Machine Placement

Machine Placement is found on the Contract Data Entry menu, 1-1 and the Service Data Entry menu, 1-8.  With Revision 12, Machine Placement has been totally redesigned.  There are numerous new Serial File fields and new operating functions. Following are complete operating instructions and explanations of all of the fields accessible in Machine Placement.  The Serial File is extremely important to the entire LMS system.  Please review the documentation thoroughly.

 

Machine Placement is basically a file maintenance program, however for convenience purposes it is found on the Data Entry menus.  Machine Placement is a way to change information and add records to the Serial File.  The Serial File is where the individual serialized machines and accessories are stored.  Numerous programs automatically write to the Serial File.  Thus the Serial File stores numerous information for an individual piece of equipment including service call, costs, date received into inventory, service contract, billing information, leasing information, and customer site information.  Some of this information is displayed and can be accessed in Machine Placement.  Some of the same information that is accessed in Machine Placement is also accessible in the program Serial File Maintenance.  Both programs write the information into the Serial File.

 

Machine Placement was originally designed for the conversion to the LMS system.  It is the place to input all of the customer placed serialized equipment that was placed prior to having the LMS system.  Thus this is the program for new LMS customers to input all of their current machine population base that is not in their inventory.  Since only placed machines can be added to the Serial File through Machine Placement, inventory is never updated by Machine Placement.  This means no machine added to the Serial File through Machine Placement is ever entered into a warehouse and has the on hand quantity updated.  Note, for new LMS systems, inventory machines should be entered through the program Inventory Receipts.  Also, prior to adding machines to the Serial File, the actual machine item number must be entered into the Item File.  This is done through Item File Maintenance.  Other files that must be created are the Sales Rep File, Customer File, County and Service Territory/Zone File, Service Plan File, and Vendor File.

 

 

 

 

 

After the original machine population is entered, the machines that should be added to the system, through Machine Placement, are machines that your company has acquired by purchasing another company's machine base.  Machines that are serviced by your company but were not sold by your company are also added to the Serial File through Machine Placement.  Basically any machine that needs to be added to the Serial File but is currently not in your inventory is added through Machine Placement.  At the same time the ship to customer number that the machine is placed at must be entered.  Anything that is in inventory should always be added to the system through P.O. Receipts or Inventory Receipts.  Anything that is sold out of your inventory should always be invoiced through Invoice Entry or Order Release, which automatically places the machine.

 

Another major use of the Machine Placement program is to place machines that are currently in your inventory but are put on a Rental contract.  An invoice is not done as the machine is not sold, but the machine needs to be assigned to the customer.  The machines remain in your inventory but are placed at the customer site, prior to the setting up of the Rental Contract.  The machine is placed at a site by entering a customer number in Machine Placement.  This can be done through the add or change mode.  As an additional note, normally the equipment is transferred to a warehouse that has been created to store rental machines only.  The rental warehouse is not an actual physical warehouse but is used to categorize the inventory status.  This separates the rental equipment from the actual equipment in inventory slated for sales or future rentals.  The inventory transfer must be done prior to the placement of the machine at the customer site.

 

Machine Placement allows assignment of a customer number to a machine.  This is not a temporary placement.  The customer either owns or is renting or leasing the machine.  It is not used for placement of a custody machine.  Custody machines such as demos, trial machines or machine placed at your site, are placed in the program Machine Custody.  Machine Placement does not allow changing of the customer number or removal of the machine.  Removals of machines are made in other programs.  The other programs are Machine Removal, Contract Changes and Cancellation, Invoice Void, and Credit Memo Entry.

 

Machine Placement does not allow deletion of a serial number.  Any deletions must be made in Serial File Maintenance, after the machine is removed from a customer site.  It also does not allow a change of the actual serial number.

 

 

 

 

 

There are numerous fields in Machine Placement that access important information in the Serial File.  These fields can be accessed through the add or change mode. Machine Placement offers a time saving feature.  That is the ability to be in the add mode on a record that already exists.  Thus you are actually changing data but you are in the add mode instead of the change mode.  This is useful when there are numerous fields that need to be changed.  Rather than entering each individual field number, as in the change mode, you can automatically access all of the fields and carriage return to leave the field unchanged or change it.

 

When the Item File is created there is much Serial File default information that can be stored.  This includes information relating to the Service module.  The service defaults are PM and emergency threshold and call back parameters, and response time codes.  Other defaults from the Item File include primary vendor number, cost and commission costs and item description.  When the individual serialized machine or accessory is added to the Serial File, through the Inventory and P.O. Receipt programs, the default information is automatically written to the Serial File.  Receiving a serial number through P.O. Receipts also writes the purchase order number into the Serial File.  When adding a Serial File, through Machine Placement, these defaults also appear.  The defaults can be changed per individual record in Machine Placement.

 

When a serialized item is received into inventory, the date received, actual cost, vendor number, initial meter reading, manufacturers warranty expiration date, ID number, and whether the machine is a used machine are automatically written to the Serial File.  When a serialized item is invoiced many of the Serial File fields are automatically updated including cost, selling price, invoice number, date placed, and customer information.  The customer information is the ship to customer number, primary sales rep number, branch, company number, customer warranty expiration date, and county and service territory and zone codes.  The majority of these fields are accessible in Machine Placement.  A field to store the Accounts Payable invoice number is also available in Machine Placement.

 

Additional customer information is entered through Machine Placement including, a phone number and phone extension, fax number and contact name.  The fax and phone numbers can be used with entering meter readings on contract machines. Additional service information is entered through Machine Placement.  This includes the primary and secondary technician, and whether the equipment is serviced on site or brought in for service.  There are also two location and one general comment fields.  Therefore, it is a good practice to create a work flow where, after serialized equipment is sold, one of the first steps is to access them in Machine Placement and enter the additional information and also change any of the defaults if necessary.

 

 

 

 

 

A new feature with Revision 12, is the ability to link a host item and serial number to a serialized accessory.  Thus the machine and the accessories on the machines can be linked directly together within the Serial File.  Development of the usage of the linkage within the Serial File of the machine and accessories will follow in later revisions.  During the Revision 12 conversion program all records found in the Serial File will have its item and serial number written into the host item and serial number field.  It will be up to you to access the accessories and enter the actual host item and serial number of the machine the accessory is on.  Fields for host item and serial number are accessible in Machine Placement.

