Serial File Maintenance (INFM002A)

Serial File Maintenance is found on the Inventory 3-2, Purchase Order 3-5, Contracts 3-1, and Service 3-14, File Maintenance menus.

 

The Serial File is where the individual serialized machines and accessories are stored.  Numerous programs automatically write to the Serial File.  The Serial File stores numerous information for an individual piece of equipment including; service call, costs, date received into inventory, billing, service contract, leasing information, and customer site information.  Some of this information is displayed and can be accessed in Serial File Maintenance.  Some of the same information that is accessed in Serial File Maintenance is also accessible in the program Machine Placement.  Both programs write the information into the Serial File.

 

Serial File Maintenance allows changing of information relating to a specific serialized machine or accessory.  There are specific fields that can override the parameters defined in the Item File.  Thus, an individual machine can differ from the norm for the item.  This includes PM information and number of emergency calls prior to reaching the emergency threshold.  The current service, PM and contract meter readings, and dates are stored in the Serial File.  Average monthly volume, mean time, and copies between failure are stored in the Serial File.  All of these fields are accessible through Serial File Maintenance.

 

You cannot place a machine at a customer site in Serial File Maintenance.  Invoicing a machine automatically places the serialized equipment.  Placing machines that you have not sold but will service should be done in the program Machine Placement, which is found in the Service and Contract modules.  Machines cannot be added to the system through Serial File Maintenance.  Machines should be added through P.O. Receipts, Inventory Receipts, or Machine Placement.

 

Serial File Maintenance is the program used to delete a machine from the system.  This would occur when a machine is junked or will no longer be serviced by your company.  A machine is also deleted when it has been received into inventory and the serial number has been entered incorrectly.  The wrong serial number is deleted and the correct one received in.  If the machine is currently in a warehouse, updating of the on hand occurs.

 

 

 

Introduction  (Contd)

 

Activating a feature that works with the Contract and Service modules called Machine Tracking allows creation of a service call when a Serial File is deleted from the system.  Thus, a service call record remains in the system as to when and why a Serial File has been deleted.

 

When an individual serial number is accessed in the change mode, a record is written to the Inventory Transaction File, 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 helps identify who and when Serial File changes are being made.  It also identifies what Serial Files are changed.  These transactions can be accessed with the Stock Activity Inventory Report.  A Imwactd or inventory transaction is also created when a Serial File is deleted.

 

There is the ability to link a host item and serial number to a serialized accessory.  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 Serial File Maintenance and Machine Placement.

 

The host item and serial number field in the Serial File replaces 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 fields in the Serial File that allow storage of meter reading rollover and meter reading estimate parameters.  These fields are accessible in Serial File Maintenance and 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.

 

 

 

Introduction  (Contd)

 

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 Serial File Maintenance, Machine Placement, or in the Item/Serial Message File Maintenance program found in the Billing module, 3-1-20.  Also added to Serial File Maintenance and the Serial File are two user defined fields.

 

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

 

 

 

Enter Data

 

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

 

Enter C to change the Serial File information.  Enter D to delete a serialized machine or accessory from the Serial File.  Enter E to exit the program.

 

Adding A Serial File

 

Prior to LMS Revision 12 there was the ability to add through Serial File Maintenance. As stated earlier, machines should not be added to the system through Serial File Maintenance.  Machines should be added through the receipt programs or Machine Placement.  Serial File Maintenance is basically a program to use to view and change information stored in the Serial File and also to delete a Serial File from the system. Because of this the add function has been removed.

 

It is possible that if the Contract, Service, and Billing modules are not used at your site there may be a reason to add machines through Serial File Maintenance, however, that should be discussed with an LMS trainer.  Other options will than be provided.

 

 

 

Enter Data  (Contd)

 

Changing A Serial File

 

Enter Procedure Type   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.  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 Number.  The cursor returns for reinput.  (18 Alphanumeric)

 

Serial No.

 

Enter the serial number of the machine or accessory that you want to change.  If an invalid serial number is input, the prompt Serial Record Not Found displays.  The cursor returns to the Enter Procedure Type prompt.  (18 Alphanumeric)

 

If a Serial File is entered, and the same item and serial number are 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.

