asset management - training guide - … · web view2.asset management introduction7 3.catalogue8...

E N G H O U S E S Y S T E M S L I M I T E D

E N G H O U S E N E T W O R K S D I V I S I O N

A S S E T M A N A G E M E N T G R O U P

ASSET MANAGEMENT

Training Guide

Document ID: TRG142

Revision: 7.00

Lifecycle Status: Issued

Owner: Secure Area

Project: GNO

PROPRIETARY INFORMATION: The information contained in this document is the property of Enghouse Systems Limited. Except as specifically authorized in writing by Enghouse Systems, the holder of this document shall keep all information contained herein confidential and shall protect same in whole or in part from disclosure and dissemination to all third parties.

Associated DocumentsDocument ID TitleQRI127 QRI - GENERIC FEATURES TRAINING GUIDE

Document Revision HistoryVersion Date Author Details0.00 12-MAR-2002 Kevin Bowden Initial Version0.01 12-MAR-2002 Kevin Bowden Full document copied across0.02 09-MAY-2002 Dave Abbott Title change0.03 10-JUN-2002 Dave Abbott Added heading numbering0.04 11-JUL-2002 Kevin Bowden Updated - user filter0.05 12-JUL-2002 Kevin Bowden Updated0.06 12-JUL-2002 Kevin Bowden Alterations0.07 04-SEP-2002 Dave Abbott Changed title0.08 06-SEP-2002 Dave Abbott Reformatted0.09 13-SEP-2002 Dave Abbott Release number inserted0.10 19-SEP-2002 Kevin Bowden QRI changes made0.11 19-SEP-2002 Kevin Bowden qri - added1.00 19-SEP-2002 Kevin Bowden issued1.01 23-SEP-2002 Kevin Bowden Objectives and Review added1.02 26-SEP-2002 Kevin Bowden Minor changes made1.03 07-OCT-2002 Kevin Bowden Minor formatting changes1.04 20-NOV-2002 Kevin Bowden Changes made1.05 05-DEC-2002 Kevin Bowden Pervasive changes made - WIP - NOT

COMPLETE1.06 05-DEC-2002 Kevin Bowden Minor alterations made - WIP - NOT

COMPLETE1.07 06-DEC-2002 Kevin Bowden Awaiting preliminary review (not QRI)1.08 06-DEC-2002 Kevin Bowden Minor alterations - awaiting initial review1.09 06-JAN-2003 Kevin Bowden Changes made following introduction of

Pervasive functionality1.10 08-JAN-2003 Kevin Bowden No changes made2.00 09-JAN-2003 Kevin Bowden Released to 3.4.02.01 30-JAN-2003 Kevin Bowden QRI changes made2.02 31-JAN-2003 Kevin Bowden New logo added2.03 05-FEB-2003 Kevin Bowden Minor changes made2.04 12-FEB-2003 Kevin Bowden Minor changes made2.05 25-FEB-2003 Kevin Bowden No changes made3.00 18-MAR-2003 Kevin Bowden Issued4.00 08-APR-2003 Kevin Bowden Released to 4.0.05.00 18-JUN-2003 Kevin Bowden Naming Change5.01 13-AUG-2003 Kevin Bowden Updated6.00 13-AUG-2003 Kevin Bowden Issued6.01 11-SEP-2003 Kevin Bowden Updated

6.02 20-JUL-2004 Kevin Bowden Updated - duplicate Filter section removed

6.03 01-SEP-2009 Unknown Employee Updated with GBL V6 details6.04 01-SEP-2009 Unknown Employee Updated after review comments6.05 01-AUG-2012 Neal Williams Updated screenshots for V7 GNO6.06 01-AUG-2012 Neal Williams Updated header/footer7.00 01-AUG-2012 Neal Williams Updated document title

ReviewersReviewer Name Reviewed Date Reviewed Version Review Status

Please Note – Do not manually edit any details above this line. This should be undertaken through the Document Control System only!

