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Creating Equipment Profiles

In e-automate, a piece of equipment is any machine on which you can perform service. Equipment is used by e-automate as a way to link all of the services you perform on a particular machine. You can also identify components that are linked or installed on the host equipment. These components are referred to as accessories. When you attach in-stock accessories, they are transferred by e-automate to the host equipment location (warehouse and bin) when you attach them. If you have accessory bin tracking enabled, accessories are transferred to your designated accessory bin for the warehouse in which the host equipment is located.

When you create an equipment record, one of the required fields is the Item field. All equipment on the list is associated with an inventory item from the item list. While you are required to associate an equipment record with an item, you cannot associate equipment with just any item from your list. You are only allowed to associate equipment with inventory items that are flagged as equipment, meaning the item must have an equipment code to be linked to an equipment record.

The kind of equipment on the equipment list is dependent on how you use e-automate. If you are not using Equipment History Tracking, your equipment list will likely be composed of equipment that you have sold as well as equipment that you are servicing but did not sell. If you are using Equipment History Tracking, the equipment list will likely be composed of equipment you have sold, equipment you are servicing, and equipment you have in inventory. When you are using Equipment History Tracking, e-automate creates the equipment record when you receive it instead of waiting until you sell it. The equipment on the equipment list may be owned, leased, or rented by a customer or your company.

While you can invoice a service call without equipment, typically you invoice service calls that are linked to equipment from the equipment list so you can retain the equipment service history. If a customer requests service on a piece of equipment that you did not sell to the customer, you can add the equipment to your equipment list to retain your service history. If you decide to add the equipment to the list, you must first have the item on your item list before you can link an equipment record to it.

You get equipment records on your equipment list by:

Creating them manually

Having e-automate create them using Equipment History Tracking

Having e-automate create them when you sell inventory items with equipment codes

Note: These options must be enabled by your system administrator. See the Setting Sales Options topic.

You add accessories to your equipment to help your supply order entry staff and technicians to interact with equipment. For example, a field technician should know which accessories are attached to the equipment to ensure that he is qualified to service the equipment and associated accessories. Order entry should also know which accessories are attached so they can provide the supplies correctly for the equipment and the attached accessories. During the sales process, your supply entry personnel can identify the correct supplies for equipment by identifying the equipment on the sales transaction. Identifying equipment on the sales transaction can also tell e-automate if the supplies or parts you sell are covered under the service contract. A filter is placed by e-automate on the item lookup so it only displays supplies related to the host equipment and the identified accessories. In addition to filtering by the related items on host equipment and accessories, you can configure a filter to restrict items that are displayed based on the contract bill code. This way you can only display supplies of a certain type. This same filtration automatically occurs in the e-info supply order portal for enabled equipment and supplies. In these ways you can be better prepared to provide supplies to your customers.

When assigning accessories to equipment you can configure your e-automate system to allow equipment hosts to consume accessories. This feature is an administrative option. The consumption process completely removes the item(s) from inventory and adds the cost of the consumed items to the host equipment item. Consumed items do not show on sales invoice or orders when added to the order/invoice. If you are not consuming accessories, e-automate transfers items from their current inventory location to the host equipment location upon association or the assembled bin based on your configuration.

Getting to the TransactionGetting to the Transaction

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

Click [New] to open the New Equipment window.

Basic InformationBasic Information

Complete the following fields as appropriate:

Number: Number automatically assigned to the piece of equipment. You may change it.

Note: Whether or not you can edit equipment numbers after you have created it is dependent on your system administrator. E-automate can allow you to edit the equipment number.

Customer: Customer who owns, leases, rents or is currently assigned to this equipment.

Note: The customer's address information is automatically entered in the Location tab, but you can edit as necessary.

Item: Item from your inventory item list. Inventory items that can be linked to equipment have an equipment code identified on the item profile. When you choose the item, e-automate enters the model automatically. The model identifies to e-automate service settings and meter information for the equipment you are creating.

Note: Only active items with equipment codes are displayed by e-automate.

Make: Manufacturer of the equipment. Selected based on your inventory item.

Model: Model for this equipment from the models list. Selected based on your inventory item.