 

The host item and serial number field in the Serial File, replace the Accessory File, which prior to Revision 12 could be accessed in Machine Placement.  The Accessory File is no longer accessible through Machine Placement.  If the old Accessory File is used at your site, the file remains and is accessible through the Accessory File Maintenance program found in the Service module, 3-13.  Operation using the old Accessory File within the Service Dispatch programs has not been changed.

 

There are also new fields, included with Revision 12, that allow storage of meter reading rollover and meter reading estimate parameters.  These fields are accessible in Machine Placement.  The Enter Meter Readings program calculates and accepts an estimated meter reading.  The estimated fields in the Serial File are updated by the Enter Meter Readings program.

 

A free flowing message may be assigned to each individual serialized equipment.  The messages are stored in a separate Item/Serial Message File.  The message can be modified in Machine Placement, Serial File Maintenance or in the Item/Serial Message File Maintenance program found in the Billing module, 3-1-20.  Also added to Machine Placement and the Serial File are two user defined fields.

 

Leasing information can now be stored in the Serial File.  These fields are accessible in Machine Placement.  This includes lease company name, account number, purchase order number, start and expiration dates, dollar and billing period information and 4 user defined fields.

 

A fixed asset number can be stored in the Serial File through Machine Placement.  At this time no linkage to the Fixed Asset module is available.  This will be developed in future revisions.

 

 

 

 

 

When an individual serial number is accessed in the change mode, or in the add mode, on a record that already exists within the Machine Placement program, a record is written to the Inventory Transaction (Imwactd) File.  Included in this record are the system and transaction date, system time change was made, operator initials, and item and serial number.  This will help identify who and when Serial File changes are being made.  It will also identify what Serial Files are changed.  These transactions can be accessed with the Stock Activity Inventory Report.

 

When a machine is placed at a customer site, in Machine Placement, a customer number is input.  There is the ability to do an alpha name customer search to aid in the entry of the customer number.

 

There is also the ability to go back and forth between the screens through the next, previous or up arrow feature.  Operation of this feature depends upon whether the add or change mode is selected.  There is also a fast add option which allows the adding of a serial number without having to access all of the fields that are available in Machine Placement.  Note, the fast add option can only be activated after the mandatory fields are entered.

 

When the Machine Tracking feature is activated, a completed custody service call is created, in Machine Placement, when a machine is placed at a customer site.  This occurs in the add or change mode whenever a machine is placed at a customer site.

Thus within service history is a tracking of the machine movements to customers that are made in Machine Placement.

 

 

 

Enter Data

 

Transaction Date

 

Upon entry to the program whatever transaction date is accepted is written into the Imwactd File as the transaction date, on the Imwactd File transactions generated from Machine Placement.

 

Initials

 

Upon entry to the program whatever initials are accepted is written into the Imwactd File, on the Imwactd File transactions generated from Machine Placement.

 

Enter Company #

 

A carriage return defaults to company 1.  Whatever is input becomes the default for company number on an individual serial number that is added into the Serial File through Machine Placement.  Note, this only applies to adding new Serial File records.

(1-99)

 

 

 

Enter Data  (Contd)

 

Enter Procedure Type  A'dd  C'hange E'nd   

 

Enter A to add a new record to the Serial File or access an existing machine in the add mode.  Enter C to change the Serial File information.  When there are numerous fields on an existing machine that need to be accessed, entering an A for add instead of a C for change may save input time.  This would prevent the operator from having to input each field number.  Enter E to exit the program.

 

 

Adding A New Serial File

 

Following is the documentation of adding a new Serial File to the system.  At the same time the Serial File is added you must enter the customer number that the equipment is placed at.  As stated in the introduction, serialized equipment that is in your current inventory should not be added to the system through Machine Placement.  Please review the introduction for the reasons for adding records through Machine Placement.  During the add, an up arrow ^ to go back one space or a / slash to cancel may be input.  The cursor will stop at every field.  All information entered is stored in the Serial File.  There are numerous fields that display as defaults from the Item or Customer File.  These will be noted.

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

1 Item No.

 

Enter the item number that is assigned to the serialized machine or accessory.  This must be a valid item.  Entering an invalid item produces the prompt Invalid Item No. - Enter CR To Continue.  A carriage return returns the cursor to the prompt for reinput.  Upon entry of a valid item number the description of the item from the Item File displays.  Note, the program does not check that the item is a serialized item number but it is recommended only serialized items are entered.  (18 Alphanumeric)

 

2. Serial No.

 

Enter the serial number of the machine or accessory that you want to add.  Note, serial numbers cannot be changed, they must be deleted and re-added, thus be careful that the correct serial number is input.  Entering an existing serial number produces the prompt Record Already Exists  Enter CR To Continue.  A carriage return accesses the add mode of an existing record.  See pages 434 - 439 for details of this add mode.

(18 Alphanumeric)

 

When a new serial number is input various default information from the Item File displays.  This information can be changed when the cursor reaches the field.

 

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

3. Machine Desc.

 

The default from the Item File appears.  A carriage return accepts the default.  The description can be overridden per Serial File record if desired.  Enter the desired description for the individual machine or accessory.  The description that is entered in the Serial File is the description that is carried over to the Contract and Service Dispatch programs.  (32 Alphanumeric)

 

4. Machine ID No.

 

Input an ID number if one exists.  If there is no ID number enter a carriage return. Possible input would be to enter the P.O. number, or the A/P Invoice number.  Or, if you are tagging each machine with a special internal number, that can be stored in this field.  Entering an ID number will write to the Serial.IX index.  This will allow the serial number to be accessed by ID number when doing a serial number search.  Note, it is not recommended to enter the serial number as the ID number.  This will cause the machine to display twice when using the serial number search.  (10 Alphanumeric)

 

5. Used Machine(Y/N)

 

Enter N for no, or carriage return to accept the default of N, to signify this is not a used machine.  Thus the machine has only had one owner.  Enter a Y for yes to signify this is a used machine with more than one owner.