 

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

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

 

Fld #

 

 

When a serialized item is accessed, the placement status of the record is displayed.  This cannot be changed in this program.  If the record is placed at a customer site or on custody to a sales rep, service technician, or customer, the number and name are displayed.  If the machine is on a contract entered through the Contract module, the type of contract and contract number display.  The three types are Lease No., Maint. No., and Rental No.  When a machine is on custody entered through the Contract or Service module, Machine On Custody appears.  A machine that is placed at a customer site but is not on a contract or custody displays the message Machine Not on Contract.  A non-placed machine in inventory displays no message.

 

Also displayed is the date added to the Serial File and date of last Serial File change.  Note:  These are new fields included with LMS Revision 12.  Serial Files added prior to Revision 12 have no date added.

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

 

Fields 1 through 21 can be selected for a change.  After inputting the field number, the prompt New Data appears.  Enter the desired change.  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 File prior to the slash command are not made.  An up arrow ^ key at New Data returns the cursor to the Fld prompt.  Carriage returning at Fld. accesses the second screen of Serial File Maintenance.  Be aware that carriage returning at the New Data prompt removes the existing data.

 

Following is the documentation on each field that can be changed.

 

1. Description:

 

This is the description of the individual machine.  The original default was from the Item File but can be overridden per serialized record.  Many of the programs display the description from the Serial File and not the Item File.  This includes the Service Dispatch and Contract programs.  (32 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

2. Machine Cost:

 

This is the cost of the machine.  This is the cost that is used when selling the individual serialized machine or accessory.  This is automatically updated when receiving the machine into inventory through P.O. Receipts and Inventory Receipts, thus becoming the received cost.  This is also automatically updated when the machine is invoiced through the Billing and Order Entry modules.  Whatever cost is accepted on the invoice is the cost written back to this field so becomes the invoiced cost.

(8 Digits - Enter No Decimals)

 

3. Recv in Inventory:

 

This is the date received into inventory.  This is automatically updated by P.O. Receipts and Inventory Receipts.  This can be changed, if desired.  Entering an invalid date produces the prompt Invalid DateEnter Again.  The cursor returns for reinput.  Entering a carriage return zeroes out the original date.  (MMDDYY)

 

4. Mfg. Warranty Exp:

 

This is the manufacturers warranty expiration date.  This is automatically updated by P.O. Receipts and Inventory Receipts.  This can be changed, if desired.  Entering an invalid date produces the prompt Invalid DateEnter Again.  The cursor returns for reinput.  Entering a carriage return zeroes out the original date.  (MMDDYY)

 

5. Vendor No:

 

This is the number assigned to the vendor that the machine was purchased from.  This is automatically updated by P.O. Receipts and Inventory Receipts.  This can be changed, if desired.  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 enter the miscellaneous vendor number, 999999.  (8 Digits)

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

6. No. EM Calls:

 

This is the number of emergency service calls within a defined number of days that must occur in order to flag the machine as reaching its emergency threshold.  This is a feature used in the Service Dispatch module.  Whatever is stored in the Item File is the default and is automatically written to the Serial File by P.O. Receipts and Inventory Receipts.  This can be changed for the individual machine to override the default of the norm defined for the item.  (3 Digits)

 

7. No. EMs(Days)

 

This is the number of days that must occur in order to flag the machine as reaching its emergency threshold.  This corresponds with field 6, the number of EM calls.  This is a feature used in the Service Dispatch module.  Whatever is stored in the Item File is the default and is automatically written to the Serial File by P.O. Receipts and Inventory Receipts.  This can be changed for the individual machine to override the default of the norm defined for the item.  (3 Digits)

 

8. PM Due(Months):

 

This is the number of months that can elapse before a preventative maintenance PM service call is due on the machine.  This is a feature used in the Service Dispatch module.  Whatever is stored in the Item File is the default and is automatically written to the Serial File by P.O. Receipts and Inventory Receipts.  This can be changed for the individual machine to override the default of the norm defined for the item.  (3 Digits)

 

9. PM Due (Copies):

 

This is the number of copies that can be made before a preventative maintenance service call is due on the machine.  This is a feature used in the Service Dispatch module.  Whatever is stored in the Item File is the default and is automatically written to the Serial File by P.O. Receipts and Inventory Receipts.  This can be changed for the individual machine to override the default of the norm defined for the item.  (9 Digits)

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

10. Machine ID:

 

This is an internal identification number assigned by your company.  This is automatically updated by P.O. Receipts and Inventory Receipts.  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 writes to the Serial.IX index.  This allows 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 causes the machine to display twice when using the serial number search.  (10 Alphanumeric)

