Equipment Management

OBJECTIVE

The Equipment Management option is used to define all of the company's equipment (with preventive maintenance or without).

This equipment can also be associated with other options, such as Project Management, Depreciation Book and Define Resources.

You can delete a piece of equipment if it is not linked to transactions (work order, depreciation, scheduled maintenance, etc.).

PREREQUISITE

ICONS

Equipment Management Icons

Only the non-self-explanatory icons or those with special features are defined in the table below.
Icons	Title	Used to
	Print (CTRL+P)	Access the list generator or print a form configured for printing equipment.
	Documents	Access Document Management to display saved equipment documents.
	Display Active Equipment	Display active equipment in the left section of the window.
	Display Inactive Equipment	Display inactive equipment in the left section of the window.
	Display Closed Equipment	Display closed equipment in the left section of the window.
	Renewal of Insurance and Registration	Access the Renewal of Insurance and Registration screen for the equipment.
	Change Usage Meter	Access the Change Usage Meter screen.
	Form Configuration	Access the Form Configuration by Table screen.
	Configuration	Configure the behaviour of equipment management. NOTE: The configurations are saved by user.

Steps

maestro* > Equipment > Preventive Maintenance > Maintenance > Equipment Management

Creating an Equipment

Several fields in this option are for information purposes only. Only fields that are not automatically populated are documented.

Enter the required information in the Identification section:

Field	Description
Code*	Equipment code. NOTES: You can select a piece of equipment created for preventive maintenance only by clicking [...]. The icon is used to select a piece of equipment an equipment project. For the project to be visible, the Equipment box must be checked in Project Management. Special characters, such as the asterisk (*), comma (,), pound key (#) and colon (:), and accented characters, cannot be used in Equipment Code when you created a new equipment.
Description*	Description that identifies the equipment. If the equipment description is modified, and in the Other modules tab the number of the selected project is identical to the equipment code, the project description will also be changed. NOTE: The modification of the equipment description will update the description of the project, only when the project has the same number as the equipment and that this link is shown in the equipment Project field.
Status	Status of the equipment in maestro*. The choices are: Active or Inactive.

Enter the required information in the Description tab:

Field	Description
Type	Type of equipment from Define Equipment Types. NOTES: This type is used to group equipment to print reports. The Type refers to a table that contains a field named Type of Vehicle. If the vehicle type selected is Non-rolling Equipment, the Insurance – Registration, Chassis/Engine, Technical Data and Purchase – Lease tabs are hidden.
Year	Year in which the equipment was manufactured.
In Charge	Employee responsible for the equipment from Employee Management.
User	Employee who uses the equipment from Employee Management.
Supplier	Used to link equipment to a supplier code. NOTES: If the Supplier Invoice Reconciliation option is installed, it is important to complete the project, activity and group accounting for accrued liabilities identified in the Configuration of the projects, Section Supplier Invoice Reconciliation. If the Supplier Invoice Reconciliation option is installed, the hours entered for equipment linked to a supplier will not generate revenue for the equipment. It will instead create an accrual in the project, activity and group identified in project configurations. These hours will also be available in Supplier Invoice Reconciliation and will make it possible to reconcile transactions entered in maestro* with the invoice from the supplier. For more information on using this function, refer to help under Reconciling Supplier Hours.
Project - #*	Project number to which the equipment is assigned. NOTES: We do not recommend completing this field if the equipment is not assigned to a project long term.
Location	Maintenance location from Define Locations.
Owner Prefix	Allows indicating to which company the piece of equipment belongs. NOTE: In multidimensional mode, the owner can be the current company or another company. This field also has other uses: Fuel Management: when the software validates an equipment prefix, it compares the owner and the project's breakdown line's prefixes. If they aren't the same, the transaction will be refused. Preventive Maintenance: allows the creation of equipment maintenance work orders in the owner or current company. Daily Entries: allows the transfer of "equipment" hours from daily entries to create hour transactions in the owner company. That is only possible if a specific project is linked to the piece of equipment.
Company Prefix	Allows indicating in which company the piece of equipment can be used. NOTE: Available in multidimensional mode only.
Owner Co. Name	Company that owns the equipment. NOTE: This field is only used if multidimensional mode is not installed.
Master Equipment	Code for the master equipment to which the equipment created is attached.

Field	Description
Equipment Code	Equipment code.
Description	Description that identifies the equipment.

Enter the required information in the Insurance / Registration tab:

Field	Description
Ins. Type	Identifies the type of insurance (i.e. individual, group, etc.). NOTE: Maestro* saves the value in a list. You can access the list of values by pressing CTRL + space bar on the keyboard or by typing the first letters of the word.
Renewal Date	Insurance renewal date.
Cost	Premium payable for insurance.
Policy No.	Insurance policy number.

