Additional menu options of the unit entry screen
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This menu option provides quick access to all service workorders, all quotes, and all PM's for this unit
Customize text...
This menu option ONLY shows when logged in as the AyaNova Administrator.
Use the Customize text... menu option to localize labels of this entry screen on the fly or if accessed from the main menu bar, displays the labels of the main grids and main menu bar for quickly editing.
See also for more details:
Common entry screen menu options
Fields of the unit entry screen
Active
If checked, Unit will appear in Unit grid screen, and be listed in Unit drop down selection lists for any new service work orders, preventive maintenance, or quotes for the client that “owns” the unit.
If unchecked, Unit will only appear in Unit grid screen and would not be available for selection in new service workorders, quotes or pm’s.
Replaced By Unit
This appears if Active is unchecked. This field is only for informational purposes and is intended to be used to connect to a unit that has replaced this inactive unit.
Serial Number
As you could have many units entered into the AyaNova database with the same Unit Model and manufacturer, the serial number is what identifies each unit individually.
A serial number can be any combination of letters / symbols or numbers that you can type on your keyboard.
If a unit that you want to track does not have a serial number you will have to make one up for it. Some of our clients who manufacture their own equipment will assign serial numbers to units and either etch or tag the unit in some way to mark it with the serial number.
Sometimes a unit that does not have a serial number is part of another unit that does have a serial number.
For example a wheel on a bicycle may not have a serial number, but the bicycle does. In this case when you create a unit record for that bicycles front wheel, you might want to enter the serial number like this “123abc-front wheel” Where 123abc is the serial number of the main unit, in this case a bicycle.
The reason to put the serial number first is to make it faster to select from a unit selection list. Since all drop down lists in AyaNova will automatically scroll down to the relevant area based on the first few letters that you type. Putting the serial number first will cause all units that start with the same serial number to be grouped together making selection easier. (i.e. There are many different “front wheels” but only one that starts with that particular serial number)
How a unit is displayed in drop down lists for selection in preventive maintenance, quotes and service work order items is determined by the Administrative Global Settings for Unit Name Display. For example, you may find it easier to display units by the Unit model first, then by serial number. Others may find it easier to display the units by their serial number and then by unit model number, then by Unit Model manufacturer.
See also:
Description
Use this field to enter an extended description of a unit if it has not been assigned a model number.
This field’s purpose is to provide a human understandable description of a unit so that it’s easily identified on printed reports and various areas of the program.
If you were to not select a model and also not provide a description the only identification of a unit would be its serial number.
Normally you would always assign a unit model instead of using this field because you only have to enter a unit model record once and can then select it quickly and easily.
If you use this description field instead you would need to retype a full description for every unit you enter.
It is recommended that this field only be used in cases where a unit is unique and there is only one of them that will ever be entered in AyaNova. Otherwise you will be doing a lot of double entry.
Model
The purpose of models is to keep important service related information that applies to all units of the same model together and to save the amount of entry required for each unit as well as track warranty information.
To take advantage of many time saving features throughout AyaNova you should always assign a unit to a model. This makes it easier to select from drop down selection lists, as well as filtering in the Unit List grid, as well as displaying on reports.
If you are entering a unit and discover there is no model entry for it, you can quickly add one on the fly by not selecting any unit model, and clicking on the Model button to the right of the drop down selection list to open up a new and empty Unit Model entry screen. Enter the details of the unit model, save and the model will now appear in the drop down selection list.
Or if you need to edit a model, select it from the drop down list, and then click on the Model button to the right to open the Unit Model entry screen with this unit models information.
Remember that you only need to enter a model record once, after that it can be quickly selected when entering a unit with two clicks and the information is then useful throughout the program and on reports.
If a unit has a unit model selected, as well as the Purchased Date entered, you will be able to take advantage of the warranty information that will appear within a workorder when the unit is selected for service.
See also:
Parent Unit of this Unit
Used to group units into a master and sub unit relationship. If a unit is part of another unit select the other unit from this list.
You can filter the Unit grid by the Parent Unit of this Unit to display all units that are in essence sub-units of a master unit – the Parent Unit.
