refer to "Creating Infor EAM Work Orders (ESRI)" earlier in this guide for more
information.
2 Click the Comments tab. The system displays the Comments page.
3 Comments—Enter comments or instructions for the work order.
4 Print with WO—Select to print the comments with the work order.
5 Enter activities, custom fields, and linear reference information for the work order. Refer to "Defining
Activities," "Entering Custom Fields," and "Defining Linear Reference Details" for more information.
6 Click Submit. The system saves the work order and any information entered on the Activities, Comments,
Custom Fields, and/or Linear References pages.

Entering Custom Fields

Follow these steps to enter custom fields.
1 Enter work order details. Refer to "Creating Infor EAM Work Orders (ESRI)" earlier in this guide for more
information.
2 Click the Custom Fields tab. The system displays the Custom Fields page.
The system automatically displays custom fields specific to the class and/or work order entity.

10 ‚ GIS INTEGRATION 385

3 Enter the custom fields information.
4 Enter activities, comments, and linear reference information for the work order. Refer to "Defining Activities,"
"Associating Comments," and "Defining Linear Reference Details" for more information.
5 Click Submit. The system saves the work order and any information entered on the Activities, Comments,
Custom Fields, and/or Linear References pages.

Defining Linear Reference Details

Follow these steps to define linear reference details.
1 Enter work order details. Refer to "Creating Infor EAM Work Orders (ESRI)" earlier in this guide for more
information.
2 Click the Linear Details tab. The system displays the Linear Details page.
3 From Point—Enter the point on the linear equipment record from which to perform the work order.
The system automatically populates Ref. Description and Geographical Ref if available.
4 To Point—Enter the point on the linear equipment record to which to perform the work order.
The system automatically populates the Ref. Description and Geographical Ref if available.
5 Enter activities, comments, and custom fields for the work order. Refer to "Defining Activities," "Associating
Comments," and "Entering Custom Fields" for more information.
6 Click Submit. The system saves the work order and any information entered on the Activities, Comments,
Custom Fields, and/or Linear References pages.

Viewing Infor EAM Events (ESRI)

View a history of all events performed within Infor EAM for a GIS feature’s corresponding equipment record. View
such events as work orders.
Note: You cannot update any event records on the Infor EAM Events popup.
Follow these steps to view Infor EAM events within GIS.
1 Within ESRI, select an integrated feature(s), and then click . The system displays the Infor EAM Events
popup.
The system automatically displays all of the selected features in the Equipment list. The system displays the
total number of selected equipment records next to Equipment, populates Total Events with the total number
of events for all equipment records within the Equipment list, and displays the number of events for the selected
equipment record next to Events.
2 In the Equipment list, double-click the equipment record from the Equipment list for which to view events.
Note: If you double-click a linear equipment record, the system enables From Point and To Point.
3 From Point—Enter the point on the linear equipment record from which to display events.
4 To Point—Enter the point on the linear equipment record to which to display events.
5 View the events information in the Events list.
Note: The Dataspy available on this popup is defined on the Events page of the Assets, Positions, or Systems
form of Infor EAM.
6 Click Close. The system closes the popup.

Performing a GIS Map Search (Infor EAM)

Perform a GIS map search to locate equipment according to address or equipment type, e.g., asset, position, or
system.
The system searches map layers. A layer contains a set of thematic data, e.g., streets, hydrants, or pipes. A GIS map
contains multiple layers, which create overlays of geographical information.

10 ‚ GIS INTEGRATION 386

Infor EAM searches GIS maps based on active and buffer layers. The active layer is the layer in which a search
originates. If your search involves multiple layers, the buffer layer is the layer in which the equipment for which
you are searching resides, e.g., your GIS map contains a Pipe layer and a Hydrant layer. You want to locate a fire
hydrant based on the location of a specific pipe. Select the Pipe layer as your active layer and the Hydrant layer as
your buffer layer. The system searches for the pipe in the Pipe layer and returns fire hydrants found within the
Hydrant layer. Refer to the following image:

Buffer Layer

Active Layer

Important: If you are performing a search based on an address, you do not need to specify an active layer. The
system originates its search in the address layer, which is defined by installation parameter GISADDR.
Once you have performed a map search, use the GIS Map Search toolbar to modify the map view.
Note: If you click on any form within Infor EAM to enter the GIS Map Search form, the system
automatically displays the previous map search as long as it occurred within the same user session,
e.g., you perform a map search in the GIS Map Search form, and then open the Assets form. From the
Assets form, click . The system displays the GIS Map Search form with your previous search
displayed on the map.
If you use geocoding services, the system performs address searches based on the primary geocode as defined in
installation parameter GISSERV. If the system does not find any records that match your search criteria, it performs
the search based on the secondary geocode as defined in installation parameter GISGEOSV. Contact your system
administrator for more information.

Performing a Basic Map Search (Infor EAM)

Perform a basic map search to search for equipment in one layer.
Follow these steps to perform a basic map search.
1 Open the GIS Map Search form. The system displays the GIS Map Search page.
Note: Click to view and enter advanced search criteria. Refer to "Performing an Advanced Search" later in
this guide for more information.
2 Search For—Select one of the following options:
Note: To search for all records that contain like characters in Address, Street, Equipment, Asset, Position,
or System, enter "%," e.g., if you want to search for all assets beginning with the letter "M," enter "M%"
in Asset. If you want to search for all positions containing the letters "PMP," enter "%PMP%" in
Position.
ƒ Address—The system displays the Street and Zone fields. Enter the street address and/or zone location
for which to search.
Note: To search for intersections, enter the street names with the appropriate separator as defined in
installation parameter GISINTRS, e.g., Main & Broadway. Refer to "Modifying the GIS Installation
Parameters" in the GIS Installation and System Administrator’s Guide.
ƒ Equipment—The system displays the Equipment field. The system populates the equipment lookup with
GIS-integrated equipment records in Infor EAM that are installed, in use, and are associated with the
organizations to which you have rights. Enter the equipment for which to search.
ƒ Asset—The system displays the Asset field. The system populates the asset lookup with GIS-integrated
asset records in Infor EAM that are installed, in use, and are associated with the organizations to which you
have rights. Enter the asset for which to search.
ƒ Position—The system displays the Position field. The system populates the position lookup with GIS-
integrated position records that are associated with the organizations to which you have rights. Enter the
position for which to search.

10 ‚ GIS INTEGRATION 387

 ƒ System—The system displays the System field. The system populates the system lookup with GIS-
integrated system records that are associated with the organizations to which you have rights. Enter the
system for which to search.
Note: If you enter a linear equipment record in Equipment, Asset, Position, or System, the system
automatically displays and populates From Point and To Point. Edit the equipment’s From Point and
To Point via the map. Refer to "Adjusting the Range of Linear Equipment" later in this guide for more
information.
3 Radius—Enter the radius in which to search, and then select the unit of measure (Feet, Meters, Kilometers,
Miles) in the adjacent field.
Note: If your search is for a linear equipment record, enter a radius and unit of measure to create a buffer
around the linear equipment record on the map. The system searches for all GIS-integrated equipment
records that fall within the from and to point along the linear equipment record.
4 Choose one of the following options:
ƒ To search for an address—Select a Buffer Layer to identify the layer in which the equipment for which
you are searching resides. The system originates its search in the address layer.
ƒ To search for equipment, assets, positions, or systems—Select an Active Layer to identify the layer in
which to search for equipment. In a basic equipment search, the system originates its search in this layer
and returns equipment that resides in this layer.
Important: If possible, the system automatically defaults the Active Layer for the equipment, asset, position, or
system record for which you are searching. Editing the Active Layer results in a search with no results.
5 Dataspy—Select a search parameter based on the work order or equipment parameters.
6 GIS Filter—Select a GIS Filter.
7 Click Search. The system displays the search results in the Equipment Within Search Area list and on the map.
Notes: If you use geocoding services and you entered a street name and number in Address, ArcIMS may
return more than one address matching your search criteria. If multiple addresses match your search
criteria, the system displays the Matching Addresses popup. The popup lists the addresses that match
the search criteria and displays a Match Score, which ArcIMS assigns, for each address. The closer the
Match Score is to 100, the more likely the corresponding address is the address for which you are
searching. Select the address or addresses to view on the map, and then click Submit. The system
displays the map.
If your search is for a linear equipment record, the system highlights the length of the equipment record
defined between the From Point and To Point and GIS-integrated equipment records that fall within
the linear equipment record’s buffer.
Double-click an equipment record to view the record details if you opened the GIS Map Search form via
the menu bar.
8 Choose one of the following options, if necessary:
ƒ To view a list of work orders for the equipment highlighted in the list—Click . The system displays the
View Work Orders list. Click to toggle to the Equipment Within Search Area list.
Note: Double-click a work order record to view the record details.
ƒ To expand the Equipment Within Search Area list or the Work Orders Within Search Area list—Click
or .

Performing an Advanced Map Search (Infor EAM)

Perform an advanced GIS search to search for equipment across multiple layers. In addition, you may apply a GIS
filter and specify a search radius for each selected layer.
Follow these steps to perform an advanced map search.
1 Open the GIS Map Search form. The system displays the GIS Map Search page.
2 Click . The system expands the Map Search section of the form to display the Advanced Search options.
3 Search For—Select to perform your search based on Address, Equipment, Asset, System, or Position, and
then enter the related fields as necessary. Refer to "Performing a Basic Search (Infor EAM)" earlier in this guide
for more information.

10 ‚ GIS INTEGRATION 388

4 Dataspy—Select a dataspy.
Note: Click to create a Dataspy. Refer to "Dataspy" in Chapter 1 ‚ Basics of the Infor EAM User’s Guide
for more information.
Complete steps 5 and 6 only if you selected to base your search on equipment.
Note: If you selected Address in Search For, you do not need to specify an Active Layer. The system
originates its search in the address layer as defined by installation parameter GISADDR.
5 Active Layer—Select the layer in which the search should originate.
6 GIS Filter—Select a GIS filter.
Note: Click to create a GIS filter. Refer to "Creating GIS Filters (Infor EAM)" later in this guide for more
information.
7 Buffer Layers—Select the layer in which the equipment for which you are searching resides.
8 GIS Filter—Select a GIS filter for the specified layer.
Note: Click to create a GIS filter. Refer to "Creating GIS Filters (Infor EAM)" later in this guide for more
information.
9 Radius—Enter the radius in which to search, and then select the unit of measure in the adjacent field.
10 Select additional Buffer Layers and specify a GIS Filter and Radius for each layer, as necessary.
Note: Click to add an additional line. You may add a maximum of ten lines.
11 Click Search. The system displays the search results in the Equipment Within Search Area list and on the map.
Notes: If you use geocoding services and you entered a street name and number in Address, ArcIMS may
return more than one address matching your search criteria. If multiple addresses match your search
criteria, the system displays the Matching Addresses popup. The popup lists the addresses that match
the search criteria and displays a Match Score, which ArcIMS assigns, for each address. The closer the
Match Score is to 100, the more likely the corresponding address is the address for which you are
searching. Select the address or addresses to view on the map, and then click Submit. The system
displays the map.
If your search is for a linear equipment record, the system highlights the length of the equipment record
defined between the From Point and To Point and GIS-integrated equipment records that fall within
the linear equipment record’s buffer.
Double-click an equipment record to view the record details if you opened the GIS Map Search form via
the menu bar.
12 Choose one of the following options, if necessary:
ƒ To view a list of work orders for the equipment highlighted in the list—Click . The system displays the
View Work Orders list. Click to toggle to the Equipment Within Search Area list.
Note: Double-click a work order record to view the record details.
ƒ To expand the Equipment Within Search Area list or the Work Orders Within Search Area list—Click
or .

GIS Map Search Toolbar (Infor EAM)

Refer to the following descriptions when accessing buttons on the GIS Map Search toolbar:
Button Function
Toggle Overview Map—Displays/removes an overview map in the upper left-hand corner of the main map. If
the overview map is displayed, the system outlines the current extent of the main map within the overview map in
red.
Note: If you click and drag to select an area within the overview map, the system highlights the area within
the overview map and updates the extent of the main map.
Zoom to Full Extent—Displays the full extent map defined in ESRI.

Zoom In—Displays a magnification of the map area selected. Records displayed in the Equipment Within Search
Area list will continue to be based on the search criteria.

10 ‚ GIS INTEGRATION 389

Button Function
Zoom Out—Displays a larger view of the map area selected. Records displayed in the Equipment Within Search
Area list will continue to be based on the search criteria.
Pan—Changes the focus of the map center. Records displayed in the Equipment Within Search Area list will
continue to be based on the search criteria.
Zoom to Previous Extent—Refreshes the map to focus on the previous map. Records displayed in the
Equipment Within Search Area list will continue to be based on the search criteria.
Pointer—Displays the equipment within the point or area selected on the map. The Equipment Within Search
Area list will refresh to display equipment within the selected area on the map.
Print—Opens a new window and displays the standard Windows Print dialog box

Previous Search—Displays a list of the last five searches if they occurred within the current user session and
were initiated by clicking Search. The first search displayed in the list is the most recent search performed.
Select a search, and the system displays the selected map and GIS Map Search form.
Note: The system displays the map based on your current settings and visible layers.
Select Features—Highlights and numbers features on the map. The system also highlights the corresponding
equipment records in the Equipment Within Search Area list. Refer to "Selecting Features on the GIS Map (Infor
EAM)" below for more information.
Sketch—Draws on the map. Click anywhere on the map to place a map marker or click and drag to draw a line on
the map.
Measure—Highlights the distance between two points on the map and displays the distance between the two
points. The Measure tool calculates two distances: the current segment and a cumulative distance, e.g., if you
select feature A and then feature B, the system displays the distance between features A and B. If you then select
feature C, the system displays the distance between features B and C (the current segment) and the distance
between features A and C (the cumulative distance).
Note: The system measures the distance based on the unit of measure defined for Radius. Refer to
"Performing a GIS Map Search (Infor EAM)" earlier in this guide.
Identify Features—Displays the attributes of map features within a map’s visible layers. Refer to "Identifying
Features (Infor EAM)" below for more information.
View Nearest Address—Displays the nearest address to a selected point on the map. Refer to "Viewing the
Nearest Address (Infor EAM)" later in this guide for more information.
Displays the Visible Map Layers popup
Select the layers to display in the GIS map, and then click Submit.
Notes: The system creates and displays temporary layers in the event you highlight or mark the map. Un-
select a temporary layer to remove its markup from the map. Refer to the table below for more
information.
Layer Name Markup Created By
Highlights (temporary) Search, Highlight on Map, Pointer tool
Measurements (temporary) Measure tool
Nearest Addresses (temporary) View Nearest Address tool
Selections (temporary) Select Features tool
Sketches (temporary) Sketch tool
Work Orders (temporary) Highlight on Map
The system saves visible layers, with the exception of temporary layers, according to your user ID.
When you open the GIS Map Search form, the system automatically displays your saved visible layers.
Displays a legend of icons for each type of feature on the GIS map

Expands the map to the full extent of your screen. Click to restore the map to its original size.

Selecting Features on the GIS Map (Infor EAM)

Select integrated features on the GIS map. For every feature that you select on the map, the system automatically
highlights its corresponding equipment record in the Equipment Within Search Area list and highlights associated
work orders in the View Work Orders list.
Select features on the map to perform basic GIS Map Search functions on multiple equipment records, e.g., create a
route work order.

10 ‚ GIS INTEGRATION 390

Note: You can also select equipment records on the Equipment Within Search Area list. Click , and then
select the equipment records in the list. The system automatically highlights the corresponding
equipment record on the GIS map. Press SHIFT or CTRL to select multiple equipment records at one
time.
Follow these steps to select equipment records on the GIS map.
1 Perform a GIS Map Search. Refer to "Performing a GIS Map Search (Infor EAM)" earlier in this guide.

2 Click , and then select highlighted features on the map. The system changes the highlighted color of the
features and numbers the features in the order that you select them.
Notes: Install parameter GISSFCLR determines the color with which the system highlights the selected
records.
Unselect features as necessary. The system updates the numbers of the remaining selected features.
To select multiple features on the map at one time, click , and then click and drag on the GIS map to
include the desired area. The system highlights all of the features contained within the area and
numbers them randomly.

Identifying Features (Infor EAM)

View feature attributes within the map’s visible layers.
Follow these steps to identify features.
1 Perform a GIS Map Search. Refer to "Performing a GIS Map Search (Infor EAM)" earlier in this guide.
2 Choose one of the following options:

ƒ Click , and then click on the GIS map to select a point or drag to select an area for which to view
features. The system opens the Identify Features popup.
ƒ Select the equipment or work order(s) for which to view corresponding feature attributes in the Equipment
Within Search Area or View Work Orders list. Select Identify Features in Options, and then click
Submit. The system opens the Identify Features popup.
The system displays the visible layers in which the selected feature(s) appears. The first layer displayed is
always the map’s active layer, and the system automatically expands the active layer to display the selected
features. The system identifies features according to their GIS Feature ID numbers (FID#).
Notes: To view the selected features within a layer other than the active layer, click the plus sign (+) next to the
layer. The system displays the layer’s selected features.
The system highlights features in blue if the feature’s corresponding equipment or work order record is
listed in the Equipment Within Search Area or View Work Orders list. The system highlights all other
features in white.
3 Click the plus sign (+) next to the FID# for which you want to view attributes. The system displays the feature’s
attributes.
4 View the attributes.

Viewing the Nearest Address (Infor EAM)

Note: To enable the view nearest address feature, a value must be entered for the GISSVAXL installation
parameter. Contact your system administrator for more information.
Follow these steps to view the nearest address.
1 Open the GIS Map Search form.
2 Choose one of the following options:

ƒ Click , and then click on the GIS map to select a point for which to view the nearest address.
Notes: The system displays the address of the closest feature in the address layer within the radius, in meters,
as specified by installation parameter GISNARAD.
If the closest feature is linear and your geocoding style contains a range, the system approximates the
street number.

10 ‚ GIS INTEGRATION 391

 ƒ Perform a GIS Map Search, and then select the equipment or work order record(s) for which to view the
nearest address in the Equipment Within Search Area or View Work Orders list. Select View Nearest
Address in Options, and then click Submit.
Notes: The system displays the nearest address for each record’s corresponding feature.
If the corresponding feature is a linear or polygon feature, the system determines the address based on
the first point of the feature.
3 View the address information.

Creating GIS Filters (Infor EAM)

A GIS Filter, similar to a Dataspy, is a named, predefined search based on GIS attributes accessed on the GIS Map
Search form. Create GIS Filters that are specific to individual layers.
A GIS Filter allows you to apply a second level of conditional filters to your map search: filter for equipment
records using the Dataspy, and then filter for specific GIS attributes using the GIS Filter.
Shortcut: To copy the values from an existing GIS Filter into a new GIS Filter, select the existing filter in the text
box, and then click Copy. Edit the GIS Filter criteria as necessary.
Note: If you define a GIS Filter for which the system returns no data, the probable cause is that the column
headers within ESRI do not contain all uppercase letters. Refer to "Creating GISOBJID Fields for Layers
Manually" in the GIS Installation and System Administrator’s Guide.
Follow these steps to create GIS Filters.

1 Click . The system displays the GIS Filter popup.

2 Click New. The system inserts a blank GIS Filter record.
3 Enter a title for the GIS Filter in the text box.
4 Edit the GIS Filter criteria as necessary. Edit GIS Filter criteria in the same manner that you edit Dataspy
criteria. Refer to "Specifying Dataspy Filter Criteria" in Chapter 1 ‚ Basics of the Infor EAM User’s Guide for
more information.
Notes: Click Cancel New to cancel the creation of a new GIS Filter and return to the previous view.
Click Make Default to save this GIS Filter as the default filter for the active layer specified on the GIS
Map Search form. You can have one default filter for each of your active layers.
5 Click Save. The system saves the record, closes the GIS Filter popup, and applies the GIS Filter to the GIS
map search.

Adjusting the Range of Linear Equipment (Infor EAM)

Adjust the From Point and/or To Point of a linear equipment record to edit the extent of your map search or to
adjust the extent of the equipment record on which work should be performed.
Follow these steps to adjust the range of linear equipment.
1 Perform a GIS Map Search. Refer to "Performing a GIS Map Search (Infor EAM)" earlier in this guide.
Note: You can also adjust the From Point or To Point on the View GIS Map popup accessed from the Work
Orders form.
2 Click to adjust the linear equipment record’s From Point or To Point.
3 Click the map at the location along the linear equipment record to which to adjust the point.
The system populates From Point or To Point with the new value and marks the boundaries of the equipment’s
current range based on the new value.
4 Click Submit. The system performs a search based on the new range of the linear equipment record.
Note: From the View GIS Map popup accessed from the Work Orders form, the system closes the popup and
populates the From Point and To Point of the work order based on the points that you selected on the
map.

10 ‚ GIS INTEGRATION 392

Creating Quick Work Orders (Infor EAM)
Create a quick work order for any equipment displayed in the Equipment Within Search Area list. This functionality
allows you to locate a specific piece of equipment on the map and create a work order and activity without opening
the Work Orders form.
Follow these steps to create quick work orders.
1 Perform a GIS Map Search. Refer to "Performing a GIS Map Search (Infor EAM)" earlier in this guide.
2 Select the equipment record for which to create a work order.
3 Options—Select Create Quick WO, and then click Submit. The system displays the Create Work
Order/Activity popup.
4 Enter the information necessary to create the work order. Refer to "Defining Regular Work Order Headers" in
Chapter 5 ‚ Work Management of the Infor EAM User’s Guide for more information.
5 Enter linear reference information. Refer to "Defining Regular Work Order Headers" in Chapter 5 ‚ Work
Management of the Infor EAM User’s Guide for more information.
Note: The system only displays Linear Reference Details if the equipment record for which to create the work
order is a linear equipment record.
6 Enter the information necessary to add the first activity to the work order. Refer to "Defining Regular Work
Order Activities" in Chapter 5 ‚ Work Management of the Infor EAM User’s Guide for more information.
7 Click Submit. The system saves the information to the database and displays a message asking whether or not
you want to associate the GIS map with the work order.
8 Click Yes to associate the map with the work order. The system creates a PDF file of the currently displayed
map and attaches the PDF to the work order as a linked document.

Creating Work Orders (Infor EAM)

Create a work order for any equipment displayed in the Equipment Within Search Area list via the Work Orders
form.
Follow these steps to create work orders.
1 Perform a GIS Map Search. Refer to "Performing a GIS Map Search (Infor EAM)" earlier in this guide.
2 Select the equipment record for which to create a work order.
3 Options—Select Create WO, and then click Submit. The system displays the Work Orders form.
4 Enter the information necessary to create the work order. Refer to "Defining Regular Work Order Headers" in
Chapter 5 ‚ Work Management of the Infor EAM User’s Guide for more information.
5 Click Submit. The system saves the information to the database and displays a message asking whether or not
you want to associate the GIS map with the work order.
6 Click Yes to associate the map with the work order. The system creates a PDF file of the currently displayed
map and attaches the PDF to the work order as a linked document.
7 Enter additional information on each page of the Work Orders form as necessary, and then click Close. The
system closes the Work Orders form.

Creating Multiple Equipment Work Orders (Infor EAM)

Create a work order with multiple pieces of equipment displayed in the Equipment Within Search Area list via the
Work Orders form.
Follow these steps to create multiple equipment work orders.
1 Perform a GIS Map Search. Refer to "Performing a GIS Map Search (Infor EAM)" earlier in this chapter.
2 Select the equipment records for which to create a work order.
3 Options—Select Create WO, and then click Submit. The system displays the Work Orders form.

10 ‚ GIS INTEGRATION 393

4 Enter the information necessary to create the work order. Refer to "Defining Regular Work Order Headers" in
Chapter 5 ‚ Work Management for more information.
Notes: The first piece of equipment selected displays on the Record View of the Work Orders form; all
equipment displays on the Equipment page of the Work Orders form.
Department Security is enforced on this form. User must have more than read-only access for the
department.
This functionality is not affected by ROUTEEOB installation parameter.
Additional equipment may be added to the work order once the popup is open; however, the attached
map will not reflect the equipment change.
5 Click Submit. The system saves the record and displays a message asking whether or not you want to associate
the GIS map with the work order.
6 Click Yes to associate the map with the work order. The system creates a PDF file of the currently displayed
map and attaches the PDF to the work order as a linked document.
7 Enter additional information on each page of the Work Orders form as necessary, and then click Close. The
system closes the Work Orders form.

Scheduling Work Order Activities (Infor EAM)

Schedule work order activities according to geographic location. To schedule a work order activity, first create the
work order activity, and then schedule it. Search for equipment for which there are open work orders, and then
schedule labor based on location for convenience.
The Work Order Activities list displays a separate record for every work order, activity, and schedule combination.
The system displays work orders without activities in the grid, but each work order must have an activity in order to
schedule it.
Follow these steps to schedule work order activities.
1 Perform a GIS Map Search. Refer to "Performing a GIS Map Search (Infor EAM)" earlier in this guide.
2 Select the work order to schedule.
3 Options—Select Schedule WOs, and then click Submit. The system displays the Work Order Activities
popup.
4 From Point—Enter the point on the linear equipment record from which to display work order activities.
5 To Point—Enter the point on the linear equipment record to which to display work order activities.
Note: The system only displays From Point and To Point if the equipment record for which you are viewing
work orders is a linear equipment record.
6 Select the work order activity for which to schedule. The system displays the information for the work order
activity in the Labor Details section.
7 Click Add Schedule. The system inserts a new Labor Details record.
The system automatically populates WO-Activity-Trade with the work order, activity, and trade for the
selected work order activity. The system also populates Scheduled Date with the scheduled start date of the
work order activity, Act. Est. Hours with the number of hours planned for the work order activity, Act. Sched.
Hours with the number of hours scheduled for the work order activity, and Act. Actual Hours with the total
hours booked to date for the work order activity.
8 Employee—Enter the employee who will complete the work order activity.
The system automatically populates Department.
9 Scheduled Date—Enter the date for which to schedule the work order activity. You cannot schedule work for
any date earlier than today’s date.
10 Scheduled Hours—Enter the estimated number of hours to complete the work. The number of hours must be
between 0 and 24.
11 Start Time and End Time—Enter the scheduled start time and end time of the work order activity.
12 Shift—Enter the shift responsible for completing the work order activity.

10 ‚ GIS INTEGRATION 394

13 Department—Enter the department responsible for completing the work order activity.
14 Maintenance Equipment—Enter equipment on which to perform maintenance during the work order activity.
15 Comment—Enter comments about the work order activity.
16 Click Submit. The system saves the record and updates the Work Order Activities list.
Note: To delete a schedule, select the schedule to delete, and then click Delete Schedule. The system
deletes the record and updates the Work Order Activities list. You may delete an existing labor schedule
that is scheduled for the current date or later if you have made an error entering the data and if you
have access rights for deleting the labor schedule. You may only delete labor schedules that have not
been frozen or completed.