Note: You specify on the model whether the model is metered or not. If the equipment is to be metered, you must select an item that is associated with a model that has been identified as metered. If you select a metered model, e-automate displays a Meters tab and copies the meters identified on the model to the equipment profile. You can make changes to the meters on the equipment if necessary, and any changes you make on the equipment are only for that piece of equipment. If you return to the model and make meter changes, they will only affect equipment records created subsequent to the meter changes on the model.

Serial Number: Serial number associated with this unique instance of this equipment.

Note: If the inventory item is flagged as serialized, e-automate requires serial numbers on equipment records linked to serialized items.

Use System Serial Number: When checked, e-automate displays a lookup for the serial number.

Note: If you have received the equipment in e-automate through the purchasing process or by performing an inventory adjustment, e-automate stores the serial number. You can use the lookup to select stored serial numbers from a list of serial numbers received for the selected item that are not already associated with an equipment record.

Select or enter the appropriate information for fields displayed near the bottom of the New Equipment window. See below for field descriptions.

Active: When checked, the equipment is an active piece of equipment that is available on e-automate lookups. Equipment without this checkbox checked are inactive and are not available for service.

E-info enabled: When checked, customers who use e-info will see this piece of equipment on the e-info website. You can use this box to prevent customers from seeing unchecked pieces of equipment on the e-info website, such as accessories.

Reviewed: When checked, this system-generated record is considered reviewed and approved.

Note: When Equipment History Tracking is enabled, the system can automatically create an equipment record. If the system creates an equipment record, the system displays an unchecked Reviewed box. If you check this box—indicating you have reviewed and approved the record—and then save the record, the system will no longer display the Reviewed box when you access this equipment record.

Note: The QuickSearch includes a Not Reviewed filter option that you can use to locate all system-generated equipment records that have not yet been reviewed and approved. For more information on using the QuickSearch functionality, see the Using the QuickSearch topic.

To see more information, click the [More info] button. The Auto Meter Requests window displays.

In the Available Lists field, use the drop-down menu to select an additional list.

Use the QuickSearch to narrow your results. For more information on using the QuickSearch functionality, see the Using the QuickSearch topic.

Click [Export] to export your list to Microsoft Excel.

Click [Close] to close the Auto Meter Requests window and return to the Equipment window.

To add an attachment to this Equipment profile, click the Attachment button to access the Attachments window. For information on using this window, see the Managing Attachments topic.

Note: You must have file attachments configured to be able to use this option. For more information, see the Setting Miscellaneous Options topic.

Location TabLocation Tab

Complete the following fields as appropriate:

Installed Location: Customer location where the equipment is located.

Note: If the correct customer address is not on the customer list for this piece of equipment, click [Edit Equipment Location] (the pencil button) and enter the correct address for the equipment, if allowed. Your system administrator determines whether or not you can edit the equipment location from the equipment record. E-automate can store the equipment’s physical address instead of linking to a customer address if allowed.

Location remarks: Remarks about this equipment’s location.

Note: For example, a location note might be “second floor,” or “NW corner of office 132,” “faculty room,” etc.

Territory: Geographical region in which this piece of equipment is located.

Open: Daily beginning time the equipment is available for service work.

Close: Daily time after which the equipment is not available for service work.

Install date: Date of the equipment installation. This field can be auto-populated when equipment is auto-created through sales fulfillment or invoice transactions.

Note: When the installation date changes on an equipment record, the calculated meter average for monthly average is re-calculated based on the new installation date.

Technician: Technician to be regularly assigned to perform service on the equipment.

On-site warehouse: Warehouse at the equipment location from which e-automate will pull inventory for equipment service, if any.

IP address: Enter the unique IP address if this item requires networking capability.

MAC address: Enter the unique MAC address if this item requires networking capability.

Billing/Contact TabBilling/Contact Tab

Click the Billing/Contact tab to bring it forward. Complete the following fields as appropriate:

Bill to: Customer to be billed for services associated with this equipment.

Bill code: Bill codes are codes that define the hourly labor and travel rates as well as what items are covered under service calls. Equipment records should always have a time and materials bill code.

Note: Bill codes from current contracts are selected by e-automate before it looks at the equipment profile bill code.