Table of Contents

1. COURSE OBJECTIVES......................................................................................................................6

1.1. Interaction with Other Modules............................................................................................6

2. Asset Management Introduction...................................................................................................7

3. Catalogue.......................................................................................................................................8

3.1. Parts List tab..........................................................................................................................8

4. Price History................................................................................................................................11

4.1. DDF Details..........................................................................................................................12

4.2. Parts Details Tab..................................................................................................................13

4.3. Units Tab..............................................................................................................................14

5. Location.......................................................................................................................................15

5.1. Part Prices Tab.....................................................................................................................15

5.2. Reorder Tab.........................................................................................................................16

5.3. BOM (Bill of Materials) Tab..................................................................................................17

5.4. Part Aliases Tab....................................................................................................................18

6. Materials Management (Including Add/Move Parts)..................................................................19

6.1. Parts at Location..................................................................................................................19

6.2. Add Parts.............................................................................................................................20

6.2.1. Batches........................................................................................................................21

6.2.2. Parts.............................................................................................................................21

6.3. Move Parts...........................................................................................................................22

6.4. History.................................................................................................................................23

7. Repair Order................................................................................................................................24

8. Audit Location..............................................................................................................................26

8.1. Audits tab.............................................................................................................................26

8.2. Audit Differences Location...................................................................................................27

8.3. Audit Locations Tab.............................................................................................................27

8.4. Audit Parts Tab....................................................................................................................28

9. Audit Reconciliation.....................................................................................................................29

9.1. Audit Tab.............................................................................................................................29

10. Part Location Summary............................................................................................................31

11. Asset Register..........................................................................................................................32

ASSET MANAGEMENT - TRAINING GUIDE

11.1. Asset Register ‘Details’ tab..............................................................................................34

11.2. Asset Register ‘Asset History’ tab....................................................................................35

of 37 Confidential, Enghouse Networks Ltd


1. COURSE OBJECTIVES

At the end of this course, the user will be able to:

Locate and navigate around the Gamma NetOne screens relevant to the Asset Management module.

Create new data and view existing data. Create new parts within the Part Catalogue. Add parts to a location and move parts from one location to another. Have awareness of the hand held terminal (HHT) to perform asset management functions. Create and Reconcile an Audit against a location. Query location data using the Parts Location Summary screen.

1.1. Interaction with Other Modules

Asset Management relates to these other modules:

Network Elements Transmission Links Transmission Circuits Site Management Inventory Trouble Ticketing



2. Asset Management Introduction

The Asset Management module in Gamma NetOne allows users to maintain a detailed record of parts at all locations. The parts can be added or moved between locations and an audit can be recorded to confirm the data held within Gamma NetOne is in line with the parts held at a location.

The following information will guide the user through the screens in Asset Management, which deal with the basic data required to create inventories and audit locations. The order of the sections relates to the order in which the screens should be completed.

The Asset Management screen can be located by selecting the Asset Management option from the menu.



3. Catalogue

The Catalogue screen allows users to create and query part data. Parts will be assigned to a Supplier; this will allow a user to query the parts that are relevant to the selected supplier. Other data created in the Catalogue screen is relevant to the control of parts, such as re-order quantities and serialising parts. The parts created in the Catalogue screen also pull through to the Transmission module of Gamma NetOne.

The Catalogue screen can be located by selecting the Asset Management option from the navigation bar. Then selecting the Catalogue option the screen will open.

3.1. Parts List tab

The Catalogue screen will automatically enter the user into the Parts List tab. If required, data can be queried or created in this screen.

To locate all of the fields in the tab, scroll across utilising the bar at the bottom of the screen. Please refer to the above screenshot for this tab.

The Manufacturer field allows the user to select the identity of the Vendor that is supplying the part. Select the relevant Vendor by using the list of values button to the right of the field. The Vendor Name will automatically populate once the Manufacturer has been selected. The manufacturer and name data is pulled through from the Supplier’s screen within the Administration module of Gamma NetOne.

The Type field allows the user to select the part type relevant to the part that is being created. The user can make the selection by using the list of values button to the right of the field. The type Description data will automatically populate once the part Type has been selected. It is important to note that when creating a DDF rack the user should choose the Type ‘Trans’ for Transmitter



equipment. This will indicate to Gamma NetOne that the user is required to create DDF appearances. The Kit checkbox indicates whether the selected part is a kit or a part. If the checkbox is ticked the selection made is considered a kit and if unchecked just a standard part.

The Serialised check box will allow the user to enter serial numbers against the created parts. If the check box is ticked then this will specify that the user will create unique ID numbers for each of these parts. The advantage of creating serialised parts is, when tracking parts they can be tracked by their serial number instead of the description.

.