Field	Description
Insured Value	Capital insured.
New Value	Indicates that the equipment has replacement cost insurance in the event of damage, if the box is checked.
Liability	Amount of coverage for civil liability.
Deductible	Amount of deductible applicable if the equipment is damaged without collision.
Collision	Amount of deductible applicable in the event of collision.
Fire/Theft/Vand.	Amount of deductible applicable in the event of fire, theft or vandalism.

Field	Description
Plate No.	Number on the license plate.
Renewal Date	Registration renewal date.
Cost	Registration fee amount.
Garaged	If the box is checked, indicates that the equipment is in storage.
Storage Date	Date the equipment was put into storage.
Number of registered Axles	Number of axles registered for the equipment.

Field	Description
Code	Receiver number.
Install Date	Tracking system installation date.
Renewal Date	Renewal date.
Supplier	Code for the supplier of the receiver from Supplier Management. Name of the receiver supplier. NOTE: If the vendor code is entered, the name is displayed automatically. If no code is entered, the supplier's name can be entered.
Contract	Contract number.

Enter the required information in the Chassis / Engine tab:

Manufacturer	Model
Capacity	Max. Weight
Weight	Color
Truck Length	Measurement
Axle Capacity (front / back)	Axle unit of measure (front / back)

Field	Description
Description	Description of the chassis warranty.
End Date	End date of the warranty period.

Manufacturer	Model	Serial No.
Year	Fuel	Power
Consumption	Specifications	Belt

Field	Description
Description	Description of the chassis warranty.
End Date	End date of the warranty period.

Enter the required information in the Technical Data tab:

Type	Model	Serial No.
Year

Field	Description
Description	Description of the transmission warranty.
End Date	End date of the warranty period.

Field	Description
Battery	Allows to indicate all information related to the equipment's battery.
Starter	Allows to indicate all information related to the equipment's ignition.
Alternator	Allows to indicate all information related to the equipment's alternator.
Voltage	Allows to indicate the equipment's voltage.

Field	Description
Front – Quantity	Size of front tires and number of tires.
Back - Quantity	Size of rear tires and number of tires.

Field	Description
Wing – Quantity	Information on the wings and number of wings.
Snow plough – Quantity	Information on the snow plough and quantity.

Field	Description
Bucket	Information about the bucket.
Serial No.	Serial number of the bucket.

Field	Description
Type	Type of suspension. NOTE: For example air, spring, etc.

Enter the required information in the Purchase / Lease tab:

Field	Description
Type	Equipment acquisition type for information only. Possible values include purchase, lease and rental.
Date	Allows to indicate the purchase or rental date.
Condition	Allows to indicate whether the equipment is New or Used.
Supplier	Equipment supplier from Supplier Management.
Order Number	Order number associated with the purchase or rental of equipment.
Invoice No.	Allows to indicate the purchase's or rental's invoice number.
Financed By	Allows to indicate the company which finances the purchase or rental of the equipment.
Value	Allows to indicate the equipment value.
Cash	Allows to indicate the cash amount paid on the equipment.
Monthly Payments	Allows to indicate the monthly payments made for the equipment.
Cash Value	Allows to indicate the equipment's reselling value.
Cost of Lease	Allows to indicate the rental costs.
Duration (months)	Allows to indicate the financing time period in months.
Start date	Allows to indicate the start date of the financial aid or the rental.
End Date	Allows to indicate the end date of the financial aid or rental.
Disposition Amt	Allows to indicate the amount to receive following the selling of the equipment.
Disposal Date	Allows to indicate the equipment's disposal date.

Enter the required information in the Preventive Maintenance tab:

Field	Description
Number of estimated days of work per week	Calculates the date of the next preventive maintenance task based on the meter. NOTE: The default estimated value is 5. NOTE: If a value is entered in this field and in the Estimated Distance / Time travelled Per Day fields, maestro* can estimate the next of the next maintenance task.
In-Service Date	Date the equipment started being used. NOTE: If a value is entered in this field, maestro* can estimate the date the first maintenance task is planned.

Field	Description
Estimated Distance / Time travelled Per Day	Estimated time of equipment use per day. NOTE: This field is used to calculate the date of the next preventive maintenance task based on the counter.
Previous	Meter cumulative when the Meter is changed. NOTE: Meter changes are operations that are performed in exceptional cases only. This happens if the Meter (in hours or kilometers) of a vehicle is damaged and must be replaced with a new one. In this case, the new meter starts again from zero, but maintenance must still be performed based on the cumulative value of the meter. For example, if you change a meter that displays 125,000 km and maintenance is scheduled at 128,000 km, it must be performed when the new meter displays 3,000 km.
Actual	Actual meter value.
Cumulative	Total of the previous and current meter.
Date of Change	Date on which the meter was changed.
Last Reading	Date on which the Actual meter was created.

