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.).

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

 

 

PREREQUISITE

 

ICONS

ClosedEquipment Management Icons

 

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.

The tabs Insurance - Registration, Chassis - Engine, Technical Data, Purchase - Lease and Oils - Filters are not displayed in Equipment Management and View Equipment if the one of the value Grouping or Unlicensed has been selected in the Type of vehicle field of the Define Equipment Types option.

  1. Enter the required information in the ClosedIdentification section:

Field

Description

Code*

Equipment code.

NOTES: You can select a piece of equipment created for preventive maintenance only by clicking the button.

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.

  1. Enter the required information in the ClosedDescription 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.

  1. Related Equipment section:

 

This section lets you associate one or more pieces of equipment already in maestro* with the equipment created.

 

Field

Description

Equipment Code

Equipment code.

Description

Description that identifies the equipment.

  1. Enter the required information in the ClosedInsurance / Registration tab:

 

Renewal dates can be edited in batches by clicking the Renewal of Insurance and Registration icon.

  1. Insurance section:

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.

  1. Coverage sub-section:

 

This section is used to transcribe the information from the insurance policy.

 

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.

  1. Registration section:

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.

  1. Satellite Tracking section:

 

This section is only for equipment with a satellite tracking system.

  1. Insurer and Other sub-sections:

 

This information is related to the satellite positioning receiver.

 

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.

  1. Enter the required information in the ClosedChassis / Engine tab:
  1. Chassis section:

Field

Description

Manufacturer

Manufacturer of the chassis.

Model

Model of the chassis.

Serial No.

Serial number of the chassis.

Capacity

Capacity of the chassis.

Max. Weight – Measurement

Maximun weight supported by the chassis (and its unit of measurement).

Weight

Weight of the chassis.

Color

Color of the chassis.

Dimensions

Dimensions of the chassis.

Truck Length – Measurement

Truck length (and its unit of measurement).

No. of Axles

Number of axles.

Axle Capacity (front / back) – Measurement

Axle capacity and unit of measurement (front / back).

  1. Warranty sub-section:

Field

Description

Description

Description of the chassis warranty.

End Date

End date of the chassis warranty period.

  1. Engine section:

Field

Description

Manufacturer

Manufacturer of the engine.

Model

Model of the engine.

Serial No.

Serial number of the engine.

Year

Year of the engine.

Fuel

Fuel used by the engine.

Power

Power of the engine.

Consumption

Consumption of the engine.

Specifications

Specifications related to the engine.

Belt

Information related to the belt.

  1. Warranty sub-section:

Field

Description

Description

Description of the engine warranty.

End Date

End date of the engine warranty period.

  1. Enter the required information in the ClosedTechnical Data tab:
  1. Transmission section:

Field

Description

Type

Type of transmission.

Available values:

Automatic

Hydrostatic

Manual

Model

Model of the transmission.

Serial No.

Serial number of the transmission.

Year

Year of the transmission.

  1. Warranty section:

Field

Description

Description

Description of the transmission warranty.

End Date

End date of the transmission warranty period.

  1. Electrical Accessories section:

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.

  1. Tires section:

Field

Description

Front – Quantity

Size of front tires and number of tires.

Back – Quantity

Size of rear tires and number of tires.

  1. Blades section:

Field

Description

Wing – Quantity

Information related to the wings and number of wings.

Snow plough – Quantity

Information related to the snow plough and quantity.

  1. Bucket section:

Field

Description

Bucket

Information related to the bucket.

Serial No.

Serial number of the bucket.

  1. Suspension section.

Field

Description

Type

Type of suspension.

NOTE: For example air, spring, etc.

  1. Enter the required information in the ClosedPurchase / Lease tab:

Field

Description

Type

Equipment acquisition type for information only.

Available values:

Purchase

Lease

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.

  1. Enter the required information in the ClosedPreventive Maintenance tab:

 

The information in this tab is used to determine certain preventive maintenance settings. The other information must be configured in Define Usage Meter Management and Define Maintenance Types and Tasks.