Kit and serialised checkboxes

The Part No field is the unique identification number for the part that is used by the Vendor or Operator. Once the part has been given a unique number the user can use the description field to apply more details. The Description field allows the user to enter a detailed description of the part(s) that have been created (maximum data length 80 characters).

The Height and Width fields will be populated with the height and width of the created part.

The Valuation Type field will allow the user to select whether the part is consumable, repairable, or non-repairable. Use the list of values button to the right of the field select the required option.

The Stocking UOM (Unit of Measure) field allows the user to record the unit of measure for a selected part. So if parts are purchased as a single item, in packs of 10, or the item is a fluid it could be purchased in Litres, the correct selection can be applied. Use the list of values button to the right of the field select the required value.

The Warranty Years and Days field allows the user to record the agreed term of any warranty that is in place against a selected part. The user must manually type in the required length of time in years and days.

The Warranty Ref field can be used to record the reference of the warranty document.

The Cost Centre enables the user to select the correct cost centre for the part. Using the list of values button to the right of the field the user can make the required selection. Once a selection has been made a more detailed description of the cost centre will populate within the Description field.

The Price field displays the latest price for the selected part. This price is maintained within the Price History speed menu option and the part value entered in that screen will pull through to the price field automatically.

When a part is created the user can enter the correct number of ports the part has within the Port Quantity field. This data will be used when mapping parts within the Transmission screens and will indicate how many ports the transmission card has.



The Minimum Level field allows the user to enter the minimum amount of parts held before reordering is required. The Reorder Level field allows the user to enter the number of parts held after parts were reordered. The Alarm Level field will indicate ordered parts that have not been received.

The Finance Track is a checkbox, which will indicate whether the part has been attached to a finance package.

The Base Width field can be used to record the width of the asset at its base.

The Base Height field, as above, can be used to record the height of the asset from base.

DDF Horz Ort and DDF Vert Ort fields can be used to select the orientation of the DDF ports – this is a list of values choice.

The Floor Part is a checkbox, which will indicate whether the part is to be interfaced with in floor plan.

The ECI No. field allows the user to record the Equipment Common Identifier Number associated with the asset.

The HECI No. field allows the user to record the Human (Readable) Equipment Common Identifier number associated with the asset.

The Model field is available to allow the user to enter the model number of the part.

The Reference fields can be used to record any additional information related to the part.

The Software Ver field can be used to store the software version.

The Hardware Ver field can be used to store the hardware version associated with the asset.

Firmware – This field can be used to store the firmware version associated with the asset.



4. Price History

Using the right mouse button and clicking over an active field within the Parts List tab the user can access the Price History screen. The data shown in this screen refers to the manufacturer of the part.

The Version field allows the user to track price changes. When a new price is entered this version number will progress to the next sequential number. The Version column is fixed so as the user scrolls through the data using the scroll bar at the bottom of the form the version column will always be visible.

The Start Date and End Date fields are mandatory and allow the user to define the period of time a price is to be held. To enter a date the user has three possible options:

Click within the field and enter the date manually, the date convention will be DD/MMM/YYYY or 01-Jan-2002

Double click within the field, this will give the system date, this can be kept or edited as required

Within the field press F9 to display the calendar; a date can be selected from here.

The Price field is mandatory and allows the user to maintain part price details. The data entered within this field will automatically pull through to Price field within the Parts List tab.

The Comment field allows the user to enter comments relevant to the price data entered. The field will allow the user to enter up to 400 characters.



The Supplier ID field will allow the user to select a value using the list of values button to the right of the field, this value will relate to the manufacturer of the part. These values will be created by the Gamma NetOne Administrator and are created in the Suppliers screen that is documented in the relevant Administration manual.

The Part No field allows the user to enter the manufacturer’s unique identification number. This will allow the user to cross-reference between the ID used by the Vendor or Operator and the manufacturer.

The Purchase Price field will indicate the price of the part when it was purchased. The field allows the user to enter a price up to 25 characters in length.

The Purchase Currency field will indicate the unit of currency used to purchase the part. The user can use the list of values button to the right of the field to select the correct value.

The Purchase UOM field will indicate the Unit of Measure (UOM) used to order the part. Examples of the unit of measure could be a single part or for cabling the UOM could be in metres. The user can use the list of values button to the right of the field to select the correct UOM.