Copying an Existing Work Order Activities Schedule (Infor EAM)

Copy an existing work order activities schedule to add more than one schedule to each work order activity, e.g., you
need to schedule an electrician from 9:00 to 10:00 and then, after another work order activity has been completed,
the electrician needs to finish the work order activity from 1:00 to 3:00. After you copy the existing schedule, only
modify the necessary fields, e.g., Start Time and End Time. The system maintains the original schedule and creates
a new schedule for the work order activity.
Shortcut: To schedule additional time to a work order activity immediately after submitting the original schedule,
click Add Schedule. Modify fields as necessary, and then click Submit.
Follow these steps to copy an existing work order activities schedule.
1 Perform a GIS Map Search. Refer to "Performing a GIS Map Search (Infor EAM)" earlier in this guide.
2 Select the work order for which to copy an existing schedule.
3 Options—Select Schedule WOs, and then click Submit. The system displays the Work Order Activities
popup.
4 Select the work order activity schedule to copy, and then click Copy Schedule. The system copies the
existing labor schedule.
The system automatically populates Employee and WO-Activity-Trade with the employee, work order,
activity, and trade for the selected work order. The system also populates Act. Est. Hours with the number of
hours planned for the work order activity, Act. Sched. Hours with the number of hours scheduled for the work
order activity, and Act. Actual Hours with the total hours booked to date for the work order activity.
5 Employee—Enter the employee who will complete the work order activity.
The system automatically populates Department.
6 Scheduled Date—Enter the date for which to schedule the work order activity. You cannot schedule work for
any date earlier than today’s date.
7 Scheduled Hours—Enter the estimated number of hours to complete the work. The number of hours must be
between 0 and 24.
8 Start Time and End Time—Enter the scheduled start time and end time of the work order activity.
9 Shift—Enter the shift responsible for completing the work order activity.
10 Department—Enter the department responsible for completing the work order activity.
11 Maintenance Equipment—Enter equipment on which to perform maintenance during the work order activity.
12 Comment—Enter comments about the work order activity.
13 Click Submit. The system saves the record and updates the Work Order Activities list.

Creating Routes and Route Work Orders (Infor EAM)

Create routes according to the geographic location of the pieces of equipment within the route, and then create a
work order and activity for the route.
Follow these steps to create routes and route work orders.
1 Perform a GIS Map Search. Refer to "Performing a GIS Map Search (Infor EAM)" earlier in this guide.

10 ‚ GIS INTEGRATION 395

2 Select the equipment records on the GIS map in the order in which they should appear in the route. Refer to
"Selecting Features on the GIS Map (Infor EAM)" earlier in this guide.
3 Options—Select Create Route/Route WO. The system displays the Create Route page of the Create
Route/Route WO wizard.
The system automatically displays the selected equipment records in the Route list. The system assigns a
Sequence number to each equipment record in the order in which you selected the equipment.
Note: The system assigns Sequence numbers according to install parameter INCRLINO.
Notes: To modify the order in which an equipment record appears in the route, place your cursor in the
equipment record’s Sequence field on the Route list, and then edit the sequence number.
To remove a piece of equipment from the route, select the piece of equipment, and then click Remove
Equipment. The system removes the record and updates the Route list.
4 Route—Enter a unique code identifying the route, and then enter a description of the route in the adjacent field.
5 Organization—Enter the organization to which the route belongs if you use multi-organization security.
Notes: Click View GIS Map to view the current route map.
If you are not going to create a work order and activity for the route, select Link GIS Map to WO on the
View GIS Map popup to link the GIS map to all work orders for the route. Click Submit. The system
saves the record and closes the popup. Click Finish on the Create Route page. The system saves the
record.
6 Click Next to create a work order and activity for the route. The system displays the Create Work
Order/Activity page.
Note: If PM Revision Control is On, the system disables Next because you cannot approve a route and,
therefore, cannot create a work order for the route. Contact your system administrator for more
information. Click Finish to save the route without creating a work order. The system saves the route
with a status of Unfinished.
The system automatically populates Equipment with the first piece of equipment within the route and
populates Department, Location, Cost Code, and Assigned To if available on the equipment record.
7 Enter the information necessary to create the work order. Refer to "Defining Regular Work Order Headers" in
Chapter 5 ‚ Work Management of the Infor EAM User’s Guide for more information.
8 Enter linear reference information. Refer to "Defining Regular Work Order Headers" in Chapter 5 ‚ Work
Management of the Infor EAM User’s Guide for more information.
Note: The system only displays Linear Reference Details if the equipment record for which to create the work
order is a linear equipment record.
9 Enter the information necessary to add the first activity to the work order. Refer to "Defining Regular Work
Order Activities" in Chapter 5 ‚ Work Management of the Infor EAM User’s Guide for more information.
10 Click Finish. The system saves the route, work order, and work order activity records, and automatically sets
the status of the route to Approved.

Locating Equipment and Work Orders on the GIS Map (Infor EAM)
You can locate one or more pieces of equipment on the GIS map.
Follow these steps to locate equipment and work orders on the GIS map.
1 Perform a GIS Map Search. Refer to "Performing a GIS Map Search (Infor EAM)" earlier in this guide.
2 Select the equipment or work order(s) to locate on the map.
3 Options—Select Highlight on Map, and then click Submit. The system highlights the selected record(s) on
the GIS map.
Notes: For equipment to display in the Equipment Within Search Area list and display on the map, the
equipment must meet the search criteria, exist in both systems, and be linked together in the database.
If you select a work order from the View Work Orders list, the system labels the work order in addition to
highlighting it, e.g., "WO 1001."

10 ‚ GIS INTEGRATION 396

Viewing Analytics Data (Infor EAM)
View analytics data for any equipment in the Equipment Within Search Area list.
Note: This feature is only available if you use Infor EAM Analytics. The View Analytics Data button is
displayed for all users, but no data will display in the Analytics Data popup if you do not have Infor EAM
Analytics.
Follow these steps view analytics data.
1 Perform a GIS Map Search. Refer to "Performing a GIS Map Search (Infor EAM)" earlier in this guide.
2 Select the equipment record for which to view analytics data.
3 Options—Select View Analytics Data, and then click Submit. The system displays the Analytics Data popup.
4 View the Analytics data for the selected equipment.

Viewing Child Equipment on the GIS Map (Infor EAM)

View child equipment on the GIS map and in the Equipment Within Search Area list. The system includes all child
equipment records regardless of the search criteria entered for the parent equipment record and regardless of
whether the Infor EAM equipment record is linked to a corresponding GIS asset.
After viewing child equipment records, you can create Infor EAM work orders or display Analytics data for the
child equipment records. Refer to "Creating Work Orders (Infor EAM)" and "Viewing Analytics Data (Infor EAM)"
earlier in this guide.
Follow these steps to show child equipment on the GIS map.
1 Perform a GIS Map Search. Refer to "Performing a GIS Map Search (Infor EAM)" earlier in this guide.
2 Select the equipment record for which to view child equipment.
3 Options—Select Show Children, and then click Submit. The system highlights the parent and child
equipment on the GIS map and lists parent and child equipment records in the Equipment Within Search Area
list.
Notes: The system displays child equipment records directly below their parent equipment record in the
Equipment Within Search Area list.
You cannot apply a quick filter on child equipment records.

Viewing GIS Maps (Infor EAM)

View GIS maps for equipment records, routes, and work orders within Infor EAM.
Note: You cannot view a GIS map for any Infor EAM equipment record that does not contain a GIS ID number.
Likewise, you cannot view a GIS map for a route or work order that does not contain at least one
equipment record with a GIS ID number. Refer to "Linking Infor EAM Equipment and GIS Features"
earlier in this guide for more information.
If you are viewing a GIS map that contains a linear equipment record, refer to the following information:
ƒ If there is a discrepancy between the length of a corresponding equipment record and feature, the system
highlights the equipment record based on the length of ESRI’s GIS feature.
ƒ If the linear equipment record has multiple paths, e.g., a road that forks in multiple directions, the system
highlights all paths of the equipment based on the length defined on the equipment or work order’s From Point
and To Point.

Viewing GIS Maps from Equipment Records (Infor EAM)

View the GIS map for a piece of equipment and configure the system to link the GIS map to work orders as they are
released.
Follow these steps to view GIS maps from equipment records.
1 Open the Assets, Positions, Systems, or Routes form. The system displays the List View page.
2 Select the asset, position, system, or route for which to view a GIS map, and then click the Record View tab.
The system displays the Record View page.

10 ‚ GIS INTEGRATION 397

3 Right-click, and then select View GIS Map. The system displays the View GIS Map popup with the selected
equipment record(s) highlighted on the map.
Note: The system highlights the length of linear equipment records as defined by the From Point and To
Point and labels the boundary points of the equipment record.
4 Link GIS Map To WO—Select to link the GIS map to work orders containing the selected asset, position,
system, or route as the work orders are released.
When the work order is released, the system links the map to the work order as a PDF, flags it to print whenever
the work order is printed, and displays it on the Documents page of the Work Order form.
Note: You can edit the view of the map, e.g., zoom in, using the GIS Map Search toolbar. Refer to "GIS Map
Search Toolbar (Infor EAM)" earlier in this guide for more information.
5 Click Submit. The system saves the record and closes the popup.
Note: The system saves the current map settings and visible layers, e.g., if you edit the zoom extent of the
map and click Submit, the system opens the map to that zoom extent the next time you view the map.

Viewing GIS Maps from Work Orders (Infor EAM)

View the GIS map for the work order and associate the map with the work order.
Follow these steps to view GIS maps from work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to view a GIS map, and then click the Record View tab. The system displays
the Record View page.
3 Right-click, and then select View GIS Map. The system displays the View GIS Map popup.
The system automatically highlights the work order’s equipment on the map.
Notes: The system does not display From Point and To Point on the View GIS Map popup if the work order is
for a route or if the work order’s equipment record is not a linear equipment record.
The system only highlights the portion of linear equipment records on which to work as defined by the
From Point and To Point of the work order. Edit the work order’s From Point and To Point via the
map. Refer to "Adjusting the Range of Linear Equipment" earlier in this guide for more information.
4 Associate GIS Map With WO—Select to associate the current GIS map with the work order.
The system saves a copy of the current map as a PDF with the work order, flags it to print whenever the work
order is printed, and displays it on the Document page of the Work Order form.
Note: You can edit the view of the map, e.g., zoom in, using the GIS Map Search toolbar. Refer to "GIS Map
Search Toolbar (Infor EAM)" earlier in this guide for more information.
5 Click Submit. The system saves the record and closes the popup.

10 ‚ GIS INTEGRATION 398

11 ƒ FLEET MANAGEMENT

The fleet management module allows you to manage fleet motor pools and the fleet billing process. Use the fleet
management module to create vehicle tickets and view and modify fleet bills.
For more information on the American Trucking Association’s Vehicle Maintenance Reporting System (VMRS)
and defining VMRS in the system, refer to "Defining VMRS Codes" in Chapter 5 ‚ Work Management.
To access Databridge functions within Infor EAM, you must first set up Databridge menus for user groups. Refer to
"Setting Up Menus for User Groups" in Chapter 2 ‚ System Security of the System Administrator’s Guide.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition only. If you purchased Infor EAM Business Edition, you do not have access to the functionality
covered in this chapter.

In This Chapter
ƒ Understanding Fleet Management Terms
ƒ Understanding Motor Pool Management
ƒ Understanding the Fleet Billing Process
ƒ Creating Vehicle Tickets
ƒ Viewing Fleet Bills

399
Understanding Fleet Management Terms
The following terms will help you become familiar with the fleet management module’s unique attributes:
Term Definition
Vehicle A specific type of asset used in the fleet management module
Example: To classify a van in a fleet as a vehicle in the system, select Vehicle on the Assets form.
Motor Pool The motor pool is a grouping of vehicles that are either rented to employees on a short-term basis
(pool/loaner vehicles) or are provided as a permanent means of transportation for employees
(assignment vehicles).
Example: The fleet management module will manage the entire motor pool for a company, organization,
etc.
Vehicle Ticket Tracks the issuing and returning of fleet vehicles from the motor pool
Example: Create a vehicle ticket to track a specific vehicle. The ticket tracks when the vehicle is issued
to and returned by employees, as well as other attributes of the vehicles such as mileage, parking
location, and fuel levels.
Ticket Status The status of a vehicle ticket changes as the ticket moves through its lifecycle. This list describes the
status codes.
Issued—Indicates that the vehicle is currently issued to an employee, and it is no longer an available
asset in the motor pool.
Returned—Indicates that the vehicle has been returned from the employee and is back in the motor
pool.
Completed—Indicates that the ticket is complete and ready to be billed. The ticket is now available for
issuing.
Vehicle Type Three types of vehicles make up the motor pool. This list describes the vehicle types.
Pool—Type of vehicle that is a temporary means of transportation for employees. If an employee needs
a car from the pool for the day for a specific task, a pool vehicle is issued from the motor pool.
Loaner—Type of vehicle that is a temporary means of transportation for employees, particularly when
their assignment vehicles are not available. When an employee’s company vehicle needs repairs, a
loaner vehicle is issued from the motor pool until the assignment vehicle is repaired.
Assignment—Type of vehicle that is assigned to employees on a long-term basis. Assignment vehicles
are often company vehicles that are issued to employees for weeks, months, or years at a time.
Exception Attaches additional fees to vehicle tickets for exceptional conditions that occur to vehicles. Exception
codes are associated with vehicle tickets on the Exceptions page of the Vehicle Ticket form.
Example: Associate an exception code that charges customers an additional fee for low amounts of fuel
in returned vehicles with the vehicle ticket.
Adjustment Adds credits and debits to previous bills. Adjustments are reflected on the subsequent fleet bill. To
correct a ticket that was billed to an incorrect cost code, enter a New Cost Code. Adjustments can be
added to pool, loaner, and assignment vehicles.
Example: If a fleet customer was overcharged for mileage during the previous billing period, then
provide a credit that will reimburse the fleet customer on the next fleet bill.
Bill Fleet bills are generated by the billing process and correspond with each specific billing schedule. The
frequency at which bills are generated is determined by the billing period (billing schedule). Fleet
customers can also view fleets bills.
Example: View a bill for a specific customer for a specific billing period.
Period Billing schedules that determine billing process. At the end of the billing schedule, generate customer
bills that correspond with the billing schedule Period End Date.
Example: Choose to be billed weekly, monthly, quarterly, etc.
Billing Code Determines the normal fees that customers are billed for various fleet billing categories. Together,
billing codes and markup codes, when associated with specific fleet customers, determine the total rates
for fleet billing categories.
Example: Create a billing code for usage charges, and then associate a rate with that billing code. Fleet
customers are typically billed that amount for usage charges.
Markup Code Used to charges additional fees above and beyond the normal fees (billing codes). Together, billing
codes and markup codes, when associated with specific fleet customers, determine the total rates for
fleet billing categories.
Example: Create a markup code for usage charges, and then associate a rate with that markup code.
When markup fees are required, fleet customers are billed that amount for usage charges.

11 ‚ FLEET MANAGEMENT 400

Term Definition
Fleet Customer A group that is used and billed for fleet vehicles.
Example: Create a fleet customer to correspond to a specific department within a company, i.e., a
specific company will set up the Water and Sewer department as one fleet customer and the Parks and
Recreation department as another fleet customer within its fleet management module.

Understanding Motor Pool Management

Track vehicles with the motor pool management functionality of the fleet management module. First, create fleet
customers, cost codes, and vehicles. Then, track the issuing and returning of vehicles from the motor pool, using
vehicle tickets. You can also associate billing exceptions for vehicle tickets to add additional charges to the ticket
and view billing adjustments for credits or debits to the bill. Finally, you can view and modify fleet bills, view fleet
bill transaction and fleet bill adjustment transactions, and crate pool, loaner, and assignment adjustments for credits
and debits to the bill.

Understanding the Fleet Billing Process

Through the fleet management system, fleet customers are billed for their use of pool, loaner, and assignment
vehicles. Fleet customers are also billed for other motor pool vehicle costs such as maintenance labor and parts, non-
maintenance related activities, fuel, insurance, and vehicle ticket exceptions.
The fleet billing process is the means by which the fleet management module generates bills for fleet customers. The
process occurs automatically and is determined by the Process Start Date and Process Start Time on the Billing
Schedules page of the Fleet Configuration form. Fleet billing periods are determined by the Period End Date for
each billing schedule on the Billing Schedules page of the Fleet Configuration form, and fleet bills are generated
according to this date. Refer to "Setting Up Billing Schedules for Fleet Configuration" in Chapter 7 ‚ Fleet
Management Configuration of the System Administrator’s Guide.
If for some reason the bills are not generated automatically, you can start the billing process manually by clicking
Run Billing Process on the Parameters page of the Fleet Configuration form. Refer to "Creating Parameters for
Fleet Configuration" in Chapter 7 ‚ Fleet Management Configuration of the System Administrator’s Guide.
If periods associated with Period End Dates that are before the most recent Period End Date remain unbilled when
you manually initiate the billing process, the system generates bills for the earliest unbilled period, and then
generates bills for the next earliest unbilled period until all unbilled periods (which are past due) have been
processed.
You can also choose to view the current charges for a fleet customer by clicking Current Charges on the Billing
History page of the Fleet Customers form. The system will calculate and display all charges up to the current system
date. Viewing the current charges provides an idea of the amount of charges for the period to date. Refer to
"Viewing Billing Histories for Fleet Customers" in Chapter 7 ‚ Fleet Management Configuration of the System
Administrator’s Guide.
Finally, you can regenerate the last bill for a specific fleet customer by clicking Regenerate Bill on the Fleet Bills
form. The system displays the fleet bills associated with the last fleet billing period. Use the regeneration process to
correct a billing mistake and regenerate the bill instead of entering a billing adjustment. The changes are reflected on
the subsequent bill. Refer to "Modifying Fleet Bills" later in this chapter.

Creating Vehicle Tickets

Create vehicle tickets that will track the issuing and returning of fleet vehicles from the motor pool. The motor pool
is a grouping of vehicles that are either rented to employees on a short term basis (pool/loaner vehicles) or are
provided as a long-term means of transportation (assignment vehicles).
Note: You must have specific vehicle ticket authorizations to insert, update, and delete vehicle ticket records.
Follow these steps to create vehicle tickets.
1 Open the Fleet Vehicle Tickets form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates Date Created and Created By.

11 ‚ FLEET MANAGEMENT 401

3 Ticket Type—Choose one of the following options:
ƒ Pool—Select to indicate that the vehicle is a pool vehicle.
ƒ Loaner—Select to indicate that the vehicle is a loaner vehicle.
ƒ Assignment—Select to indicate that the vehicle is an assignment vehicle.
4 Ticket Status—Choose one of the following options:
ƒ Issued—Select to indicate that the vehicle will be issued.
ƒ Returned—Select to indicate that the vehicle has been returned.
ƒ Completed—Select to indicate that the ticket is complete and ready to be billed.
5 Vehicle—Enter the vehicle to associate with the vehicle ticket.
The system automatically populates the vehicle description, Vehicle Org., Shop, Vehicle Status, Issued Fuel
Level, Issued Parking Location, and Issued Mileage.
6 Received Vehicle—Enter the received vehicle to associate with the vehicle ticket.
The system automatically populates the received vehicle description, Received Vehicle Org., and Received
Vehicle Status.
Note: You can only specify a Received Vehicle for loan tickets.
7 Issued To—Enter the employee to which to issue the vehicle.
The system automatically populates Cost Code, Fleet Customer, Fleet Customer Org., License No., and
Phone No.
8 Cost Code—Enter the cost code with which to associate the vehicle ticket.
9 License No.—Enter the employee’s driver’s license number.
10 Other—Enter the visiting employee to which to issue the vehicle.
Note: You must enter an employee in Issued To and/or Other.
11 Phone No.—Enter the employee’s phone number.
12 Fleet Customer—Enter the fleet customer with which to associate the vehicle ticket.
The system automatically populates Fleet Customer Org.
13 Ticket Class—Enter the class of the ticket.
14 Issued Fuel Level—Enter the amount of fuel in the vehicle at the time it is issued. The system retrieves the
amount from the last ticket, if available.
15 Issued Parking Location—Enter the location of the vehicle at the time it is issued. The system retrieves the
location from the last ticket, if available.
16 Issued Mileage—Enter the mileage of the vehicle at the time it is issued. The system retrieves the mileage from
the greater of the last ticket or meter reading
17 Issued Date/Time—Enter the date and time that the vehicle is issued.
Note: Issued Date/Time cannot be after the system date/time or the Returned Date/Time.
18 Est. Return Date/Time—Enter the estimated date and time that the vehicle is expected to be returned.
Use the following fields for returning previously issued vehicles:
19 Returned Fuel Level—Enter the amount of fuel in the vehicle at the time it is returned.
20 Returned Parking Location—Enter the location of the vehicle at the time it is returned.
21 Returned Mileage—Enter the mileage of the vehicle at the time it is returned.
22 Returned Date/Time—Enter the date and time that the vehicle is returned.
The system automatically populates Hours Used and Mileage Used.
23 Hours—Enter the number of hours for which to bill the vehicle.
24 Mileage—Enter the number of miles for which to bill the vehicle.

11 ‚ FLEET MANAGEMENT 402

25 Click . The system saves the record.
The system automatically populates Ticket, Issued Date/Time, and Issued By. The system also automatically
populates the Billing Code and Markup Code associated with the Vehicle, Class, Category, Type, and the
Fleet Customer.
Notes: If PM Work Orders exist for the vehicle, the system automatically populates Last Work Order, Last PM,
Last Date Completed, Last Meter Reading and UOM, Next Work Order, Next PM, Next Due Date,
and Next Meter Reading and UOM.
If exceptions have been associated with the vehicle ticket, Exceptions is selected.
Upon saving a vehicle ticket with a status of Returned, the system automatically populates Returned
To, Hours Cost and the currency, Mileage Cost and the currency, Exceptions Cost and the currency,
Total Cost and the currency, and Period End Date.
Upon saving a vehicle ticket with a status of Completed, the system automatically populates
Completed Date/Time.
Click Assignment Billing to view billing details for each period in which the assignment ticket has been
billed.

Associating Billing Exceptions with Vehicle Tickets

Associate billing exceptions with vehicle tickets. For example, associate an exception code that charges customers
an additional fee for low amounts of fuel in returned vehicles with the vehicle ticket.
Note: You cannot associate billing exceptions with completed vehicle tickets.
Follow these steps to associate billing exceptions with vehicle tickets.
1 Open the Fleet Vehicle Tickets form. The system displays the List View page.
2 Select the vehicle ticket for which to associate billing exceptions, and then click the Exceptions tab. The system
displays the Exceptions page.
3 Click Add Exception. The system inserts a new Exception Details record.
4 Exception—Enter the exception with which to associate the vehicle ticket.
The system automatically populates the exception description, Exception Org., and Amount.
5 Date—Enter the current date.
6 Exception Type—Select the type of exception.
7 Extra Charge—Select to include this exception in the vehicle ticket billing costs.
8 Amount—Enter the amount of the additional fee for the the exception.
9 Exception Comments—Enter any additional comments.
10 Click Submit. The system saves the record and updates the Exceptions list.
Notes: Click Create WO to create a new work order for the vehicle ticket exception combination. The system
populates Work Order with the new work order number. If a standard work order is associated with the
exception, the standard work order can be used to create the work order. Refer to "Creating Work
Orders" in Chapter 2 ‚ Asset Management.
To remove an exception, select the exception to remove, and then click Remove Exception. The
system removes the record and updates the Exceptions list.

Viewing Billing Adjustments for Vehicle Tickets

Follow these steps to view billing adjustments for vehicle tickets.
Important: The system checks the vehicle Ticket Type on the vehicle ticket header and displays billing
adjustments based on the Ticket Type. Assignment adjustments are displayed differently than pool and
loaner adjustments.
1 Open the Fleet Vehicle Tickets form. The system displays the List View page.
2 Select the vehicle ticket for which to view billing adjustments, and then click the Billing Adjustments tab. The
system displays the Billing Adjustments page.
3 View the billing adjustments for the vehicle ticket.

11 ‚ FLEET MANAGEMENT 403

Viewing Fleet Bills
View fleet bills that are generated by the billing process.
Follow these steps to view fleet bills.
1 Open the Fleet Bills form. The system displays the List View page.
2 View the fleet bill information.

Modifying Fleet Bills

Modify fleet bills that are generated by the system.
Note: You cannot delete fleet bills.
Follow these steps to modify fleet bills.
1 Open the Fleet Bills form. The system displays the List View page.
2 Select the fleet bill to modify, and then click the Record View tab. The system displays the Record View page.
The system automatically populates Fleet Bill, the fleet bill description, Fleet Customer, Fleet Customer
Org., Period End Date, Total, Billed Date, and General Ledger.
3 Class—Enter the class to which the fleet bill belongs.
The system automatically populates Class Org.
4 Paid Date—Enter the date that the fleet bill was paid.
5 Click . The system saves the record.
Notes: Click Regenerate Bill to regenerate the bill. The system generates and displays a new fleet bill number
and deletes the original bill from the system. The new bill will include all transactions that were originally
billed as well as any new transactions that are within the billing period that are not billed. Billed Date is
populated with the current system date.
You cannot regenerate the bill if the bill you want to regenerate is not the latest bill or if the bill has been
sent to a general ledger.
If the bill is regenerated, the system deletes the old bill.

Viewing Billing Details for Fleet Bills

View billing details for specific fleet bills. Fleet bill charges are summarized to the unique fleet customer cost code
and vehicle level. Charges are displayed by the following categories: Usage, Mileage, Maintenance, Non-
maintenance, Fuel, Insurance, and Exceptions. The system also displays a total charge for each bill line, a subtotal,
which summarizes the charges for all bill lines by category, an adjustment line, which summarizes all adjustments
entered for previous bills that are included in the selected bill, grand totals of each of the charge categories, and a
total bill charge.
Note: When filtering the billing details, Subtotals and Totals may change; they are relative to the specific fleet
bill lines in the grid. Adjustments totals will not change, as they are related to the entire bill.
Follow these steps to view billing details for fleet bills.
1 Open the Fleet Bills form. The system displays the List View page.
2 Select the fleet bill for which to view billing details, and then click the Billing Details tab. The system displays
the Billing Details page.
3 View the billing details.

Viewing Fleet Bill Transactions

View individual transaction information for specific billing categories. For example, select Usage as the Category,
and then click View Transactions. The system displays the specific usage transactions that make up the usage total
for the selected bill line. This includes usage charges and usage markup charges.
Follow these steps to view fleet bill transactions.
1 Open the Fleet Bills form. The system displays the List View page.
2 Select the fleet bill for which to view fleet bill transactions, and then click the Billing Details tab. The system
displays the Billing Details page.
3 Select the fleet bill line for which to view fleet bill transactions.
Note: You must select a bill line to view fleet bill transactions.

11 ‚ FLEET MANAGEMENT 404

4 Category—Choose one of the following options:
ƒ Usage—Select to show usage charges only.
ƒ Mileage—Select to show mileage charges only.
ƒ Maintenance Labor—Select to show maintenance labor charges only.
ƒ Maintenance Parts—Select to show maintenance parts charges only.
ƒ Non-maintenance Labor—Select to show non-maintenance labor charges only.
ƒ Non-maintenance Parts—Select to show non-maintenance parts charges only.
ƒ Fuel—Select to show fuel charges only.
ƒ Insurance—Select to show insurance charges only.
ƒ Exceptions—Select to show exception charges only.
5 Click View Transactions. The system displays the Usage Transactions popup for the specific category of
charges.
6 View the charges for the specific transaction category.

