Equipment Windows Webinar April 20, 2012

Adding a new record, the system will look to see if there is a template record set up:

The template records allow you to have automatic information pull into the new records so you don’t have to key this information and gives you consistency when adding records.

When you add your new unit, the information from the template will pull in and you will just change any necessary information like serial number, type, acquisition cost and source, if a New or Used unit, you would set field 24 Fixed Asset to N, if it is a Rental you would set it to Y. With it set to no, you will see an account# next to field 28, if set to yes then account#’s appear next to fields 26 and 27.

On a rental unit field 24 should be set to Y and then the GL accounts appear next to fields 26 & 27:

Be sure that your GL Accounts are controlled by setting Field 4 to Y:

I enter the invoice from the vendor hitting the correct GL accounts and putting in the control number for the units:

After MPEQ076 (or MPEQ076/A) runs in jobs, the next morning the Net Book Value will be updated:

If the unit is a fixed asset, then you will want to be sure the unit type is using the correct depreciation account, in Release 13 we added the option of using the Accumulated Depreciation account instead of the Expense account but you have to set Position 37 to Y if you use this option. I am using the expense account for this example.

Set up your Fixed Asset Record, with the GL accounts matching what was in the Equipment Type Record:

Set up the Internal Book for the unit:

You will run your Depreciation Update for the month, as you would normally:

The Fixed Asset Record is updated with the depreciation amount:

The Unit Record is also updated (after jobs processes):

Notes Payable Information Your Notes Payable and Interest Accounts must be set up as Controlled Accounts:

You will add the Notes Payable and Interest Accounts to the Notes Payable Window and Key in the Orig Note Amt

When you receive the check from the finance company, you would enter it through Non-AR Cash Debiting the Cash account and Crediting your Notes Payable account with the unit number as the control number:

The Notes Payable amount will update the window, we are making a change in Release 14.1 to change field 24 to say Note Balance and for 25 to be ATD Prin Paid, they are currently reversed.

You will get your loan schedule from your lender:

When you enter the invoice for the Principal and Interest, you will key in the correct control number for each entry, some companies choose to put the payable in as a lump sum and have a recurring journal entry to move the numbers to each unit:

The payable updated the Notes Payable Window so I can see the Note Balance, Principal Paid and Interest Paid:

There are 25 Equipment Record Windows:

The Unit Rate windows stores the rental rates and is used for calculation on the MPEQ038 Rental ROI report:

The Unit Comments can be set to print on the Shipper Invoice or Purchase order or not to print:

Engine/Frame Data can be stored in this window, or you can use it for your own purpose:

The Warranty Data can be stored in this window, the final field end date appears in Order Entry, so you should be updating this field whenever a piece of equipment is sold:

This is where this appears in Order Entry as they open the order:

The contract information will appear in this window, if you are not using Contract Entry to sell equipment you should update the Bill# and Ship# manually for sold equipment to be able to identify the owner.

You can update the Marketing Data window with your sell prices for equipment, used mostly with Used Equipment. Field 26 is used for a monthly expense budget amount for Rental on the MPEQ044 Budget vs Actual Rental Maintenance report.

Equipment Cat/Grp Template Window

Unit Type Window:

Unit Status Window shows the number of days Available, Rented, etc.:

Attachment List show the units attached to this unit:

This unit shows that it is attached to unit 1200057 in field 10:

This information pulls from the Equipment P&L File:

This shows the hour meter reading history, if you had to change out an hour meter you would put the number of hours when it was replace in the Setup hour meter reading and then it will calculate cost per hour including those hours:

You can add your insurance information here, there is another file to put customer information into:

There is a Insurance Certificate file for you to track you customers certificates of insurance and contact them when they expire:

The customers certificate of insurance can be viewed when opening a contract but position 4 of this record must be set to Y to see it.

When you open the contract for a customer, when you are at the “Charge Damage Waiver” question, it will show F3 for Insurance Lookup:

When you hit the F3 it will show you the insurance certificates on file for that customer:

UCC Filing Data:

There is a Unit License window, this is very helpful for the vans and delivery trucks:

This pulls from the Fixed Asset Record:

This pulls from the Fixed Asset Record:

This pulls from the Fixed Asset Record:

This pulls from the PM Record:

This pulls from the PM Record:

This pulls from the PM Record:

This shows the Service History and Open orders for a unit:

This pulls from the PM Record:

The default sequence for the equipment records is in Equipment Master File Option W MPEQUR 00 - 01

You can set up individual terminals to only have access to certain windows or to change the order of the windows, like below:

Open Comments and Questions

Thank you!