Do note that this is for informational purposes only. Setting this does not allow selection of the parent unit in a workorder to affect sub-units.
Unit has own address checkmark
If selected, Unit has own address button becomes available
Unit has own address button
If Unit is located at a different address then the Client here is where you would enter in the Units address.
Metered
If checked this indicates that the unit will have meter readings tracked and displays the Metered button to open the Meter Reading grid.
See also: Unit Meter Reading
Bank Service
If checked this indicates that the unit will have banked pre-paid service applied to it and displays the Uses Banking button to open the Banking grid.
See also:
Notes
As with all notes fields in AyaNova, use this area to enter anything you wish others to see when viewing this item on this screen.
Purchased Here
If the Unit was sold by your organization, click on the Purchased Here checkbox.
This field in combination with the purchase date and sales receipt number give you all the information you need to quickly get a copy of a sales receipt for warranty processing purposes.
For example: if you want to get a copy of the receipt and all fields are filled out correctly, you can go to the unit entry screen, select the unit, note the receipt number and purchase date and then click on the Purchased from hyperlink to view the phone and contact information of the organization that sold the unit to contact them and get a copy of the invoice / receipt.
Purchased From
Used to indicate where the unit was purchased.
If the Vendor is not listed in the drop down selection box, without any Vendor selected, click on the Purchased From button to open up a new Vendor entry screen to add.
Purchased Date
Date of when this unit was purchased.
This is used to determine warranty time left based on warranty information within the Unit Model.
And this information is then displayed within the workorder item when you select the unit so you can see at a glance at the time of workorder creation whether the unit falls under warranty or not.
If a unit has a unit model selected, as well as the Purchased Date entered, you will be able to take advantage of the warranty information as laid out in the Unit Model that will appear within a workorder when the unit is selected for service.
Refer also to the section on the service workorder item Unit sub-screen.
Receipt Number
This field is provided for warranty related purposes. Sometimes you need to provide a copy of a sales receipt when processing a warranty claim. It could be your own sales receipt or another company’s if the unit was purchased elsewhere.
Client
Select the client that owns this unit of equipment. The button above this drop down selection list will take you to the Client entry screen on the fly if you discover that the client has not been entered yet in AyaNova or to the Client entry for the selected Client.
If a client transfers equipment to another of your clients you can change the owner by changing the selection in this box.
If the unit is owned by yourself, and you want to be able to maintain equipment service history, it is recommended to create a client that is your company, and assign units to that client.
Override Warranty checkbox
If Override Warranty is not check-marked, the warranty terms of the Unit Model are used in conjunction with the Purchased Date of this unit.
If Override Warranty is check-marked, this means that the Unit Model's warranty terms are ignored. Instead the specific Override warranty settings of this unit's entry screen are used.
Override Life Time
Indicates that the warranty does not expire and has no set warranty length.
Override Length
Used not only for information purposes but in conjunction with the service work order, when this unit is selected for service on a work order, the program will check to see if it’s under warranty still based on this information and the purchase date on the units screen and display this information on the service work order so you can easily see at a glance when entering without the need to open up the individual Unit entry screen.
Warranty Length is in months. For example, if the warranty period for this unit model is 3 years, enter in 36 (12 months X 3 years = 36 months).
Override Warranty Terms
This is where you would enter any information necessary to process a warranty as well as any special terms of the warranty such as parts only or labor only etc.
Additional text fields
These fields are so that you can enter additional information about this unit if desired. Use the Localized Text Designer to edit the label for each field if desired.
These four fields are available via a detailed report template for a service workorder.
See also:
Fields from the Unit entry screen that are available in a detailed service workorder report template
•LT_Unit_Label_Serial (this is a composite of the Unit serial and other fields you have identified in the Unit display name in Global Settings
•LT_Unit_Label_Text1
•LT_Unit_Label_Text2
•LT_Unit_Label_Text3
•LT_Unit_Label_Text4
•LT_O_UnitModel
•LT_Unit_Label_PurchasedDate
•LT_UnitMeterReading_Label_Meter