Viewing Fleet Bill Adjustment Transactions

View individual adjustment transaction information for specific billing categories. For example, select Usage as the
Category, and then click View Adjustment Transactions. The system displays the specific usage adjustment
charges that make up the entire bill. This includes usages adjustment charges and usage markup charges. The system
always displays all adjustments related to the bill and category.
Follow these steps to view fleet bill adjustment transactions.
1 Open the Fleet Bills form. The system displays the List View page.
2 Select the fleet bill for which to view fleet bill adjustment transactions, and then click the Billing Details tab.
The system displays the Billing Details page.
3 Category—Choose one of the following options:
ƒ Usage—Select to show usage charges only.
ƒ Mileage—Select to show mileage charges only.
ƒ Maintenance Labor—Select to show maintenance labor charges only.
ƒ Maintenance Parts—Select to show maintenance parts charges only.
ƒ Non-maintenance Labor—Select to show non-maintenance labor charges only.
ƒ Non-maintenance Parts—Select to show non-maintenance parts charges only.
ƒ Fuel—Select to show fuel charges only.
ƒ Insurance—Select to show insurance charges only.
ƒ Exceptions—Select to show exception charges only.
4 Click View Adjustment Transactions. The system displays the Usage Adjustment Transactions popup for
the specific category of charges.
5 View the charges for the specific adjustment transaction category.

Creating Pool and Loaner Adjustments for Fleet Bills

Create an adjustment to vehicle ticket charges that have already been billed. The adjustments will be reflected on the
subsequent fleet bill. You can make changes to billing category amounts or cost codes. To enter specific pool or
loaner adjustments for hours charges, hours markup charges, mileage charges, mileage markup charges, and/or
exceptions charges, specify the pool or loaner adjustment amount in the corresponding field. These assignment
adjustment amounts can be negative (a credit) or positive (a debit).
Notes: You can only make adjustments to pool and loaner vehicle tickets on this form.
You cannot update a pool or loaner adjustment after the adjustment is billed.
Follow these steps to create pool and loaner adjustments for fleet bills.
1 Open the Fleet Bills form. The system displays the List View page.
2 Select the fleet bill for which to create a pool or loaner adjustment, and then click the Pool/Loaner Adjustments
tab. The system displays the Pool/Loaner Adjustments page.
The system automatically populates Created By and all currency fields in the Adjustment Details section.
3 Click Add Adjustment. The system inserts a new Adjustment Details record.

11 ‚ FLEET MANAGEMENT 405

4 Ticket—Enter the vehicle ticket for which to add a pool/loaner adjustment.
The system automatically populates Vehicle, the vehicle description, Issued Date/Time, Created Date/Time,
Period End Date, Returned Date/Time, Cost Code, Hours Billed and the currency, Hours Markup Billed
and the currency, Mileage Billed and the currency, Mileage Markup Billed and the currency, and Exceptions
Billed and the currency.
5 New Cost Code—Enter a new cost code to correct a ticket that was billed to an incorrect cost code.
Note: You cannot adjust cost code values and pool or loaner adjustment amounts on the same fleet bill. If you
enter a New Cost Code, the system protects all other fields except Ticket and Comments. If you clear
the New Cost Code, the system re-enables all of the protected fields. If you enter pool and loaner
adjustment amounts, the system protects New Cost Code. If you clear the pool or loaner adjustment
amounts, the system re-enables New Cost Code.
6 Hours Adjustment—Enter the adjustment amount for hours charges.
7 Hours Markup Adjustment—Enter the adjustment amount for hours markups.
8 Mileage Adjustment—Enter the adjustment amount for mileage charges.
9 Mileage Markup Adjustment—Enter the adjustment amount for mileage markup charges.
10 Fuel Markup Adjustment—Enter the adjustment amount for fuel markup charges.
11 Exceptions Adjustment—Enter the adjustment amount for exceptions charges.
12 Exception—Enter the exception for which to add pool or loaner adjustment.
The system automatically populates Exceptions Adjustment.
13 Comments—Enter any comments about the pool or loaner adjustment.
14 Click Submit. The system saves the record and updates the Adjustments list.
Notes: To delete an adjustment, select the adjustment to delete, and then click Delete Adjustment. The
system deletes the record and updates the Adjustments list.
You cannot delete a pool or loaner adjustment after the adjustment is billed.

Creating Assignment Adjustments for Fleet Bills

Create an adjustment to vehicle ticket charges that have already been billed. The adjustments will be reflected on the
subsequent fleet bill. To correct a ticket that was billed to an incorrect cost code, enter a New Cost Code. To enter
specific assignment adjustments for period charges, period markup charges, mileage charges, mileage markup
charges, fuel markup charges, insurance charges, insurance markup charges, and/or exceptions charges, specify the
assignment adjustment amount in the corresponding field. These assignment adjustments amounts can be negative (a
credit) or positive (a debit).
Notes: You can only make adjustments to assignment vehicle tickets on this screen.
You cannot update an assignment adjustment after the adjustment is billed.
Follow these steps to create assignment adjustments for fleet bills.
1 Open the Fleet Bills form. The system displays the List View page.
2 Select the fleet bill for which to create an assignment adjustment, and then click the Assignment Adjustments
tab. The system displays the Assignment Adjustments page.
The system automatically populates Created By and all currency fields in the Adjustment Details section.
3 Click Add Adjustment. The system inserts a new Adjustment Details record.
4 Ticket—Enter the vehicle ticket for which to add an assignment adjustment.
The system automatically populates Vehicle, the vehicle description, Issued Date/Time, Created Date/Time,
Period End Date, Returned Date/Time, Cost Code, Period Charge Billed and the currency, Period Markup
Billed and the currency, Mileage Billed and the currency, Mileage Markup Billed and the currency, Fuel
Markup Billed and the currency, Insurance Billed and the currency, Insurance Markup Billed and the
currency, and Exceptions Billed and the currency.
5 New Cost Code—Enter a new cost code to correct a ticket that was billed to an incorrect cost code.
Note: You cannot adjust cost code values and assignment adjustment amounts on the same fleet bill. If you
enter a New Cost Code, the system protects all other fields except Ticket and Comments. If you clear
the New Cost Code, the system re-enables all of the protected fields. If you enter assignment
adjustment amounts, the system protects New Cost Code. If you clear the assignment adjustment
amounts, the system re-enables New Cost Code.
6 Period Charge Adjustment—Enter the adjustment amount for period charges.
7 Period Markup Adjustment—Enter the adjustment amount for period markups.

11 ‚ FLEET MANAGEMENT 406

8 Mileage Adjustment—Enter the adjustment amount for mileage charges.
9 Mileage Markup Adjustment—Enter the adjustment amount for mileage markup charges.
10 Fuel Markup Adjustment—Enter the adjustment amount for fuel markup charges.
11 Insurance Adjustment—Enter the adjustment amount for insurance charges.
12 Insurance Markup Adjustment—Enter the adjustment amount for insurance markup charges.
13 Exceptions Adjustment—Enter the adjustment amount for exceptions charges.
14 Exception—Enter the exception for which to add an assignment adjustment.
The system automatically populates Exceptions Adjustment.
15 Comments—Enter any comments about the assignment adjustment.
16 Click Submit. The system saves the record and updates the Adjustments list.
Notes: To delete an adjustment, select the adjustment to delete, and then click Delete Adjustment. The
system deletes the record and updates the Adjustments list.
You cannot delete an assignment adjustment after the adjustment is billed.

11 ‚ FLEET MANAGEMENT 407

12 ƒ INFOR EAM MICROSOFT
PROJECT INTERFACE

The Infor EAM Microsoft (MS) Project Interface facilitates work order scheduling and resource assignment by
allowing you to schedule work and resources in MS Project and then update the Infor EAM database with the
information.
Refer to the MS Project documentation for information on standard MS Project functionality.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition only. If you purchased Infor EAM Business Edition, you do not have access to the functionality
covered in this chapter.

In This Chapter
ƒ Installing the Infor EAM MS Project Interface
ƒ Setting Up Connection Information
ƒ Associating Infor EAM Priority Codes with MS Project Priority Codes
ƒ Creating Scheduling Sessions in Infor EAM
ƒ Importing Sessions into MS Project from Infor EAM
ƒ Creating and Adding Work Orders and Activities to Scheduling Sessions
ƒ Exporting Sessions from MS Project to Infor EAM
ƒ Canceling Sessions

408
Installing the Infor EAM MS Project Interface
Important: You must install Infor EAM and MS Project 2003 before you install the Infor EAM MS Project Interface.
Refer to the Infor EAM Installation Guide and the MS Project 2003 documentation for more information.
You must also install the MS .NET Framework Version 1.1 before you install the Infor EAM MS Project
Interface. The MS .NET Framework is included on the Infor EAM MS Project Interface CD, and is called
DOTNETFX.EXE. You must run DOTNETFX.EXE before SETUP.EXE if the MS .NET Framework is not
already installed on the machine.
Follow these steps to install the Infor EAM MS Project Interface.
1 Insert the Infor EAM MS Project Interface CD into the proper drive.
2 Choose Start | Run from the Windows taskbar. Windows displays the Run dialog box.
3 Enter D:\SETUP.EXE, and then click OK. The system displays the first installation dialog box.
Note: If you are installing from a drive other than D:, substitute that drive for D: in these instructions.
4 Select a language to be used for this wizard—Select the language to be used in the installation, and then click
OK. The system displays the next dialog box.
5 Click Next. The system displays the next dialog box.
6 Folder—Enter the folder in which to install the Infor EAM MS Project Interface.
Note: Click Disk Cost to view local disk drives and their available capacity.
7 Everyone—Select to install the Infor EAM MS Project Interface for anyone that uses the computer on which it
is installed.
8 Just me—Select to install the Infor EAM MS Project Interface for yourself only.
9 Click Next. The system displays the next dialog box.
10 Click Next. The system displays the next dialog box.
11 Wait for the system to complete the installation, and then click Next. The system displays the next dialog box.
12 Select the language to be used in the Infor EAM MS Project Interface, and then click OK. The system displays
the final dialog box.
13 Click Close. The system closes the window.

Setting Up Connection Information

Before completing tasks within the system, you must first set up the appropriate connection information. Use this
information each time you log in to the system.
Note: The connection information is also used to establish privileges to Infor EAM records within the system.
Therefore, you can only create and maintain one user record per client machine.
Follow these steps to set up connection information.
1 Open MS Project.
2 Click or choose Tools | Infor EAM Interface. The system displays the Infor EAM MS Project Interface.
3 Click Set connection information. The system displays the Connection Information side-pane.
4 Host Name—Enter the URL for the Infor EAM server.
5 Username—Enter the user code used to log in to Infor EAM. If necessary, include the tenant after the user
code, e.g., user@tenant.
6 Password—Enter the password used to log in to Infor EAM.
7 Click Save. The system saves the connection information.
Note: Click Test to test the connection information.

Associating Infor EAM Priority Codes with MS Project

Priority Codes
After defining work priority codes in Infor EAM, associate those codes with the priority codes in MS Project.
Follow these steps to associate Infor EAM priority codes with MS Project priority codes.
1 Open the MS Project Priority Mappings form. The system displays the MS Project Priority Mappings page.
2 Click Add Mapping. The system inserts a new Mapping Details record.
3 Infor EAM Priority—Select the Infor EAM work priority code to associate with an MS Project priority code.

12 ƒ INFOR EAM MICROSOFT PROJECT INTERFACE 409

4 MS Project Priority—Enter the MS Project priority code to associate with the Infor EAM priority code.
5 Click Submit. The system saves the record and updates the Mappings list.
Note: To delete a mapping, select the mapping to delete, and then click Delete Mapping. The system deletes
the record and updates the Mappings list.

Creating Scheduling Sessions in Infor EAM

Create batches of work orders to import into MS Project by creating scheduling sessions in Infor EAM. You can
also send resource information to MS Project with the scheduling session.
Note: To return to a previous side-pane while creating a new scheduling session, click the appropriate Go
back to button.
Follow these steps to create scheduling sessions in Infor EAM.
1 Open MS Project.
2 Click or choose Tools | Infor EAM Interface. The system displays the Infor EAM MS Project Interface.
3 Set the connection information for the Infor EAM MS Project Interface. Refer to "Setting Up Connection
Information" earlier in this chapter.
4 Click Create new scheduling session. The system displays the Define Scheduling Session side-pane.
5 Description—Enter a description of the session.
6 Organization—Select the organization with which to associate the session if you use multi-organization
security.
7 Click Save and go to Step 2. The system saves the record and displays the Select WO Activity Date Range
side-pane.
8 From—Enter the beginning date of the work order activity start dates included in the session.
9 To—Enter the ending date of the work order activity start dates included in this session.
10 Click Save and go to Step 3. The system saves the record and displays the Select Work Order Activities
side-pane.
11 Choose one or more of the following criteria for filtering work orders to include in the session:
ƒ Project—Click Project, and then select the projects to include in the list of work orders.
ƒ Department—Click Department, and then select the departments to include in the list of work orders.
ƒ WO Type—Click WO Type, and then select the work order types to include in the list of work orders.
ƒ WO Status—Click WO Status, and then select the work order statuses to include in the list of work
orders.
ƒ Priority—Click Priority, and then select the priorities to include in the list of work orders.
ƒ Trade—Click Trade, and then select the trades to include in the list of work orders.
ƒ Equipment—Click Equipment, and then enter the first letter(s) in the spelling of the pieces of equipment
to include in the list of work orders. Click Refresh. Select the pieces of equipment to include in the list of
work orders.
ƒ Equipment Class—Click Equipment Class, and then select the equipment classes to include in the list of
work orders. The system displays the selected criteria in the preview-pane.
12 Click Display Results. The system displays a list of unlocked work order activities that matches the activity
start date range and the criteria you selected. Select the work order activities to include in the new scheduling
session.
Notes: Check Select to select all of the work order activities.
You cannot select work order activities that are associated with existing open sessions.
You cannot select work order activities with Estimated Hours equal to 0.
13 Click Save and go to Step 4. The system saves the record and displays the Select Employees side-pane.
14 Choose one or more of the following criteria for filtering employees to include in the session:
ƒ Department—Click Department, and then select the departments to include in the list of employees.
ƒ Trade—Click Trade, and then select the trades to include in the list of employees.
ƒ Class—Click Class, and then select the classes to include in the list of employees. The system displays the
selected criteria in the preview-pane.

12 ƒ INFOR EAM MICROSOFT PROJECT INTERFACE 410

15 Click Display Results. The system displays a list of employees that matches the criteria you selected. Select
the employees to include in the new scheduling session.
Note: Check Select to select all of the employees.
16 Click Save and go to Step 5. The system saves the record and displays the Select Suppliers side-pane.
17 Click Class to select the classes to include in the list of suppliers. The system displays the selected criteria in
the preview-pane.
18 Click Display Results. The system displays a list of suppliers that matches the criteria you selected. Select
the suppliers to include in the new scheduling session.
Note: Check Select to select all of the suppliers.
19 Click Save and go to Step 6. The system saves the record and displays the Select Maintenance Equipment
side-pane.
20 Choose one or more of the following criteria for filtering maintenance equipment to include in the session:
ƒ Department—Click Department, and then select the departments to include in the list of maintenance
equipment.
ƒ Class—Click Class, and then select the classes to include in the list of maintenance equipment.
ƒ Category—Click Category, and then select the categories to include in the list of maintenance equipment.
The system displays the selected criteria in the preview-pane.
21 Click Display Results. The system displays a list of maintenance equipment that matches the criteria you
selected. Select the maintenance equipment to include in the new scheduling session.
Note: Check Select to select all of the maintenance equipment.
22 Click Save and go to Step 7. The system saves the record and displays the Select Tools side-pane.
23 Click Class to select the classes to include in the list of tools. The system displays the selected criteria in the
preview-pane.
24 Click Display Results. The system displays a list of tools that matches the criteria you selected. Select the
tools to include in the new scheduling session.
Note: Check Select to select all of the tools.
25 Click Save and Finish. The system saves the record, locks the associated work order activities for
scheduling, and creates a new scheduling session.
Note: When saving the record, the system also imports the work order activity and resource (employee,
supplier, maintenance equipment, and tool) records for the session into MS Project.

Importing Sessions into MS Project from Infor EAM

Import an existing scheduling session into MS Project from Infor EAM.
Follow these steps to import sessions into MS Project from Infor EAM.
1 Open MS Project.
2 Click or choose Tools | Infor EAM Interface. The system displays the Infor EAM MS Project Interface.
3 Set the connection information for the Infor EAM MS Project Interface. Refer to "Setting Up Connection
Information" earlier in this chapter.
4 Click Import existing scheduling session. The system displays the Import Scheduling Session side-pane.
Note: To import data from Infor EAM, the current project in MS Project must be empty.
5 Scheduling Session—Select the scheduling session to import to MS Project.
Note: You can only import scheduling sessions with a status of Exported or Ready to Export.
6 Click Import. The system imports the Infor EAM scheduling session work order activity and resource
(employee, supplier, maintenance equipment, and tools) records into MS Project.

Creating and Adding Work Orders and Activities to

Scheduling Sessions
Create a work order or a work order activity and then add it to an existing scheduling session.

12 ƒ INFOR EAM MICROSOFT PROJECT INTERFACE 411

Creating a Work Order and Adding it to an Existing Scheduling Session
Follow these steps to create a work order and add it to an existing scheduling session.
1 Open the MS Project file that contains the open scheduling session for which to add a work order. The system
displays the Infor EAM side-pane.
Note: You must first create or import a scheduling session in order to add a work order.
2 Click Create work order. The system displays the Create Work Order/Activity form.
3 Equipment—Enter the equipment on which to perform work.
The system automatically populates Equipment Description and WO Org.
4 WO Description—Enter a description of the work needed.
5 Status—Enter the status of the work order.
6 Type—Enter the type for the work order.
7 Priority—Enter the priority of the work order.
8 Standard WO—Enter the standard work order.
Note: If you enter a Standard WO, the system creates the new work order, any activities, any child work
orders, and related activities. Only standard work orders and child work orders with activities are added
to the current scheduling session.
9 Parent WO—Enter the code identifying the parent work order.
10 Class—Enter the class of the work order.
11 Department—Enter the department.
12 Location—Enter the location of the work to be completed.
13 Problem Code—Enter the code to identify the problem.
14 Cost Code—Enter the cost code of the work order.
15 Sched. Start Date—Enter the starting date for the work order.
16 Sched. End Date—Enter the ending date for the work order.
17 Assigned To—Enter the person responsible for the work order.
18 Reported By—Enter the employee requesting the work.
19 Assigned By—Enter the supervisor who assigned the work order.
20 Project-Budget—Enter the project budget for the work order.
21 Trade—Enter the trade required to perform the activity.
22 Task—Enter the task code for the activity.
23 Material List—Enter the material list code for the material list containing the parts needed for the work order.
24 Activity Start Date—Enter the beginning date for the activity.
25 Activity End Date—Enter the ending date for the activity.
26 Estimated Hours—Enter the number of estimated hours for the activity.
27 People Required—Enter the number of people required to perform the activity.
28 Click Submit. The system saves the work order to the current Infor EAM Scheduling Session.
Notes: Click Reset to clear the form.
Click Custom Fields to display all custom fields associated with the work order.
Click Comments to add or edit comments for the work order or work order activity.
Priority—Enter a priority for the work order. The system converts the Infor EAM Priority to the
appropriate MS Project Priority before creating the scheduling session.

Creating a Work Order Activity and Adding it to an Existing Scheduling

Session
Follow these steps to create a work order activity and add it to an existing scheduling session.
1 Open the MS Project file that contains the open scheduling session for which to add a work order activity. The
system displays the Infor EAM side-pane.
Note: You must first create or import a scheduling session in order to add a work order activity.

12 ƒ INFOR EAM MICROSOFT PROJECT INTERFACE 412

2 Select the work order for which to add an activity, and then click Create work order activity. The system
displays the Create Activity form.
The system automatically populates Work Order, Work Order Description, and WO Org.
3 Activity—Enter an activity.
4 Trade—Enter the trade required to perform the activity.
5 Task—Enter the task code for the activity.
6 Material List—Enter the material list code for the material list containing the parts needed for the work order.
7 Activity Start Date—Enter the starting date for the activity.
8 Activity End Date—Enter the ending date for the activity.
9 Estimated Hours—Enter the number of estimated hours for the activity.
10 People Required—Enter the number of people required to perform the activity.
11 Click Submit. The system saves the work order activity to the selected work order of the current Infor EAM
Scheduling Session.
Notes: Click Reset to clear the form.
Click Comments to add or edit comments.

Exporting Sessions from MS Project to Infor EAM

Export scheduling sessions from MS Project after scheduling work or modifying schedules.
Follow these steps to export sessions from MS Project to Infor EAM.
1 Open the MS Project file that contains the open scheduling session that you want to export to Infor EAM.
Note: You must first create or import a scheduling session in order to export a scheduling session.
2 Click Export scheduling session. The system displays the Export Scheduling Session side-pane.
3 Click Export Session. MS Project exports the scheduling information to Infor EAM.
Notes: Infor EAM updates the resources assigned, Activity Start Date, Activity End Date, Estimated Hours,
and Percent Complete.
Click Cancel to close the Export Scheduling Session side-pane without exporting any records to Infor
EAM.
Work order activities deleted in MS Project are not deleted in Infor EAM, and new work order activities
created in MS Project will not be exported back to Infor EAM.

Canceling Sessions
Cancel an existing scheduling session.
Note: Canceling the session will not delete the work order activities and resource (employee, supplier,
maintenance equipment, and tool) records from the current project, but after canceling the session, you
cannot export the updated tasks back to Infor EAM.
Follow these steps to cancel sessions.
1 Open the MS Project file that contains the open scheduling session that you want to cancel.
Note: You must first create or import a scheduling session in to order cancel a scheduling session.
2 Click Cancel scheduling session. The system displays the Cancel Scheduling Session side-pane.
3 Click Cancel Session. The system cancels the session and changes the Status of the session in Infor EAM to
Cancelled.

12 ƒ INFOR EAM MICROSOFT PROJECT INTERFACE 413

13 ‚ ASSET MANAGEMENT
SERVICES

The asset management services module is used by maintenance organizations that operate as a business unit and
charge the cost of maintenance work to the customers for whom the work is performed. Work charged to one
customer may be carried out at different places.
Time, material, and labor costs are defined in pricing schedules and then applied to customer contracts, which
specify how maintenance work is charged to the customer. The contracts are then used to calculate work order costs
and to generate invoices and reports.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition only. If you purchased Infor EAM Business Edition, you do not have access to the functionality
covered in this chapter.

In This Chapter
ƒ Creating Customer Contracts
ƒ Creating Fixed Charge Schedules for Customer Contracts
ƒ Creating Pricing Schedules
ƒ Viewing Invoices for Customers
ƒ Viewing Customer Contracts
ƒ Calculating and Approving Customer Charges
ƒ Creating and Generating Customer Invoices

414
Creating Customer Contracts
Create contracts for commercial service customers to specify how time, material, and labor costs are charged to a
customer for maintenance work.
Note: Customers are defined for use with service requests and asset management services. Refer to
"Creating Customers" in Chapter 5 ‚ Work Management.
Follow these steps to create customer contracts.
1 Open the Customer Contracts form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the customer contract belongs if you use multi-organization
security.
4 Customer Contract—Enter a description of the customer contract in the adjacent field. The system assigns a
customer contract number after you save the record.
5 Status—Select the contract status. Changing the status of a customer contract may affect additional system
checks and field changes as follows:
ƒ Unfinished—All fields are editable. However, when you save the customer contract with Unfinished
status, the system protects Organization.
ƒ Approved—All fields are protected except Status and End Date. Approved status indicates that payments
can be approved and work orders can be processed.
ƒ Finished—All fields are protected except Status. Finished status indicates that payments and work order
charges can still be invoiced, but no new work order charges will be processed for a finished contract.
ƒ Cancelled—All fields are editable except Organization. Cancelled status indicates that the customer
contract has been cancelled and can only be selected if no invoiced payments or work order charges exist.
Note: You cannot modify the status of customer contracts if there are any existing approved or invoiced fixed
charges, or if there are any existing calculated work orders. A calculated work order is a work order that
is associated with a customer contract for which customer charges have been calculated. Refer to
"Understanding the Calculation of Customer Charges" later in this chapter.
6 Class—Enter the class of the contract. The classes shown belong to the AGR entity.
7 Customer—Enter the customer to whom to charge the work.
8 Pricing Schedule—Enter the pricing schedule for time and material costing.
9 Choose one of the following options:
ƒ Apply the contract to equipment—Enter the Equipment to which to apply the contract. The contract also
applies to any child equipment, unless the cost rollup attribute is set for the child equipment.
ƒ Apply the contract to a project—Enter the Project to which the contract applies. The contract also applies
to any child projects.
ƒ Apply the contract to an event—Enter the Work Order to which the contract applies.
Note: The system does not display MEC work orders in the Work Order lookup.
10 Start Date and End Date—Enter the date on which the contract period begins and the expiration date of the
contract. If you do not enter a date, there is no time limitation on the contract.
Note: If the contract has a fixed charge due date, the Start Date must be on or before the fixed charge due
date, and the End Date must be on or after the fixed charge due date.
11 Click . The system saves the record.

Creating Fixed Charge Schedules for Customer Contracts

Create fixed charge schedules for customer contracts to create a set price to be added to a customer invoice based
upon a specified due date.
Important: When generating costs for a customer contract, the system uses fixed charges in the place of any work
order charges and creates the fixed charges via the customer invoice. Refer to "Understanding the
Calculation of Customer Charges" later in this chapter. If a work order is created with a cost for a
customer contract, the system bypasses the work order when calculating costs, and the cost for the
customer will be the specified fixed charges.
Follow these steps to create fixed charge schedules for customer contracts.
1 Open the Customer Contracts form. The system displays the List View page.

13 ‚ ASSET MANAGEMENT SERVICES 415

2 Select the customer contract for which to create fixed charges, and then click the Fixed Charges tab. The system
displays the Fixed Charges page.
The system automatically populates and protects Start Date and End Date with the date(s) from the customer
contract header. The system populates Currency with the currency of the Organization of the contract header.
3 Click Add Fixed Charge. The system inserts a new Fixed Charge Details record.
4 Line—Enter a description of the fixed charge in the adjacent field. Modify the sequence number of the fixed
charge as necessary. The system automatically assigns the next incremental line number based on the setting of
the INCRLINO installation parameter.
Note: You can only edit the Line number when inserting a record. After the record is saved, the system
protects Line.
5 Status—Select the status of the fixed charge. Changing the status of a fixed charge may affect additional
system checks and field changes as follows:
ƒ Unfinished—All fields are editable. However, when you submit the fixed charge with Unfinished status,
the system protects Line. Select Unfinished if the fixed charge or the customer contract is not approved.
ƒ Approved—The system protects all fields except Status. Select Approved to create an invoice for this
payment.
ƒ Cancelled—The system protects all fields except Status. Select Cancelled to cancel the invoice for this
payment.
6 Due Date—Enter the date when records can be invoiced. Leave this field blank for the record to be invoiced
every time invoices are generated.
7 Price—Enter the gross price (not including tax) in internal currency units.
8 Click Submit. The system saves the record and updates the Fixed Charges list.
Note: To delete a fixed charge schedule from a customer contract, select the fixed charge schedule to delete,
and then click Delete Fixed Charge. The system deletes the record and updates the Fixed Charges
list.