Tip: Best practice recommendation is that you add a time and materials bill code to all equipment records to ensure billing will occur should the contract expire.

Branch: Branch to which the equipment is assigned.

Note: The branch is pre-populated from the customer and only displays if branching is enabled.

Warranty expiration: Warranty expiration date, if any.

Equipment Contact – Contact: Name of the customer contact for this equipment.

Note: You can create a new contact by clicking the drop-down menu and selecting New. For information on creating a contact, see the Creating a Contact topic. You can also simply enter a contact in the Name field.

Equipment Contact – Name: Name of the customer contact for this piece of equipment.

Equipment Contact – Phone: Phone number of the contact for this piece of equipment. This field is pre-populated if you selected a contact. If you did not select a contact, you can simply enter a phone number for the contract in this field.

Equipment Contact – Fax: Fax number of the contact for this piece of equipment. This field is pre-populated if you selected a contact. If you did not select a contact, you can simply enter a fax number for the contract in this field.

Note: You can create a contact by clicking the drop-down menu and selecting New or by simply entering a contact name in the Name field. If you did not select a contact, you can simply enter a name.

Decision Making Contact – Contact: Name of the decision maker for this piece of equipment.

Decision Making Contact – Name: Name of the decision maker for this piece of equipment.

Decision Maker – Phone: Phone number of the customer decision maker for this piece of equipment. This field is pre-populated if you selected a contact. If you did not select a contact, you can simply enter a phone number for the contract in this field.

Decision Maker – Fax: Fax number of the decision maker for this piece of equipment. This field is pre-populated if you selected a contact. If you did not select a contact, you can simply enter a fax number for the contract in this field.

Meter reading Contact: From the drop-down list, choose the contact that you will use to send automated meter collection email or faxes.

Note: If you intend to use the e-agent task for Automatic Meter Reading Requests with this equipment, you must create and select a contact in this field. You cannot configure equipment for automatic meter readings without an identified contact in this field.

Shipping Contact: From the drop-down list, choose the contact that you will use to ship the item to.

To indicate the preventive maintenance schedule, do the following:

To use a time interval to schedule for preventive maintenance, check Based on due dates.

In the Date due field, use the drop-down calendar to select the next date the equipment should receive a preventive maintenance service.

Note: For example, if you set 60 days as your interval and today is May 10, you will need to perform preventive maintenance on about July 10.

In the Date interval field, enter the number of days in each cycle after which you will service the equipment and perform preventive maintenance.

Note: For example, if you select a date interval of 60 days, you will perform a preventive maintenance service call on the equipment every 60 days.

To use a meter read to schedule for preventive maintenance, check Based on meters.

Note: If Based on meters is checked, the preventive maintenance settings are based on the meters defined on the Meters tab. If both Based on due dates and Based on meters are checked, e-automate will add the equipment to the Preventive Maintenance report based on which occurs first, meters or date.

Meters TabMeters Tab

If the equipment is metered, click the Meters tab to display the meters copied from the model.

Verify the meter information is correct by editing each meter and reviewing the settings for the meter.

To add a meter, do the following:

Click [Add] to open the New Meter window.

Complete the following fields as appropriate:

Meter Type: Meter type for this model.

Note: You can include multiple meters made up of multiple meter types when necessary.

Description: Description used for this meter type.

Interface name: Meter name used by connected equipment when sending meters via email or electronic means. This field is used to identify the e-automate meter when parsing meters sent via email or electronically.

Meter has sequential readings: When checked e-automate requires meter reading to be entered in increasing order as the date advances. For example, you cannot enter a lower meter reading at a later date.

Virtual meter: When checked, this meter reading is calculated based on other already created meters.

Note: For example, you can enter a calculation to subtract the number of B/W copies from the total copies made to determine the number of color copies used. When marked, a formula box appears and allows you to enter the calculation. You must have the meter types used in the calculation set up before you can use the virtual meter calculation.

Default meter: When checked, this meter is the default meter for this device. When designating a meter as the default meter, note the following:

You can only designate one meter as the default meter on a device.

E-automate uses the default meter in reporting and calculating service metrics on reports. For example, e-automate uses the default meter when calculating call backs, and copies between calls by technician, territory, customer, and equipment.