The Conversion Factor field will indicate a value that will enable the user to calculate a purchase price from the purchase currency to the currency that they are familiar with. So for example if the part was purchased in Euros and the user wishes to convert the value to British Pounds the value entered into the field will reflect the conversion rate at the time of purchase.

The Lead Time will indicate the time taken for the manufacturer to supply the part. This is a numeric value and the unit of the value (days, weeks etc.) will be the decision of the client.



4.1. DDF Details

The DDF Appearances screen allows the user to define port/positions on the DDF rack. By clicking the right mouse button over an active field this will activate a speed menu. Select the DDF Appearances option to access the screen. (Part must be of Type ‘TRANS’)

The Supplier, Part No and Description fields will automatically populate dependant on the selection made in the Parts List tab.

The user can now define the DDF details using the Vertical, Horizontal and Port columns in the table. These details will pull through to the Transmission screens of Gamma NetOne.

4.2. Parts Details Tab



The data shown in the Parts Detail tab will automatically populate if previously defined in the Parts List tab. Data in the highlighted fields cannot be amended here but all other fields can.



4.3. Units Tab

This screen allows the user to define serial numbers against the selected part. The tab is only active for parts defined as ‘serialised’ – i.e., the “Serialised” checkbox is ticked. The Supplier ID and Part No fields will automatically populate dependant on the part selected in the Parts List tab.

The Location screen is accessed by right clicking any field in the row and selecting Option, Location.

From the screen displayed which will open in Query mode, select the location of the part using the list of values available, and press F8 to execute the query.

For instance if a store is required, select Store as the location type from the Type field. Pressing F8 at this point will display all Stores in Gamma NetOne. To refine the query select another criteria from the list of values, for example Base.

When the location is found click the OK button, this will confirm the location of the part.

Save the record, using F10, the Save icon ( ) or the menu option of Action > Save.

A new part is now added to the catalogue in the respective location



5. Location

Location types and locations are required for Parts Catalogue, Stores, Add Parts, Move Parts, Materials Management and Audit Location.

Type – will only allow SIT (Site) or STO (Store) as a valid entry.

Loc Type – will display the list of location types that have been created in the Location Types screen and are chosen from the drop down list.

Base – will pull through all the Sites and Stores created in Gamma NetOne and allows you to assign a site to a location record, chosen from the drop down list.

5.1. Part Prices Tab

It is here that summary information for the part is displayed with respects to pricing, for example the fixed price in the example will display as £25.00 as specified in the Price History screen, also the currency the part was purchased in, such as GBP for Great British Pounds.



In this screen, all fields will populate automatically from the data entered previously. The Regional ID, Description, Currency, Part Status and Description cannot be edited. The only fields editable from this screen are the Price Type and the Value.

5.2. Reorder Tab

From here the user can specify the re-ordering limits for the selected part. For instance if a maximum amount of 5 and a minimum of 2 of the part is required in stock, this can be entered here.

Store ID –Selectable from list of values, the list displays all stores within the Gamma NetOne system

Store – Auto populated on selection of Store

Preferred Supplier ID – Selected from list of values, the list displays all Suppliers within Gamma NetOne

Preferred Supplier – Auto populated selection of Supplier

Min Qty – Minimum quantity to order

Max Qty – Maximum quantity to order

Eco. Order Qty – Displays a unit of measure and dictates that stock should be ordered in multiples of this value, normally up to but not exceeding the maximum quantity.



5.3. BOM (Bill of Materials) Tab

This tab is only available when a part is designated as a Kit from within the Parts List Tab. It is here that the parts that are used to create the kit are specified.

The Part field is used to specify the individual part to include in the kit, following this selection the Description field will populate automatically. In addition to this the part selected will also populate the Stocking UOM or Unit of Measure, as defined in the Price History screen.

The Quantity field refers to the amount required of this particular part within the kit.

To add a part, select from the list of values within the Parts field, enter the quantity of the part required. The Description field and the Stocking UOM will populate automatically.



5.4. Part Aliases Tab

The Supplier ID and Part No. fields are pulled across from the part details tab and are not updateable.

The Part Alias field allows the user to record alternative part Ids. If an ECI and/or HECI number is recorded in part details, these are also displayed here.

Finally save the record to ensure all data is saved.