Creating Pricing Schedules

Create pricing schedules to define time and material calculations, work orders, custom trade rates, and part-specific
charges to be associated with customers and customer contracts.
Follow these steps to create pricing schedules.
1 Open the Pricing Schedules form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the pricing schedule belongs if you use multi-organization
security.
4 Pricing Schedule—Enter a unique code identifying the pricing schedule, and then enter a description of the
pricing schedule in the adjacent field.
5 Class—Enter the class of the pricing schedule. The classes shown belong to the ARR entity.
6 Labor Cost %—Enter the percentage of the work order labor costs that is charged to the customer.
7 Stock Items %—Enter the percentage of the work order costs for stock items that is charged to the customer.
8 Hired Labor %—Enter the percentage of the work order hired labor costs that is charged to the customer.
9 Direct Outs %—Enter the percentage of the work order direct material costs that is charged to the customer.
10 Tool Usage %—Enter the percentage of the work order tool usage costs that is charged to the customer.
11 Services %—Enter the percentage of the work order services costs that is charged to the customer.
12 Additional Charge—Enter an additional fee to associate with the pricing schedule, e.g., if you assess a
standard trip charge regardless of the work performed, enter that amount.
Note: Additional Charge is not displayed if the MULTIORG installation parameter is set to YES. If you are
using multi-organization security, you must add additional charges for each organization on the
Additional Charges page. Refer to "Adding Additional Charges for Pricing Schedules (MOS)" later in this
chapter.
13 Time Rounding (min.)—Enter the number of minutes to round charged time of booked hours, e.g., a value of
15 indicates rounding to quarters of an hour.
14 Minimum Time (min.)—Enter the minimum number of minutes to charge per labor booking.

13 ‚ ASSET MANAGEMENT SERVICES 416

15 Custom Trade Rates—Select to apply a markup for specific trade rates.
Note: If you enter Labor Cost %, you cannot select Custom Trade Rates.
16 Custom Part Charges—Select to apply part charges depending on the type of part used.
Note: If you enter Stock Items %, you cannot select Custom Part Charges.
17 Click . The system saves the record.
Note: When you save the pricing schedule record, the system also creates records on the Custom Trade
Rates, Custom Part Charges, and WO Criteria pages based on the information entered for the pricing
schedule.

Creating Custom Trade Rates

Create custom trade rates for a pricing schedule. Custom trade rates are used to charge labor costs to customers
based on rates defined for specific trades and hour types instead of a standard labor cost percentage entered on the
Pricing Schedule header.
Follow these steps to create custom trade rates.
1 Open the Pricing Schedules form. The system displays the List View page.
2 Select the pricing schedule for which to create custom trade rates, and then click the Custom Trade Rates tab.
The system displays the Custom Trade Rates page.
3 Click Add Rate. The system inserts a new Rate Details record.
4 Trade—Enter the trade for which to charge the custom trade rates to the customer.
5 Type of Hours—Select the type of work hours to charge to the customer.
6 Hourly Rate—Enter the hourly rate to charge the customer.
7 Click Submit. The system saves the record and updates the Custom Trade Rates list.
Note: To delete a custom trade rate from a pricing schedule, select the custom trade rate to delete, and then
click Delete Rate. The system deletes the record and updates the Custom Trade Rates list.

Creating Custom Part Charges

Create custom prices for part charges for a pricing schedule. Custom part charges are used to charge material costs
to customers based on rates defined for part classes instead of a standard stock item cost percentage entered on the
Pricing Schedule header.
Follow these steps to create custom part charges.
1 Open the Pricing Schedules form. The system displays the List View page.
2 Select the pricing schedule for which to create custom part charges, and then click the Custom Part Charges tab.
The system displays the Custom Part Charges page.
3 Click Add Charge. The system inserts a new Charge Details record.
4 Part Class—Enter the part class for which to charge part prices to the customer.
5 Charge %—Enter the percentage of the part prices to charge to the customer.
Note: To indicate that the exact cost is charged to the customer, enter 100. To create a surcharge for the part
prices, enter a value greater than 100.
6 Click Submit. The system saves the record and updates the Custom Part Charges list.
Note: To delete a custom part charge from a pricing schedule, select the custom part charge to delete, and
then click Delete Charge. The system deletes the record and updates the Custom Part Charges list.

Adding Additional Charges (MOS)

Add additional charges to a pricing schedule for specific organizations. Additional charges on a pricing schedule are
added to every work order that is completed for a customer contract. The additional charges are not added or
displayed on the work order when the work order is created. Instead, additional charges are added to the work order
costs when the system calculates work order customer charges. Refer to "Understanding the Calculation of
Customer Charges" later in this chapter.
Note: You can only add additional charges for specific organizations if the MULTIORG installation parameter
is set to YES.

13 ‚ ASSET MANAGEMENT SERVICES 417

Follow these steps to add additional charges (MOS).
1 Open the Pricing Schedules form. The system displays the List View page.
2 Select the pricing schedule to which to add additional charges, and then click the Additional Charges tab. The
system displays the Additional Charges page.
3 Click Add Charge. The system inserts a new Additional Charge Details record.
The system automatically populates Organization with the organization of the logged-in user.
4 Additional Charge—Enter an additional amount to add to invoices for the pricing schedule.
Note: A fixed charge is per invoice; whereas, an additional charge is per work order.
5 Organization—Enter the organization for which to add the fixed/added price.
6 Click Submit. The system saves the record and updates the Additional Charges list.
Note: To delete an additional charge from a pricing schedule, select the additional charge to delete, and then
click Delete Charge. The system deletes the record and updates the Additional Charges list.

Defining Work Order Criteria

Define criteria to identify the work orders for which to charge for pricing schedules. The system uses the specified
work order criteria for a pricing schedule to select the work orders for which to charge a customer when calculating
work order costs. Refer to "Understanding the Calculation of Customer Charges" later in this chapter.
After the system selects all of the existing work orders matching the work order criteria for a pricing schedule, it
then calculates and compiles all the costs for the work orders, which will be used later during the assembly of
charges for customer invoices. Refer to "Understanding Customer Invoice Generation" later in this chapter.
Follow these steps to define work order criteria for pricing schedules.
1 Open the Pricing Schedules form. The system displays the List View page.
2 Select the pricing schedule for which to define work order criteria parameters, and then click the WO Criteria
tab. The system displays the WO Criteria page.
Note: When you create pricing schedules, the system automatically creates a WO Criteria record for the
Department, WO Type, and Equipment Class using an asterisk (*) to represent all departments, work
order types, and equipment classes. Refer to "Creating Pricing Schedules" earlier in this chapter.
3 Click Add WO Criteria. The system inserts a new WO Criteria Details record.
4 Department—Enter the department performing the work.
5 WO Type—Enter the work order type.
6 Equipment Class—Enter the equipment class on which the work will be performed.
7 Click Submit. The system saves the record and updates the WO Criteria list.
Note: To delete a work order criteria record from a pricing schedule, select the work order criteria record to
delete, and then click Delete WO Criteria. The system deletes the record and updates the WO Criteria
list.

Viewing Invoices for Customers

View a list of invoices for a selected customer.
Notes: If you use multi-organization security, the system displays all invoices for a selected customer based on
the query permissions established by the multi-organization security settings for the EVNT and INV
entities.
To assemble/generate customer invoices, right-click on a form for which the customer invoice
generation option is available, and then select Create Customer Invoice. Refer to "Understanding
Customer Invoice Generation" later in this chapter.
Follow these steps to view invoices for customers.
1 Open the Customers form. The system displays the List View page.
2 Select the customer for which to view invoices, and then click the Invoices tab. The system displays the
Invoices page.
3 View the customer invoice information.

13 ‚ ASSET MANAGEMENT SERVICES 418

Viewing Customer Contracts
View contracts associated with each customer.
Note: Customers are defined for use with service requests and asset management services. Refer to
"Creating Customers" in Chapter 5 ‚ Work Management. Refer to "Creating Customer Contracts" earlier
in this chapter for information on the creation of contracts for customers.
Follow these steps to view customer contracts.
1 Open the Customers form. The system displays the List View page.
2 Select the customer for which to view contracts, and then click the Contracts tab. The system displays the
Contracts page.
3 View the customer contract information.
Note: Refer to "Creating Customer Contracts" and "Creating Pricing Schedules" earlier in this chapter for
more information.

Calculating and Approving Customer Charges

The system calculates customer charges based on customer contracts, pricing schedules, and work orders associated
with customer contracts.
Review customer charges and make corrections as necessary, and then approve and generate the customer charges to
customer invoices.

Understanding the Calculation of Customer Charges

The system calculates customer charges and locates the current work orders that are associated with a customer
contract. View the customer charges on the Approve Customer Charges form. Refer to "Approving and Generating
Customer Charges" later in this chapter.
The customer charge calculation process is initiated at different points within the system and includes work orders
that match the following criteria:
ƒ Work orders of event type JOB or PPM (or their user status equivalent)
ƒ Work orders for which there is no Parent work order
ƒ Work orders for which Continue Charging is not selected and are not associated with any customer charge
records with a Status of Excluded from invoicing, Approved, or Invoiced
ƒ Work order line types LAB, MAT, HIR, DMA, FIX, or TOOL
For all work orders that match the previously stated criteria, the system then calculates customer charges. Refer to
the following list for additional information:
ƒ First, the system determines which work orders are associated with a customer contract. To do so, the system
checks the work order first, then the project of the work order (and child projects), then the equipment of the
work order (and child equipment), and finally the location of the work order (and child locations).
ƒ After making the association between a work order and a customer contract, the system then creates a customer
charge record for the work order on the Approve Customer Charges form. Refer to "Approving and Generating
Customer Charges" later in this chapter.
Notes: A work order must have some costs associated with it to generate a customer charge.
If the system cannot find an approved contract that matches, the system generates an error message
that can be viewed on the Comments page of the Approve Customer Charges form for the current work
order charge record. Also, if there is an error message for the work order charge record, the Status of
the record will always be changed to Data Error.
If there are multiple, valid customer contracts associated with a work order, the system generates
charges for the customer contract for which the most specific data is defined.
If there is more than one valid customer contract, the system generates charges for the customer
contract associated with a pricing schedule for which specific values are defined on the WO Criteria
page of the Pricing Schedules form.

13 ‚ ASSET MANAGEMENT SERVICES 419

ƒ Next, the system retrieves any additional charges for pricing schedules associated with the customer contract.
Refer to "Adding Additional Charges (MOS)" earlier in this chapter.
Note: The system only adds the value of an additional charge to a work order once. It does not include any
additional charges for which there are already existing charges on a work order, unless the value of the
Additional Charge has been updated on the pricing schedule after a work order charge has been
generated. If the Additional Charge has been updated, then the first work order charge record contains
the original value of the Additional Charge, and the system generates a new work order charge for the
difference between the values of the two additional charges.
ƒ If Custom Trade Rates is selected for a pricing schedule associated with a customer contract, the system
bypasses any trade rates and uses only the rates specified on the Custom Trade Rates page of the Pricing
Schedules form. Refer to "Creating Custom Trade Rates" earlier in this chapter.
ƒ If Custom Part Charges is selected for a pricing schedule associated with a customer contract, the system
calculates charges using the values specified for Charge % on the Custom Part Charges page of the Pricing
Schedules form to calculate charges rather than the value specified for Stock Items Charge %.
ƒ If there are existing labor hours on a work order, the system rounds the hours based on the values specified for
Time Rounding (min) and Minimum Time (min) on the pricing schedule.
Important: The system does not track which transactions belonging to a work order have already been billed.
Therefore, if you re-generate work order charges for a customer contract, the system simply calculates
the total work order charges again and subtracts the values that have already been approved or
invoiced to calculate the necessary charges for the new work order charge record.

Approving and Generating Customer Charges

Approve customer charges after reviewing and correcting the results of time and material calculations.
After approving the customer charges, generate invoices from all customer charges.
Important: The system generates customer charges for all work orders, not just the work order selected on the List
View page.
Follow these steps to approve and generate customer charges.
1 Open the Approve Customer Charges form. The system displays the List View page.
2 Select the work order for which to approve customer charges, and then click the Record View tab. The system
displays the Record View page.
The system automatically populates Charge Number, Run Date, Customer, Originator, and Customer
Contract.
Note: Charge Number is used to associate several invoices with the same work order.
3 Status—Enter the status of the customer charges. Refer to the following for a description of the possible
customer charge statuses:
ƒ Approved—Work order charge will be invoiced. The system protects all fields, except Status.
ƒ Data Error—System generated status. Work order charge will not be invoiced. You can update Status,
Continue Charging, and Corrections as necessary.
ƒ Exclude from invoicing—Work order charge will not be invoiced. You can update Status, Continue
Charging, and Corrections as necessary.
ƒ Invoiced—System generated status indicating that the charges are invoiced. The system protects all fields.
ƒ Unapproved—Default status of the calculations. You can update Status, Continue Charging, and
Corrections as necessary.
Note: After you generate the invoice, the system automatically changes Status to Invoiced.
4 Continue Charging—Select to enable the system to continue generating invoice charges for the same work
order. If selected, the system creates a new Charge Number when generating customer charges, assigns a new
incremental number to a newly calculated charge record, and displays the difference in price between the actual
and the existing calculation(s).
Note: Continue Charging is automatically selected for calculations for non-completed work orders.
5 Comments—Enter comments related to the work order costs.
6 Corrections—Enter the amount to adjust the work order costs. Enter deductions as negative amounts.
7 Click Generate All Customer Charges. The system displays the Generate All Customer Charges popup.
8 Organization—Enter the organization for which to calculate work order charges.
9 Work Order—Enter the work order for which to calculate work order charges.

13 ‚ ASSET MANAGEMENT SERVICES 420

10 Customer—Enter the customer for which to calculate work order charges.
11 Department—Enter the department for which to calculate work order charges.
12 Released Work Orders—Select to only calculate work order charges for released work orders.
13 Print Report—Select to print a report of all the calculated work order charges.
14 Equipment—Enter the equipment for which to calculate work order charges.
15 Project—Enter the project for which to calculate work order charges.
16 Completed From and Completed To—Enter the work order completion date range for which to calculate
work order charges.
17 Completed Work Orders—Select to calculate work order charges for only completed work orders.
18 Click Calculate. The system calculates the customer charges based on the specified generation criteria.
Note: If you did not specify any generation criteria, the system generates charges for all work orders of type
JOB or PPM with a status of Released or Completed. The system verifies that the work order(s) have
no parent work order and that the customer charges do not have a Status of Approved, Excluded from
invoicing, or Invoiced.

Viewing Charges for Customers

View a list of calculated charges for a customer. Calculated customer charges are accrued from work orders for
which charges are compiled for external invoicing purposes based on the terms of an established customer contract.
Follow these steps to view charges for customers.
1 Open the Customers form. The system displays the List View page.
2 Select the customer for which to view charges, and then click the Charges tab. The system displays the Charges
page.
3 View the customer charges information.

Creating and Generating Customer Invoices

Generate customer invoices to create and assemble accounts receivable invoices for asset management service
customers, work order charges, and fixed payments.
Important: Customer invoices are only related to asset management services and should not be confused with the
invoice voucher functionality in the Purchasing Management module. Refer to "Recording Invoice
Vouchers" in Chapter 4 ‚ Purchasing Management.
You can generate customer invoices several different ways:
ƒ Calculate customer charges and create a single customer invoice using the Create Customer Invoice right-click
option on the Work Orders form. Refer to "Creating Customer Invoices from Work Orders" later in this chapter.
ƒ Generate customer invoices from the Customer Invoices form. Refer to "Generating Customer Invoices" later in
this chapter.
ƒ Create an invoice for a work order
Upon initiation of the invoice generation process, the system locates all customer charge records and fixed charge
schedules for customer contracts. The system does not recalculate the invoice charge records. Refer to
"Understanding the Calculation of Customer Charges" later in this chapter. The system adds the total price for the
customer(s) based on the specified invoice generation criteria. The system changes the Status of all work orders on
the Approve Customer Charges form to Invoiced. Refer to "Approving and Generating Customer Charges" earlier
in this chapter.
Depending on the specified generation criteria, the system generates separate invoices for each customer, for which
the invoice organization is the organization of the customer contract.
Notes: If a single customer is referenced on more than one customer contract and the customer contracts are
from different organizations, the system generates invoices for each of the customer contract
organizations.
You can also generate invoices for customers that are marked as Out of Service. Refer to "Creating
Customers" in Chapter 5 ‚ Work Management for more information.

13 ‚ ASSET MANAGEMENT SERVICES 421

Understanding Customer Invoice Generation
When you generate a customer invoice, the system retrieves the charge records generated by the customer charge
process and then creates customer invoices displaying the Total Price for each work order. Refer to "Understanding
the Calculation of Customer Charges" earlier in this chapter.
Refer to the following list for additional information on the manner in which the system generates customer
invoices:
ƒ The system retrieves all customer charges and fixed charges for a customer contract.
ƒ The system then generates the sum of the Total Price for the customer(s) based on the criteria specified on the
Generate Invoices popup or the work order specified on the Create Invoice for WO popup.
ƒ The system changes the status of all work orders on the Approve Customer Charges form to Invoiced.
ƒ The system generates a separate invoice for each customer.
Notes: If a single customer is referenced on more than one customer contract and the customer contracts are
in different organizations, the system generates separate invoices for each of the customer contract
organizations.
The system also enables you to generate invoices for customers that have been marked as Out of
Service.

Creating Customer Invoices from Work Orders

Create a customer invoice from a work order to calculate customer charges and create a single customer invoice for
a specific work order.
Follow these steps to create customer invoices from work orders.
1 Open the Work Orders form. The system displays the List View page.
2 Select the work order for which to create customer invoices, and then click the Record View tab. The system
displays the Record View page.
Note: Enter or update any information on the work order as necessary. Refer to "Creating Regular Work
Orders" in Chapter 5 ‚ Work Management for more information.
3 Right-click on the form, and then choose Create Customer Invoice. The system calculates the customer
charges that have accrued for the work order, creates the customer invoice for the work order, and displays a
confirmation message.
Note: View the customer invoice created on the Customer Invoices form. Refer to "Viewing Invoices for
Customers" earlier in this chapter.

Generating Customer Invoices

Generate customer invoices for all customers or for a single customer.
Follow these steps to generate customer invoices.
1 Open the Customer Invoices form. The system displays the List View page.
2 Select the customer invoice for which to generate invoices, and then click the Record View tab. The system
displays the Record View page.
3 Right-click on the form, and then choose Generate Invoices. The system displays the Generate Invoices
popup.
4 Organization—Enter the organization for which to generate invoices.
5 Work Order—Enter the work order for which to generate invoices. If you enter a work order, the system
generates an invoice for only the specified work order.
6 Customer—Enter the customer for which to generate invoices. If you enter a customer, the system generates a
single invoice that contains all the costs for the specicied customer.
Important: By default the system generates customer invoices for all customers on the Customer Invoices form
unless you specify a specific customer. The system enables you to generate invoices for a single work
order by using the Create Customer Invoice right-click option on the Work Orders form. Refer to
"Creating Customer Invoices from Work Orders" earlier in this chapter.
7 Approved Customer Charges—Select to generate invoices for only those customer charges with a status of
Approved.
Note: Any corrections made on the Approve Customer Charges form are reflected on the invoice after it is
generated. Refer to "Approving and Generating Customer Charges" earlier in this chapter.

13 ‚ ASSET MANAGEMENT SERVICES 422

8 Fixed Charges—Select to generate invoices for fixed charges. If you created a fixed charge schedule for a
customer contract, you must select Fixed Charges to include the schedule on an invoice. Refer to "Creating
Fixed Charge Schedules for Customer Contracts" earlier in this chapter.
9 Original Invoice—Enter the customer invoice to recalculate. If you specify an invoice to recalculate, the
system generates a new invoice with the latest customer charges.
Notes: The system displays all customer invoices, including those with Cancelled status. You can use a wild
card, e.g., "%", with partially-specified text strings anywhere within the field to retrieve strings containing
the specified text.
The recalculate invoice functionality does not make corrections to the original invoice. The system
simply generates an updated invoice.
10 Start Date and End Date—Enter the start and end dates for which to generate invoices.
Notes: If no date range is specified, the system generates invoices for all Approved customer invoices.
The date range specified refers to the date on which the work order was completed. The date range
does not apply to released work orders.
11 Unapproved Customer Charges—Select to generate invoices for customer charges with a status of
Unfinished.
12 Click Generate. The system generates the invoices.
Note: View details about the generated invoices on the Customer Invoice Lines Overview form. Refer to
"Viewing Customer Invoice Lines" later in this chapter.

Creating Invoices for Work Orders

Note: Creating an invoice for a work order is only related to work performed for asset management services
customers and should not be confused with the invoice voucher functionality in the Purchasing
Management module. Refer to "Recording Invoice Vouchers" in Chapter 4 ‚ Purchasing Management.
Follow these steps to create invoices for work orders.
1 Open the Customer Invoices form. The system displays the List View page.
2 Click the Record View tab. The system displays the Record View page.
Important: Because the customer invoice is being generated for a work order, the Create Invoice for WO right-click
option is not affected by the selected customer invoice record. Although the right-click option is only
available from the Record View page of the Customer Invoices form, the system generates the invoice
independently of the selected customer invoice record on the Record View page.
3 Right-click on the form, and then choose Create Invoice for WO. The system displays the Create Invoice for
WO popup.
4 Work Order—Enter the work order for which to create an invoice.
5 Click Submit. The system creates the invoice.

Viewing and Changing the Status of Customer Invoices

View and change the status of customer invoice records.
Note: To assemble/generate customer invoices, right-click on the form for which the customer invoice
generation option is available, and then choose Create Customer Invoice. Refer to "Understanding
Customer Invoice Generation" earlier in this chapter.
Follow these steps to view and change the status of customer invoices.
1 Open the Customer Invoices form. The system displays the List View page.
2 Select the customer invoice for which to view or change the status, and then click the Record View tab. The
system displays the Record View page.
3 Status—Select the status of the customer invoice.
Important: The system displays all available statuses for the EIV entity, including any user-statuses created on the
Status Authorizations form. However, the system does not allow some status changes regardless of the
status authorizations created on the Status Authorizations form. The system allows the following status
changes (and their user-status equivalents): Invoiced to Cancelled; Invoiced to Ready for Printing;
Ready for Printing to Cancelled; and Ready for Printing to Invoiced.
4 Click . The system saves the record.

13 ‚ ASSET MANAGEMENT SERVICES 423

Viewing Customer Invoice Lines
View a list of all charge lines on a customer invoice.
Follow these steps to view customer invoice lines.
1 Open the Customer Invoices form. The system displays the List View page.
2 Select the customer invoice for which to view invoice lines, and then click the Lines tab. The system displays
the Lines page.
3 View the customer invoice line information.

Viewing an Overview of Customer Invoice Lines

View an overview of customer invoice lines to access detailed information about all the charges on customer
invoices.
Follow these steps to view an overview of customer invoice lines.
1 Open the Customer Invoice Lines Overview form.
2 View the customer invoice line information.

13 ‚ ASSET MANAGEMENT SERVICES 424

14 ‚ BUDGETS

Budgets track expenses and set spending limits for specified time periods or items. Budgets coordinate with existing
inventory. They also can be defined for predetermined time frames such as months, quarters, or years.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition only. If you purchased Infor EAM Business Edition, you do not have access to the functionality
covered in this chapter.

In This Chapter
ƒ Defining Budget Setup Information
ƒ Defining Budgets

425
Defining Budget Setup Information
Calendar types, structures, terms, and groups are required before creating budgets.

Defining Budget Calendar Types

Calendar types are used to determine the number of reporting periods in a budget term.
Follow these steps to define budget calendar types.
1 Open the Budget Calendar Types form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Calendar Type—Enter a name for the calendar type, and then enter a calendar type description in the adjacent
field.
4 Number of Periods—Enter the number of periods for this budget calendar type, e.g. 12 for a monthly calendar,
4 for quarterly.
5 Class—Enter the class for the calendar type.
The system automatically populates Class Org.
6 Click . The system saves the record.

Defining Budget Structures

Budget structures define levels for cost reporting. There are six levels available, but only one is required. Budget
structures can be used by multiple budgets in a specific organization.
Follow these steps to define budget structures.
1 Open the Budget Structures form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the budget structure hierarchy belongs if you use multi-
organization security.
4 Budget Structure—Enter a name for the budget structure, and then enter a budget structure description in the
adjacent field.
5 Calendar Type—Enter the calendar type for the budget structure.
6 Level 1—Select the first level of the budget structure hierarchy.
7 Level 2—Select the second level of the budget structure hierarchy.
8 Level 3—Select the third level of the budget structure hierarchy.
9 Parent—Enter a parent for the budget structure hierarchy.
Note: If the chosen parent contains budget structure levels, the levels will be copied to the new budget
structure.
10 Level 4—Select the fourth level of the budget structure hierarchy.
11 Level 5—Select the fifth level of the budget structure hierarchy.
12 Level 6—Select the sixth level of the budget structure hierarchy.
13 Click . The system saves the record.

Defining Budget Terms

Budget terms consist of a calendar type defined by start and end dates, e.g. a 2006 monthly budget term or a 2006
quarterly budget. You can include a single budget term in multiple budgets.
Follow these steps to define budget terms.
1 Open the Budget Terms form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the budget term belongs if you use multi-organization security.
4 Budget Term—Enter a name for the budget term, and then enter a budget term description in the adjacent field.
5 Calendar Type—Enter the calendar type for the budget term.
The system automatically populates Number of Periods.

14 ‚ BUDGETS 426
6 Start Date—Enter the start date for the budget term.
7 End Date—Enter the end date for the budget term.
8 Click . The system saves the record.

Defining Periods for Budget Terms

Periods for budget terms set the start and end dates for the terms. Default periods are created automatically when the
budget term is saved. Periods can be changed or renamed as necessary.
Follow these steps to define periods for budget terms.
1 Open the Budget Terms form. The system displays the List View page.
2 Select the budget term for which to set the period, and then click the Periods tab. The system displays the
Periods page with periods as calculated when the budget term was created.
The system automatically populates Sequence Number.
3 Period—Enter a new name for the period, e.g., January, February, or First Quarter.
4 Start Date—Enter the start date for the period.
5 End Date—Enter the end date for the period.
6 Click . The system saves the record.

Defining Budget Groups

Create budget groups for different entities. Budget groups include Departments, Systems, Equipment, WO
Locations, Cost Code, WO Cost Type, WO Job Type, and Project. Using budget groups saves time by assigning a
budget amount to a group of items rather than to many single items, e.g., define a budget group for the HVAC group
containing all pieces of equipment associated with the HVAC system.
Follow these steps to define budget groups.
1 Open the Budget Groups form. The system displays the List View page.
2 Click . The system displays the Record View page.
3 Organization—Enter the organization to which the budget group belongs if you use multi-organization
security.
4 Budget Group—Enter a budget group name, and then enter a budget group description in the adjacent field.
5 Entity—Enter the entity for which to create a budget group.
The system automatically populates entity description.
6 Click . The system saves the record.