Tip:If a model includes multiple meters, ECI best practice recommendation is to create a virtual total meter, being sure to include in the total meter's formula all the meters you want included in the service measurements, and then marking the virtual total meter as the default meter. Set up in this manner, the default meter will include all clicks on a device in the service measurements.

If the model only has one meter (e.g., only B\W), then mark that meter as the default meter.

The system automatically requires the default meter any time a meter reading is entered. You determine if the other meters are required. If you are using virtual meters, be sure to require the meters the system needs to calculate the virtual meters.

Require meter reading: When checked, a meter reading is required any time a meter is entered for this equipment.

Note: E-automate requires at least the default meter any time a meter reading is entered. You determine whether the other meters are required. If you are using virtual meters, the meters you use for the calculation should be required so e-automate can calculate the virtual meters.

Rollover meter: When checked, the meters have a fixed number of digits.

Number of digits in meter: When Rollover meter is checked, you can enter the meter digits for this model.

Note: The number of digits is used by e-automate to determine when a lower meter entered at a later date is acceptable.

Base PM on meter readings: When checked, you can base preventive maintenance on this meter.

PM due meter: Meter reading count when preventive maintenance is due.

PM interval clicks: Meter count interval between preventive maintenance visits.

Note: If you choose to handle preventive maintenance based both on date and meters, e-automate will flag preventive maintenance based on whichever occurs first.

Include in auto meter requests: Check this box if you want e-automate to automatically request meters for this equipment.

Mfg suggested: Number of clicks this machine is capable of monthly if run 24 hours a day, seven days per week. This is often called the duty cycle.

Note: This setting is used by e-automate to catch erroneous meter readings before they can be used for billing.

Target: Estimated meter count target per month.

Warranty expiration meter: If the warranty is based on this meter, this is the meter count when the warranty expires.

Note: This field is only for reporting purposes and does not affect actual warranty information recorded for the specific equipment.

Click [OK] to save the meter and return to the New Equipment window.

Repeat the above steps to add additional meters.

To require that a meter reading is recorded for required meters on a service call, check Require meter reading on service calls.

To use automatic meter requests, check Use automatic meter requests and choose one of the following:

If the equipment is on a contract and you want to collect meters using the overage cycle associated with the contract, select Use Contract Overage Cycle.

If you want to collect meters using the equipment meter reading cycle, select Use Equipment Meter Reading Cycle.

Note: Selecting Use Equipment Meter Reading Cycle enables the Reading cycle field and the Next request field.

In the Reading cycle field, use the lookup to select the cycle in which you want to collect meters for this piece of equipment.

In the Next request field, use the drop-down calendar to select the date on which you want to collect the next meter.

In the Last meter request date field, e-automate displays the last date a meter was requested for this equipment.

Accessories TabAccessories Tab

If the model linked to this piece of equipment is marked as a host, on the Model profile you are able to add an item(s) or additional equipment as accessories to this equipment. After you have added associated accessories, you can see a list of connected accessories in the Dispatch Console when creating a service call. You cannot add accessories until you have saved the equipment record.

Click [OK] to save the equipment.

Double-click on the equipment to which you want to add accessories. The Edit Equipment window displays.

Note: You can also select the equipment from the equipment list and click [Accessories] to open the Accessories window.

Click the Accessories tab to bring it forward.

If this equipment is an accessory, use the lookup icon in the Host equipment field to select the host equipment to which this accessory is attached.

Note: If this equipment record is not capable of being an accessory to another equipment record, this field remains disabled.

To add accessories to equipment capable of hosting, do the following:

Click [Edit Accessories] to open the Edit Accessories window.

Click [Add] to open the Add Accessory window.

Do ONE of the following:

Associate an accessory that is equipment by doing the following:

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

In the Equipment field, use the lookup to select the equipment you want to identify as an accessory to this equipment.

When linking equipment, e-automate disables the Serial number , Use system serial number , and Quantity fields.

To add the permanent flag, click Permanent.

Note: The permanent flag is simply for reporting.

To consume the equipment and remove it from inventory, check Consume.

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.

When the equipment is in stock, you can identify the warehouse and bin from where an item is to be transferred by checking the Transfer from checkbox and identifying the warehouse and bin in the Warehouse and Bin fields.