 

6. Mfg. Warranty

 

Input the machine's manufacturer's warranty expiration date.  If an invalid date is input, the prompt Invalid Date--Enter Again appears.  The cursor returns for reinput.  If there is no manufacturers date, enter a carriage return.  (MMDDYY)

 

7. Date Placed

 

Enter the date the equipment was placed at the customer site.  If an invalid date is input, the prompt Invalid Date--Enter Again appears.  The cursor returns for reinput.  No date placed is allowed, however it is recommended a date placed is input.  There are reports that can be run by date placed and also the date placed is used in the calculation of average monthly volume for copy usage.  (MMDDYY)

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

8. Segment No.

 

The default from the Item File appears.  A carriage return accepts the default.  The segment number can be overridden per Serial File record if desired.  Enter the desired segment number for the individual machine or accessory.  Segment numbers are assigned by the vendor.  Segment numbers are normally assigned to copiers and accessories.  Segment number may be different than the Item File on individual accessories when they are used on more than one machine.  (2 Digits)

 

9. Job No.

 

Job number is a field that will be used on a new software module that is in the planning phase.  The module will track the selling, profitability, and installation of computer systems or copiers from the proposal stage through the purchase order and customer order stage to the completion of the installation and training process.  A job number will be automatically assigned upon the input of the equipment on the job or scheme. 

(8 Digits)

 

10. Cost

 

The average cost from the Item File is displayed as the default cost.  A carriage return accepts the default.  This should be overridden to the actual selling cost of the individual equipment.  Thus this is the machine Serial File cost.  Cost in the Serial File is always only 2 digits after the decimal point.  (8 Digits - No Decimals)

 

11. Selling Price

 

The list price from the Item File is displayed as the default price.  A carriage return accepts the default.  This should be overridden to the actual selling price of the individual equipment.  Selling price in the Serial File is always only 2 digits after the decimal point.  (8 Digits - No Decimals)

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

12. Comm Cost

 

The commission cost from the Item File is displayed as the default cost.  A carriage return accepts the default.  This should be overridden to the actual commission cost of the individual equipment.  Commission cost in the Serial File is always only 2 digits after the decimal point.  The use of this field has not been developed.  (8 Digits - No Decimals)

 

13-Min. Comm Amt:

 

The minimum commission cost from the Item File is displayed as the default cost.  A carriage return accepts the default.  This should be overridden to the actual minimum commission amount of the individual equipment.  This is an amount that the calculated commission cannot go below.  Thus the sales rep is paid this commission amount at least.  Commission amount in the Serial File is always only 2 digits after the decimal point.  The use of this field has not been developed.  (8 Digits - No Decimals)

 

14. Vendor No.

 

The primary vendor from the Item File is displayed as the default vendor.  A carriage return accepts the default.  This should be overridden to the actual vendor for the individual equipment.  A zero for no vendor number is allowed.  Entry of an invalid vendor is not allowed.  The Accounts Payable/Purchase Order Vendor File is checked for validity.  If an invalid vendor is input, the prompt Invalid Vendor Number appears.  The cursor returns for reinput.  Note, if you do not know the vendor number leave it as zero, or enter the miscellaneous vendor number, 999999.  (8 Digits)

 

15. Inv/Order No.

 

Enter the invoice number the equipment was sold on.  A carriage return for no invoice number is allowed.  Order numbers are only stored when a machine is placed under custody through the Order Entry module.  (8 Digits)

 

16. A/P Invoice No.

 

Enter the Accounts Payable invoice number that the equipment was billed from the vendor.  A carriage return for none is allowed.  Note, this field is never automatically updated.  (20 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

17. P.O. No.

 

Enter the purchase order number that the equipment was billed from the vendor.  A carriage return for none is allowed.  (10 Digits)

 

18. Spare

 

Field 18 is not used at this time.  This is reserved for future additions to the Serial File.  The cursor does not stop at this prompt.

 

19. Customer No.

 

Enter the customer number assigned to the customer where the equipment is placed at.  This should always be the ship to customer number, thus reflecting the actual location of the equipment.  Entering a carriage return or an invalid customer number produces the prompt Invalid Customer No.  Enter CR To Continue.  A carriage return places the cursor back at the prompt.  You must enter a customer number or slash to cancel the add.  If you do not place the machine at a site you cannot add it. 

 

Customer alpha name search is available.  When at least one alpha character or a number greater than 8 digits is input the customer alpha search is accessed.  Up to 20 characters can be input.  One of the following two prompts appears.

 

Select Customer Choice

Display N'ext, Select Customer Choice, Or E'nd: N

 

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

Select Customer Choice

Display N'ext, Select Customer Choice, Or E'nd: N

 

The first prompt appears if there are less than 19 choices.  The second prompt appears if there are more than 18 choices.  All customer names, from the Customer File, that match the input are displayed.  A computer assigned number, customer name, address 1, and city and state are displayed for each record found.  Enter the computer assigned number that corresponds with the desired customer.  Enter an N for next to view the next screen of selections.  Enter an E to exit the alpha search.  The prompt Invalid Customer No. Enter CR To Continue appears.  A carriage return returns to the Cust # Or Name prompt.  If a number is input that does not exist the prompt Selection Is Out Of Range appears.  The cursor returns for reinput.  When an N for next is entered one of the two following prompts appear.

 

Display N'ext, P'revious, Select Customer Choice, Or E'nd:N

Display P'revious, Select Customer Choice, Or E'nd:P

 

The first prompt appears until the last screen of alpha selections is reached.  The second prompt appears when the last screen is accessed.  Enter the computer assigned number that corresponds with the desired customer.  Enter an N for next to view the next screen of choices.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.  Enter an E to exit the alpha search.  The prompt Invalid Customer No. Enter CR To Continue appears.  A carriage return returns to the Cust # Or Name prompt.

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

Once a valid customer number is input or selected the customer name is displayed and  default information from the Customer File appears.

 

 

20. Sales Rep No.

 

The primary Sales Rep number from the Customer File displays as the default.  A carriage return accepts the default.  This should be overridden to the correct sales rep number who was given credit for the placement of the machine.  An invalid sales rep number is not accepted but a zero for no sales rep number can be entered.  (4 Digits)

 

21. Branch No.

 

The branch number from the Customer File displays as the default.  A carriage return accepts the default.  This should be overridden to the correct branch number who was given credit for the placement of the machine.  A number greater than 255 or a zero is not allowed.  (1-255)

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

22. Company No.

 

Upon entry to Machine Placement a default company number was accepted.  This appears as the default.  A carriage return accepts the default.  For those of you that are not using company logic this should always be one.  This should be overridden to the correct company number if company logic is being used at your site.  (1-99)

 

23. County No.

 

The county code number from the Customer File displays as the default.  A carriage return accepts the default.  This should be overridden to the correct county number if the default is incorrect.  Entry of an invalid, or no, county code is not allowed.