Assigning Items to Budget Groups

Items can be combined to form budget groups, e.g., define a budget group for the HVAC group containing all pieces
of equipment associated with the HVAC system In the HVAC group, a thermostat could be one item within the
budget group. Items can belong to multiple budget groups.
Follow these steps to assign items to budget groups.
1 Open the Budget Groups form. The system displays the List View page.
2 Select the budget group for which to assign an item, and then click the Items tab. The system displays the Items
page.
3 Item—Enter an item.
The system automatically populates description and Organization.
4 Click Submit. The system saves the record.
Note: To delete an item from a budget group, select the item to be deleted, and then click Delete Item. The
system removes the item from the budget group.

Defining Budgets
Create and update budgets on the Budgets form. The budget combines a specific budget structure and term. Set a
current amount and a person responsible.

14 ‚ BUDGETS 427
Follow these steps to define budgets.
1 Open the Budgets form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Budget Structure—Enter a budget structure.
The system automatically populates budget structure description, Organization, Calendar Type, Date
Created, and Status.
4 Budget Term—Enter the budget term.
Note: The budget Calendar Type should be the same as the budget structure Calendar Type.
5 Date Created—Change the creation date if necessary. Date Created can be in the past or future.
6 Status—Choose one of the following options:
ƒ In Process—Select for budgets not yet approved.
ƒ Temporary value—Select for budgets not yet approved.
ƒ Final value—Select for budgets not yet approved.
ƒ Approved/frozen—Select to approve or freeze the budget. You must create the Budget Details before you
can select this status. Refer to "Defining Budget Details" later in this chapter for more information.
If you select Approved/frozen, the system automatically populates Original Amount, Approved By, and
Date Approved.
If the status changes from Approved/frozen to any other status, the above fields are not affected and
updated the next time the Budget is approved.
Temporary value, Final value, and Approved/frozen are available in update mode only.
7 Current Amount—Enter the current budget amount.
8 Person Responsible—Enter the name of the person responsible for the budget.
9 Total Sub-Budget Amount—If Budget Details exist, this value is the total amount set up for its level one sub-
budgets.
10 Click . The system saves the record.

Defining Budget Details

Using the Details page of the Budgets form, combine budget information and assign specific monetary amounts to
each budget area. The Details page contains budgeted amounts for individual budget items or groups within the
structure of a budget. Define budgets according to dollar amount for individual budget items or for budget groups.
Follow these steps to define budget details.
1 Open the Budgets form. The system displays the List View page.
2 Select the budget for which to view details, and then click the Details tab. The system displays the Details page.
Note: In the budget tree, the item code and organization will be displayed with the budget amount if details
already exist. Descriptions are hover text only.
3 Click Add Budget. The system enables the Budget Details section.
The system automatically populates Current Budget and Calculated Budget.
Note: If you click Add Sub-Level Budget, the fields will display in the same manner but appear beneath the
main budget heading for the next lower level in the budget structure.
4 Enter information in the required fields.
Note: When adding budgets and sub-level budgets, the fields vary depending upon the levels set up in each
budget structure. Complete the required fields as they display. For each budget, select an individual
budget item or a budget group, and then assign a budget amount. All other fields are protected.
5 Budget Amount—Enter the amount for the currently selected budget.
The system automatically populates the budget amount currency.
6 Click Submit. The system saves the record.

Calculating Budgets
Calculate a budget to gather costs from work orders. Depending on the scope of the budget, you may want to run the
calculation process during down times, such as in the evening or on the weekends.
Note: Budgets are not automatically updated when you incur costs.

14 ‚ BUDGETS 428
Follow these steps to calculate budgets.
1 Open the Budgets form. The system displays the List View page.
2 Select the budget to calculate, and then click the Record View tab. The system displays the Record View page.
3 Right-click, and then select Calculate Current Budget. The system displays the Calculate Budget popup.
The system automatically populates Budget Structure, budget description, Budget Term, and term
description.
4 From Period—Enter a starting period that corresponds to the Start Date of the Budget Term.
5 To Period—Enter an ending period that corresponds to the End Date of the Budget Term.
Note: If From Period and/or To Period are left blank, the system calculates budget amounts for the earliest
and latest periods.
6 Click Submit. The system closes the popup, updates budget details, and displays a success message.

Copying Budgets
The copy budget feature copies a Budget structure and term, including all the lower-level budget details.
Follow these steps to copy budgets.
1 Create a budget. Refer to "Defining Budgets" earlier in this chapter for more information.
2 Right-click, and then select Copy Budget. The system displays the Copy Budget popup.
The system automatically populates Budget Structure, description, and Budget Term.
3 To Budget Structure—Enter a new budget structure.
The system automatically populates the To Budget Structure description.
4 To Budget Term—Enter a new budget term.
5 Copy Budgeted Amounts—Select to copy only budgeted amounts.
6 Copy Actual Costs—Select to copy actual costs for the budget.
Note: Click Calculate Budget before copying budgets to ensure that actual costs are up-to-date.
7 Plus or Minus %—Enter the amount to adjust the budget, e.g. 10% over last year’s budgeted amount.
8 Calculate Zero-based Budget—Select to calculate a zero-based budget.
9 Reset Amounts to Zero—Select to set the copied term’s actual non-PM costs plus expected PM costs for the
term to which you are copying.
Resetting amounts to zero will include all maintenance due next term as well as the same amount of
breakdowns as occurred in the most recent term.
10 Click Submit. The system copies all budget details (items, groups, and amounts) to the new budget structure
and new budget term.

Copying Sub-Level Budgets

Copy a node in the budget details structure to include sub-level budgets and all lower-level budget details. Copying
sub-level budgets allows you to copy various budget subsets, i.e., the same list of equipment for every month or the
same cost codes for every department.
Follow these steps to copy sub-level budgets.
1 Open the Budgets form. The system displays the List View page.
2 Select the budget for which to copy a sub-level budget, and then click the Details tab. The system displays the
Details page.
3 Click Copy Sub-Level Budget. The system displays the Copy Budget popup.
The system automatically populates From Budget and its description.
4 To Budget/To Budget Group—Enter the budget to which you want to copy the budget details or enter the
budget group to which the new budget is copied. For example, if From Budget is January, you can copy it to a
new budget for February.
The system automatically populates To Budget Group and its description if To Budget is entered.
5 Copy Budgeted Amounts—Select to copy all budget amounts to the new budget.
6 Reset Amounts to Zero—Select to reset budget amounts to zero on all new records.
7 Plus or Minus %—Enter a percentage by which to adjust new values.
8 Click Submit. The system copies the budget details to the new budget.

14 ‚ BUDGETS 429
15 ‚ CONTRACTS

Purchasing contracts detail agreements for parts. Details include such information as suppliers, timeframes, and
buyer facts as well as percentage discounts arranged for each contract according to order or duration.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition only. If you purchased Infor EAM Business Edition, you do not have access to the functionality
covered in this chapter.

In This Chapter
ƒ Defining Purchasing Contracts
ƒ Defining Clauses for Contract Classes
ƒ Defining Purchasing Contract Text

430
Defining Purchasing Contracts
Purchasing Contracts detail agreements with specific suppliers for certain parts.
Follow these steps to define purchasing contracts.
1 Open the Purchasing Contracts form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates Date Created and Own Contract.
3 Organization—Enter the organization to which the purchasing contract belongs if you use multi-organization
security.
The system automatically populates Status.
4 Purchasing Contract—Enter a description of the purchasing contract in the adjacent field. The system assigns
a purchasing contract number after you save the record.
5 Status—Select a status for the purchasing contract.
ƒ Unfinished—Select if the contract is editable and has not been approved.
Note: While system status is Unfinished, all fields are editable except Purchasing Contract, Organization,
Supplier, Language, Currency, Printed, and Copy From.
ƒ Approved/active—Select if the contract has been approved. In order to be considered active, the contract
may or may not be approved but the system date is in the range created by the start and end dates.
ƒ Cancelled—Select if the contract no longer effects purchase order changes.
6 Contract Class—Enter the contract class for the purchasing contract.
The system automatically populates Organization.
7 Supplier—Enter the supplier for the purchasing contract.
The system automatically populates Supplier Org., Language, and Currency.
8 Language—Select the language for the purchasing contract.
9 Currency—Select the currency for the purchasing contract.
10 Store—Enter the store to which items on the purchasing contract should be sent.
11 Person Responsible—Enter the name of the employee responsible for the purchasing contract.
12 Start Date—Enter the starting date for the purchasing contract.
13 End Date—Enter the ending date for the purchasing contract.
14 Supplier Reference—Enter the reference number for the supplier.
15 Contact—Enter the name of the contact person for the purchasing contract.
16 Copy From—Enter an existing purchasing contract to copy.
Note: The Copy From contract must have the same Currency as the new contract.
17 Renewal Date—Enter the renewal date for the purchasing contract.
18 Own Contract—Select if the contract originated internally. Leave unselected if the contract originated
externally (with the customer).
19 Printed—Select to have the system indicate when the contract has been printed.
Note: If you select the Printed checkbox, the Printed checkbox on the reports form will be populated.
20 Click . The system saves the record.

Assigning Parts to Purchasing Contracts

Add parts to purchasing contracts to define what is included in the contract.
Follow these steps to assign parts to purchasing contracts.
1 Open the Purchasing Contracts form. The system displays the List View page.
2 Select the contract for which to assign parts, and then click the Parts tab. The system displays the Parts page.
3 Click Add Part. The system inserts a new Part Details record.
4 Part—Enter the part to assign to the contract.
The system automatically populates the part description and Part Org.
UOP, Qty. per UOP, Supp. Catalog Reference, Net Price, currency, UOM, and Lead Time (Days) default
only if a Supplier Catalog record exists for the part.

15 ‚ CONTRACTS 431
5 UOP—Enter the unit of purchase for the part.
6 Qty. per UOP—Enter the quantity per unit of purchase.
7 Supp. Catalog Reference—Enter the supplier catalog reference for the part.
8 Net Price—Enter the net price for the part.
9 Click Submit. The system saves the record and updates the Parts list.
Note: To delete a part from a purchasing contract, select the part to delete, and then click Delete Part. The
system deletes the part and updates the Parts list.

Defining Part Discounts for Purchasing Contracts

Add, update, and delete part discounts on a purchasing contract.
Follow these steps to define part discounts for purchasing contracts.
1 Open the Purchasing Contracts form. The system displays the List View page.
2 Select the contract for which to define part disounts, and then click the Part Discounts tab. The system displays
the Part Discounts page.
3 Click Add Part Discount. The system inserts a new Part Discount Details record.
4 Part—Enter the part for which to assign a discount.
The system automatically populates the part description, Part Org., Purchase Price, UOP, and Supp. Catalog
Reference.
5 Discount %—Enter the percentage for the part discount.
6 Choose one of the following options:
ƒ Minimum Qty.—Enter the minimum quantity that must be purchased in order to receive the discount.
ƒ Minimum Value—Enter the minimum value for the discount.
7 Apply to Each PO—Select to apply the discount to each individual PO.
8 Click Submit. The system saves the record and updates the Part Discounts list.
Note: To delete a part discount from a part, select the discount to delete, and then click Delete Part Discount.
The system deletes the discount and updates the Part Discounts list.

Defining Order Discounts for Purchasing Contracts

Add order discounts to purchasing contracts to indicate the manufacturer discounts available on specific orders.
Follow these steps to define order discounts for purchasing contracts.
1 Open the Purchasing Contracts form. The system displays the List View page.
2 Select the contract for which to define order discounts, and then click the Order Discounts tab. The system
displays the Order Discounts page.
3 Click Add Order Discount. The system inserts a new Order Discount Details record.
4 Minimum Value—Enter the minimum value for the order discount.
5 Discount %—Enter the percentage amount for the order discount.
6 Apply to Each PO—Select to apply the order discount to each individual PO.
7 Click Submit. The system saves the record and updates the Order Discounts list.
Note: To delete an order discount from a purchasing contract, select the discount to delete, and then click
Delete Order Discount. The system deletes the order discount and updates the Order Discounts list.

Defining Clauses for Contract Classes

Modify, add, and delete lists of purchasing clauses for an existing contract class.
Follow these steps to define clauses for contract classes.
1 Open the Clauses of Contract Class form.
2 Contract Class—Enter the contract class for which to associate clauses.
The system automatically populates the contract description and Contract Class Org.
3 Click Add Clause. The system inserts a new Clause Details record.
4 Sequence—Enter the sequence number for the clause.

15 ‚ CONTRACTS 432
5 Clause—Enter the clause to associate with the contract class.
The system automatically populates the clause description.
6 Click Submit. The system saves the record and updates the Clauses of Contract Class list.
Note: To remove a clause from a contract class, select the clause to remove, and then click Remove
Clause. The system removes the clause and updates the clauses of contract class list.

Defining Purchasing Contract Text

Purchasing contract text contains basic information about the contract. Text is predefined for the default contract
class and contains such information as suppliers, timeframes, and buyer information. Purchasing contract text fields
allow the user to change the text labels on the printed contract. Create and/or edit purchasing contract text to appear
on the printed purchasing contract.
Follow these steps to define purchasing contract text.
1 Open the Purchasing Contract Text form.
2 Contract Class—Enter the contract class for which to define purchasing contract text.
The system automatically populates the description and Contract Class Org.
3 Click Add Record. The system inserts a new Contract Text Details record.
4 Language—Select the language of the purchasing contract text.
5 Contract—Enter the contractor.
6 Supplier—Enter the vendor.
7 Start Date—Enter the contract period start.
8 End Date—Enter the contract period end.
9 Clauses—Enter the contract terms.
10 Financial Conditions—Enter the text label for the financial conditions section of the printed purchasing
contract.
11 Per Order—Enter the text label for the per order discount details section of the printed purchasing contract.
12 Period—Enter the period discount.
13 Minimum Order Value—Enter the minimum order value.
14 Part—Enter the part.
15 Minimum Quantity—Enter the minimum quantity.
16 Minimum Value of Parts—Enter the minimum order line value.
17 Discount %—Enter the discount percentage.
18 Click Submit. The system saves the record and updates the Purchasing Contract Text list.
Note: To delete a record from the Contract Text list, select the record to delete, and then click Delete Record.
The system deletes the record and updates the Purchasing Contract Text list.

15 ‚ CONTRACTS 433
16 ƒ CALL CENTER

The call center module handles incoming customer requests for action, information, or comments. Use the call
center module to query a knowledge base for information to help customers, or to facilitate the search process;
search a GIS map to retrieve equipment for a work order; create a new work order; link a request to an existing work
order; or record customer comments.
This module easily facilitates the call taker’s need for speed. Sections of the main Call Center form can be expanded
or collapsed, with minimal need to open additional forms.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition only. If you purchased Infor EAM Business Edition, you do not have access to the functionality
covered in this chapter.

In This Chapter
ƒ Understanding Call Center Terms
ƒ Understanding Call Center
ƒ Setting Up Basic Call Center Information
ƒ Setting Up the Call Center Form
ƒ Processing Customer Requests

434
Understanding Call Center Terms
Refer to the following table to become familiar with the Call Center module’s unique attributes:
Term Definition
Action Request A request made by a customer that becomes a work order or is
linked to an existing work order
Address Alias A popular name for an address, e.g., Haywood Mall or
Cleveland Park
Attribute A person, place, or thing associated with GIS layers and based
only on the customer’s address, e.g., a council person, a school
district, or tax map ID
Bulletin Board A place in the system where you can view internal notices for
your call center
Bulletin Board Notices The actual notice that call center employees read or consult on
the bulletin board
Calendar Group A user-defined group for equipment with the same calendar
periods
Calendar Group Period A user-defined period of availability for a group of equipment,
e.g., Spring Semester (03/01/08-04/30/08), Monday-Friday,
08:00-16:00
Contact An address, employee, or customer used to identify the source
of contact
Contact Number The number the system automatically assigns a new contact
Customer Request The record of an individual interaction with a customer, e.g.,
call record
Department A department that offers information or service to customers
through the call center
Knowledge Base (KB) Article A searchable article that helps the call center employee
facilitate customer requests. Knowledge Base Articles often
contain a call script or other instructions.
Layer When associated with a service problem code, GIS layers are
used to filter features on the GIS map, e.g., street lights, water
lines, etc.
Provider An additional level of a department structure, used to route
work to specific service providers within a single department
Service Category An additional level of a department structure, used to filter
service problem codes or KB articles based on categories of
service problem codes.
Service Delivery Matrix A pre-defined combination of Department, Provider, Service
Category, and Service Problem Code associated to equipment
to filter lookups and knowledge base articles.
Service Problem Code A code that identifies a specific problem or request. Service
problem codes are required when creating a work order from a
customer request.

Understanding Call Center

The call center serves three main purposes: answering requests for information (information request), scheduling an
action for requests (action request), and recording customer comments (comment).
Typically, customers call, email, or fax the call center with an issue. The call center employee responds by
attempting to solve the customer’s problem, handling it according to the request type.
Record each customer request to provide accurate reporting on request volume. As soon as the customer contacts the
call center, click save to create a new record before you take any information. The type of request determines which
sections of the form need to be filled in. Many call centers require employees to perform a KB search for each
customer request so that standard procedures are followed (e.g., call scripts).

16 ‚ CALL CENTER 435

Information Requests
Customers may contact the call center asking for information, e.g., when is the concert in the park?. Perform a
search of the knowledge base for the requested information. The knowledge base is a database of articles created by
supervisors of the call center to help facilitate the information request process.
A knowledge base article can consist of a call script or phone numbers to read to the customer, an external URL link
that will answer the request, or a link to another KB article. Consult the article and relay the requested information
to the customer. Typically, information requests do not generate work orders. After the requested information is
relayed to the customer, the call usually ends. However, if the customer requires any work to be performed after the
information request, the call becomes an action request.

Action Requests
Action requests usually involve a problem the customer has. To solve action requests, create a customer request,
which typically becomes a work order, or link the customer request to an existing work order, e.g., a customer
contacts the call center to request the removal of a washing machine from their driveway. Create a customer request
for the problem, filling in the customer’s information as needed. If this is the first report of the problem, create a
work order. However, if the problem has already been reported, then create a customer request from the new
customer and link it to the existing work order.

Departmental Hierarchies
ƒ Departments—A department is the umbrella under which providers, service categories, and service problem
codes fall. It is the top of the hierarchy. An example of a department is "Environmental Services."
ƒ Providers—Providers refer to the levels within a department directly above a service category that handles the
service needed. An example of provider is "Solid Waste."
ƒ Service Categories—Service categories fall under a provider and help filter service problem codes. Service
categories represent the service needed. An example of a service category is "Residential Garbage Pickup."
ƒ Service Problem Codes—Service problem codes identify specific problems and any information needed to
provide solutions. A service problem code is required in order to create a work order from a customer request.
An example of a service problem code is "Appliance Pickup." The appliance pickup problem is assigned a
"code" that tells the system that a stove, washer, dryer, or other appliance needs to be picked up when that code
is entered into the system. This service problem code has a standard work order for appliance pickup.

Comments
Occasionally, customers call with comments, but no desire for information or need for work performance. The
comment may be about the new call center, an especially helpful employee, or other messages that require no
follow-up or action. The call center employee records the comment.

Setting Up Basic Call Center Information

To set up basic call center information, create service problem codes, associate layers with service problem codes,
and create providers, service categories, departments, and knowledge base articles.

Entering Contact Information

Enter contact information for follow up and informational purposes.
Note: Each contact must have either a Name, Address, or Employee Code before the system saves the
contact information.
Follow these steps to enter contact information.
1 Open the Contact Information form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Name—Enter a first name, middle initial, and last name for the contact.
4 Company Name—Enter the name of the company where the contact works.
5 Employee—Enter an employee code for the contact if applicable.
The system automatically populates the employee name in the adjacent field.
6 Address 1—Enter an address for the contact.

16 ‚ CALL CENTER 436

7 Address 2—Enter an address for the contact.
8 City—Enter the city of the contact.
9 State—Enter the state of the contact.
10 Zip Code—Enter the zip code of the contact.
11 Address Alias—Enter a popular name for the address, e.g., Gwinnett Place Mall or Finley Park.
12 Primary E-mail—Enter a primary e-mail address for the contact.
13 Secondary E-mail—Enter a work e-mail address for the contact.
14 Notes—Enter any applicable notes for the contact.
15 Organization—Enter the organization to which the contact belongs.
16 Class—Enter the class to which the contact belongs.
17 Primary Phone—Enter a primary phone number for the contact.
18 Secondary Phone—Enter an alternate phone number for the contact.
19 Third Phone—Enter a third phone number for the contact.
20 Primary Fax—Enter a home fax number for the contact.
21 Secondary Fax—Enter a work fax number for the contact.
22 E-mail Fax—Enter the e-mail address for the contact if you use fax software that requires an e-mail address.
23 Click . The system saves the record and assigns a Contact number.

Associating Equipment with Contact Information

For contacts with specific equipment, associate one or more pieces of equipment with the contact information
record.
Note: Specific equipment can be a system, position, asset, or location.
Follow these steps to associate equipment with contact information.
1 Open the Contact Information form. The system displays the List View page.
2 Select the contact for which to associate equipment, and then click the Equipment tab. The system displays the
Equipment page.
3 Click Add Equipment. The system inserts a new Equipment Details record.
4 Equipment—Enter the equipment to associate with the contact.
The system automatically populates the Equipment description and Organization.
Shortcut: Equipment is multi-select to save time.
5 Click Submit. The system saves the record and updates the Equipment list.

Creating Service Problem Codes

Service problem codes identify requests, concerns, or problems that customers frequently experience. Create service
problem codes that are specific to your customer needs. With any call type your employee can enter a specific
service problem code to provide reporting on frequency of that type of call. The service problem code may also
contain all the information needed to create a work order.
Follow these steps to create service problem codes.
1 Open the Service Problem Codes form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the service problem code belongs if you use multi-organization
security.
4 Service Problem Code—Enter a unique code identifying the service problem, and then enter a description of
the service problem code in the adjacent field.
5 WO Type—Select a type of work order to create for the service problem code.
6 Standard WO—Enter the standard work order with which to associate the service problem code.
7 Priority—Select the priority for work orders created from this service problem code.
8 Class—Enter the class with which to associate the service problem code.
The system automatically populates Class Org.

16 ‚ CALL CENTER 437

9 Equipment—Enter the equipment to associate with the service problem code.
The system automatically populates Equipment Org.
Note: Equipment can also be selected on the Call Center form or GIS map when processing an action
request.
10 Out of Service—Select if the service problem code is not used.
11 WO Class—Enter the work order class with which to associate the service problem code.
The system automatically populates WO Class Org.
12 Temporary Fix Turnaround—Enter the amount of time it will take for the problem to be fixed temporarily by
entering in an amount, and then select the unit of time.
13 Permanent Fix Turnaround—Enter the amount of time it will take for the problem to be fixed permanently by
entering in an amount, and then select the unit of time.
Note: Temporary Fix Turnaround and Permanent Fix Turnaround are used to calculate promise dates on
the Call Center form when Service Problem Code is selected.
14 Penalty Factor—Enter the penalty factor with which to associate the service problem code.
15 Equipment Usability—Enter the code identifying the equipment's usability.
The system automatically populates Equipment Usability Org.
Note: Equipment Usability is used in penalty reports when penalty amounts depend upon equipment
usability.
16 Click . The system saves the record.

Associating GIS Map Layers with Service Problem Codes

For each service problem code you create, you can associate GIS map layers. Layers might include street lights,
water lines, or other features to which a service problem code applies.
When the call taker opens the map for a particular address, the system displays the relevant equipment layer based
upon the service problem code.
Follow these steps to associate GIS map layers with service problem codes.
1 Open the Service Problem Codes form. The system displays the List View page.
2 Select the service problem code for which to associate a layer, and then click the Layers tab. The system
displays the Layers page.
3 Click Add Layer. The system inserts a new Layer Details record.
4 Layer—Select a layer with which to associate the service problem code.
5 Click Submit. The system saves the record and updates the Layers list.
Note: To delete a layer from a service problem code, select the layer to delete, and then click Delete Layer.
The system deletes the record and updates the Layers list.

Creating Providers
Providers facilitate knowledge base searches in the call center and provide additional levels of reporting for a
department.
Follow these steps to create providers.
1 Open the Providers form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the provider belongs.
4 Provider—Enter a unique code identifying the provider, and then enter a description of the provider in the
adjacent field.
5 Address 1—Enter an address for the provider.
6 Address 2—Enter an address for the provider.
7 City—Enter the city of the provider.
8 State—Enter the state of the provider.
9 Zip Code—Enter the zip code of the provider.
10 Primary E-mail—Enter the primary e-mail address for the provider.
11 Secondary E-mail—Enter an alternate e-mail address for the provider.

16 ‚ CALL CENTER 438

12 Contact—Enter the contact person for the provider.
13 Preferred Method of Contact—Select the method by which the contact prefers to receive correspondence.
14 Class—Enter the class to which the provider belongs.
15 Out of Service—Select if the provider is not used.
16 Primary Phone—Enter the primary phone number for the provider.
17 Secondary Phone—Enter an alternate phone number for the provider.
18 Third Phone—Enter the third phone number for the provider.
19 Primary Fax—Enter the primary fax number for the provider.
20 Secondary Fax—Enter an alternate fax number for the provider.
21 E-mail Fax—Enter the e-mail address for the provider if you use fax software that requires an e-mail address.
22 Click . The system saves the record.

Creating Service Categories

Service categories facilitate knowledge base searches in the call center and provide additional levels of reporting for
a department.
Follow these steps to create service categories.
1 Open the Service Categories form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization to which the service category belongs.
4 Service Category—Enter a unique code identifying the service category, and then enter a description of the
service category in the adjacent field.
5 Class—Enter the class of the service category.
6 Out of Service—Select if the service category is not used.
7 Click . The system saves the record.

Creating Department Structures

Create department structures consisting of providers, service categories, and service problem codes.
Follow these steps to create department structures.
Shortcut: Add both a parent and child record at the same time. The system adds both to the structure.
1 Open the Departments form. The system displays the List View page.
2 Select the department for which to create a structure, and then click the Structure tab. The system displays the
Structure page.
The system automatically displays the department in the Department Structure tree.
3 Click Add Record. The system inserts a new Record Details record.
4 Provider—Enter the provider for this department.
5 Service Category—Enter the service category.
6 Service Problem Code—Enter the service problem code.
The system automatically populates Service Problem Code Org.
7 Click . The system saves the record.
Notes: To delete a record, select the record to delete, and then click Delete Record. The system deletes the
record and updates the Department Structure tree.
If you delete a parent record, the system deletes all of its child records, e.g., deleting Provider 1 will also
delete Category 1 and Service Problem Code 1 from the structure.

Creating Service Delivery Matrixes for Equipment

Create service delivery matrixes to filter Department, Provider, Service Category, and Service Problem Code
lookups on the Call Center form and in the Knowledge Base based on the selected equipment. Refer to "Selecting
Options for the Call Center Form" later in this chapter for more information.