Information about maintenance performed is updated based on information entered in the Maintenance and Repairs tab in Enter Work Orders option.

Late maintenance tasks are displayed in red or in the color defined by clicking the Configuration icon.

  1. Usage Meter section:

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.

  1. Usage Meter 1 and 2 section:

 

The information in this section is from Usage Meter Management.

The Usage Meter 2 section is only displayed if a second meter has been configured for the selection maintenance category.

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.

  1. Regular Maintenance and PMP Maintenance sections:

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.

  1. Enter the required information in the ClosedComponents tab:

Expired warranties are displayed in red or in the colour defined by clicking the Configuration icon.

The warranty period end date is calculated based on the purchase date or the number of months warranty. If the end date of the warranty has not been reached, you must check the counters by comparing it to the maximum allowed by the warranty.

 

Field

Description

Code

Part code from Catalogue Management.

Description

Description that identifies the part.

Quantity

Required quantity.

Warranty Period

Component warranty period.

No. of Months

Allows to indicate the length of the warranty period in months.

Usage Meter 1 and 2

Allows to indicate the component's meters.

NOTE: This information should be completed only if the component is not an item from Catalogue Management.

Purchase / Replacement

Purchase Date

Date of purchase or replacement of the component.

Supplier

Supplier code from Supplier Management.

Invoice No.

Invoice number linked to the purchase.

Effective Date

Used to manage warranties that apply at the time of installation, not from the date of purchase.

Date

Warranty effective date for the component.

Usage Meter 1-2

Used to indicate the meter value when the warranty effective date is entered.

  1. Enter the required information in the ClosedEquipment 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:

  1. According to the type of surcharge defined in Truck Management.
  2. According to the type of surcharge defined in Equipment Management.
  3. 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.

  1. Revenue Clearing accountsection:

Field

Description

Default Activity

Activity to which the expense is posted.

Group

Group to which the expense is posted.

  1. Equipment Revenue Accounting section:

 

This section indicates the project, activity, group and account the internal income generated by the use of equipment must be posted.

 

Field

Description

Hourly Revenues

 

Available values: 

Project

Project to which the hourly revenue is posted.

Activity

Activity to which the hourly revenue is posted.

Group

Group to which the hourly revenue is posted.

Account

Account to which the hourly revenue is posted.

Quantity Revenues

 

Available values:

Project

Project to which the revenue based on transported quantity is posted.

Activity

Activity to which the revenue based on transported quantity is posted.

Group

Group to which the revenue based on transported quantity is posted.

  1. Internal Costs section:

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.

  1. Material Default Site section:

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.

  1. Returns from a Service Call and Mobility section:

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.

  1. Enter the required information in the ClosedOther Modules tab:

 

When saving new equipment, maestro* can automatically create a project, resource, quotation resource or depreciation. To do this, simply click the Configuration icon and check the automatic creation options.

 

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.

 

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.

  1. Enter the required information in the ClosedOils/Filters tab:

 

This information is provided for information purposes.

  1. Oils section:

Field

Description

Engine – Quantity

Information related to the engine oil (and quantity).

Transmission – Quantity

Information related to the transmission fluid (and quantity).

Hydraulic – Quantity

Information related to the hydraulic fluid (and quantity).

Brake – Quantity

Information related to the brake fluid (and quantity).

Power Steering – Quantity

Information related to the power steering fluid (and quantity).

Differential – Quantity

Information related to the differential fluid (and quantity).

Antifreeze – Quantity

Information related to the antifreeze fluid (and quantity).

  1. Filters section:

Field

Description

Air

Information related to the air filter.

Diesel

Information related to the diesel fuel filter.

Gasoline

Information related to the gasoline fuel filter.

Oil

Information related to the engine oil filter.

Hydraulic

Information related to the hydraulic filter.

Air (cab interior)

Information related to the cab interior air filter.

Antifreeze

Information related to the antifreeze filter.

Transmission

Information related to the transmission oil filter.

  1. 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.

  1. Click Save.

 

See also

 

Last modification: November 07, 2024