(1-65000)

 

24. Contact Name

 

A contact name can be stored in this field.  Thus this is the Serial File contact name.  The contact name is displayed in the Service Call Entry and Enter Meter Readings program.  Contact name is a 28 alphanumeric field.  However, in Service Call Entry only 20 characters of the contact name display.  Keep this in mind when entering contact name.  (28 Alphanumeric)

 

25. Cust. Warr.

 

Enter a customer warranty expiration date.  The date is displayed in Service Call Entry. A carriage return for no date is allowed.  Entering an invalid date produces the prompt Invalid DateEnter Again.  The cursor returns for reinput.  (MMDDYY)

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

26. Fax No. Area Code

 

The area code assigned to the fax number from the Customer File displays as the default.  A carriage return accepts the default.  This can be overridden if desired.  Enter an area code for a fax number.  A carriage return for none is allowed.  (3 Digits)

 

27.Phone No.

 

The phone number assigned as the fax number from the Customer File displays as the default.  A carriage return accepts the default.  This can be overridden if desired.  Enter the fax phone number.  The dash is automatically entered.  (7 Digits)

 

28. Area Code

 

Enter an area code for a phone number.  A carriage return for none is allowed.

(3 Digits)

 

29. Phone No.

 

Enter the phone number, preferably the phone number that is used for the contact on the machine.  The dash is automatically entered.  A carriage return for none is allowed. This phone number displays in the Enter Meter Readings program.  (7 Digits)

 

30. Phone Ext.

 

Enter a phone extension number.  A carriage return for none is allowed. (4 Digits)

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

Once field 30 is accessed the following prompt appears.

 

Add Service Information (Y/N)

 

 

Enter an N for no to not access the screen that has numerous fields pertaining the Service module.  Enter a Y for yes to access the screen.  Note, all overridden fields in the Serial File take priority over any defaults stored in the Item File. 

 

31. Location I

32. Location II

 

There are two open comment fields to store information that relates to the location of the machine and other important service information.  The location fields display on the Service Dispatch screens and are often used to help in the selection of the correct machine that needs to be serviced.  Each field is 25 alphanumeric characters.  Field 31 allows input of the up arrow key ^ to return to the first screen and field 30.

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

33.  Primary Tech.

34.  Secondary Tech.

 

A primary and secondary technician number can be stored.  These are numbers created in the Sales Rep/Service Technician File found in the Billing module.  The primary technician appears as a default when creating a service call.  Creating PM service calls, through the PM call creation programs, assigns the call to the primary technician.  The secondary technician displays in Service Call Entry.  Some companies do not store an actual technician in the primary tech field.  They store a technician number that is created for an actual service territory.  The calls are than assigned to the territory technician and than reassigned to the actual technicians.  Entering no technicians is allowed but entering an invalid number is not and will produce the prompt Invalid Rep/Tech.  Entering a secondary tech number the same as the primary produces a warning prompt Secondary Tech Same As Primary.  The input is allowed.  (4 Digits)

 

35. Response Time

 

A default response time code displays from the Item File.  A carriage return accepts the default.  This can be overridden if desired.  The response time is used in the Technician Dispatch program.  The codes are created in the Service module.  Note, any number from 0 through 99 is allowed but it is recommended the codes created in Service are used.  No response time is allowed.  (0-99)

 

36.  Field Service(Y/N)

 

A carriage return accepts the default of a Y for yes that the technician will go to the customer site to service the machine.  Entering an N for no states that the machine is brought into the shop for service.  This is an important prompt as it determines which machines display in Service Call Entry in the Service Dispatch module.

 

37.  General Comment

 

An open ended general comment can be stored.  This comment displays in the Service Dispatch programs.  General comment is often information relating to the service contract terms, such as what is included.  (15 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

38.  No Of EM Calls

 

Whatever was input in the Item File appears as the default.  A carriage return accepts the default.  Enter the number of emergency service calls the equipment must have, within a defined number of days, to reach its emergency threshold.  This is a feature used in the Service Dispatch module.  (3 Digits)

 

39. -Period For EMs(Days)

 

Whatever was input in the Item File appears as the default.  A carriage return accepts the default.  Enter the number of days to reach the emergency threshold.  This corresponds with the number of E.M. calls, entered in field 38.  As an example, 3 calls within 30 days causes the machine to reach its emergency threshold.  (3 Digits)

 

40.-PM Due (Months)

 

Whatever was input in the Item File appears as the default.  A carriage return accepts the default.  Enter the recommended number of months that can elapse before a preventative maintenance service call is due on this machine.  (3 Digits)

 

41.  Month PM Due

 

A specific month number can be stored for use by the PM Due reports.  (1-12)

 

42.  PM Due (Copies)

 

Whatever was input in the Item File appears as the default.  A carriage return accepts the default.  Enter the recommended number of copies that can elapse before a preventative maintenance service call is due on this machine.  (9 Digits)

 

43. Initial Meter

 

Enter the initial meter reading at the time of placement at the customer site.  The initial meter is used in the calculation of average monthly volume.  (9 Digits)

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

44.  Service Territory

 

A default service territory code appears from the Customer File of the customer number the machine was placed at.  A carriage return accepts the default.  Enter the correct service territory code.  These codes are created in the County/Serv. Terr/Zone File found in the Billing module.  Entering an invalid code produces the prompt Invalid Service Territory.  The cursor returns for reinput.  (1-65000)

 

45.  Service Zone

 

A default service zone code appears from the Customer File of the customer number the machine was placed at.  A carriage return accepts the default.  Enter the correct service zone code.  These codes are created in the County/Serv. Terr/Zone File found in the Billing module.  Entering an invalid code produces the prompt Invalid Service Zone.  The cursor returns for reinput.  (1-65000)

 

46. Service Plan

 

The service plan identifies what type of service agreement the machine has.  It displays throughout Service Dispatch.  It is also used in categorizing cost and revenue of serial numbered items in the Billing Sales Analysis system and the Contract Profit and Loss Report.  The default plan is CH for Chargeable.  A carriage return accepts the default.  This should be overridden to the correct plan.  Service plan codes are created in the Service module.  Entering an invalid code produces the prompt Invalid Service Plan.  The cursor returns for reinput.  (2 Alphanumeric)

 

47. Line Protection Installed(Y/N)

 

Enter an N for no or carriage return for the default of N for no to state no line protection equipment is installed.  Enter a Y for yes there is line protection installed.