 

11. Gen. Comment:

 

A general comment can be stored per machine.  It appears in the Service Dispatch programs and many serial number reports and inquiries.  General comment is often used to store information relating to the service contract terms, such as what is included.  (15 Alphanumeric)

 

12. Date Placed:

 

The date the machine was placed at a customer site.  This is automatically updated when the machine is sold through the Billing and Order Entry modules.  This is used in the average monthly volume calculation.  (MMDDYY)

 

13. Initial Meter:

 

This is the initial or starting meter when the machine is received into inventory or added to the system.  This is automatically updated by P.O. Receipts and Inventory Receipts.  This is used in the average monthly volume calculation.  (9 Digits)

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

 

14. Date Last PM:

 

This is the date the last PM call was done on the machine.  This is automatically updated by the Service module.  Entering an invalid date produces the prompt Invalid DateEnter Again.  The cursor returns for reinput.  Entering a carriage return zeroes out the original date.(MMDDYY)

 

15. Last PM Meter:

 

This is the meter reading for the last preventative maintenance call.  This is automatically updated by the Service module.  (9 Digits)

 

16. Date Last Service

 

This is the date the last EM emergency call was done on the machine.  This is automatically updated by the Service module.  Entering an invalid date produces the prompt Invalid DateEnter Again.  The cursor returns for reinput.  Entering a carriage return zeroes out the original date.  (MMDDYY)

 

17. Last Service Meter:

 

This is the meter reading for the last emergency service call.  This is automatically updated by the Service module.  (9 Digits)

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

18. Avg Mth Volume:

 

The current average monthly volume of copies made.  This is automatically updated by the Service and Contract modules when meter readings are entered.  The calculation for AMV is: # Of Months = (System Date  - Date Placed)/30.  If this is 0 will = 1.  Average Monthly Volume = (Current Meter Entered - Initial Meter)/# Of Months.  Note:  The initial meter is the Serial File initial meter not the contract start meter.  The system date is used when calculating from the contract meter reading.  The service call completion date is used when calculation is from the service meter reading.  (9 Digits)

19. Date Last Meter Card:

 

This is the date of the last meter reading entered in the Contract Billing module for meter billing purposes.  This is automatically updated by the Contract module.  Entering an invalid date produces the prompt Invalid DateEnter Again.  The cursor returns for reinput.  Entering a carriage return zeroes out the original date.  (MMDDYY)

 

20. Last Meter Card Meter:

 

This is the meter reading of the last meter reading entered in the Contract Billing module for meter billing purposes.  This is automatically updated by the Contract module.  (9 Digits)

 

21. Number of Service Calls:

 

The total number of service calls.  This is automatically updated by the Service module.

(8 Digits)

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

 

Also displayed in Serial File Maintenance are the Mean Copies Between Failure and the Mean Time Between Failure.  These are calculations that are automatically updated in the Serial File by the Service module when the service ticket is entered.

Mean Time Between Failure

 

Whichever is the most recent call stored in the Serial File, the PM or the last service EM call is used.  This date is subtracted from the date placed providing the number of days.  This is then divided by the number of service calls stored in the Serial File.  If fields 12, 14, 16, or 21 are changed in Serial File Maintenance the MTBF is recalculated.

 

Mean Copies Between Failure

 

The highest meter reading stored in the Serial File of the PM or the last service EM call is used.  This meter is subtracted from the initial meter providing the total number of copies made.  This is then divided by the number of service calls stored in the Serial File.  If fields 13, 15, 17, or 21 are changed in Serial File Maintenance the MCBF is recalculated.

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

A carriage return at Fld exits the first screen and accesses the second screen of Serial File Maintenance.  The cursor is at the following prompt.

 

Enter Fld Or Previous

 

 

While accessing the second screen of Serial File Maintenance, only fields 22 through 52 can be selected for a change.  Entering a P for previous returns to the first screen of Serial File Maintenance.  Entering a carriage return completes the changes and accesses the Serial File messages.  A slash at Enter 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 File prior to the slash command are not made.  An up arrow ^ key at New Data returns the cursor to the Enter Fld prompt.  Be aware that carriage returning at the New Data prompt removes the existing data.

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

Following is documentation of each field that can be changed.  Note:  The majority of these fields are also accessible in the program Machine Placement.