Field	Description
Category	Maintenance category used to calculate regular or preventive maintenance (PEP). NOTE: You cannot change the category for maintaining equipment if a reminder has been entered in Scheduled Maintenance Management for the equipment. In this case, you must first delete the reminder in Scheduled Maintenance Management and, if applicable, the corresponding work orders (as long as the work order has not been transferred). You will then be able to change the maintenance category in Equipment Management and continue manually with Scheduled Maintenance Management for the equipment.
Last maintenance done	Information from work orders related to the last maintenance performed on the equipment.
Next Maintenance Due	Information about the next maintenance task planned for the equipment based on the maintenance interval from Define Maintenance Types and Tasks.
WO No.	Work order number associated with the maintenance.
Code	Maintenance code.
Description of maintenance	Description of work performed on the equipment.
Usage Meter 1 and 2	Meter reading.
Date	Maintenance date.
% Reached	Percentage displayed based on the meter. NOTE: A percentage to be reached before the recall can be entered in Define Maintenance Types and Tasks.

Enter the required information in the Components tab:

Enter the required information in the Equipment tab:

Field	Description
Old code	Equipment code from the former machinery management option in maestro* NOTE: Starting with version 3.03.07, the Machinery and Equipment files have been merged.
Status of hours entries	Used to indicate whether this equipment will be available for various hour entry functions in maestro. NOTE: Only Active* equipment can be selected.
Cost 1-4	Used to indicate the hourly cost of equipment per hour worked. The resulting usage cost will be charged to projects on which the equipment will be charged. NOTE: A setting in projects is used to specify which of the four rates should be used.
Surcharge Type	Specifies the type of surcharge to be used when invoicing tickets on this equipment. NOTE: The fuel surcharge is calculated based on the type of surcharge. Prioritizes the fuel surcharge according to the following scale: According to the type of surcharge defined in Truck Management. According to the type of surcharge defined in Equipment Management. According to the type of surcharge defined in the Transportation tab in Configuration in the Tickets module.
Selling	Used to indicate the hourly rate to be invoiced to customers for the use of this equipment. This invoicing procedure requires the installation of Cost Plus invoicing.

Field	Description
Default Activity	Activity to which the expense is posted.
Group	Group to which the expense is posted.

Field	Description
Cost per Hour	Cost broken down by hour. NOTE: Used in Ticket Management during invoicing and ticket reconciliation. If an equipment number is entered and the equipment is linked to an equipment code, an additional expense is created for the cost of using the equipment per kilometer.
Cost per Km	Cost broken down by kilometer. NOTE: Used in Ticket Management during invoicing and ticket reconciliation. If an equipment number is entered and the equipment is linked to an equipment code, an additional expense is created for the cost of using the equipment per kilometer.

Field	Description
Site	Used to define a truck as an inventory location. If a value is entered in this field, it will be used to determine the site from which the equipment entered in the Return From a Service Call must be taken. NOTE: Available as soon as one of the following modules is installed: Service Management and/or Work Orders.

Field	Description
Default Activity	Allows to enter a default activity code. If a value is entered in this field, it will be displayed and used in the Activity column of the service calls' Breakdown grid. NOTE: The default activity defined in this field will replace any other activity entered in the Activity column.

Enter the required information in the Other Modules tab:

Field	Description
	Project file access button. NOTE: Clicking this button starts project management and you will be able to edit the project file associated with the equipment.
Select to create or modify the Project	Tells maestro* that a project with the number entered in the Project field must be created if the box is checked. NOTES: When modifying existing equipment, you can check this box to change the other information displayed in this section manually (Project, Activity, Project Template or Project Type). This box is checked if the Automatic Creation for New Equipment setting is enabled in Configuration in this screen.
Project Created	Indicates that the project exists in the project file if the box is checked. NOTES: All of the information in the Project section cannot be changed, if the box is checked. To change the project created, the Select to create or modify Project box must be checked. If the code entered in the Project field does not exist in the project file, the Project Created box is cleared.
Project*	Project number linked to this equipment You can select a project that exists in the project file or enter a project number that does not exist. NOTES: Special characters, such as the asterisk (), comma (,), pound key (#) and colon (:), and accented characters, cannot be used in project numbers. Maestro proposes using the same number as the equipment and copies the code to the Project field if the Automatic Creation for New Equipment setting is enabled in Configuration in this screen. The number of the project to be created can also be entered manually if you want to differentiate it from the equipment number. When saving equipment, if the project number entered does not exist in the project file, it will be created automatically. If the code entered in the Project field exists in the project file, the Select to create or modify the Project box is cleared. The Project Created box is checked to indicate that the selected project already exists.
Activity	Expense activity.
Project template	Template from Define Project Templates. NOTE: If a project is created when saving equipment, activities associated with the selected template will be created automatically in the new project.
Project Type	Type from Define Project Types. NOTE: If a project is created when saving equipment, the Project Type specified here will be assigned to it automatically.