6. Materials Management (Including Add/Move Parts)

The Materials Management screen is the primary end user screen in Asset Management. It displays all the parts that Gamma NetOne has recorded at a given location and allows the users to Add or Move parts to other locations. Faulty parts can also be moved into repair stores from this screen and a history of part movement at this location can also be displayed.

The Materials Management screen allows all instances of a part to be queried against a Site or Store so that parts can be added or moved and faults are recorded.

Locations

These fields are propagated from the information entered in the location types and locations areas, when the Site or Store is selected from the finder tree.

The Locations button can also be utilised used to specify an alternate location.

6.1. Parts at Location

These fields will contain all the parts recorded for that location. To use a part in the Add, Move, History or Locations screens, the part must be highlighted with the mouse.

Switch Query this button is selected to either search for a specific part or all parts at a location.



6.2. Add Parts

The Add Parts button accesses the Add Parts screen, which allows parts to be added to pre-defined site or store locations.

Parts can only be added to locations which have:

1. A currency defined (in the Maintain Stores screen)2. A valid status in the “To Location” section of the Part Status screen

Add Parts screen

Press the Locations button, when in the add parts screen will open the locations screen.



Locations screen

Use F8 to execute a query; this will display all the locations available. In order to select the location, highlight the location with the mouse (it will then appear yellow). Press the OK button. This will then close this screen and return to the Add Parts screen.

6.2.1. Batches

Description – Field allows the free text entry (up to 40 characters) of a batch description.

Ref #1 to Ref #3 – User definable references to be attached to the batch details when the parts are added.

The labels set in Batches will appear above the fields in the Locations screen, where a reference value can be added for the Destination Location, Issued to etc.

6.2.2. Parts

Part No. – Select a part from the drop down list, which will then appear in this field.

Serial Number – If specified in the Parts Catalogue, the serial number will automatically appear here. (The user must define the Serial Number, as it isn’t possible to add a serialised part within the parts catalogue without defining a location).

Supplier ID – Auto populated with data specified in the Parts Catalogue

Description – Auto populated with data specified in the Parts Catalogue

Quantity – Free text field for quantity of parts

Status – Define status of part selectable from a list of values available, e.g. OP (Operational).

When all parts have been added, save the record using F10 or the save button on the tool bar.

On completion/record saving, the following message will appear to confirm that the request for the parts has been made, thus allowing an audit trail to be associated.



6.3. Move Parts

The From Location and To Location buttons are used in the same way as the Add Part function, as these buttons access the Location screen, where a query can be performed and a location chosen.

The Parts held in the From Location will be displayed in the Part No., Serial No., Quantity and Status fields, together with the Move Quantity and Move Status for the part.

N.B. The Move Quantity should not exceed the value in the Quantity field.

To actually move the part, the Move Part checkbox must be used, by clicking once in the box with the mouse. Although, if the Move Quantity and Move Status are populated this checkbox will auto check, the user can uncheck this at will.

Once the data has been saved, the parts will have been moved in the system.

If the location type of the To Location is a repair store, the Repair Order button is enabled which allows the user to access the Repair Order screen.



6.4. History

The History screen will display all the movements of parts that have occurred at this location. Add and Move transaction types be indicated by the Txn Type or Transaction Type field.

Pressing will return the user to the main Materials Management screen.



7. Repair Order

The Repair Order can be accessed from the Materials Management screen by querying back the required store location and highlighting the item to be repaired and returned to supplier.

Please note that status transitions for repair orders must be defined in the status area REP.

Clicking the Repair Order button will open the following screen:

This screen allows the creation of Repair Part Orders for Parts residing within stockroom locations.

Part Number – Automatically populates client Part number of item

Serial Number - Automatically populates if item is serialised

Quantity – Displays quantity of items being returned

Location – Displays location of store holding item

Swap Period Days – If item is to be swapped, displays period of swap days

Repair Days – Displays number of days for repair

Supplier – Automatically populates supplier of item

Part No. – Displays supplier part No. if different from clients

Serial No.- Displays supplier serial No. if different from clients

Supplier Contact – Displays suppliers contact details

Supplier Reference No. – Displays unique reference number supplied by the supplier for parts on repair



Repair Order ID – Automatically populates when a repair order is saved

Status – selected from LOV

Raised On – Displays date Repair Order was raised

Raised By – Displays name of person raising Repair Order

Fault Date – Displays date fault was reported

Engineer – Displays engineer responsible for the Repair Order

Revision Code – Displays latest revised version of part

Swap, Repair, None – Radio button checked if part to be swapped, repaired or neither

Notes – Free text are for entering relevant notes for repaired part

Note: If the returned part is required to be repaired again, a new record can be created by using the down arrow key when in the original Repair Order, populated with the equipment details, supplier details, date raised on and person raising the Repair Order populated. The user completes the form with all the relevant details and saves the record.

