Summary

Equipment readings allow you to track the usage of equipment that has been created in the Work Orders module. The primary function of entering equipment readings on an asset is to automatically generate work orders based on the usage of that asset. An example of this would be creating a work order to change the oil of a car each time the car reaches 3000 miles. If you attach a maintenance job to the asset type that is attached to the asset, work orders will be generated for the maintenance of that asset as equipment readings accumulate.

Step by Step

1     Open or create an Equipment Readings batch.

• Select the Equipment Readings palette in WO> Equipment Readings. This will expand the palette and display the steps of the batch process.
• Modify an existing batch or create a new Equipment Readings batch.
  • Select a batch number from the drop-down menu at the top of the Equipment Readings palette to select an existing batch.
  • Select New from the Equipment Readings batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Equipment Readings process, you can create a new batch without affecting the open batches.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .
• Highlight the batch in the batch number drop-down menu on the Equipment Readings palette and press DELETE to delete a batch. Any uncommitted equipment readings in the batch will be deleted.

2     Generate the Equipment Readings batch.

• Open the Generate window (WO> Equipment Readings> Generate).
• Click the Confirm icon to generate the batch immediately or select a date from the drop-down menu if you would like the batch to generate at a later time.

3     Import existing readings.

• Open the Import Equipment Readings window (WO> Equipment Readings> Import).
• Enter a File Name path or click the field label to browse to the import file.
  • The import file must be in comma-separated value (.csv) format.
• Click the Display icon to display the expected .csv file layout.
  • The expected import will include the Equipment Code, Unit Type, Date, Current Reading, Consumption and Notes as separate columns on the .csv spreadsheet.
• Click the Confirm icon to import the equipment readings immediately or enter a date and time in the field next to the Confirm icon to schedule the import to process at a later time. You can view the progress of the import on the Jobs Viewer window (SS> Utilities> Show Scheduled Jobs).

4     Edit the equipment readings.

• Open the Edit window (WO> Equipment Readings> Edit).
• The new row grid design of this window allows the user to quickly tab through the columns, key in the equipment reading information, and press ENTER to begin creating the next equipment reading line item.
• Click the Ellipsis icon in the Equipment Code field to select the equipment that will be included in the readings batch.
  • Equipment codes are created and maintained on the Equipment Code Maintenance window (WO> Maintenance> Equipment).
• Click the Ellipsis icon in the Unit Type field to select the unit of measure that the reading will refer to.
  • Unit types are created and maintained on the Unit Maintenance window (WO> Maintenance> Units).
• The Date field will default to today's date but can be edited.
• The Sequence field will automatically populate with the sequence number of the new reading.
  • The first equipment reading for a piece of equipment associated with a particular read date will be zero. Each sequential reading on that piece of equipment for that particular read date will increase by one.
• Enter the Current Reading on the equipment.
  • The Consumption field will automatically update after the current reading is entered. Consumption is calculated by subtracting the Previous Reading value from the Current Reading value.
• Enter any optional Notes related to the equipment reading.
  • This field can accommodate up to 1000 characters, but only 60 will display on the proof list and only 30 will display on the equipment history record.
• Once the line item is complete, simply press ENTER to add the equipment reading line item to the data grid and begin creating a new line item.
  • You can export the displayed equipment reading line items to a Microsoft Excel spreadsheet by right clicking on the grid and selecting Export grid contents to Excel.
• If an equipment reading line item is deleted, any dependent readings will automatically update. Current readings will remain the same, but consumption amounts will be recalculated to reflect the total consumption between the first Previous Reading and the last Current Reading. For example, a piece of equipment could have three readings:
  • 1 - Previous Reading = 0, Current Reading = 25, Consumption = 25.
  • 2 - Previous Reading = 25, Current Reading = 35, Consumption = 10.
  • 3 - Previous Reading = 35, Current Reading = 55, Consumption = 20.
  • If reading number two is deleted, the recalculated equipment readings would look like this:
  • 1 - Previous Reading = 0, Current Reading = 25, Consumption = 25.
  • 2 - Previous Reading = 25, Current Reading = 55, Consumption = 30.
• After all of the equipment readings have been entered, click the Save icon   to continue to the next step.

5     Print the proof list.

• Open the Proof List window (WO> Equipment Readings> Proof List).
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).
• The Proof List will display the Equipment Code, Unit Type, Consumption Date, Previous Read, Consumption, Current Read, and Notes.

6     Commit the Equipment Reading batch.

• Open the Batch Commit window (WO> Equipment Readings> Commit).
• Click the OK button to commit the batch.
• The new equipment readings will display on the Equipment Maintenance window (WO> Maintenance> Equipment> Meter History tab).