Tracking Equipment Costs and Usage

Use Equipment Maintenance to maintain information for individual vehicles and other equipment. Compare a vehicle's gas mileage by date to track the vehicle's performance, as well as its actual running time.

To track equipment cost and usage for an individual vehicle:

From the Warehouse Management > Equipment Maintenance menu, select Equipment Maintenance to display the Equipment Maintenance window.
In the Equipment ID field, enter or select the equipment ID for which you want to track costs and usage.

The following information displays for the equipment, if defined. Edit the information as necessary.

Field	Description
Branch	The branch to which the equipment belongs.
Description	Description of the piece of equipment.
Make	The name of the manufacturer who made the equipment.
Year	The year the equipment was made.
Model	The model name for the equipment.
Vin/Serial#	The Vehicle Identification Number (VIN) if the equipment is a vehicle, or the serial number assigned to the equipment.
License	The license plate number if the equipment is a vehicle.
Next Maintenance Date	The next date the equipment requires a maintenance check.

In the Date column, enter the date of the equipment activity you are recording.

For example, if you are recording mileage for a vehicle at the beginning of December 2003, enter 12/01/03 in this field.

For your initial entry, type the date of equipment activity or the date of your log entry in the Date column. For every entry thereafter, press Alt Insert to insert a blank row above the existing entry, then type the date of equipment activity or your log entry.

In the Odometer column under the Distance heading, enter the vehicle's mileage reading and the unit of measure in the UM column.

For example, if the odometer reads 15,000 miles, enter 15,000 in the Odometer column and Miles in the adjacent UM column.

Note: The system defaults to the defined unit of measure, such as miles, entered in the Valid Distance Units Of Measurecontrol maintenance record. Select a different unit of measure to the odometer reading, if necessary.

In the Fuel column under the Fuel heading, enter the amount of fuel used as of the date entered in the Date column.

For example, if the fuel gauge reads 10 gallons in the tank, enter 10 in the Fuel column and Gallons in the adjacent UM column.

Note: The system defaults to the defined fuel unit of measure, such as gallons or liters, entered in the Valid Distance Units Of Measurecontrol maintenance record. Select a different unit of measure to assign to the fuel, if necessary.

In the Up Hours column, enter the number of hours the vehicle was up and running correctly, without problems on the date in the Date column.
In the Down Hours column, enter the number of hours the vehicle was not running due to maintenance upkeep, such as an oil change, or mechanical problems, such as a flat tire.
Save your changes and exit the window.

More Options from the Equipment Maintenance Window

The Equipment Maintenance window also offers these options.

To...

Select this menu option...

view all the log entries for the equipment

File > Change Log

Displays the Maintenance Log Viewing window or the piece of equipment.

view equipment account information

Edit > AP Entry/Journal Entry Postings

Displays the Equipment AP and JE Postings window.