 

22. Call Back (Days)

 

A number of days between service calls that sets the call as a call back can be defined per serial number.  Whatever is stored in the Item File is the default and was automatically written to the Serial File by P.O. Receipts and Inventory Receipts.  This can be overridden per serial number. (4 Digits)

 

23 -Call Back(Copies)

 

A number of copies made between service calls that sets the call as a call back can be defined per serial number.  Whatever is stored in the Item File is the default and was automatically written to the Serial File by P.O. Receipts and Inventory Receipts.  This can be overridden per serial number.  (9 Digits)

 

24.  Accum. Rdg At Reset

 

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

 

25.  # Of Meter Rollovers

 

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

 

26.  # 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)

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

27.  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 does 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)

 

28.  Refurbished Cost

 

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

 

29., 30., 31. Spare

 

Fields 29, 30, and 31 are not used at this time.  These are reserved for future additions to the Serial File.  Entry of the field numbers is not accepted.

 

32.  User Def-10

33.  User Def-10

 

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

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

34.  Host Item

35.  Host Ser.

 

A new feature with Revision 12 is the ability to link a host item and serial number to a serialized accessory.  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 follows in later revisions.  Eventually, input of the machine item and serial number displays all of the attached accessories in the invoicing programs.

 

During the Revision 12 conversion program, all records found in the Serial File have the item and serial number written into the host item and serial number field.  Creating new Serial Files also does this.  It is the accessories to the machines that should have the host item and serial number changed if the linkage between the accessory and the machine is desired.  It is up to you to access the accessories and enter the actual host item and serial number of the machine the accessory is on.

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

34.  Host Item

35.  Host Ser.

 

Selecting either fields 34 or 35 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 are 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.  You may also link two unplaced Serial Files.  (18 Alphanumeric)

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

New Host Item No.     Serial No.

 

Invalid items and serial numbers are not allowed.  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 #.

 

 

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)

 

Changing A Serial File  (Contd)

36.  Estimated AMV

37.  Inclusive AMV

 

Estimated and inclusive average monthly volume are calculated by the Product Performance Report.  When running the report, a date range is entered to select the time period of the service call readings used in the calculations.  The report writes the new AMVs back to the Serial File.  (9 Digits)

 

Inclusive AMV is the highest service call meter reading minus lowest meter reading within the inputted date range divided by number of days between the two readings and than multiplied by 30.

 

Example:  Date range entered is 01/01/96 to 08/31/96.  Highest reading is 12300 on 08/15/96 and lowest is 3000 on 01/12/96.  12300-3000 = 9300/216 days (01/12-08/15)= 43.05 X 30 = 1291.66 = 1292.

 

The calculation for Estimated AMV is as follows.  The first calculation is to calculate the number of copies made between the highest and lowest meter readings found within the designated time period, which equals Inclusive Copies.

 

Then a calculation is made of the estimated number of copies from the last meter reading in date range to the report ending date, which = Ending Copies Per Day.  This is the most recent call reading in the date range minus the next call prior to that call divided by the number of days between those calls (meter-prior meter/# days) multiplied by the number of days from most recent call to ending date of report.

 

Then a calculation is made of the estimated number of copies from the first meter reading in date range to the report beginning date, which = Beginning Copies Per Day.  This is the first call in date range subtracted from the next call reading after that first call divided by the number of days between those calls (next call reading - first call reading divided by # days ) multiplied by number of days from first call to start date of report.

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

Add "Inclusive Copies", and "Ending Copies" and "Beginning Copies" together to get Total Copies made in date range.  Divide Total Copies by number of days within report range (i.e., if date range is 1/1/95 - 12/31/95, it would divide by 365).  This is Total Copies Per Day.  Multiply Total Copies Per day by 30 to get Estimated AMV.

 

36.  Estimated AMV

37.  Inclusive AMV

 

Following is an example of Estimated AMV.  Date range entered is 01/01/96 to 08/31/96.  This is 243 days.  Highest reading is 12300 on 08/15/96 and lowest is 3000 on 01/12/96.  A call on 07/21/96 is the call prior to the 08/15/96 reading and has a meter reading of 11500.  This meter reading is considered the reading prior to the last meter reading.  A call on 03/11/96 is the call after the first call on 01/12/96 and has a reading of 4500.  This is considered the next call after the first call.

 

Inclusive Copies =  12300-3000 = 9300.