Associate an accessory that is equipment by doing the following:

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

In the Item field, use the lookup to select the item you are identifying as an accessory from your item list.

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 in the Serial number field to identify the serial number.

To add the permanent flag, click Permanent.

Note: The permanent flag is simply for reporting.

To consume the item and remove it from inventory, check Consume.

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.

Click [OK] to add your accessory.

Repeat steps b through d to add more accessories.

Contracts/Leases TabContracts/Leases Tab

Click the Contracts/Leases tab to review the contracts and leases assigned to this piece of equipment.

Note: If this equipment has been added to a lease or a contract, it will be displayed here.

As a rule, e-automate only displays contracts that are current. To see contracts that are expired, uncheck Show only current contracts.

To view the lease associated with the equipment, click [View Lease].

Sales/Service TabSales/Service Tab

Click the Sales/Service tab to bring it forward.

To add a sales message (a message displayed when you sell an item associated with this equipment), do the following:

Click [Add] in the Sales Message region. The Sales Message for Equipment – xxx window opens.

In the Frequency region, select from the following frequencies:

Repeat until XXXX: Choose this option if you want the message you create to continue being displayed during every sales transaction associated with this equipment until the date you specify.

Note: Be sure to specify the ending date.

Repeat indefinitely: Choose this option if you want the message you create to display during every sales transaction associated with this equipment and never stop.

Show One Time: Choose this option if you want the message you create to display the next time you create a sales transaction associated with this equipment. The message will only display once.

In the Subject field, enter the subject of your sales message.

In the Message field, enter the sales message you want displayed during the sales transaction associated with this equipment.

Click [OK] to save the message and frequency settings.

To modify the message, click [Edit].

To delete the message, click [Delete].

To add a service message (a message displayed when you perform a service call on this equipment), do the following:

Click [Add] in the Service Message region. The Service Message for Equipment – xxx window opens.

In the Frequency region, select from the following frequencies:

Repeat until XXXX: Choose this option if you want the message you create to continue being displayed during every service call associated with this equipment until the date you specify.

Note: Be sure to specify the ending date.

Repeat indefinitely: Choose this option if you want the message you create to display during every service call associated with this equipment and never stop.

Show One Time: Choose this option if you want the message you create to display the next time you create a service call associated with this equipment. The message will only display once.

In the Subject field, enter the subject of your service message.

In the Message field, enter the service message you want displayed during the service call associated with this equipment.

Click [OK] to save the message and frequency settings.

To modify the message, click [Edit].

To delete the message, click [Delete].

Complete the following fields as appropriate to enter service settings for this equipment:

SLA code: The service hour and response hour code assigned to this equipment.

Note: If you want to define a custom SLA code or edit an existing SLA code, use the SLA code field's drop-down menu to select New or Edit, respectively. For SLA code setup information, see the Creating SLA Codes topic. For information on defining or editing company hours, see the Creating Company Hours topic.

Use model priority parameters: Check to use the call priority and call weight parameters specified on the equipment’s model.

Call Priority: Priority to be associated with calls entered for this piece of equipment.

Note: This call priority overrides the priority associated with the call type, if weighted at 100%.

Priority weight: Weight you want associated with the call priority.

Use model call back and call alert parameters: Check to use the call back and call alert settings on this equipment’s assigned model.

Call back number of days: Number of days in which a second corrective maintenance call type will be flagged as a call back.

Call back number of clicks: Number of clicks in which a second corrective maintenance call type will be flagged as a call back.

Note: If you are using the model’s call back and call alert parameters, this field is disabled.

Number of calls received: Number of calls that, if entered in the identified number of days, will alert the user.

Within number of days: Number of days for a call alert.

Within number of clicks: Number of clicks for a call alert.

History TabHistory Tab

If you have been using Equipment History Tracking, click the History tab to view the equipment's history.

Note: The History tab is only displayed when Equipment History Tracking is enabled.

To see the values of attributes collected during equipment history tracking, double-click on an equipment history tracking row.

Completing the TransactionCompleting the Transaction

Click [OK] to save the equipment profile.

For additional information on contract functionality, refer to the following topic:
Additional Info - Call Priority and Priority Weight.