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

48. Call Back (Days)

 

Whatever was input in the Item File appears as the default.  A carriage return accepts the default.  A number of days between service calls, that sets the call as a call back, can be defined per serial number.  (4 Digits)

 

49 -Call Back(Copies)

 

Whatever was input in the Item File appears as the default.  A carriage return accepts the default.  A number of copies made between service calls, that sets the call as a call back, can be defined per serial number.  (9 Digits)

 

50 -Meter Reset(Y/N)

 

Whatever was input in the Item File appears as the default.  A carriage return accepts the default.  Enter a Y for yes to state that the meter on this individual machine can be reset.  Enter an N for no or carriage return for the default of an N for no to state that the meter on this machine cannot be reset.

 

51.  Accum. Rdg At Reset

 

This is the accumulated meter readings every time the meter is reset.  Automatic updating of this field will occur in future revisions.  (8 Digits)

 

52.  # Of Meter Rollovers

 

This is the number of times the meter has been reset.  (0-99)

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

53.  # Of Meter Rdg Estimates

 

An estimated meter reading is allowed in Enter Meter Readings.  The number of consecutive times an estimated reading is entered is stored in this field.  Entering an actual reading zeroes this out.  (0-99)

 

54.  Max # Rdg. Est. Allowed

 

A maximum number of times an estimated meter reading can be entered in the Enter Meter Readings program is stored in this field.  The Enter Meter Reading program will not allow entry of an estimated reading if the total consecutive number of estimated meter readings exceeds this amount.  In order to allow acceptance of an estimated meter, the number stored as the maximum allowed must be greater than 1.  (0-99)

 

55.  Refurbished Cost

 

A refurbished cost may be stored in this field.  (8 Digits - No Decimals)

 

56., 57., 58. Spare

 

Fields 56, 57 and 58 are not used at this time.  These are reserved for future additions to the Serial File.  The cursor will not stop at these prompts.

 

59.  User Def-10

60.  User Def-10

 

There are two user defined 10 alphanumeric character fields.  Whatever is desired can be stored in these fields.

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

61.  Host Item

62.  Host Ser.

 

 

A new feature with Revision 12, is the ability to link a host item and serial number to a serialized accessory.  Thus the machine and the accessories on the machines can be linked directly together within the Serial File.  This replaces the Accessory File.  Development of the usage of the linkage within the Serial File of the machine and accessories will follow in later revisions.  Eventually, input of the machine item and serial number displays all of the attached accessories in the invoicing programs.

(18 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

61.  Host Item

62.  Host Ser.

 

The item and serial number that is being added will always display as the default host item and serial number.  A carriage return accepts the default.  When adding the machine you should carriage return to leave as is.  When adding serialized accessories, enter the item and serial number of the machine that the accessory is attached to.  Invalid items and serial numbers are not allowed, therefore, be sure to add the machines before adding the accessories.  Entering an invalid item number produces the prompt Invalid Item Number-Please Re-Enter.  The default and cursor return for reinput.  Entering a serial number that does not exist, produces the prompt Host Item/Serial Number Not In Serial File. The default and cursor return for reinput.  Entering an item and serial number that is not placed at the same customer number, produces the prompt, Host Machine Is Placed At Customer #.  Note, you may link two unplaced Serial Files.

 

 

The customer number that the inputted serial number is placed at is displayed.  The input is not allowed.  The default and cursor return for reinput.

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

Once field 62 is accessed the following prompt appears.

 

Enter Leasing Information (Y/N)

 

Enter an N for no to not access the screen that has numerous fields pertaining the leasing agreement of the equipment.  Enter a Y for yes to access the screen.  These fields are strictly informational.  There is no automatic updating or defaults.  All fields can be left blank if desired.

 

63.  Lease Company Name

 

 

Enter the name of the leasing company.  Field 63 allows input of the up arrow key ^ to return to the last accessed screen.  (40 Alphanumeric)

 

64.  Lease Account No.

 

Enter the lease account number.  (15 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

65.  Lease P.O. No.

 

Enter the lease purchase order number.  (15 Alphanumeric)

 

66.  Start Date

 

Enter the start date of the lease agreement.  Entering no date is allowed but input of an invalid date produces the prompt Invalid DateEnter Again.  The cursor returns for reinput.  (MMDDYY)

 

67.  Expiration Date

 

Enter the expiration date of the lease agreement.  Entering no date is allowed but input of an invalid date produces the prompt Invalid DateEnter Again.  The cursor returns for reinput.  (MMDDYY)

 

68.  Billing Period

 

Enter the billing period of the lease agreement.  (0-99)

 

69.  Lease $ Per Period

 

Enter the dollar amount that is billed per billing period.  (8 Digits - No decimals)

 

70.  Total Lease $

 

Enter the total lease dollar amount.  (8 Digits - No decimals)

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

71., 72., 73.  Spare

 

Fields 71, 72 and 73 are not used at this time.  These are reserved for future additions to the Serial File.  The cursor will not stop at these prompts.

 

74.  User Def-Num

75.  User Def-Num

 

There are two user defined 9 numeric character fields.  Whatever is desired can be stored in these fields.

 

76.  User Def-20

77.  User Def-20

 

There are two user defined 20 alphanumeric character fields.  Whatever is desired can be stored in these fields.

 

78. Fixed Asset Number

 

At this time there is no automatic linkage to the Fixed Asset module.  However, a direct automatic linkage to the Serial File and the Fixed Asset File will be available in future revisions.  In the mean time you may store the Fixed Asset number, that is assigned to the Fixed Asset File of the machine, if one exists.  Rental machines are normally stored in the Fixed Asset File.  (8 Digits)

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

After entering field 24 on the first screen, Contact Name, a fast add can be done.  Input of a \ back slash will activate the fast add.  The back slash \ can be entered at all of the fields from field 25 through the service and leasing screens, field 78.  Once the back slash is input, the serial number is added.  The cursor will be at the Enter Serial Item Message or the machine tracking prompt.  The purpose of the fast add feature is to add the record to the Serial File before reaching the last field prompt.  Thus if you are interrupted during the add and you cannot finish the add at that time, instead of canceling the add you can fast add it.  However, remember to always come back later and do a change and add the rest of the information.  The Serial File is a main aspect of the system, thus it is extremely important that all information is entered.

 

When a fast add is made all of the fields that were not accessed and have defaults are set to the defaults.  If there is no default they are left blank.  Following are the specific fields that are set.  They are all set to the default defined in the Item File, unless noted.  These can all be changed through the change or add mode.

 

Response Time

Field Service  Set to Y for yes.

No Of EM Calls

Period For EMs (Days)

PM Due (Months)

PM Due (Copies)

Service Territory  Set to default of Customer File.