 

Ending Copies Per Day = 12300 - 11500 = 800/25 days (07/21-08/15)= 32 X 16 days (08/15 - 08/31) = 512

 

Beginning Copies Per Day = 4500 - 3000 = 1500/ 59 days (01/12 - 03/11) = 25.42 =  X 11 days (01/01-01/12) = 279.66 = 280.

 

Total Copies = 9300 + 512 + 280 = 10092

 

Total Copies Per Day = 10092/ 243 days (01/01 - 08/31) = 41.53

 

Estimated AMV = 41.53 X 30 = 1245.9 = 1246

 

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

38.  Lease Company Name

 

Enter the name of the leasing company.  (40 Alphanumeric)

 

39.  Lease Account No.

 

Enter the lease account number.  (15 Alphanumeric)

 

40.  Lease P.O. No.

 

Enter the lease purchase order number.  (15 Alphanumeric)

 

41.  Start Date

 

Enter the start date of the lease agreement.  Input of an invalid date produces the prompt Invalid DateEnter Again.  The cursor returns for reinput.  (MMDDYY)

 

42.  Expiration Date

 

Enter the expiration date of the lease agreement.  Input of an invalid date produces the prompt Invalid DateEnter Again.  The cursor returns for reinput.  (MMDDYY)

 

43.  Billing Period

 

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

 

44.  Lease $ Per Period

 

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

 

45.  Total Lease $

 

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

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

46., 47., 48.  Spare

 

Fields 46, 47, and 48 are not used at this time.  These are reserved for future additions to the Serial File.  Input of these fields is not allowed.

 

49.  User Def-Num

50.  User Def-Num

 

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

 

51.  User Def-20

52.  User Def-20

 

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

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

After carriage returning at Enter Fld Or Previous, the following prompt appears if there are no existing Serial File messages.

 

Enter Serial Item Message - CR To Continue

 

 

A carriage return at the above prompt 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, the change mode in 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 or the Serial File that was selected for a change had existing Serial File messages.

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

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.

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

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.

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

 

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.

 

 

 

 

Enter Data  (Contd)

 

Changing A Serial File  (Contd)

After input of the message, the serial record is exited.  The cursor returns to the Enter Procedure Type prompt.  Every time a Serial File is accessed in the change mode in Serial File Maintenance, a date changed is written to the Serial File.  The date changed is the system date.  The date added and changed is displayed in Serial File Maintenance.  Note:  Date added and changed is new with Revision 12 so records added prior to loading LMS Revision 12 do not have a date added.  There is a way to correct date added per individual Serial File.  The system manager at your site can contact the LMS Support Department for help in this matter.  The first time a Serial File record is selected in the change mode the first date changed is written in.

An inventory transaction record is created when the change mode is accessed in Serial File Maintenance.  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 is zero.  The description is Serial Record Change.  This helps 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 is updated whenever a C for change on an existing record is 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.

 

 

 

 

Enter Data  (Contd)

 

Deleting A Serial File 

Enter Procedure Type Add Change Delete End

 

Enter D to delete a Serial File.  The cursor goes to the Item No. and Serial No. prompt.  Enter the item and serial number of the machine or accessory that you want to delete.  If an invalid item and serial number are entered, the prompt Serial Record Not Found displays.  The cursor returns to the Enter Procedure Type prompt.

 

If a Serial File is entered and the same item and serial number are being accessed on another task in Serial File Maintenance or Machine Placement, the prompt Serial Record 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 record.  This is to protect the integrity of the file updating.

 

Serial File Maintenance is used to delete a non-placed machine from the system.  The machine must be removed from the customer site prior to deleting the machine.  Machines are deleted from the system when they are no longer serviced by your company or they are junked.  You may access service history on a deleted machine through the Service History Inquiry.  Another use of Serial File Maintenance is to delete a machine that has been added into inventory and an incorrect serial number has been input.  When a serial number is deleted and the record is in a warehouse, the on hand in that warehouse is adjusted.  If the existing on hand is 0 or less than 0, an additional prompt to update the on hand quantity appears.

 

If an attempt is made to delete a Serial File that is placed at a customer site, the prompt below appears and the delete is not allowed.

 

Machine is at a Customer Site - Deletion Not Allowed

Enter 'CR' to Continue                              

 

If an attempt is made to delete a Serial File that is under custody through the Contract Custody program, the prompt below appears.  The delete is not allowed.