16 ‚ CALL CENTER 439

Important: Service Delivery Matrix must be selected for Service Problem Code Validation on the Call Center
Setup form before a service delivery matrix can be created for selected equipment.
Follow these steps to create service delivery matrixes for equipment.
1 Open the Assets, Positions, or Systems form. The system displays the List View page.
2 Select the asset, position, or system for which to create a service delivery matrix, and then click the Service
Matrix Delivery tab. The system displays the Service Matrix Delivery page.
Important: Service Delivery Matrix must be selected on the Record View page of the selected asset before the
system displays the Service Delivery Matrix page.
3 Click Add Record. The system inserts a new Service Delivery Combination Details record.
4 Department—Enter the department that which is valid for the selected equipment.
The system automatically populates Department Org.
5 Provider—Enter the provider that which is valid for the selected equipment.
The system automatically populates Provider Org.
6 Service Category—Enter the service category that which is valid for the selected equipment.
The system automatically populates Service Category Org.
7 Service Problem Code—Enter the service problem code that which is valid for the selected service problem
code.
The system automatically populates Service Problem Code Org.
8 Click Submit. The system saves the record and updates the Service Delivery Matrix list.
Notes: To delete a service delivery matrix combination, select the combination to delete, and then click Delete
Record. The system deletes the record and updates the Service Delivery Matrix list. The system only
deletes the selected combination. The system does not delete other records containing the deleted
department, provider, service category, or service problem code.
To delete the entire service delivery matrix for the selected equipment, click Delete All. The system
deletes all records in the service delivery matrix for the selected equipment.
To copy a service delivery matrix for child equipment, select the service delivery matrix, and then click
Copy to Every Child Matrix. The system copies the service delivery matrix to the Service Delivery
Matrix page of every child equipment with Service Delivery Matrix selected on its record in the service
delivery matrix already.
To import a matrix, select the service delivery matrix to import to, and then click Import Matrix. The
system displays the Import Matrix popup. Select the equipment from which to import the matrix, and
then click Submit.

Defining Calendar Groups for Equipment

Define a calendar group code for equipment that share periods of availability.
Follow these steps to define calendar groups for equipment.
1 Open the Calendar Groups form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization of the equipment.
4 Calendar Group—Enter the calendar group, and then enter a description in the adjacent field.
5 Class—Enter the class of the equipment.
6 Out of Service—Select if the calendar group is not used.
7 Click . The system saves the record.

Defining Calendar Periods for Calendar Groups

Define periods of availability for calendar groups to calculate penalties and for reporting purposes.
Follow these steps to define calendar periods for calendar groups.
1 Open the Calendar Groups form. The system displays the List View page.
2 Select the calendar group for which to define periods, and then click the Calendar Periods tab. The system
displays the Calendar Periods page.
3 Click Add Calendar Period. The system inserts a new Calendar Period Details record.
4 Calendar Period—Enter the name of the calendar period.

16 ‚ CALL CENTER 440

5 Start Date—Enter the date the calendar period starts.
6 End Date—Enter the date the calendar period ends.
7 Monday Start Time—Enter the start time for Mondays during the calendar period.
8 Monday End Time—Enter the end time for Mondays during the calendar period.
9 Tuesday Start Time—Enter the start time for Tuesdays during the calendar period.
10 Tuesday End Time—Enter the end time for Tuesdays during the calendar period.
11 Wednesday Start Time—Enter the start time for Wednesdays during the calendar period.
12 Wednesday End Time—Enter the end time for Wednesdays during the calendar period.
13 Thursday Start Time—Enter the start time for Thursdays during the calendar period.
14 Thursday End Time—Enter the end time for Thursdays during the calendar period.
15 Friday Start Time—Enter the start time for Fridays during the calendar period.
16 Friday End Time—Enter the end time for Fridays during the calendar period.
17 Saturday Start Time—Enter the start time for Saturdays during the calendar period.
18 Saturday End Time—Enter the end time for Saturdays during the calendar period.
19 Sunday Start Time—Enter the start time for Sundays during the calendar period.
20 Sunday End Time—Enter the end time for Sundays during the calendar period.
21 Click Submit. The system saves the record.
Note: To delete a calendar period, select the calendar period to delete, and then click Delete Calendar
Period. The system deletes the record and updates the Calendar Periods list.

Creating Knowledge Base Articles

Create knowledge base articles to reference when assisting customers. Knowledge base articles can contain
instructions for call center employees, links to websites, or separate documents for the customer.
Follow these steps to create knowledge base articles.
1 Open the Knowledge Base Articles form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization.
4 Knowledge Base Article—Enter a unique code to identify the article, and then enter a title for the article in the
adjacent field.
Note: If AUTOKBNUM=YES the system automatically numbers the KB article. Contact your system
administrator for more information.
5 Language—Select the language for the article text and information.
6 Status—Select the status for the article.
Note: The system does not display articles with an Obsolete status during a knowledge base article search.
7 Department—Enter the department with which to associate the article.
8 Provider—Enter the provider with which to associate the article.
9 Service Category—Enter the service category with which to associate the article.
10 Service Problem Code—Enter a service problem code with which to associate the article.
The system automatically populates Service Problem Code Org.
Note: The system copies Department, Provider, Service Category, and Service Problem Code to the
customer request when the article is selected from the knowledge base.
11 Keywords—Enter words that identify the article when performing KB searches.
12 Remarks—Enter remarks about the article.
13 Article Text—Enter the body text of the article.
Note: Within Article Text you can link documents, other knowledge base articles, and external web pages to
the knowledge base article you are creating with the HTML Editor. Click to link a document,
knowledge base article, or web address. The system displays the Hyperlink popup.
Shortcut: Copy and paste from existing documents to save time.
14 Click . The system saves the record.
The system automatically populates Created By, Date Created, Last Updated By, and Date Last Updated.

16 ‚ CALL CENTER 441

Viewing Associated Service Delivery Matrixes and Knowledge Base Articles
Each equipment record can have a service delivery matrix defined with allowable combinations of Department,
Provider, Service Category, and Service Problem Code. When a knowledge base article is created with the
referenced values for the department, provider, service category, and service problem code, the system creates a
viewable record of the association.
Follow these steps to view associated service delivery matrixes and knowledge base articles.
1 Open the Knowledge Base Articles form. The system displays the List View page.
2 Select the knowledge base article for which to view an associated service delivery matrix, and then click the
Service Delivery Matrix Equipment tab. The system displays the Service Delivery Matrix Equipment page.
3 View the information.

Creating Bulletin Board Notices

Create, edit, and view bulletin board notices from the Call Center form.
Follow these steps to create bulletin board notices.
1 Open the Bulletin Board Notices form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
The system automatically populates Created By and Date Created.
3 Organization—Enter the organization to which the bulletin board notice belongs.
4 Language—Select the language in which to create the notice.
Note: To create a notice in more than one language, create separate bulletin board notices for each language.
5 Importance—Select the level of importance for the notice. The system displays icons on the bulletin board
indicating the selected level of importance.
6 Knowledge Base Article—Enter the article to which a hyperlink should be displayed on the bulletin board.
7 Start Date—Enter the start date for displaying the notice on the bulletin board.
8 End Date—Enter the end date for dispaying the notice on the bulletin board.
Note: If you do not enter a Start Date and End Date, the system displays the notice on the bulletin board until
an End Date is entered or the notice is deleted.
9 Title—Enter the title for the notice.
10 Notice—Enter the details of the notice.
11 Click . The system saves the record.
The system automatically populates Bulletin Board Notice.

Defining Event Log Type Filters

Define which event log types are selectable in the Event Log Type for combinations of Source (Call Center or WO),
WO Type, and WO Class.
Follow these steps to define event log type filters.
1 Open the Event Log Type Filter form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Source—Select the screen for which the event log type will display.
4 Event Log Type—Select the type of event log to display for the Source, WO Type, and WO Class.
5 WO Type—Enter the work order type for which the event log type will display.
6 WO Class—Enter the work order class for which the event log type will display.
7 Click . The system saves the record.

16 ‚ CALL CENTER 442

Setting Up the Call Center Form
Set up the Call Center form by selecting default values and the options to display on the form.

Selecting Options for the Call Center Form

Select the options for the Call Center form to expedite the customer request process.
Follow these steps to select options for the Call Center form.
1 Open the Call Center Setup form. The system displays the List View page.
2 Select the organization for which to select options, and then click the Record View tab. The system displays the
Record View page.
3 Default Source—Select the source to display as the default source on the Call Center form.
4 Default WO Status—Select the default status to display when creating a work order on the Call Center form.
5 Default WO Org.—Enter the organization to display as the default work order organization when a work order
is created and the system cannot determine the work order organization from the service problem code or
equipment.
6 Default Type—Select the default request type.
7 Default Find Customer By—Select the default option to search by when searching for contact information.
8 Use Default Organization—Select to use the call taker's default organization on the Call Center form.
Note: If unselected, the call taker must pick an organization for each caller on the Call Center form.
9 Open Request Status when WO Closes—Select the status to assign to open customer requests when the work
order to which they are linked is closed:
Note: This refers only to customer requests that are open.
ƒ Open—Select to keep the customer request open when the work order closes.
ƒ Follow-up—Select to flag the customer request for follow up when the work order closes.
ƒ Closed—Select to close the customer request when the work order closes.
ƒ Cancelled—Select to cancel the customer request when the work order closes.
10 Follow-up Request Status when WO Closes—Select the status to assign to follow-up customer requests when
the work order to which they are linked is closed:
Note: This refers only to customer requests marked for follow-up.
ƒ Open—Select to open the customer request when the work order closes.
ƒ Follow-up—Select to flag the customer request for follow-up when the work order closes.
ƒ Closed—Select to close the customer request when the work order closes.
ƒ Cancelled—Select to cancel the customer request when the work order closes.
Important: You may define more statuses to meet your call center requirements. Contact your system administrator
for more information.
11 Top Ten Lookback Days—Enter the number of days for which to calculate the top ten knowledge base
articles, e.g., enter 10 to view the top ten articles for the last 10 days, or enter 6 to view the top ten articles for
the last 6 days.

12 Minimum Penalty—Enter the minimum penalty amount that must be met before a penalty can be deducted
from the maintenance fee.
13 Service Problem Code Validation—Select one of the following options:
ƒ Department Structure—Select to define a hierarchy of department, provider, service category, and
service problem code on the Department Structure page of the Departments form. Equipment and service
problem code do not restrict one another, e.g., a service problem code for tree removal does not need to be
linked to every possible parcel within a city. Call takers may select tree removal as the service problem
code, and then select the property location for the problem.
ƒ Service Delivery Matrix—Select to configure a matrix of valid department, provider, service category,
and service problem code combinations for equipment on the Service Delivery Matrix page of the
Equipment form. If selected, only equipment with service delivery matrix flagged can be selected.
Important: Service Delivery Matrix is very restrictive and requires more maintenance.
Note: The equipment must be flagged as Service Delivery Matrix in order for the lookups and KB search to be
filtered on the equipment.

16 ‚ CALL CENTER 443

14 Event Log Type Filter—Select to restrict event types in the Event Log popup on the Call Center form. Refer to
"Defining Event Log Type Filters" earlier in this chapter.
15 Allow Request to be Closed while WO is Open—Select to allow the call taker to close the customer request
while the work order is open.
Note: If unselected, the system does not allow a status change to Closed on customer requests linked to open
work orders.
16 Populate Customer Information on Unsuccessful Search—Select to always copy the information used to
search for a customer, e.g., copy customer name or phone number to the customer information section when the
customer is not located through Find Customer By.
17 Allow New Contact to be Saved on Customer Request—Select to allow the system to save a new Contact
Information record on the Customer Request section of the Call Center form.
Tip: Unselect if only authorized callers are allowed, or if only addresses are stored on the Contact
Information record.
18 Use Department Structure Values Only Once—Select to use each value in the department hierarchy of
provider, service category and service problem code only once.
Notes: Provider, Service Category, and Service Problem Code can appear in the department structure only
once. If you select a service problem code, the system automatically populates Department, Provider,
Service Category, and Service Problem Code based on the associated department structure.
Unselect to use a service problem code for more than one department, service category, or provider.
Follow these steps to select options for the duplicate work order check on the Action Request section.
19 Enable Duplicate WO Check—Select to enable the system to check for duplicate work orders. The system
displays the duplicate work orders in Work Order on the Work Orders popup on the Call Center form. When
duplicate work orders exist, users can link to an existing work order or create a new one.
20 Days to Show Closed WOs—Enter the number of days to show a work order when the work order has closed.
Note: Specify the Days to Show Closed WOs to reduce the number of possible duplicate work orders to
display for the equipment. Leave it blank to show only work orders that are still open. Enter 0 to show
work orders that were closed today or enter 1 for yesterday, etc.
21 Days to Show Open WOs—Enter the number of days to show the work order after the work order was created,
e.g., enter 0 to show work orders created on the current date only, enter 1 to show work orders created one day
prior to the current date, or leave it blank to include all open work orders.
22 WO Types—Enter the work order types to allow call takers to link to customer requests, e.g., enter Breakdown
and Repairable Spare to allow the call takers to select work orders of Breakdown and Repairable Spare type
only. Enter null to allow call takers to link customer requests to all work order types.
23 WO Statuses—Enter the work order statuses of which to allow call takers to link customer requests
24 Match WO Header Equipment Only—Select to display work orders when at least one equipment record on
the Call Center form matches the WO header equipment.
25 Match Equipment on WO Header or Equipment Tab—Select to display work orders when at least one
equipment record on the Call Center form appears on the WO header or the Equipment page of the Work
Orders form.
26 Match Service Category—Select to display work orders when Service Category matches the service category
of the customer request.
27 Match Service Problem Code—Select to display work orders when Service Problem Code matches the
service problem code of the customer request.
Follow these steps to select options for the Knowledge Base popup.
28 KB Results Per Page—Enter the number of knowledge base articles to display per page after a knowledge base
article search.
29 Show Service Category in Knowledge Base—Select to display the service category in the knowledge base.
30 Show Provider in Knowledge Base—Select to display the provider in the knowledge base.
Follow these steps to select options for the GIS Map Search popup.
31 Show Service Problem Code in Knowledge Base—Select to display the service problem code in the
knowledge base.
32 Highlight on Map—Select to have the option to highlight addresses on the map.
33 Identify Features—Select to have the option to identify features on the map.
34 Show Children—Select to have the option to show child equipment on the map.

16 ‚ CALL CENTER 444

35 View Nearest Address—Select to have the option to view the nearest address on the map.
36 Schedule WOs—Select to have the option to schedule work orders from the map.
37 Click . The system saves the record and automatically populates Date Last Updated and Last Updated
By.

Specifying GIS Attributes for the Call Center Form

Select GIS layer attributes based on the customer address to display on the Additional Info popup of the Call Center
form.
Follow these steps to specify attributes for the Call Center form.
1 Open the Call Center Setup form. The system displays the List View page.
2 Select an organization, and then click the GIS Attributes tab. The system displays the GIS Attributes page.
3 Click Add Attribute. The system inserts a new Attribute Details record.
4 Layer—Select the layer for which to choose attributes.
5 Attribute—Select the attribute to appear on the popup.
6 Alias—Enter an alias for the attribute. If your attribute name is PC_Parcid enter Parcel Number in Alias.
7 Click Submit. The system saves the record and updates the GIS Attributes list.
Note: To delete an attribute, select the attribute to delete, and then click Delete Attribute. The system deletes
the record and updates the GIS Attributes list.

Defining Usability Codes for Equipment

Define usability codes for equipment to calculate penalties for facilities management reports. Use equipment
usability codes such as Available for Use or Unavailable to determine equipment usability.
Follow these steps to define usability codes for equipment.
1 Open the Call Center Setup form. The system displays the List View page.
2 Click the Equipment Usability Codes tab. The system displays the Equipment Usability Codes page.
3 Click Add Equipment Usability Code. The system inserts a new Equipment Usability Details record.
4 Equipment Usability—Enter an equipment usability code, and then enter a description of the equipment
usability code in the adjacent field.
5 Penalty Factor—Enter a penalty factor for the equipment usability code.
6 Out of Service—Select if the equipment usability code is out of service.
7 Click Submit. The system saves the record and updates the Equipment Usability Details list.

Processing Customer Requests

Edit contact information, search a GIS map to retrieve equipment for a work order, create a new work order, link to
an existing work order, record customer comments, query the knowledge base search, or view bulletin board notices.

Entering Customer Requests

Follow these steps to enter customer requests.
1 Open the Call Center form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Organization—Enter the organization of the request.
4 Status—Select the status for the request.
5 Source—Select the request source.
6 Type—Select the request type.
7 Class—Enter the class for the request linked to the work order from the problem code.
8 Assigned To—Enter the Call Center employee assigned to the request.
The system automatically populates Request Taken By and Request Date.
9 Click . The system saves the record. Refer to "Viewing Customer Requests for Work Orders" in Chapter 5 ‚
Work Management.

16 ‚ CALL CENTER 445

Performing a Customer Search
Follow these steps to perform a customer search.
1 Open the Call Center form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Find Customer By—Choose one of the following options to search for a customer:
ƒ Phone—Select to locate a customer by phone number in the system. The system searches all phone fields,
not just the primary phone.
ƒ Employee Code—Select to locate call center employees by their codes.
ƒ Last Name—Select to locate customers by their last names.
ƒ First Name—Select to locate customers by their first names.
ƒ Employee Name—Select to locate call center employees by names.
ƒ Address—Select to locate customers by their address in the system.
4 Enter data in that contains, e.g., if you chose to search by Phone, enter the phone number, and then click to
begin the search process.
Notes: If exactly one match is found, the system populates the information in the Customer Information section.
If more than one match is found, select the correct match from the Customer Information lookup.
If no match is found, the system copies the search criteria information to the Customer Information
section.

Entering Customer Information

Follow these steps to enter customer information.
1 Open the Call Center form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Name—Enter the customer’s first name, middle initial, and last name.
4 Employee Code—Enter the code for the employee.
The system automatically populates Employee Name.
5 Address 1 and Address 2—Enter an address.
Shortcut: Click to copy Address 1 or Address 2 to the work address on the action request.
6 City—Enter the city.
7 State—Enter the state.
8 Zip Code—Enter the zip code.
9 Primary Phone—Enter the phone number.
10 Secondary Phone—Enter a second phone number.
11 Third Phone—Enter a third phone number.
12 Primary Fax—Enter fax number
13 Secondary Fax—Enter a second fax number.
14 Primary E-mail—Enter an email address.
Note: Click to send an email message to the customer.
15 Secondary E-mail—Enter a second email address.
16 Address Alias—Enter a popular name for an address, e.g., Haywood Mall or Cleveland Park.
17 Notes—Enter notes specific to the customer.
Notes: Click to save the customer information to a new contact information record. Refer to "Entering
Contact Information" earlier in this chapter. The system automatically populates Customer.
Click to save any changes made to this customer’s information to the existing contact information
record.
If you do not wish to save the information to a contact information record, leave the information added
and navigate to another section. The system saves the new information to the customer request, not to
the contact information record.

16 ‚ CALL CENTER 446

Viewing Additional Information
View information based on the GIS Attributes page of the Call Center Setup form and Address 1 in the Customer
Information section.
Follow these steps to view additional information.
1 Open the Call Center form. The system displays the List View page.
2 Select the customer request for which to view additional information, and then click the Record View tab. The
system displays the Record View page.
3 Click . The system displays the Additional Information popup.
4 View the additional information.
Note: If the system finds more than one address match, select the address for which to show attributes from
the lookup, and then click Next to view the Additional Info popup.
5 Click Close. The system closes the popup.

Viewing the Event Log

View the progress of a customer request or work order.
Follow these steps to view the event log.
1 Open the Call Center form. The system displays the List View page.
2 Select the customer request for which to view the event log, and then click the Record View tab. The system
displays the Record View page.
3 Click . The system displays the Event Log popup.
4 Click Add Event. The system inserts a new Event Details record.
5 Date/Time—Enter a date and time for the event.
6 Event Log Type—Select a type for the event.
7 From Value—Enter a value.
8 To Value—Enter a value.
Note: From Value and To Value are highly configurable and may represent any value of your choice, for
example, From Value could represent the email address of a sender, and To Value could represent the
email address of the recipient, etc.
9 Click Close. The system closes the popup.
The system automatically populates User and Field.

Performing a Knowledge Base Search

Follow these steps to perform a knowledge base search.
1 Open the Call Center form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Search Criteria—Enter the words to search for in the knowledge base.
4 Choose one of the following to specify search criteria results:
ƒ Keyword Search—Select to search the knowledge base for articles with key words that match the criteria.
ƒ Full Text Search—Select to search the contents of the knowledge base for the search criteria entered.
5 Department—Enter a department to narrow the search.
6 Provider—Enter a provider to narrow the search.
7 Service Category—Enter a service category to narrow the search.
8 Click . The system performs the search and displays the Knowledge Base form.
The system automatically populates Search Criteria, Keyword Search/Full Text Search, Department,
Provider, Service Category, and Service Problem Code with the information from the Call Center form.
9 Click the title of the article that closely matches your search. The system displays the article.
Shortcut: If you are familiar with an article and see the service problem code you need, click next to the article.
The system adds the article to the customer request.

16 ‚ CALL CENTER 447

Notes: Click to add the article to the customer request. The system adds the article, Department,
Provider, Service Category, and Service Problem Code to the Call Center form.
Click to add the article to My Favorites.
Click to remove the article from My Favorites.
Click to print the article.

Viewing the Results of the Knowledge Base Search

View the results of the knowledge base article search, your favorite articles, or your most recent search results.

Viewing the Results Summary

Follow these steps to view the results summary of a knowledge base search.
1 Perform a knowledge base search. Refer to "Performing a Knowledge Base Search" earlier in this chapter for
more information. On the right-hand side of the page, the system displays the Results Summary pane.
2 Click Total Articles Found to view all articles from the search.
3 Click Articles w/ Service Problem Codes to view only the articles that have a service problem code.

Viewing My Recent Searches

Follow these steps to view my recent searches.
1 Perform a knowledge base search. Refer to "Performing a Knowledge Base Search" earlier in this chapter for
more information. On the right-hand side of the page, the system displays the My Recent Searches pane.
2 Click the saved search. The system displays the article.
Note: The system displays your 5 most recent searches during the period of login. The search is cleared
when you log out.

Viewing My Favorites
Follow these steps to view my favorites.
1 Perform a knowledge base search. Refer to "Performing a Knowledge Base Search" earlier in this chapter for
more information. On the right-hand side of the page, the system displays the My Favorites pane.
2 Click the title of the article. The system displays the article.
Note: If you log out, the system does not delete this list.

Viewing the Top 10 Knowledge Base Articles

Follow these steps to view the top 10 knowledge base articles.
1 Open the Call Center form. The system displays the List View page.
2 Click the Record View tab. The system displays the Record View page.
3 Click on Top 10 KB Articles. On the right-hand side of the page, the system displays the top ten Knowledge
Base Articles.
4 Click the title of the desired KB Article. The system displays the article in the Knowledge Base.

Processing an Action Request

Follow these steps to process an action request.
1 Open the Call Center form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Choose one of the following options:
ƒ Work Address—Enter the address or intersection where work is requested.
ƒ Landmark—Enter a popular landmark to retrieve an address if the exact work address is not known.
Notes: If you copied Address 1 or Address 2 from Customer Information, the system inserts the address in
Work Address.
Click to view additional information based on the Work Address. Refer to "Viewing Additional
Information" earlier in this chapter.

16 ‚ CALL CENTER 448

4 Equipment—Enter the equipment on which to perform work.
Shortcuts: Click to view and select from equipment associated with this customer.
Click to view and select from all equipment associated with this customer. The system automatically
populates Multiple Equipment if more than 1equipment is selected.
The system automatically populates Equipment Org. and Equipment Description.
5 Service Problem Code—Enter the service problem code.
Note: The system can automatically populate Service Problem Code for the work order based on the
selected knowledge base article. Refer to "Performing a Knowledge Base Search" earlier in this
chapter.
The system automatically populates Service Problem Code Description, Standard WO, WO Priority,and
Promise Date.
6 Temporary Fix Promise Date—Enter the date by which the work will be fixed temporarily.
7 WO Class—Enter the class of the work order.
8 Equipment Usability—Enter the code identifying the equipment's usability.
The system automatically populates Equipment Usability Org.
Note: Equipment Usability is used in penalty reports when penalty amounts depend upon equipment
usability.
9 Permanent Fix Promise Date—Enter the date by which the work will be fixed permanently.
10 Click . The system displays the GIS Map Search popup.
11 Perform a GIS map search. Refer to "Performing a GIS Map Search (Infor EAM)" in Chapter 10 ‚ GIS
Integration for information on searching the GIS map.
12 Choose one of the following options:
ƒ Return Equipment—Click to return equipment to the action request.
The system automatically populates Equipment, Equipment Description, and Equipment Org. on the action
request page.
ƒ Return Work Order—Click to return a work order to the action request. The system associates the
customer request with this existing work order.
ƒ Close—Click to close the GIS Map Search page.
ƒ Associate Map—Click to attach the map to the customer request as a .PDF file.
ƒ Update Work Address—Click to update the work address on the Call Center form with the selected
equipment. This is used when the equipment is a physical address.
Notes: If you attach the map to the customer request, click the Documents tab to view it.
If your system does not have the GIS module, select Equipment from the list of values.
13 Enter linear reference information. Refer to "Defining Regular Work Order Headers" in Chapter 5 ‚ Work
Management for more information.
Note: The system only displays Linear Reference Details if the equipment record for which to create the work
order is a linear equipment record.
14 Click . The system creates the Work Order.
15 Choose one of the following options:
ƒ Link work order to customer request—Select the Work Order, and then click Link to Request.
The system automatically populates Work Order, WO Class, Work Order Org., WO Priority, and
selects Duplicate.
ƒ Generate a new work order—Click Create New WO.
The system creates the new work order and automatically populates Work Order.
16 Click . The system saves the record.

Adding Remarks to the Customer Request

Follow these steps to add remarks to the customer request.
1 Open the Call Center form. The system displays the List View page.
2 Click . The system inserts a new record and displays the Record View page.
3 Remarks—Enter any remarks regarding the customer, work order, or request.

16 ‚ CALL CENTER 449

4 Copy to WO—Select to copy the remarks to the work order when you click .
Note: If Copy to WO is unselected, the system saves remarks made to the customer request only.
5 Click . The system saves the record.

Viewing Bulletin Board Notices

Follow these steps to view bulletin board notices.
1 Open the Call Center form. The system displays the List View page.
2 Click the Record View tab. The system displays the Record View page.
3 Click next to Bulletin Board. The system displays the bulletin board items.
4 Click next to the notices that have additional text to expand them. Notices with knowledge base articles have
titles that are links to display the knowledge base articles.
5 View the bulletin board notice information.

16 ‚ CALL CENTER 450

17 ‚ WEB SERVICE PROMPT
EXECUTION

System administrators can create user-defined screens that utilize the underlying web services on which the system
is architected. Refer to "Defining Web Service Prompts" in Chapter 3 ‚ Interface Configuration of the System
Administrator's Guide. The Web Service Prompt Engine displays the screen representing the prompt definition. The
Web Service Prompt Engine also processes data entered for the prompt transactions through the underlying web
services.
Because the Web Service Prompt Engine uses web services, the data is processed directly to the underlying tables as
the transactions are submitted. Therefore, you receive immediate feedback if the transaction is successful as well as
if it contains validation or web service errors. These errors can then be corrected in 'real time' and re-submitted.
Once a web service prompt has been created, the system administrator must place the corresponding screen into the
user groups menu structure. That process makes the new screen available through the menu structure, and the new
screen appears like all other screens within the system. The screen name is equivalent to the prompt description.
You need only query permissions for the new screen.
Note: User defined fields are available for web service prompts. The fields display in a list of all fields under
the appropriate web service. These user defined fields inherit properties from the associated reference
form. Right-click in Screen Designer mode to define options for user defined fields. Refer to "Entering
User Defined Fields" in Chapter 1‚Basics.
The following apply to screens based on web service prompts:
ƒ They are standalone record view screens with no tabs and no Dataspy filtering features
ƒ Common tabs and pop-ups (Comments, Documents, Addresses, etc.) are not available
ƒ The only toolbar options available are Previous Screen, Save, Reset Screen, and Help
ƒ Right-click options are not available
ƒ Dataspy, Export to Excel, Quick Filter, and Save Layout options are not available
ƒ The system does not automatically display the lookup defined on the selected screen for a chosen field. The
system administrator must associate a Query Code or define a Retrieved Value for each lookup field unless the
field is a User Defined Field with lookup definitions defined on the inherited screen.
Important: This chapter covers functionality available in Infor EAM Enterprise Edition and Asset Sustainability
Edition only. If you purchased Infor EAM Business Edition, you do not have access to the functionality
covered in this chapter.