Service Zone  Set to default of Customer File.

Service Plan  Set to CH for chargeable.

Line Protection Installed  Set to N for no.

Call Back (Days)

Call Back (Copies)

Meter Reset

Host Item and Serial Number  Set to the item and serial number that is added.

 

 

 

Enter Data  (Contd)

 

Adding A New Serial File  (Contd)

 

After completing the last accessed screen the following prompt appears if the Machine Tracking feature is activated on the system.  This feature creates a CU custody type completed service call.  The purpose of the call is to have record in service history when a machine is placed at a customer site through the program Machine Placement.

 

Enter Problem Code For Machine Tracking Service Call:

 

 

You must enter a problem code for the call.  This will be stored in the service call.  If an invalid code is input, the prompt Invalid Problem Code appears.  The cursor returns for reinput.  No slash or up arrow is allowed.  (4 Alphanumeric)

Machine Placement  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Adding A New Serial File  (Contd)

 

After the input of the problem code, the messages that will be assigned to the call will display on the screen.  The service call number is displayed.  The following information is displayed. 

 

 

PLACED AT SITE.  CUSTOMER NUMBER: #########    Call No. = #######

NAME:                                                           CUSTOMER ADDRESS

 

The customer number and current address from the Customer File, that the machine was placed to, display and are written into the call as messages.  The cursor is at the following prompt.

Machine Placement   (Contd)

 

 

Enter Data  (Cont'd)

 

Adding A New Serial File  (Cont'd)

 

Enter Additional Messages - 'CR' To End

 

 

You may input as many call messages as you desire.  These will be written to the service call.  Entering a reason the machine was placed at a customer site through Machine Placement is a good thing to enter as call messages.  A carriage return exits the entry of additional call messages.  The creation of the call is completed.  The call will now be a part of the service history of the machine.  No dispatch log is printed.  No entry of a service ticket is necessary.  Note, call messages can be modified in the Service module, Completed Call File Maintenance.

Machine Placement   (Contd)

 

 

Enter Data  (Cont'd)

 

Adding A New Serial File  (Cont'd)

 

After completing the Machine Tracking call or accessing the last screen, on systems where Machine Tracking is not activated, the following prompt appears.

 

Enter Serial Item Message - CR To Continue

 

 

A carriage return exits the message prompt.  A free flowing message may be stored for each serial number.  The messages are stored in their own file.  Each line can be up to 74 Alphanumeric characters and there is no limit to the amount of message lines that can be added.  The messages can be modified through the add or change mode in Machine Placement or Serial File Maintenance or in the Item/Serial Message File Maintenance program, found in the Billing module, 3-1-20.  A carriage return at the first prompt for each line exits the initial adding of the messages. 

 

One of the following two prompts appears when at least one message line was added.

Machine Placement   (Contd)

 

 

Enter Data  (Cont'd)

 

Adding A New Serial File  (Cont'd)

 

Enter A'dd - C'hange - D'elete - 'CR' To End Message

Display Next Page (Yes, No)

 

 

The first prompt appears when there are less than 14 message lines.  The second prompt appears when there are more than 13 message lines.  Entering a Y or N at the Display Next Page prompt displays the Enter A'dd - C'hange - D'elete - 'CR' To End Message prompt.  A carriage return exits the message.

Machine Placement   (Contd)

 

 

Enter Data  (Cont'd)

 

Adding A New Serial File  (Cont'd)

 

Enter A'dd - C'hange - D'elete - 'CR' To End Message

 

Enter an A to add additional messages.  The prompt Enter Serial Item Message - CR To Continue appears.  As many messages as desired may be entered.  Messages are added after the existing messages.  A carriage return redisplays the Display Next Page prompt, when there are more than 13 messages, or the message entry is exited.  Enter a C to change an existing message.  The following prompt appears.

 

Enter Message Number To Change - End

 

 

Enter the line number that corresponds with the message that is to be changed.  If a number is input that does not exist, the prompt Selection Is Out Of Range, Please Enter # Thru # displays.  The existing line numbers are displayed.  The cursor returns for reinput.  Once a valid line is input, the prompt Enter New Message appears.  Enter the new message.  A carriage return at the first character leaves the message but it is a blank line.  After input of the new message, the cursor returns to the Enter Message Number To Change prompt.  Enter an E to exit the change mode.  An E redisplays the Display Next Page prompt, when there are more than 13 messages, or the Enter Add - Change - Delete prompt is redisplayed.

Machine Placement   (Contd)

 

 

Enter Data  (Cont'd)

 

Adding A New Serial File  (Cont'd)

 

Enter A'dd - C'hange - D'elete - 'CR' To End Message

 

Enter a D to delete a message line.  The following prompt appears.

 

Enter Message Number To Delete - E'nd

 

 

Enter the line number that corresponds with the message that is to be deleted.  If a number is input that does not exist, the prompt Selection Is Out Of Range, Please Enter # Thru # displays.  The existing line numbers are displayed.  The cursor returns for reinput.  Once a valid line is input, the message line is deleted.  All message lines below the deleted one are automatically renumbered.  Enter an E to exit the delete mode.  After the E is input, or a line is deleted, the cursor returns to the Display Next Page prompt, when there are more than 13 messages, or the Enter Add -

Change - Delete prompt is redisplayed.

 

After input of the message, the serial number is added to the Serial File.  A date added is stored in the Serial File.  The date added is the system date.  The Imwactd File is not updated when adding new Serial File records.

Machine Placement   (Contd)

 

 

Enter Data  (Cont'd)

 

Using The Add Mode On An Existing Serial Number

 

Enter Procedure Type   A'dd   C'hange   D'elete   E'nd

 

Enter an A to change the information stored in an existing Serial File.  Machine Placement offers a time saving feature, the ability to be in the add mode on a record that already exists.  Thus you are actually changing data but you are in the add mode instead of the change mode.  This is useful when there are numerous fields that need to be changed.  Rather than entering each individual field number, as in the change mode, you can automatically access all of the fields and carriage return to leave the field unchanged or change it.  An up arrow key ^ to go back one space or / slash to cancel is allowed.  Note, the item and serial number cannot be changed.  Also be aware that many of the fields are automatically written to by the Service, Contract, Inventory, P.O., Billing, and Order Entry modules.  Thus be sure that if you are changing information that you are entering the correct data.  For details on each field please review the section on adding of a new Serial File.

 

Fld Item No.