Field	Description
	Depreciation file access button. NOTE: Clicking this button starts Depreciation Book and you will be able to edit the depreciation file associated with the equipment.
Select to create or modify the depreciation	Tells maestro* that a depreciation file must be created. NOTES: When saving equipment, maestro* opens a window containing the depreciation file. The user must complete the missing information and save it. This box is checked if the Automatic Creation for New Equipment setting is enabled in Configuration in this screen.
Depreciation Created	Indicates that a depreciation file exists with the same number as the equipment, if the box is checked.

Enter the required information in the Oils/Filters tab:

Enter the required information in the Note/Photo tab:

The photos displayed in this tab are from clicking the Documents icon. A document category must be created and specified in the Choose Category name for equipment pictures field in the Configuration - Garage option.

It is possible to add a general comment in the Note section.

Click Save.

Field	Description
	Resource file access button. NOTE: Clicking this button starts Define Resources and you will be able to edit the resource file associated with the equipment.
Select to create or modify the resource	Tells maestro* that a resource with the number entered in the Project field must be created in the resource file if the box is checked. NOTES: When modifying existing equipment, you can check this box to change the other information displayed in this section manually (Resource, Project, Rent Rev Act, etc.). This box is checked if the Automatic Creation for New Equipment setting is enabled in Configuration in this screen.
Resource Created	Indicates that the resource exists in the Resource file if the box is checked. NOTES: All of the information in the Resource section cannot be changed, if the box is checked. To change the created resource, the Select to create or modify Resource box must be checked. If the code entered in the Resource field does not exist in the resource file, the Resource Created box is cleared.
Resource	Resource code associated with this equipment You can select a resource that exists in the resource file or enter a resource code that does not exist. When creating new equipment, if the resource for automatically creating the resource is enabled, maestro* suggests that you use the same code as the equipment and copies the code for the new equipment to the Resource field. The number of the resource to be created can also be entered manually if you want it to have a different number from the equipment. When saving the equipment, if the resource code entered does not exist in the resource file, the resource is created automatically. You can also link equipment to a resource that already exists by entering its code in the Resource field. In this case, the Select to create or modify the resource box will automatically be cleared and the Resource Created box will be checked to indicate that the selected resource already exists.
Project	Project with which the resource is associated.
Rent Rev Acct*	Rental income activity used to post income from project resources. NOTE: For example, a project pays $150 per hour to use a power shovel for 10 hours. The power shovel (which is the resource) has an income of $1,500 in this activity.
Rev. Exp. Activity*	Income activity for re-invoicing expenses incurred for time used on the project. NOTE: For example, if $2,000 had to be spent to repair a resource while it was used on a project, it used $500 worth of fuel and these expenses are to be invoiced to the project. The resource would have an income of $2,500 on the project.
Group*	Income group used for this resource at the time of invoicing.
Billing Mthd	Method for invoicing the resource. The choices are: Date, Hour, Week, Month or Not Chargeable.
Rate	The resource's rate. The rate is linked directly to the Billing Method. The choices are: Monthly Rate, Weekly Rate, Daily Rate and Hourly Rate.

Field	Description
	Access button for managing quotation resources. NOTE: Clicking this button starts Resource management and you will be able to edit the quotation resource associated with the equipment.
Select to create or modify the quotation resource	Tells maestro* that a resource with the number entered in the Code field must be created in Resource Management (Quotation module) if the box is checked. NOTES: When modifying existing equipment, you can check this box to change other information displayed in this section manually (Cost, Unit, Activity, etc.). This box is checked if the Automatic Creation for New Equipment setting is enabled in Configuration on this screen.
Resource Created	Indicates that the resource exists in Resource Management (Quotation module) if the box is checked. NOTES: None of the information in the Quotation Resource section can be changed if the box is checked. To change the quotation resource created, the Select to Create or Edit Resource box must be checked. If the code entered in the Code field does not exist in Resource Management (Quotation module), the Resource Created box is cleared.
Code	Code that identifies the quotation resource.
Cost	Unit cost for the calculation of quotations. This cost is displayed by default in the quotation when the resource is selected.
Unit	Unit of measurement for the quotation resource.
Activity	Activity proposed by default in the quotation when the resource is selected.
Project Group	Group of project expenses proposed by default when the resource is selected.

Engine	Transmission
Hydraulic	Brake
Power Steering	Differential
Antifreeze