In This Chapter
ƒ Executing Web Service Prompts

451
Executing Web Service Prompts
Submit one or more transactions using one or more web services to execute the web service prompts.
Follow these steps to execute web service prompts.
1 Create a web service prompt. Refer to "Defining Web Service Prompts" in Chapter 3 ‚ Interface Configuration
of the System Administrator's Guide.
2 Associate the new web service prompt with a user group menu. Refer to "Setting Up User Groups" in Chapter
2‚ System Security of the System Administrator's Guide.
3 Select a Web Service Prompt screen. The system displays the screen in insert mode, based on the underlying
web service prompt field defined. The Web Service Prompt description displays as the screen name.
The system automatically populates Field Label, Field Type, Display Type, Query Code, and Fixed Data.
Notes: Each web service defined for the prompt displays in its own section. Each section contains a header
containing the name of the web service for which the section is based, i.e., AddWorkOrder, AddActivity,
DeletePart.
The system displays the prompt fields for each web service section header in ascending order by
Sequence.
If a Query Code is defined for the prompt field, the system displays a lookup button for the field.
If the prompt field is Computed, the system uses the statement in Computed Data to populate the field
value. These calculations are performed when the transaction is saved.
If the prompt field is a checkbox, the system displays a checkbox next to the Field Label.
If a Pattern Match is defined for a prompt field and you leave the field, the system ensures the value
entered in the field matches the defined pattern.
If Use Previous Value is checked for a prompt field and insert mode is entered, the system
automatically populates field values from the previous record for any fields that have Use Previous
Value checked on the web service prompt.
4 Enter values for the displayed prompt fields.
5 Click Save. The system submits the entered data through the web services related to the prompt. Web Services
are processed by the Web Service Prompt Engine in ascending order by Process Group.

Executing a Web Service Prompt Containing an 'Update' Web Service

Follow these steps to execute a web service prompt containing an 'update' web service.
1 Create a web service prompt. Refer to "Defining Web Service Prompts" in Chapter 3 ‚ Interface Configuration
of the System Administrator's Guide.
2 Associate the new web service prompt with a user group menu. Refer to "Setting Up User Groups" in Chapter
2‚ System Security of the System Administrator's Guide.
3 Select a Web Service Prompt screen. The system displays the screen in insert mode, based on the underlying
web service prompt field defined. The Web Service Prompt description displays as the screen name.
Note: Key fields defined in the 'update' web service prompt are displayed. These fields are used to uniquely
identify a database record. For example, if updating equipment, you must enter the equipment code and
organization.
4 Enter the key field data. When you tab out of the last key field or click Save, the system uses the key field
information to retrieve the field data defined in the 'update' prompt definition. The key fields are protected by
the system.
5 Update other fields as necessary.
6 Click Save. The system updates the record.

Executing a Web Service Prompt Containing a 'Delete' Web Service

Follow these steps to execute a web service prompt containing a 'delete' web service.
1 Create a web service prompt. Refer to "Defining Web Service Prompts" in Chapter 3 ‚ Interface Configuration
of the System Administrator's Guide.
2 Associate the new web service prompt with a user group menu. Refer to "Setting Up User Groups" in Chapter
2‚ System Security of the System Administrator's Guide.

17 ‚ WEB SERVICE PROMPT EXECUTION 452

3 Select a Web Service Prompt screen. The system displays the screen in insert mode, based on the underlying
web service prompt field defined. The Web Service Prompt description displays as the screen name.
Note: Key fields defined in the 'delete' web service prompt are displayed. These fields are used to uniquely
identify a database record. For example, if deleting equipment, you must enter the equipment code and
organization.
4 Enter the key field data. When you tab out of the last key field or click Save, the system uses the key field
information to identify the database record for deletion.
5 Click Save. The system deletes the record.

17 ‚ WEB SERVICE PROMPT EXECUTION 453

INDEX

7 addresses
7i Buy asscociating, 17
adding items to requisitions, 159 addresses, delivery, 163
adding parts to purchase orders, 168 adjusting
associating Infor EAM suppliers with vendors, 159 linear equipment range, 392
associating items to parts, 159 advanced GIS map search, 388
creating Infor EAM suppliers for vendors, 158 analysis
creating vendors, 158 ABC, 147, 149
managing items, 158 analytics graph portlets
updating items, 159 adding, 25
updating items in purchasing, 168 approve
viewing sync errors, 160 inspection points, 307
approve customer charge calculations, 420
Approved POs Awaiting Delivery report, 358
A approving
ABC analysis, 147, 149 requisitions, 111
About, 3 work requests, 207
account Approving Parent PMs
changing, 26 Revision Control, 277
action requests Approving Revisions
call center, 436 Revision Control, 277
processing in call center, 448 aspect codes
active layer, definition, 387 defining, 297
activities aspect points, 301
creating for work orders, 229 copying, 302
moving to PM plans, 291 aspects
requesting tools, 243, 257 defining, 301
schedules definition, 296
freezing activity schedules, 271 prompts
work orders lists of values, 298
PM work orders, 253 prompts defining, 297
standard work orders, 209 specific aspect/point information, 301
Activities asset management services
PM Plans, 290 adding additional charges for pricing schedules
Actual Labor Hours Against Estimated report, 362 (MOS), 417
add contracts
analytics graph portlets, 25 viewing, 419
comments, 15 custom part charges, 417
html content portlets, 24 custom trade rates, 417
list portlets, 24 customer charges
permits, 243 calculating, 419
add documents viewing, 421
records, 14 customer contracts, 415
Add/Edit Comments popup, 15, 16 fixed charge schedules, 415
adding customer invoice lines
7i Buy items to requisitions, 159 viewing, 424
services to requisitions, 107 customer invoices
services to suppliers, 92 changing the status, 423
adding comments to creating, 422
work orders in a batch, 227 generating, 422
adding lines fixed payments
Change Notices, 61 recording, 415
adding PM schedules to equipment, 50 generating customer invoices, 421, 422

454
 pricing schedules, 416 blanket orders
pricing schedules clauses, 175
defining work order criteria, 418 creating, 172
asset management services reports, 338 creating partial orders from, 176
asset management services viewing invoices for details, 174
customers, 418 direct materials, 174
asset reports, 329 headers, 172
assets. See equipment parts, 174
defining asset, 33 purchase order terms, 176
depreciation, 55 user authorizations, 176
Assets form booking
List View page, 397, 398 labor for fleet work orders, 230
Record View page, 397, 398 labor for work orders, 230
assign Booking
part codes, 87 Invoice Allocations, 182
assigning booking labor for work orders
items to budget groups, 427 in a batch, 226
Assigning Parts booking vendor hours, 223
Purchasing Contracts, 431 Budget Analysis report, 340
assignment adjustments for fleet bills budget calendar types
creating, 406 defining, 426
associating budget details
7i Buy items to parts, 159 defining, 428
closing codes with classes, 29 budget groups
commodities with suppliers, 93 assigning items, 427
Infor EAM suppliers with 7i Buy vendors, 159 defining, 427
tools with departments, 30 Budget Position Details report, 340
VMRS codes with warranties, 31 budget reports, 339
associating billing exceptions with vehicle tickets, 403 budget structures
associating parts, 17 defining, 426
requests for quotations, 185 Budget Summary report, 340
associating permits with equipment, 50 budget terms
associating qualifications with employee codes, 198 defining, 426
associating qualifications with tasks, 205 defining periods, 427
associating qualifications with trades, 195 budgets
associating qualifications with work orders, 221 associating with projects, 323
attributes calculating, 428
selecting for call center setup, 445 copying, 207, 429
synchronizing, 380 defining, 427
authorize updating records, 426
blanket orders (per user), 176 Budgets Consistency Control report, 340
Average Monthly Usage Analysis report, 350 buffer layer, definition, 387
bulletin board notices
B creating, 442
balance viewing in call center, 450
work order load, 271 business process
basic GIS map search, 387 start, 25
batch
adding comments to work orders, 227 C
booking labor for work orders, 226 calculate
entering meter readings, 242 labor availability, 268
issuing and returning parts to work orders, 239 calculating
updating closing details for work orders, 275 budgets, 428
Batch Work Order Generation Summary report, 362 depreciation, 55, 56
billing adjustments for vehicle tickets economic order quantity, 97
viewing, 403 calculating costs
billing details for fleet bills requests for quotations, 184
viewing, 404 calendar groups
bin lookup, 6 defining calendar periods, 440
Bin Lookup popup, 6 defining for equipment, 440
bins calendar periods
creating for stores, 78 defining for calendar groups, 440
stock calibration
viewing, 158 defining standards, 318
transferring parts between bins, 98 entering results, 317
Bins popup, 6 loops, 313
Blanket Order List report, 358 statuses, 312
terms, 311
test points, 314

INDEX 455
 viewing loops, 318 categories
viewing results, 319 condition codes, 303
Calibration Analysis report, 342 equipment, 28
Calibration Due report, 342 point type codes, 300
Calibration Equipment report, 330 cause codes
Calibration History report, 330 defining, 28
Calibration Record report, 343 change notices
Calibration Reverse Traceability report, 344 adding lines, 61
calibrations reports, 342 defining, 61
call center defining locations, 62
action requests, 436 viewing assets, 62
adding remarks to customer requests, 449 charges
associating equipment with contact information, 437 customer
comments, 436 correcting, 420
creating a service delivery matrix, 440 check boxes, 7
creating bulletin board notices, 442 child project
creating department structures, 439 defining, 322
creating knowledge base articles, 441 child work orders
creating providers, 438 adding to parent work orders, 242
creating service categories, 439 assigning to standard work order templates, 210
creating service problem codes, 437 claims
defining calendar groups for equipment, 440 settlement details, 50
defining calendar periods for calendar groups, 440 claims, warranty
defining departmental hierarchies, 436 creating, 48
defining usability codes for equipment, 445 class
entering contact information, 436 associating with closing codes, 29
entering customer information, 446 classes
entering customer requests, 445 finding codes, 300
event log, 442 inspection finding codes, 299
information requests, 436 clauses
knowledge base article and service delivery matrixes, blanket orders, 175
442 purchase orders, 171
performing a customer search, 446 Clauses
performing a knowledge base search, 447 Defining, 432
processing an action request, 448 for Contract Classes, 432
processing customer requests, 445 close
providers, 436 work orders, 272, 274
selecting attributes for call center setup, 445 closed work orders
selecting options for the call center form, 443 reopening, 276
service categories, 436 viewing per equipment, 64
service problem codes, 436 closing codes
setting up, 436 associating with classes, 29
terms, 435 defining, 28
understanding, 435 closing details
viewing additional information, 447 updating in a batch, 275
viewing associated service delivery matrixes, 442 CO2 Analysis report, 331
viewing bulletin board notices, 450 CO2 Emissions report, 331
viewing customer requests for work orders, 279 code levels, 279
viewing event log, 447 codes
viewing my favorites from the knowledge base search, action
448 defining, 28
viewing my recent serach articles, 448 aspect, 297
viewing the results of the knowledge base search, 448 cause
viewing the results summary of the knowledge base defining, 28
search, 448 class findings, 300
viewing the top 10 knowledge base articles, 448 closing
call center reports, 344 associating with classes, 29
call center setup defining, 28
selecting attributes for call center, 445 commodity, 68
Call Center WO report, 362 condition, 299
caller records, 282 defining usability for equipment, 445
creating new, 282 departments, 29
editing existing, 283 employee, 196
Capital Performance Evaluation report, 331 failure
capital planning requests defining, 28
creating, 248 finding, 299
inspection management, 297
method, 299
modifying part codes, 87
point type, 298

INDEX 456
 problem cost action
defining, 28 defining, 28
tax, 70, 71 Cost of WOs Per Equipment report, 332
tax rate, 70 Cost Summary By Project and Area report, 356
tax rate types, 70 costs
tax rate values, 70 total per equipment, 65
columns viewing work order, 246
arranging, 13 creating
resizing, 13 7i Buy vendors, 158
comments, 15 activities for work orders, 229
adding, 15 capital planning requests, 248
call center, 436 GIS filters, 392
inspection points, 306 GIS work orders, 393
modifying, 15 GIS work orders, quick, 393
viewing audits, 16 Infor EAM suppliers for 7i Buy vendors, 158
viewing work order, 270 partial orders, 176
comments fields, 7 PM plan headers, 288
commercial PM plans, 288
customer charges PM work packages, 258
approving calculations, 420 profiles, 31
correcting calculations, 420 vehicle tickets, 401
commodities work orders, 227
associating with suppliers, 93 in ESRI, 384
recording fuel mixes, 93 Requisitions form, 109
commodity codes, 68 creating and managing parts information
common tasks materials management, 79
prices defining, 204 creating assignment adjustments for fleet bills, 406
completing creating costs
work orders, 227 invoice vouchers, 181
condition codes creating parts
categories, 303 requests for quotations, 185
defining, 299 creating pool and loaner adjustments for fleet bills, 405
equipment, 303 credit cards
Consignment Activity report, 350 defining, 163
contact information users, 164
associating equipment, 437 crews
contacts adding employees, 201
suppliers, 90 defining, 201
Contract Classes critical values
Clauses, 432 definition, 296
Contract Classes report, 346 currency
contract clauses defining, 68
blanket orders, 175 exchange rates, 68
contract reports, 346 custom fields, 9
contracts inspection points, 307
customers, 419 inspections, 307
viewing for parts, 153 custom part charges
contracts, customers creating, 417
payments custom trade rates
recording, 415 creating, 417
copy customer
labor schedules, 218 charges
material lists, 210 approving, 420
PM schedules, 210 customer charges
records, 13 viewing, 421
standard work orders, 210 customer contracts
temporary material lists, 210 payments
work orders, 210 recording, 415
Copy Customer Contracts
PM plans, 289 Creating, 415
Copy Record button, 3 Customer Contracts form
copying List View page, 415
aspect points, 302 customer information defining, 278
budgets, 207, 429 Customer Invoice form
purchase orders, 171 List View page, 424
requests for quotations, 189 customer invoice lines
sub-level budgets, 429 viewing an overview, 424
suppliers, 90 customer invoices
correct customer charge calculations, 420 changing the status, 423
creating, 422

INDEX 457
 generating, 422 defining
Customer Invoices form change notices, 61
List View page, 422, 423 defining
customer request substitute parts, 87
viewing history, 447 defining
Customer Request report, 344 rates for suppliers, 93
customer requests defining
adding remarks in call center, 449 requests for quotations, 183
entering requests in call center, 445 defining
processing requests in call center, 445 equipment for PM work packages, 259
viewing for work orders, 279 defining
customer search points, 300
performing a search in call center, 446 defining
customers formulas, 308
associating properties, 278 defining
creating callers, 279 test points, 314
Customers form defining
List View page, 418, 419 calibration standards, 318
defining
D equipment in ESRI, 377
defining
Daily Hours Worked Per Employee report, 363
Daily Trade Schedule report, 363 features in Infor EAM, 377
data defining
budget calendar types, 426
entering, 5
querying, 18 defining
budget terms, 426
data filter, GIS
running, 381, 383 defining
saving, 382 periods for budget terms, 427
defining
viewing results, 383
budget groups, 427
Dataspy, 18
defining
copying, 19
creating, 18 calendar groups for equipment, 440
deleting, 19 defining
calendar periods for calendar groups, 440
editing, 18
filtering data, 19 defining
usability codes for equipment, 445
saving, 18
sorting data, 20 Defining
specifying advanced criteria, 21 Purchasing Contract Text, 433
specifying layouts, 20 Purchasing Contracts, 431
dates defining budget details, 428
defining budget structures, 426
entering via calendar, 7
entering via keyboard shortcuts, 7 defining budgets, 427
Defining Children
dates and times
entering via calendar, 7 Purchasing Clauses, 163
days for defining clauses
shifts, 200 requests for quotations, 184
default budgets defining locations
associating with projects, 323 change notices, 62
defining materials lists, 206
deferred maintenance
adding parts, 294 defining parts price information
creating, 292 quotations, 190
defining qualifications, 193
understanding, 292
define defining services
permits, 192 requests for quotations, 188
qualifications, 193 defining services price information
quotations, 190
supplier task prices, 204
supplier trade rates, 195 defining supplier task prices, 204
VMRS codes, 207 defining supplier trade rates, 195
work orders, 211 defining suppliers
defining requests for quotations, 188
warranties, 30 defining trade rates for employees, 196
defining defining users
equipment, 32 credit cards, 164
defining defining utility bills
invoice vouchers, 181
lineara equipment, 39
defining defining VMRS codes, 207
VMRS equipment, 40 delete
defining child work order relationships, 242
depreciation data, 58 meter readings, 242
permit body comments, 193

INDEX 458
 portlets, 25 employees
task instructions, 203 associating properties, 280
Delete Record button, 3 availability
delivery addresses, 163 calculating, 268
department blanket orders authorization, 176
defining codes, 29 defining trade rates, 196
department hierarchies scheduling for PM work packages, 259
defining for call center, 436 shifts, 201
department structures transferring between organizations, 199
creating in call center, 439 energy consumption for equipment
departments, 29 designing, 62
associating with tools, 30 entering, 64
depreciation, 55 enter
book values, 58 meter readings, 240
calculations, 55, 56 entering
daily rate, 55 calibration results, 317
entering data, 58 depreciation data, 58
methods energy consumption for equipment, 64
Double Declining Balance, 56 meter readings in a batch, 242
Straight Line, 56 settlement details, 50
Sum of Years Digits, 56 EOQ
periodic, 57 calculating, 97
viewing data, 59 equipment
description assets
translations, 16 defining, 33
design consumption definition, 28
understanding effective and expiration date associating with contact information, 437
calculations, 63 condition codes, 303
designing costs, viewing, 65
energy consumption for equipment, 62 creating a service delivery matrix, 440
details defining, 32
blanket orders categories, 28
adding details, 174 defining assets, positions, and systems, 33, 35, 37, 39
contracts defining calendar groups, 440
viewing customer contracts, 419 defining for PM work packages, 259
invoice vouchers defining in ESRI, 377
viewing line item information, 182 defining usability codes, 445
purchase orders defining using profiles, 40
adding parts, 166 definitions, 28
adding services, 169, 174 depreciation, 55
requisitions hierarchies
adding parts, 103 creating work order, 43
generating RFQs, 110 defining, 41
work orders toggling cost rollup, 42
viewing customer work orders, 256 unlinking, 42
direct materials viewing parent of a location, 43
blanket order lines, 174 viewing parents, 42
creating purchase order lines, 166 initial information, 28
creating requisition lines, 103 inspection information, 303
display issuing parts from a stock record, 131
record count, 14 issuing parts to, 121
documents, 14 linking to GIS features, 376
associating forms, 14 locations
drop-down lists, 6 defining, 39
locations, definition, 28
E material usage, viewing, 66
meters, 45
economic order quantity
calculating, 97 parent/child relationships, 41
editing PM routes
PM work packages, 258 defining, 250
quotations, 189 PM work orders
adding to PM plans, 291
electronic signatures
point type codes, 300
viewing, 17
positions
e-mails, changing, 26
defining, 35
employee codes, 196
associating qualifications, 198 definition, 28
Employee form profiles, 31
List View page, 198 purchase orders
associating with, 169
purchase orders, viewing, 66

INDEX 459
 returning parts from equipment, 127 finding codes
synchronizing with features, 378 classes, 300
systems defining, 299
defining, 37 definition, 297
definition, 28 fixed payments
transferring between organizations, 52 recording, 415
VMRS, 40 fleet
warranties, 30 booking labor automatically, 230
associating with equipment, 47 fleet bill adjustment transactions
creating claims, 48 viewing, 405
work orders fleet bill transactions
viewing all work orders per equipment, 64 viewing, 404
Equipment Depreciation report, 332 fleet billing process, 401
equipment hierarchies, 41 Fleet Billing report, 347
Equipment Hierarchies report, 333 fleet bills
Equipment History report, 333 modifying, 404
equipment inspection aspect points viewing, 404
defining, 301 fleet management
equipment inspection aspects terms, 400
defining, 301 fleet reports, 347
equipment lookup, 6, 8 fomulae
Equipment Transfer Log report, 333 associating parameters with, 308
equipment, linear forecasting
adding references, 43 PMs, 259
defining, 39 forms
searching for references, 44 associating documents, 14
eRecords formula parameters
viewing, 17 editing, 309
event log formulas
viewing, 447 defining, 308
event log type fuel mixes
defining, 442 recording for commodities, 93
events Future Maintenance Cost report, 364
viewing in ESRI, 386
exceptions G
labor availability, 197
Gas Index Analysis report, 334
exceptions with vehicle tickets
generate
associating, 403
reports, 328
Executing
shutdown work orders, 325
Web Service Prompts, 452
work orders, 264
Executing a 'Delete' Web Service
Generate/Release WOs form
Web Service Prompts, 452
Preview page, 266
Executing an 'Update' Web Service
generating POs
Web Service Prompts, 452
requests for quotations, 187
Expired Warranties report, 363
generating requisitions
export
requests for quotations, 187
records, 14
GIS
external repairs
Create Work Order popup, 393
requisitions
creating
defining headers, 102
route activities, 395
extreme values, 296
route work orders, 395
routes, 395
F creating filters, 392
failure codes data filter
defining, 28 running, 381
Fault-trend Analysis report, 333 saving, 382
features viewing results, 383
defining in Infor EAM, 377 data filter, existing
identifying, 391 running, 383
linking with equipment, 376 defining
synchronizing with equipment, 379 features within Infor EAM, 377
fields, 5 defining equipment in ESRI, 377
updating, 5 ESRI
fields custom, 9 creating work orders in ESRI, 384
filter defining equipment for existing features
Dataspy results, 19 Infor EAM toolbar, 377
lists, 11 viewing Infor EAM events, 386
lookups, 12 GIS ID, 376
query results, 19 GISOBJID, 376

INDEX 460
 identifying features, 391 Importing Equipment from a Route, 220
linking equipment and features, 376 inbox
linking maps to work orders, 397 accessing screens, 23
locating equipment, 396 adding entries, 22
locating work orders, 396 entries sequence, 23
route work orders overview, 21
creating, 395 setting up, 22
routes Infor EAM
creating, 395 navigating, 2
selecting features, 390 starting, 2
synchronizing Infor EAM toolbar
attributes, 380 defining equipment for existing features, 377
equipment with features, 378 information requests, 287
features with equipment, 379 call center, 436
viewing Analytics data, 397 Information Requests form
viewing child equipment, 397 Record View page, 287
viewing maps, 397 initial information
viewing nearest address, 391 equipment, 28
work orders inspection aspect codes. See aspect codes
copying labor schedules, 395 inspection aspects. See aspects
creating, 393 prompts, 297
creating multiple equipment work orders, 393 properties, 297
scheduling, 394 inspection finding codes, 299
work orders, quick inspection methods
creating, 393 codes, 299
GIS attributes definition, 296
viewing additional information in call center, 447 inspection point conditions
GIS Map Search definition, 296, 400
advanced, 388 inspection point type codes, 300
basic, 387 inspection point types, 296
GIS Map Search Toolbar, 389 inspection points
GIS Pan button, 390 approving, 307
GIS Print button, 390 changing route statuses, 306
GIS Select button, 390 comments, 306
GIS Zoom In button, 389 custom fields, 307
GIS Zoom Out button, 390 definition, 296
GIS Zoom to Full Extent button, 389 work orders, 305
GIS Zoom to Previous Extent button, 390 inspection reports, 348
Goods Received Note report, 350 inspection results, 303
Goods Return Note report, 351 Inspection Route Report, 349
inspection routes
H defining, 304
for work order, definition, 296
header, 3
headers inspection points, 304
creating for PM plans, 288 templates, definition, 296
invoice vouchers inspection units, definition, 296
regular, 177 inspections
purchase orders aspects. See aspect codes
creating, 165 class findings, 300
requisitions, 102 codes, 297
standard work orders, 208 conditions, 299
custom fields, 307
Help, 3
Help button, 3 equipment
hidden fields, 5 inspection conditions, 303
hierarchies, equipment inspection points, 300
findings, 299
creating work order, 43
defining, 41 methods, 299
toggling cost rollup, 42 point types, 298
unlinking, 42 routes
viewing parent of a location, 43 defining, 304
viewing parents, 42 defining points, 304
Hours Needed for Tasks report, 364 relating to work orders, 305
html content portlets viewing and modifying part inspections, 151
adding, 24 viewing instructions for part inspections, 152
work order inspection points, 305
instructions
I viewing for inspections, 152
import internal repairs
parts lists, 235 requisitions
Import Unlinked Qualifications popup, 222 defining headers, 102

INDEX 461
inventory management. See materials management lines
FIFO, 72 blanket orders
LIFO, 72 adding details, 174
Inventory Standard report, 351 invoice vouchers
inventory valuation adding items, 179
LIFO/FIFO, 72 adjusting charges, 180
understanding time-based, 72 viewing, 182
Invoice Allocations viewing line item information, 182
Booking, 182 purchase orders
invoice vouchers adding parts, 166
creating costs, 181 adding services, 169, 174
defining utility bills, 181 requisitions
headers adding parts, 103
creating regular, 177 adding services, 107
line items, 182 linking equipment and features, 376
lines list layout
adding items, 179 saving, 13
adjusting charges, 180 List of All PM Schedules report, 365
regular, 177 List of Budget Codes report, 341
issue parts List of Budgets (Lower Level) report, 341
from stores, 121 List of Budgets (Top Level) report, 341
issuing List of Categories Per Class report, 334
parts to work orders, 231 List of Classes report, 334
issuing and returning parts List of Debit Discounts report, 346
to work orders in a batch, 239 List of Equipment Details report, 335
items List of Equipment report, 335
invoice vouchers List of Existing Contracts report, 346
adding lines, 179 List of Inspection Results, 349
List of Invoices report, 358
K List of Outstanding Requisition Items report, 351
List of Permit Issues report, 365
key performance indicators. See KPIs
List of Points to be Inspected, 349
keyboard shortcuts, 4
List of Purchases Under report, 346
knowledge base articles
List of Stock report, 352
creating, 441
List of WO for Project report, 356
performing a search, 447
List of WOs Bypassed Due to Nesting report, 366
Knowledge Base Articles report, 345
list portlets
knowledge base search
adding, 24
viewing my favorite articles, 448
lists, 10
viewing my recent searches, 448
columns, 13
viewing the results, 448
filters, 11
viewing the results summary, 448
rows, 11
viewing the top 10 articles, 448
sorting, 12
KPI
lists of values
adding, 23
inspection aspect prompts, 298
entries sequence, 24
locating
setting up, 23
GIS equipment, 396
KPIs
GIS work orders, 396
accessing screens, 24
locations. See equipment
defining locations, 39
L locations, definition, 28
labor log entries, 287
available labor log in, 2
calculating, 268 log out, 2
book for work orders in a batch, 226 logical meters
booking for work orders, 230 defining, 45
recording availability exceptions, 197 meter readings, 46
Labor Required Per Day or Trade report, 365 Logout, 3
labor utilization Long Term WO List report, 366
viewing, 269 lookup fields, 6
layer, definition, 386 lookup values
LIFO/FIFO parts user defined fields, 9
viewing stock values, 154 lookups
linear equipment filters, 12
adding references, 43 loop instruments
defining, 39 viewing, 318
searching for references, 44 lots
linear equipment range defining, 69
adjusting, 392