 

Machine is on Custody - Deletion Not Allowed

Enter 'CR' to Continue                     

 

For both messages, the carriage return returns the cursor to the Enter Procedure Type prompt.

 

 

 

Enter Data  (Contd)

 

Deleting A Serial File  (Contd)

When a Serial File can be successfully deleted from the system and the record is in a warehouse and the current quantity on hand in that warehouse is greater than zero, the following prompt appears.

 

Serial No                  Is In Warehouse  

On-Hand Inventory Will Be Adjusted               

Please Verify  D'elete  C'ancel  .

 

 

The warehouse number of the warehouse the Serial File record is assigned to displays.

The message is to alert the operator that continuing with the delete will subtract a quantity of one from the on hand quantity in the displayed warehouse.  Enter a D to delete the Serial File from the system and adjust the on hand quantity.  The record is deleted.  Enter a C to cancel the delete.  The Serial File is not deleted and the on hand quantity remains unchanged.

 

 

 

Enter Data  (Contd)

 

Deleting A Serial File  (Contd)

 

When a Serial File can be successfully deleted from the system the record is in a warehouse and the current quantity on hand in that warehouse is less than or equal to zero, the following prompt appears.

 

Serial No               Is In Warehouse          

Adjust On-Hand Inventory Quantity To A Negative Number?  (Y/N)

 

 

The warehouse number of the warehouse the Serial File record is assigned to displays.

The prompt is to alert the operator that the current on hand quantity in the displayed warehouse is zero or less than zero.  If a Y for yes is input, the quantity on hand is lowered by one.  This causes a negative on hand quantity.  If N for no is input the on hand quantity is not adjusted and remains as is.  The following prompt appears after input of this option.

 

Please Verify  D'elete  C'ancel

 

Enter a D to delete the Serial File from the system.  The record is deleted.  The on hand is adjusted based on the input to the previous prompt.  Enter a C to cancel the delete.  The Serial File is not deleted.  No quantity adjustment occurs.

 

 

 

 

Enter Data  (Contd)

 

Deleting A Serial File  (Contd)

 

When a Serial File can be successfully deleted from the system and the record is not in a warehouse, the following prompt appears.

 

Please Verify  D'elete  C'ancel

Enter a D to delete the Serial File from the system.  The record is deleted.  Enter a C to cancel the delete.  The Serial File is not deleted.

An inventory transaction record is created when a Serial File record is deleted.  This is stored in the Imwactd File.  Included in this record are the item number and serial number, the warehouse the equipment was in, port number, product class, system and transaction date, system time deletion was made, and operator initials.  Note:  If the record was not in a warehouse, the warehouse number is zero.  The description is Serial Record Deletion.  This helps identify who and when Serial File deletions are being made.  These transactions can be accessed with the Stock Activity Inventory Report.

 

Note:  When a Serial File is deleted any Serial File messages assigned to that record are automatically deleted.

 

 

 

Enter Data  (Contd)

 

Deleting A Serial File  (Contd)

There is a feature that can be activated in the Billing module called Machine Tracking.  This feature works with the Service and Contract modules.  When Machine Tracking is activated, deleting a Serial File creates a service call.  Therefore, the deletion of the Serial File is stored in service history.  The purpose of having a service call created when a machine is deleted is to prevent the problem where a machine is deleted.  Then a few months later, someone inquires into it and there is no record of who deleted it or when.  Accessing the machine in Service History Inquiry through the Service module, shows the deletion of the machine.

 

With Machine Tracking activated, an additional prompt appears after entering the D to delete the Serial File.

 

Enter Problem Code For Machine Tracking Service Call:

 

 

You must enter a problem code for the call.  This is 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)

 

 

 

Enter Data  (Contd)

 

Deleting A Serial File  (Contd)

 

After the input of the problem code, the service call number is displayed.  The prompt for Additional messages appears.

 

Enter Additional Messages - 'CR' To End

 

 

You may input as many call messages as you desire.  These should explain the reason for the deletion.  These are written to the service call.  A carriage return exits the entry of additional call messages.  The creation of the call is completed.  The call is now a part of the service history of the machine.  No dispatch log is printed.  No entry of a service ticket is necessary.  The date and time, default customer number, and technician are assigned to the call.  The initials of the operator are also written to the service call.  The machine is deleted from the Serial File.  Note:  Call messages can be modified in the Service module, Completed Call File Maintenance.