 

Enter the item number that is assigned to the serialized machine or accessory.  This must be a valid item.  Entering an invalid item produces the prompt Invalid Item No. Enter CR To Continue.  The cursor returns for reinput.  (18 Alphanumeric)

 

Serial No.

 

Enter the serial number of the machine or accessory that you want to change information.  When accessing an existent item and serial number in the add mode, after input of the serial number, the prompt Record Already Exists  Enter CR To Continue appears.  A carriage return continues the cursor on to the Machine Desc. prompt.  The cursor than continues on to all of the fields.  (18 Alphanumeric)

 

If a Serial File is entered and the same item and serial number is being accessed on another task in Serial File Maintenance or Machine Placement, the prompt Serial Number In Use On Another Task appears.  The cursor returns to the Enter Procedure Type prompt for reinput.  The Serial File cannot be accessed until the other task exits the same record.  This is to protect the integrity of the file updating.

Machine Placement   (Contd)

 

 

Enter Data  (Cont'd)

 

Using The Add Mode On An Existing Serial Number  (Contd)

 

When a Serial File already exists the current contract status is displayed on the first screen in the upper right hand corner.  If the machine is not placed a status will not display.  The possible displays are as follows.

 

 

Machine Not On Contract  The machine or accessory is placed but not on a contract.

Machine On Custody  The machine or accessory is on custody through the Custody program.

Maint. No. ###  The machine is on a maintenance contract through the Contract module.  The contract number is displayed.

Rental No. ###  The machine is on a rental contract through the Contract module.  The contract number is displayed.

Lease No. ###  The machine is on a lease contract through the Contract module.  The contract number is displayed.

Machine Placement   (Contd)

 

 

Enter Data  (Cont'd)

 

Using The Add Mode On An Existing Serial Number  (Cont'd)

 

All of the data that was originally entered on the serial number displays as the defaults.  As stated in the introduction there are numerous fields in the Serial File that are automatically updated when the machine is received into inventory through Inventory Receipts or P.O. Receipts.  Many fields are also updated when the machine is sold through Invoice and Order Entry and Order Release.  A carriage return accepts the defaults or the information can be changed.  The fast add key \ is allowed after accessing field 24.  All original data not accessed prior to the fast add remains.  When the cursor reaches field 15, Inv/Order No., a possible warning prompt may appear.

 

This Machine Is On Order ####

 

 

The ability to create a custody record, while creating an order for a customer, is available in the Order Entry module.  When this is done, the order number is written into the Serial File, field 15 in Machine Placement.  The above prompt appears when the number in field 15 is a valid order.  This is a warning to the operator not to change this field if the machine is on this order.  Deletion of the machine from the order should occur in the program Order File Maintenance.  If the serial record is on the order and this is changed to another order number, the Machine Custody program would allow deletion of the custody record.  When the order is released the serial record will no longer be on custody.  Machine Placement does allow changing of this field in case an incorrect order number is stored.
Machine Placement   (Contd)

 

 

Enter Data  (Cont'd)

 

Using The Add Mode On An Existing Serial Number  (Cont'd)

 

Field 19 Customer No. is bypassed unless the machine is not currently placed.  Changing of the customer number is not allowed in Machine Placement.  If the serial record is not placed or under custody the cursor will stop at field 19, Customer No.  You must than input a customer number or slash to cancel.  Operation at the Customer No. prompt is the same as described when adding a new serial number.  This includes alpha customer name search.  The Customer File defaults appear.

 

After the cursor reaches field 30 the prompt Change Service Information Yes, No appears to access the Service information screen.  Entering a Y for yes accesses the second screen of Machine Placement.  Entering an N for no accesses the lease screen prompt. 

 

When accessing the Service Information screen the cursor is at field 31, Location I. 

 

 

An up arrow key ^ at field 31 returns the cursor to the first screen and field 30.  All of the data that was originally entered on the serial number displays as the defaults.  A carriage return accepts the defaults or the fields can be changed.  Operation at the host item and serial number prompt are the same as described when adding a new serial record through Machine Placement.

Machine Placement   (Contd)

 

 

Enter Data  (Cont'd)

 

Using The Add Mode On An Existing Serial Number  (Cont'd)

 

After the cursor reaches field 62 the prompt Change Lease Information Yes, No appears to access the Lease information screen.  Entering a Y for yes accesses the third screen of Machine Placement.  Entering an N for no accesses the serial message prompt.  If the machine was placed by entering the customer number, and the Machine Tracking switch is on, the Machine Tracking service call prompt appears.

 

When accessing the Lease Information screen the cursor is at field 63, Lease Company Name. 

 

 

An up arrow key ^ at field 63 returns the cursor to the last accessed screen, either the second or first screen.  All of the data that was originally entered on the serial number displays as the defaults.  A carriage return accepts the defaults or the fields can be changed.

Machine Placement   (Contd)

 

 

Enter Data  (Cont'd)

 

Using The Add Mode On An Existing Serial Number  (Cont'd)

 

After accessing the last screen the serial message prompt or Machine Tracking prompt, when applicable, appears.  Note, a call is only created when a customer number is input.  If the serial record was already placed no service call is created.  Operation of the entry of the Machine Tracking service call is the same as described when adding a new serial record.  After completing the Machine Tracking call the serial message prompt appears.  If there are no existing Serial File messages for the individual machine, the prompt Enter Serial Item Message - 'CR' To Continue appears.  If there is an existing message, the prompt Enter A'dd - C'hange - D'elete - 'CR' To End Message or Display Next Page appears.  Operation is the same as described on the adding of a new Serial File.

 

 

When an existing serial number is accessed in the add mode the current system date is stored in the Serial File as the date last changed.  An inventory transaction record is created on an add of an existing serial number.  This is stored in the Imwactd File.  Included in this record are the item number and serial number, the warehouse the equipment is in, port number, product class, system and transaction date, system time change was made, and operator initials.  Note, when a machine is at a customer site the warehouse will be zero.  The description is Serial Record Change.  This will help identify who and when Serial File changes are being made.  Note, what is changed is not stored just who and when the change was made.  These transactions can be accessed with the Stock Activity Inventory Report.  The date changed and the Imwactd File are updated whenever an A for add on an existing record is input, even if nothing is changed.  However, if a slash is input, to cancel the add, the Imwactd File and date changed are not updated.

