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Changing Model Numbers on Equipment

In certain circumstances, by adding accessory items to and/or removing accessory items from an equipment host, you can change the equipment host from one model (e.g., a base model) to another model (e.g., a model with additional options such as a duplexer and/or with additional feature sets managed by a license key). This change is accomplished by changing the Item record associated with the host's Equipment record.

For the host equipment to be eligible for this change, the following conditions must be met:

You must have accessory consumption enabled.

The host equipment must be in stock.

The host equipment must consume an accessory item that is in stock (upgrade) and/or have a consumed accessory item removed (downgrade).

The "from" Item and "to" Item records must have the same Inventory code - GL.

The "to" Item record must have an Equipment code (this equipment code does not need to match the "from" Item record's equipment code).

The Model associated with the "from" Item record must have the same Metered, Hosted, and Accessory checkbox selections on the Details tab of the Model record as the Model associated with the "to" Item record.

When you change an equipment host from one model to another, the system updates the equipment's model number on transactions associated with the host equipment (e.g., sales orders, service tickets).

Note: When you change equipment from one model to another, the system does not automatically change the price associated with the equipment. If you want to change the price of the equipment, be sure to make this change when you change the equipment's model number.

Getting to the TransactionGetting to the Transaction

On the e-automate toolbar, select [Equipment] to open the Equipment window.

Select the equipment you want to change from one model to another model.

Note: Since the equipment item must be in stock, you may want to use the QuickSearch to filter the equipment list for items that are in stock (i.e., In stock equals Yes). For information on using QuickSearch functionality, see the Using the E-automate QuickSearch topic.

With the equipment selected in the display, click [Accessories] to open the Edit Accessories window.

Basic InformationBasic Information

To change the Item record associated with the host's Equipment record, do the following:

Check the Affect inventory checkbox.

To add an accessory, do the following:

Click [Add] to open the Add Accessory window.

In the Type field, use the drop-down menu to select Item.

Note: You will not have the option to change the Item record associated with the host's Equipment record during the process of adding an equipment accessory. You may add (or remove) an equipment accessory, save the Equipment record, and then change the Item record associated with the host's Equipment record during the process of adding an item accessory.

In the Item field, use the lookup icon to select the item you want to attach as an accessory to this host equipment.

Note: This item must be in stock.

If the item is serialized, in the Serial number field enter the serial number.

Note: If the serial number has been received in your e-automate system, check Use system serial number. You can use the lookup icon in the Serial number field to identify the serial number.

To indicate the addition of this accessory to this host is permanent, check the Permanent checkbox.

Note: The Permanent checkbox selection is used for reporting purposes only.

Check the Consume checkbox to have the host equipment consume the item accessory and remove it from inventory.

Note: The Consume checkbox is only displayed when configured by your system administrator. You can identify the warehouse and bin from which the equipment item is to be consumed. For more information, see the Enabling Accessory Consumption topic.

In the Warehouse field, use the lookup to select the warehouse from which to consume this accessory or make no change to use the value displayed.

In the Bin field, use the lookup to select the bin from which to consume this accessory or make no change to use the value displayed.

Click [OK] to close the Add Accessory window, to add the accessory to the display on the Edit Accessories window, and to display the Change equipment item to field in the lower right corner of the window.

To remove an accessory, do the following:

Select from the Accessories list the accessory you want to remove.

Click [Remove] to open the Remove Accessory window.

To identify the warehouse and bin where you want to place the removed accessory, check the Disperse to checkbox. If you check this box, do the following:

In the Warehouse field, use the lookup to select the appropriate warehouse for placing the removed item.

In the Bin field, use the lookup to select the appropriate bin in which to replace the removed item.

Click [OK] to close the Remove Accessory window, to add a negative quantity of the accessory to the display on the Edit Accessories window, and—if applicable—to display the Change equipment item to field in the lower right corner of the window.

In the Change equipment item to field, use the lookup to select the appropriate Item record.

Note: The system filters this list to display only the Item records that meet the conditions listed at the beginning of this topic. If desired, you can use this field's action menu to add or edit Item records.

Completing the Transaction Completing the Transaction

Click [OK] to save the accessories and close the Edit Accessories window.

Note: If the resulting Item record change would result in an Equipment-and-Item record combination for which the equipment's serial number already exists, the system will display the message, "Item [Item Number] Serial Number [Serial Number] is already in inventory." To resolve this condition, you must change the Change equipment item to field's selection to a different Item record for which the host's serial number does not already exist for the Equipment-and-Item record combination or you must change the serial number on the host equipment.