INDEX 462
M modify
maintenance comments, 15
deferred, 292 permit body comments, 193
manage task instructions, 203
portlets, 24 work orders, 245
managing modifying
7i Buy items, 158 part codes, 87
manufacturer part inspections, 151
associating with parts, 88 modifying fleet bills, 404
defining, 88 monitored data
manufacturers viewing, 300
associating with parts, 82 Monthly Usage Trends report, 352
viewing parts, 156 motor pool management, 401
material lists MS Project
copying, 210 associating priority codes, 409
temporary canceling sessions, 413
copying, 210 creating a work order activity and adding it to an
Material Requirements Analysis report, 366 existing scheduling session, 412
material usage creating a work order and adding it to an existing
total per equipment, 66 scheduling session, 412
materials lists creating scheduling sessions, 410
defining, 206 exporting sessions, 413
materials management importing sessions, 411
ABC analysis, 147, 149 installing, 409
creating and managing parts information, 79 setting up connection information, 409
creating bins for stores, 78 multi-organization security
creating parts, 80 common part prices, 81
creating stores, 77 prices for common tasks, 204
parts multiple equipment child work orders, 219
creating and managing parts information, 79 multiple equipment work orders, 219
returning, 132 returning parts from, 129
pick tickets, 144 multiple prices of parts (MOS)
requisitions, 102 revaluing, 151
stock, 94 My Account, 3
suppliers, 89
viewing and modifying information, 149 N
materials movement navigation, 2
issuing parts, 121 nearest address, GIS
returning parts, 121 viewing, 391
materials reports, 350 nesting reference
materials, direct PM work orders, 250
blanket order lines, 174 new part codes, 87
creating purchase order lines, 166 New Record button, 3
creating requisition lines, 103 Next Record button, 3
Mean Time Between Failures Per Equipment report, 335 Next Screen button, 3
Mean Time Between Failures report, 335 nominal values, 296
measuring units, 72
MEC, 219 O
menu bar, 3
open previously closed work orders, 276
message bar, 4
operators
Meter Based PM Due report, 367
Dataspy filter, 19
Meter History report, 336
quick filter, 11, 12
meter readings
options
deleting, 47
checkbox fields
meter readings
user defined fields, 10
entering in a batch, 242
date/time
meters
user defined fields, 10
definition, 45
number fields
deleting, 47
user defined fields, 10
equipment-linked readings, 46
user defined fields, 9
logical
Order Discounts
defining, 45
Defining, 432
meter readings, 46
for Purchasing Contracts, 432
physical
organizations
defining, 45
transferring employees, 199
viewing history, 46
transferring equipment, 52
method codes, 299
methods, inspection
definition, 296

INDEX 463
P viewing requisitions, 153
parent project viewing stock in-transit, 155
defining, 322 viewing stock levels, 153
parent work orders viewing stock transactions, 154
adding child work orders, 242 viewing stock values, 154
viewing child work orders, 247 viewing suppliers, 156
Part Discounts viewing usage, 152, 154
Defining, 432 parts associated, 17
for Purchasing Contracts, 432 Parts Currently Reserved/Allocated report, 352
Part Failures report, 367 passwords
part inspections changing, 26
viewing instructions, 152 entering, 2
part numbers. See new part codes payments
part reservations recording, 415
viewing, 79, 88, 156 Penalty Deduction Detail report, 345
partial orders Penalty Deduction Summary report, 345
creating, 176 periodic preventive maintenance. See PMs
parts permit body comments, 192
ABC analysis, 147, 149 adding, 192
alternate supplier catalog references, 84 deleting, 193
associating manufacturers, 82 modifying, 193
associating stores with parts, 94 permits, 50
associating suppliers, 82 defining, 192
associating with 7i Buy items, 159 Permits for WOs report, 367
associating with manufacturers, 88 Permits form
blanket orders, 174 List View page, 192
common parts, prices, 81 personnel
creating, 80 shifts, 201
creating and managing parts information, 79 Physical Inventory Discrepancy report, 353
creating new purchase orders from requisition line physical meters
items, 113 defining, 45
entering stock information, 96 pick tickets
generating requisitions, 99 adding parts, 145
issuing overview, 144
from a stock record, 131 PM
from stores, 121, 123 understanding forecasting, 259
issuing and returning to work orders in a batch, 239 PM forecasting
issuing to work orders, 231 defining equipment parameters, 260
modifying codes, 87 forecasting, 261
pick tickets options, 262
adding parts, 145 understanding, 259
prices viewing resource load, 263
common parts, 81 PM Forecasting report, 367
purchase order history, 153 PM plan headers
purchase orders creating, 288
adding part details, 166 PM plans
adding requisitioned parts, 113 adding PM equipment, 291
receiving, 114 associating with PM schedules, 289
recording packing slips, 115 creating, 288
recording stockouts, 97 moving activities, 291
requisitions, 105 PM Plans
returning Activities, 290
from a stock record, 131 copying, 289
from multiple equipment work orders, 129 PM schedules, 50
to stores, 127 associating with PM plans, 289
to suppliers, 132 PM work orders
revaluing multiple prices of parts (MOS), 151 nesting reference, 250
scrapping, 86 PM work packages
substituting for requisitions, 107 creating and editing, 258
transferring defining equipment, 259
creating requisition headers, 102 scheduling employees, 259
transferring between bins, 98 understanding, 258
transferring without requisitions, 98 PMs
viewing and modifying inspections, 151 activities
viewing contracts, 153 defining, 253
viewing details, 153 equipment
viewing manufacturers, 156 adding to PM plans, 291
viewing processed lines for PO Receipts, 118 defining, 254
viewing purchase orders, 153 within routes, 250
Release, 257

INDEX 464
 routes, 250 project
schedules basics, 322
copying, 210 defining
defining, 251 child, 322
PMs form parent, 322
List View page, 257 hierarchy, 324
PO Cost Summary report, 360 work orders
PO history detach, 325
viewing, 172 Project Budget Code Cost Summary report, 356
PO Status report, 360 Project Cost Breakdown report, 357
point conditions project cost summaries, 326
definition, 296, 400 Project Cost Summary report, 357
point type codes Project POs report, 357
categories, 300 project reports, 356
defining, 298 projects
equipment, 300 budgets, 323
point types, definition, 296 default budgets, 323
points define budget codes, 321
defining, 300 existing work orders, 325
pool issuing parts from a stock record, 131
definition, 400 issuing parts to, 121
pool and loaner adjustments for fleet bills new work orders, 324
creating, 405 purchase orders, 326
portlets returning parts from, 127
assigning a new Dataspy, 25 work orders
deleting, 25 generating shutdown, 325
managing, 24 viewing, 325
navigating, 25 Projects
POs Awaiting Invoicing report, 360 authorization
positions. See equipment approving
defining positions, 35 purchase orders, 324
depreciation, 55 requisitions, 324
Positions form creating
List View page, 397, 398 purchase orders, 324
Record View page, 397, 398 requisitions, 324
preventive maintenance. See PMs permissions, 324
preventive maintenance work orders, 250, 251 prompts
nesting reference, 250 inspection aspects, 297
Previous Record button, 3 lists of values, 298
Previous Screen button, 3 property information, 280
prices providers
common parts, 81 call center, 436
common tasks, 204 creating in call center, 438
supplier task, 204 Purchase History Per Item/Supplier report, 354
pricing schedules Purchase History Per PO/Supplier report, 359
custom part charges, 417 purchase order history
custom trade rates, 417 parts, 153
Pricing Schedules suppliers, 92
creating, 416 purchase order terms
Pricing Schedules form blanket orders, 176
List View page, 418 purchase orders
Pricing Variance report, 359 adding 7i Buy items, 168
Print Contract report, 347 associating assets, 169
Print Customer Charges report, 338 blanket orders, 172
Print Customer Contract report, 339 clauses, 171
Print Invoice report, 339 copying, 171
Print Physical Inventory List report, 353 creating, 164
Print Pick Ticket report, 353 adding requisitioned parts, 113
Print PO report, 359 creating from requisition line items, 113
Print Preview button, 3 creating receipt headers, 114
Print Purchase Requisition report, 354 direct materials, 166
Print Record button, 3 generateing from blanket orders, 173
Print Short WO Cards report, 368 generating
Print Work Order report, 368 from low stock, 111
problem codes headers
defining, 28 creating, 165
profiles line items
creating, 31 adding requisitioned parts, 113
defining equipment, 40

INDEX 465
 parts rates
adding, 166 defining for suppliers, 93
creating, 167 supplier trade, 195
discounts, 168 readings, meters
extra charges, 168 equipment-linked, 46
projects, 326 reasons for return
service details defining, 71
adding, 169, 174 receipts
status, 164 creating internal repair, 142
terms, 162 creating store-to-store, 139
total per equipment, 66 record
understanding automatic purchase order generation, inspection results, 303
111 record count
Purchase Orders displaying, 14
Viewing Tracking, 172 Customer Invoices form, 423
Viewing Transactions, 171 records
purchasing adding documents, 14
adding 7i Buy part items to purchase orders, 168 copying, 13
updating 7i Buy items, 168 exporting, 14
work orders updating budget records, 426
viewing, 248 references
purchasing clauses adding to linear equipment, 43
defining, 162 searching, 44
Purchasing Clauses Regular Work Orders
Defining Children, 163 Adding Equipment, 219
Purchasing Contract Text Importing Route Equipment, 220
Defining, 433 rejecting
Purchasing Contracts requisitions, 111
Assigning Parts, 431 work requests, 208
Defining, 431 Rejecting Revisions
purchasing management Revision Control, 277
blanket orders, 172 Release
invoices vouchers PM work orders, 257
regular, 177 reopen work orders, 276
requisitions, 102 repairable spare parts
purchasing reports, 358 auto-assignment processes, 84
purhcase order creating repair details, 84
history, 172 manually assigning repair details, 110
repairable spares
Q requisitions
Qualification Expiration report, 369 defining headers, 102
Qualification Requirement report, 369 scrap, 86
reports
qualifications
associating with employee codes, 198 Actual Labor Hours Against Estimated, 362
associating with tasks, 205 Approved POs Awaiting Delivery, 358
associating with trades, 195 asset management services reports, 338
associating with work orders, 221 asset reports, 329
defining, 193 Average Monthly Usage Analysis, 350
importing unlinked, 221 Batch Work Order Generation Summary, 362
queries Blanket Order List, 358
copying, 19 Budget Analysis, 340
Budget Position Details, 340
creating, 18
deleting, 19 budget reports, 339
editing, 18 Budget Summary, 340
filtering data, 19 Budgets Consistency Control, 340
Calibration Analysis, 342
saving, 18
sorting data, 20 Calibration Due, 342
specifying advanced criteria, 21 Calibration Equipment, 330
specifying layouts, 20 Calibration History, 330
Quotation Summary report, 361 Calibration Record, 343
quotations Calibration Reverse Traceability, 344
defining parts price information, 190 calibrations reports, 342
defining services price information, 190 call center reports, 344
editing, 189 Call Center WO, 362
Capital Performance Evaluation, 331
CO2 Analysis, 331
R CO2 Emissions, 331
radio buttons, 7 Consignment Activity, 350
range, linear equipment Contract Classes, 346
adjusting, 392 contract reports, 346

INDEX 466
 Cost of WOs Per Equipment, 332 Print Physical Inventory List, 353
Cost Summary By Project and Area, 356 Print Pick Ticket, 353
Customer Request, 344 Print PO, 359
Daily Hours Worked Per Employee, 363 Print Purchase Requisition, 354
Daily Trade Schedule, 363 Print Short WO Cards, 368
deleting parameters, 329 Print Work Order, 368
Equipment Depreciation, 332 Project Budget Code Cost Summary, 356
Equipment Hierarchies, 333 Project Cost Breakdown, 357
Equipment History, 333 Project Cost Summary, 357
Equipment Transfer Log, 333 Project POs, 357
Expired Warranties, 363 project reports, 356
Fault-trend Analysis, 333 Purchase History Per Item/Supplier, 354
fields layout, 328 Purchase History Per PO/Supplier, 359
Fleet Billing, 347 purchasing reports, 358
fleet reports, 347 Qualification Expiration, 369
Future Maintenance Cost, 364 Qualification Requirement, 369
Gas Index Analysis, 334 Quotation Summary, 361
generating, 328 Request Discount Based on Purchases, 347
Goods Received Note, 350 Request for Quotation, 361
Goods Return Note, 351 Request for Quotation Summary, 361
group order, 329 Resource Load Graph, 369
Hours Needed for Tasks, 364 retreiving parameters, 329
inspection reports, 348 Return Summary, 354
Inspection Route Report, 349 saving parameters, 329
Inventory Standard, 351 Schedule Attainment, 370
Knowledge Base Articles, 345 Scheduled Activities, 370
Labor Required Per Day or Trade, 365 Scheduled vs. Actual – Detail, 370
List of All PM Schedules, 365 Shift Employee, 371
List of Budget Codes, 341 Short Term WO List (Activities), 371
List of Budgets (Lower Level), 341 Short Term WO List (WOs), 371
List of Budgets (Top Level), 341 sort order, 328
List of Categories Per Class, 334 Status of Inspection Points, 349
List of Classes, 334 Stock Issues History by Part, 355
List of Debit Discounts, 346 Stock Transactions, 355
List of Equipment, 335 Stock Value List by Part Type, 355
List of Equipment Details, 335 Table of Equipment with Custom Fields, 336
List of Existing Contracts, 346 Tool Usage, 372
List of Inspection Results, 349 Vehicle Ticket, 348
List of Invoices, 358 VMRS Activities, 348
List of Outstanding Requisition Items, 351 Warranty Claims, 336
List of Permit Issues, 365 WO Aging, 372
List of Points to be Inspected, 349 WO Backlog, 372
List of Purchases Under Contract, 346 WO Cost by Equipment, 337
List of Stock, 352 WO Cost by Type, Cost Code, or Dept, 337
List of WOs Bypassed Due to Nesting, 366 WO Cost List, 373
List of WOs for Project, 356 WO Cost of Equipment Per Location, 338
Long Term WO List, 366 WO Cost Summary, 338
Material Requirements Analysis, 366 WO Cost Summary Graph, 373
materials reports, 350 WO On-Time Delivery by Employee, 373
Mean Time Between Failures, 335 WO On-Time Delivery by Trade, 374
Mean Time Between Failures Per Equipment, 335 WO Statistics, 374
Meter Based PM Due, 367 work reports, 362
Meter History, 336 Request Discount Based on Purchases report, 347
Monthly Usage Trends, 352 Request for Quotation report, 361
parameters, 328 Request for Quotation Summary report, 361
Part Failures, 367 requests for quotations
Parts Currently Reserved/Allocated, 352 associating parts, 185
Penalty Deduction Detail, 345 calculating costs, 184
Penalty Deduction Summary, 345 copying, 189
Permits for WOs, 367 creating parts, 185
Physical Inventory Discrepancy, 353 defining, 183
PM Forecasting, 367 defining clauses, 184
PO Cost Summary, 360 defining services, 188
PO Status, 360 defining suppliers, 188
POs Awaiting Invoicing, 360 generating POs, 187
Pricing Variance, 359 generating requisitions, 187
Print Contract, 347 selecting items, 186
Print Customer Charges, 338 selecting multiple parts, 185
Print Customer Contract, 339
Print Invoice, 339

INDEX 467
 selecting substitute parts, 186 work order labor, 218
updating a supplier catalog, 187 Schedule Attainment report, 370
viewing totals by supplier, 188 Scheduled Activities report, 370
requisitions. See requisitions Scheduled vs. Actual – Detail report, 370
adding 7i Buy items to, 159 schedules
adding parts to store-to-store, 135 work orders, 269
approving, 111 viewing, 268
copying, 109 scheduling
creating, 102 employees for PM work packages, 259
creating store-to-store, 134 scrap
direct materials, 103 parts, 86
generating, 99 Screen Designer button, 3
headers, 102 searching
manually adding parts, 105 references, 44
purchase orders selecting GIS features, 390
adding requisitioned parts, 113 selecting items
rejecting, 111 requests for quotations, 186
selecting substitute parts, 107 selecting multiple parts
services, 107 requests for quotations, 185
transferring parts without, 98 selecting substitute parts
viewing for parts, 153 requests for quotations, 186
viewing transactions, 110 service categories
reserve call center, 436
work order parts, 234 creating in call center, 439
Reset Screen button, 3 service codes, 280
Resource Load Graph, 369 service problem codes
result type, definition, 297 call center, 436
results creating in call center, 437
inspections, 303 service requests
retrieving WO services assigning personnel, 283
RFQ service, 189 associating properties with customers, 278
return associating properties with employees, 280
parts booking hours, 284, 287
to stores, 127 closing, 284, 287
to suppliers, 132 creating, 281
parts from a stock record, 131 creating callers, 279
Return Summary report, 354 creating service codes, 280
Revision Control defining structures, 279
Defining Approval Lists, 276 issuing parts, 285
Revision Control Approval Lists log entries, 287
Defining Approvers, 276 returning parts, 286
RFQ service viewing work order details, 284
retrieving WO services, 189 Service Requests form
RFQs Record View page, 281
requisitions, 110 services
right-click options, 5 adding to suppliers, 92
route status, definition, 297 purchase orders
routes adding service details, 169, 174
defining, 304 requisitions, 107
inspection points, 304 setting up
PMs, 250 call center, 436
relating to work orders, 305 settlement details, 50
templates, 296 Shift Employee report, 371
Routes form shifts
List View page, 397, 398 days, 200
Record View page, 397, 398 defining, 200
rows, selecting, 11 personnel, 201
Short Term WO List (Activities) report, 371
S Short Term WO List (WOs) report, 371
save shutdown codes
Dataspy, 18 associating with equipment, 321
list layout, 13 associating with standard work orders, 321
queries, 18 defining, 321
report parameters, 329 shutdown work orders, 325
sort
Save Record button, 3
schedule Dataspy results, 20
lists, 12
activities, freezing, 271
PM work orders query results, 20
defining schedule, 251

INDEX 468
specify supplier trade rates, 195
report fields layout, 328 suppliers
report group order, 329 adding services, 92
report parameters, 328 alternate catalog references, 84, 92
report sort order, 328 associating parts, 82
spell checker, 5 associating with 7i Buy vendors, 159
standard work orders, 208 catalog, 91
standards contacts, 90
defining, 318 copying, 90
Start Center, 3 creating for 7i Buy vendors, 158
Start Center inbox defining, 89
accessing screens, 23 defining rates, 93
adding entries, 22 purchase order history, 92
overview, 21 requisitioning services, 107
setting up, 22 returning parts, 132
specifying default tab, 22 viewing parts, 156
Start Center Inbox sync errors
entries sequence, 23 viewing for 7i Buy, 160
start Infor EAM, 2 synchronizing
Starte Center equipment with features, 378
viewing, 21 features with equipment, 379
starting GIS attributes, 380
business process, 25 systems. See equipment
status defining systems, 37
inspection route, 297 depreciation, 55
purchase orders, 164 Systems form
Status of Inspection Points, 349 List View page, 397, 398
stock Record View page, 397, 398
issuing parts
from stores, 121 T
recording stockouts for parts, 97
Table of Equipment with Custom Fields report, 336
returning parts to stores, 127
tabs, 3
store groups, 133
task instructions
transactions per store, 157
adding, 203
transfer fees, 134
deleting, 203
viewing
modifying, 203
stock for stores, 156
task lookup, 6
stock in bins, 158
tasks
viewing levels by part, 153
associating qualifications, 205
stock information
common
entering for parts, 96
defining prices, 204
Stock Issues History by Part report, 355
defining, 202
stock transactions
supplier prices
viewing for parts, 154
defining, 204
Stock Transactions report, 355
Tasks form
Stock Value Listing by Part Type report, 355
List View page, 204
store
Tasks popup, 6
viewing stock levels, 157
tax code rates, 71
store groups
tax codes, 71
creating, 133
defining, 70
defining transfer fees, 134
tax rate codes, 70
stores
tax rate types, 70
associating with parts, 94
tax rate values, 70
creating, 77
templates
creating bins, 78
standard work orders
creating groups, 133
assigning child work orders, 210
transfer fees, 134
terms
transferring parts
call center, 435
defining requisition headers, 102
test points
viewing
defining, 314
stock for stores, 156
text boxes, 5
stock transactions, 157
time dependence, definition, 296, 400
viewing part reservations, 79, 88
time-based inventory valuation, 72
sub-level budgets
tolerances
copying, 429
definition, 296, 401
substitute parts
Tool Usage report, 372
defining, 87
toolbar, 3
supervisors
defining, 192
supplier task prices, 204

INDEX 469
tools view audits
associating with departments, 30 comments, 16
defining, 205 viewing
requesting for work orders, 243, 257 7i Buy sync errors, 160
trade rates, 194 calibration results, 319
defining for employees, 196 customer request history, 447
trades, 194 depreciation data, 59
associating qualifications, 195 equipment costs, 65
Trades form equipment material usage, 66
List View page, 195 equipment purchase orders, 66
transactions event log, 447
stock per store, 157 GIS maps, 397
transfer parts instructions for inspections, 152
between bins, 98 loop insturments, 318
between stores nearest address, GIS, 391
defining requisition headers, 102 part inspections, 151
transferring equipment, 52 parts associated with manufacturers, 156
translations parts associated with suppliers, 156
description, 16 PO history, 172
purchase orders for parts, 153
U requisitions for parts, 153
stock levels by store, 157
understanding
stock transactions for parts, 154
PM work packages, 258
stock values for parts, 154
understanding effective and expiration date calculations
work order history, 447
design consumption, 63
Viewing Approval History
units
Revision Control, 278
definition, 296
Viewing Approvers
units of measure
Revision Control, 277
conversion, 72
viewing assets
defining, 72
change notices, 62
updating
viewing billing adjustments for vehicle tickets, 403
7i Buy items, 159
viewing billing details for fleet bills, 404
fields, 5
viewing events
work orders, 227
ESRI, 386
updating a supplier catalog
viewing fleet bill adjustment transactions, 405
requests for quotations, 187
viewing fleet bill transactions, 404
usability codes
viewing fleet bills, 404
defining for equipment in call center, 445
viewing part details, 153
user defined fields, 9
viewing part usage, 152, 154
lookup values, 9
viewing stock in-transit for parts, 155
options, 9
viewing stock levels by part, 153
checkbox fields, 10
viewing stock levels by store, 157
date/time, 10
viewing totals by supplier
number fields, 10
requests for quotations, 188
user interface, 2
VMRS, 202, 207, 209, 215, 229, 254, 293
users
defining equipment, 40
blanket order authorizations, 176
VMRS Activities report, 348
VMRS codes
V associating with warranties, 31
values defining, 207
critical
definition, 296
extreme, 296
W
nominal, 296 warranties
Vehicle Maintenance Reporting System, 202, 209, 215, associating with equipment, 47
claims
229, 254, 293
creating, 48
defining codes, 207
Vehicle Ticket report, 348 defining, 30
vehicle tickets warranty
creating, 401 associating with equipment, 47
calendar-based, 47
vendors. See suppliers
associating with Infor EAM suppliers, 159 usage-based, 48
creating for 7i Buy, 158 Warranty Claims report, 336
view Web Service Prompts
meter history, 46 Executing, 452
service request details, 248 Executing a 'Delete' Web Service, 452
Start Center, 21 Executing an 'Update' Web Service, 452
work order cost, 246 WO Aging report, 372
work orders, 245 WO Backlog report, 372

INDEX 470
WO Cost by Equipment report, 337 linking GIS maps, 397
WO Cost by Type, Cost Code, or Dept report, 337 load balancing, 271
WO Cost List report, 373 managing parts, 231
WO Cost of Equipment Per Location report, 338 modifying, 245
WO Cost Summary Graph report, 373 monitored data results, 236
WO Cost Summary report, 338 PM plans
WO On-Time Delivery by Employee report, 373 adding PM equipment, 291
WO On-Time Delivery by Trade report, 374 PM work orders
WO Statistics report, 374 activities, 253
Work defining equipment, 254
copy routes, 250
PM plans, 289 schedules, 251
work management projects, 324, 325
booking hours, 222 generating shutdown, 325
booking vendor hours, 223 viewing, 325
copying, 210 purchasing
PM work orders, 250, 251 viewing, 248
standard work orders, 208 quick entry form, 227, 229, 230, 231
tools relating inspection routes, 305
requesting for work orders, 243, 257 reopening, 276
work order rescheduling, 270
changing route statuses, 306 reserving parts, 234
work order comments returning parts, 238
viewing, 270 returning parts from, 127
work order equipment scheduling, 269
entering meter readings, 240 backlogged, 270
work order inspection points unscheduled, 270
changing route statuses, 306 viewing the schedule, 268
Work Order Scheduling form, 268, 271 scheduling labor, 218
work order status standard, 208
changing, 270 standard work orders
work orders assigning child work orders, 210
adding activites to PM plans, 291 copying, 210
adding permits, 243 defining activities, 209
adding planned parts, 231 defining headers, 208
associating qualifications, 221 templates
backlogged, scheduling, 270 assigning child work orders, 210
balancing workload, 271 tools
booking labor, 222, 230 requesting, 243, 257
booking labor automatically, 230 updating closing details in a batch, 275
booking vendor hours, 223 viewing, 245
changing status, 270 viewing costs, 246
child work orders viewing customer requests, 279
assigning to templates, 210 viewing per PM Schedule, 256
closed (viewing), 64 viewing service request details, 248
closing, 272, 274 Work Orders
completing, 272 Adding Equipment, 219
copying labor schedules, 218 Defining Additional Costs, 217
copying standard work orders, 210 Importing Route Equipment, 220
creating activities, 229 MEC, 219
creating labor requisitions, 217, 236 multiple equipment, 219
creating on Requisitions form, 109 multiple equipment child, 219
creating, updating, and completing, 227 PM, 257
deactivating permits, 243 Splitting Costs, 219
defining, 211 Work Orders form
defining activities, 215 List View page, 422
deleting child relationships, 242 Parts page, 235
deleting meter readings, 242 Qualifications page, 221
detach from project, 325 Standards Used popup, 318
entering meter readings, 240 work orders, quick
equipment GIS
viewing open and closed work orders, 64 creating, 393
generating, 264 work reports, 362
GIS work requests
creating, 393 approving, 207
importing parts lists, 235 rejecting, 208
inspection points, 305
issuing parts, 231, 236
issuing parts from a stock record, 131
issuing parts to, 121, 123

INDEX 471