The Repair Order Module is data entry and information only, used to keep track of any parts on repair from store locations sent to suppliers. The Repair Order Module can only be accessed from the Materials Management screen.



8. Audit Location

The Audit area of Asset Management is used to compare information held in Gamma Net One with information gathered from an audit of sites and stores. This ensures that the data held in Gamma NetOne accurately reflects which parts are held at which locations and what quantity. Any discrepancies can be automatically resolved by Gamma NetOne, which will result in parts either

being added to the location or parts being moved into holding stores. The Audit functions allows the recording of all parts at a location, for audit purposes, then the Reconcile Audit function is used to resolve any discrepancies that appear.

8.1. Audits tab

From here the user can create a record to perform an Audit on a specific location, whether that location is a site or a store. This is then used to ascertain the parts available at that particular location, e.g. in a stock taking exercise.

The Audit ID field is generated by Gamma NetOne, incremented by 1 and is not editable, this number will ONLY display when the record has been saved. The fields following that are to be entered by the user to create a more defined record number and/or reference.

Audit Status – Default value is ‘Pending’. The status of an Audit can only be changed by users with access to do so

Audit Type – Selected from a list of values, this entry can be for example Cycle count with Quantity or Cycle without Quantity. Effectively a specification of the type of Audit to be undertaken

Type – The type of location to be audited, selected from list of values



Base – Selected from a list of values this option will display the sites or the stores, which has been selected in the Type field. For example if Site is selected in the Type field, this list of values will contain only the Sites available.

Audit Date – Displays the current system date and time, this field is not editable

Audited By – Displays user ID for current user creating the Audit record, this field is not editable

Notes – Free text field for additional notes

8.2. Audit Differences Location

Allows a location other than the default, to be defined as the audit holding location. Audit holding locations are used to store details of serialised parts not found in the course of an audit.

8.3. Audit Locations Tab

When entering this screen the user will be presented with the locations within the Site or Store selected in the Audit tab. From here the user must specify the exact locations to be audited.

This is achieved by clicking on the checkbox next to the location thus placing a tick in the respective checkbox.

When done, save the record (press F10, use the icon on the toolbar or right click Save).

Further to these actions, the status field in the Audit tab has to be changed to Ready for Processing for the Audit Parts tab to become available to the user.



8.4. Audit Parts Tab

When the audit status has reached Ready for Processing the information that has been collected by the individual conducting the audit can be entered here in the Audit Parts. Depending on the selections made in the Audits tab, the auto population of fields will be different.

In this screen the user enters all information for the parts found in the required locations, and enters the quantity of those parts.

Once the data has been entered and is complete – the status of the audit should be changed to “Frozen for reconciliation”. This enables the audit to be reconciled – the data will no longer be visible in the audit screen.

On completion and saving of these details, the user should then enter the Reconcile Audit screen to perform the comparison between audit and system data.



9. Audit Reconciliation

From the Audit location screen, on completion of the Audit of a given location, the status of that audit can be changed to Frozen for Reconciliation. Once it is at Frozen for Reconciliation status it will appear in the Audit Reconciliation screen.

9.1. Audit Tab

From this tab the user can see the audits completed on various locations, the most recent being the first on display. It is possible to navigate to other audit records using the cursor keys.

On locating the required Audit, the user can view all data given when the record was created, also the information given when the audit took place. For instance the Audits and Audit locations tabs are the same data, as in the Audit location screen seen earlier. The Parts at location screen though is slightly different.



Note: This screen has been expanded to show all fields

In this screen, the base location, selected in the Audit Locations tab, and the parts that have been audited will be displayed. A visual comparison can be made by the user to ascertain as to the outcome of the audit.

In the quantity field, a new quantity can be entered if a mistake was made previously; in this case the record that has been changed will turn blue, denoting a change.