 

 

 

Enter Data  (Contd)

 

Changing An Existing Serial File

 

Enter Procedure Type   A'dd   C'hange   D'elete   E'nd

 

Enter a C to change the information stored in the Serial File.  Note, the item and serial number cannot be changed.  Also be aware that many of the fields are automatically written to by the Service, Contract, Inventory, P.O., Billing, and Order Entry modules.  Thus be sure that if you are changing information that you are entering the correct data.

 

Fld Item No.

 

Enter the item number that is assigned to the serialized machine or accessory.  This must be a valid item.  Entering an invalid item produces the prompt Invalid Item No. Enter CR To Continue.  The cursor returns for reinput.  (18 Alphanumeric)

 

Serial No.

 

Enter the serial number of the machine or accessory that you want to change information.  If an invalid serial number is input, the prompt Invalid Serial No.  Enter CR To Continue displays.  The cursor returns to the Item No. prompt.  (18 Alphanumeric)

 

If a Serial File is entered and the same item and serial number is being accessed on another task in Serial File Maintenance or Machine Placement, the prompt Serial Number In Use On Another Task appears.  The cursor returns to the Enter Procedure Type prompt for reinput.  The Serial File cannot be accessed until the other task exits the same record.  This is to protect the integrity of the file updating.

 

When a valid serial number is accessed the contract status of the record is displayed.  This cannot be changed in this program.  See the section on adding a new Serial File for the possible contract status messages.

 

 

 

Enter Data  (Contd)

 

Changing An Existing Serial File  (Contd)

 

Once a valid item and serial number are entered, the cursor is at the following prompt.

 

Fld #

 

 

The actual item and serial number cannot be changed.  While accessing the first screen of Machine Placement, only Fields 3 through 30 can be selected for a change.  After inputting the field number the prompt New Data appears.  Enter the desired change.  Be aware that carriage returning at the New Data prompt may remove some of the existing data.  A slash at Fld or New Data cancels the change command and returns the cursor to the Enter Procedure Type prompt.  Any other changes made to the individual serial record, prior to the slash command, are not made.  An up arrow ^ key at New Data returns the cursor to the Fld prompt.  Note, the slash and up arrow feature are available on all three of the Machine Placement screens.  Carriage returning at Fld. accesses the prompt Change Service Information (Y/N)? prompt.

 

 

 

Enter Data  (Contd)

 

Changing An Existing Serial File  (Contd)

 

The ability to create a custody record, while creating an order for a customer, is available in the Order Entry module.  When this is done, the order number is written into the Serial File, field 15 in Machine Placement.  The following prompt appears upon selection of field 15, when the number in field 15 is a valid order. 

 

This Machine Is On An Order.  Do You Wish To Change Inv/Order Number (Y/N)

 

This is a warning to the operator not to change this field if the machine is on this order.  Deletion of the machine from the order should occur in the program Order File Maintenance.  If the serial record is on the order and this is changed to another order number, the Machine Custody program would allow deletion of the custody record.  When the order is released the serial record will no longer be on custody.  Machine Placement does allow changing of this field in case an incorrect order number is stored. Enter a Y for yes to change the field.  Enter an N for no to leave the order number as is.

 

When selecting field 19, Customer No., on a placed machine, the message Customer No. Cannot Be Changed  Enter CR To Continue appears.  This message also displays when an attempt is made to change field 19 on a custody machine.  A carriage return will return the cursor to the Fld. prompt.  No changing of customer number is allowed in Machine Placement.  When a change command is entered on an existing machine, and the machine is not currently placed at a customer site, field 19 can be selected to enter a customer number.  Entry of the customer number at the New Data prompt is the same as described on the adding of a new serial number, including customer alpha search.  The default information from the Customer File is written in.  Note, this occurs even if there already is something in the default fields.  When Machine Tracking is activated, placing the machine will create a CU type service call.

 

Please review the introduction for the reasons for placing a machine through Machine Placement.

 

 

 

Enter Data  (Contd)

 

Changing An Existing Serial File  (Contd)

 

Upon entry to the second screen the cursor is at the following prompt.

 

Fld. Or Previous

 

 

Entering a yes to access the service information screen allows changes to the fields displayed on that screen only.  That means only fields 31 through 62 can be selected for a change when the second screen of Machine Placement is accessed.  For details on each field see the section on adding a new Serial File.  Entering a P for previous returns to the first screen of Machine Placement.  Entering a carriage return accesses the lease information screen prompt. 

 

 

 

Enter Data  (Contd)

 

Changing An Existing Serial File  (Contd)

 

Selecting either field 61 or 62 displays a prompt to change both fields.  You must enter the host item and host serial number.  The prompt is as follows.

 

New Host Item No.     Serial No.

 

 

The item and serial number that is already in the field display as the default.  A carriage return accepts the default.  This can be overridden to a valid item and serial number that is placed at the same customer site as the machine that is being accessed.  Note, you may also link two unplaced Serial Files.  Operation is the same as described when adding a new Serial File.

 

 

 

Enter Data  (Contd)

 

Changing An Existing Serial File  (Contd)

 

Upon entry to the third screen the cursor is at the following prompt.

 

Fld. Or Previous

 

 

Entering a yes to access the lease information screen allows changes to the fields displayed on that screen only.  That means only fields 63 through 78 can be selected for a change when the third screen of Machine Placement is accessed.  For details on each field see the section on adding a new Serial File.  Entering a P, for previous, returns to the last accessed screen of Machine Placement, either the first or second screen.  Entering a carriage return or a no to access the lease information screen accesses the serial messages or the Machine Tracking service call prompt.  The Machine Tracking service call prompts only appear if Machine Tracking is activated and the machine was placed at a customer site during the change.  Operation of entering the Machine Tracking call is the same as described during the adding of a Serial File.  Operation of entering the serial number messages is the same as described during the adding of the Serial File.

 

 

 

Enter Data  (Contd)

 

Changing An Existing Serial File  (Contd)

 

When a serial number is accessed in the change mode the current system date is stored in the Serial File as the date last changed.  An inventory transaction record is created on a change of a serial number record.  This is stored in the Imwactd File.  Included in this record are the item number and serial number, the warehouse the equipment is in, port number, product class, system and transaction date, system time change was made, and operator initials.  Note, when a machine is at a customer site the warehouse will be zero.  The description is Serial Record Change.  This will help identify who and when Serial File changes are being made.  Note, what is changed is not stored just who and when the change was made.  These transactions can be accessed with the Stock Activity Inventory Report.  The date changed and the Imwactd File are updated whenever a C for change input, even if nothing is changed.  However, if a slash is input, to cancel the change, the Imwactd File and date changed are not updated.