When altering the Quantity field the Audit field from within this screen will change to display a probable outcome, for instance if the recorded part quantity was 2 and in the audit 4 were found, the Audit field would display ‘Increase Quantity at Location?’ Or if the quantity recorded was 3 and 1 was found ‘Decrease Quantity at Location’ will display.

On completion of the reconciliation, all information is tallied accurately. In other words the system quantities are updated with those entered during the audit. A check must be placed within the Process field to enable the Audit to then progress. The Process field must be populated for all records in all locations being audited before reconciliation can occur.

The Processed field will now check automatically, and the Audit Status will change automatically to ‘Closed’. Population of the Processed Checkboxes and the Audit Status change to ‘Closed’ does not happen until the Process checkboxes are populated for all part records at all locations of the audit, and the ‘Process’ button is pressed. Quantities against all part records must be defined before Processing can occur.

When an instance of a serialised part is found in the course of the audit, but currently (i.e., prior to reconciliation) resides in another location, the ‘Sys. Location’ button is enabled. If activated, the location window is activated displaying details of current (i.e., pre-reconciliation) part location. Note this only occurs for serialised parts, as these are the only parts that can be tracked.



10. Part Location Summary

The Part Location Summary screen allows queries to be performed on sites or stores. This allows the user to receive a quick overview of parts held at locations, using the criteria of Supplier, Part No., and Serial No., Site or Store ID.

Site, Store, Supplier ID and Part Number all have list of values, which allow the user to perform a query on any of these criteria. This is performed by, selecting the chosen item from a list of values then pressing F8 to perform the query.

NB: Pressing F7 then F8 will display all records.

The Summary radio button will display all the parts and the quantity held at a particular Site or Store. The Row radio button will display each instance of a part if serialised.



11. Asset Register

The Asset Register screen allows queries to be performed on assets. This allows the user to view all attributes of an asset.

Serial No. - Used to uniquely identify the asset.

Asset Desc. – Description of the asset being queried.

Status – The status of the asset. Asset statuses are user defined.

Type – Allows the user to clarify the type of asset (Consumable for example).

Price – Allows the user to record the price/value of the asset. This is only used for information purposes and for material transactions. The price is determined based upon the price of the asset as recorded in Inventory.

Currency – Stores the currency of the asset price.

Kit – Displays the Parent kit number if the asset is part of a serialised kit.

ECI No. – Stores the Equipment Common Identifier number associated with the asset.



HECI No. - Stores the Human Equipment Common Identifier number associated with the asset. The user can change this at any time.

Cat Ref. – Stores the catalogue part number associated with the asset. Selected from a list of values this will allow the user to select any part that is checked as ‘serialised’ in the catalogue screen.

Supplier – Display only field that shows the supplier code associated with the catalogue part number.

Description – Displays the catalogue description.

Manufacturer - Selected from a list of values this option will display the manufacturer of the asset. There are no restrictions on the update of this field and therefore can be updated at any time.

Model – Used to store the manufacturers model number for the asset.

Man. Serial No. – The Manufacturer Serial Number field can be used when the asset identifier is different to the serial number. For example, when pre-printed barcode labels are used to identify the assets. The user can update this at any time.

Location Type, Base Type, Location ID, Location Name, Floor, Rack, Shelf and Slot are used to store the exact inventory location where the asset can be found. The location information cannot be changed in this screen. This must be done via the ‘Add’ and ‘Move’ function. Floor, Rack, Shelf and Slot are not mandatory and can be updated in this screen at any time by the user.

Warranty Start – This field can be used to be record the warrant start date and can be updated at any time by the user. Changes to the start date will trigger recalculation of the Warranty End Date.

Warranty End - Used to record the warranty end date. The user can update this field at any time.

Warranty Ref. – This field can be used to record the reference of the warranty document.

Software Ver. – Used to store the software version.

Hardware Ver. – Used to store the hardware version associated with the asset.

Firmware – This field can be used to store the firmware version associated with the asset. There is no restriction on the update of this field.

Part Status – The part status field cannot be updated in this screen.

Reference fields 1- 6 – These six fields can be used to record any additional information for the asset. They can be customised as per the customer requirements.



11.1. Asset Register ‘Details’ tab

The details screen displays all information as described in the previous section, but for the individual asset.



11.2. Asset Register ‘Asset History’ tab

The Asset History screen provides a historical log for the selected asset. The user can see the status history of the asset, the movement of the asset, the pricing history, as well as when it was updated and by whom.
