- 18 Sep 2024
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Equipment Module
- Updated on 18 Sep 2024
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The Equipment module allows you to add new equipment assets, edit existing equipment assets, or log meter readings or service events. It is accessible from the left navigation panel.
The Equipment module is organized into tabs. The Equipment tab displays a list of all equipment assets. You can drill into each asset to view additional details. The Scheduling tab enables you to schedule shared equipment assets against work ticket visits and visualize equipment locations and timing. The Logs tab contains reading, schedule, and service logs. The following sections provide detailed descriptions of the elements available on each tab.
View the details for each equipment asset by drilling into the asset from the equipment list. The Equipment Details screen displays basic equipment information including purchase date, in-service date, disposal status, and asset-related attachments. Each Equipment Details screen also contains a Logs tab with reading, schedule, and service logs associated with that specific asset.
Equipment Details Screen
The Equipment Details tab of the Equipment screen is depicted below.
Each of the screen elements on the Equipment Details tab of the Equipment screen is described in the following table:
Screen Element | Description |
---|---|
Description | Required. Allows you to enter a description to identify the piece of equipment uniquely. |
Equipment Model | Required. Allows you to choose the equipment model. The selection list is populated based on the list of models established from the Equipment Models Search List screen. |
Purchase Price | Allows you to specify the purchase price of the equipment. You must have Purchase Equipment permission to access this field. |
Estimated Purchase Price | Allows you to specify an estimated purchase price before equipment purchase approval. Once the equipment purchase has been approved, this field becomes read-only and cannot be modified. |
Warranty Days | Allows you to specify the agreed warranty period for the equipment in days. |
Starting Mileage/Hours | Allows you to specify the initial meter reading for the equipment. |
Active | Allows you to mark equipment inactive if it is no longer in use so that it can be filtered from the search list and thus disregarded during normal operations. Assets not marked active are also not available in the Crew Mobile App for requesting equipment service or recording meter readings. |
Model Year | Allows you to record the model year of the equipment. |
Asset Number | If you label the equipment with internal asset numbers, this field allows you to record the asset number associated with the equipment. |
Serial Number | Allows you to record the serial number of the equipment. |
Engine Number | Allows you to record the engine serial number if available. |
Aspire GPS Identifier | For companies that have enabled GPS tracking for their vehicles, this field allows you to enter the IMEI number that identifies the GPS tracker installed in the primary vehicle for the route. Important When setting up equipment, it is important that you do not enter the same Aspire GPS Identifier for two different equipment items. If you do, the GPS tracking behavior in Aspire is unpredictable. |
Tracking Information | The fields GPS Provider and Tracker Type provide information about the current disposition/location of the equipment. These values will be updated over time as the equipment moves between jobs. When meter readings or service events are logged, this information is included with the log entries when they are made. |
Available for Scheduling | Use this option to mark the equipment as available for scheduling. On the Scheduling tab, you can view and schedule shared equipment assets for work ticket visits, including equipment locations. By default, this check box is unselected. To access this feature, you need the Schedule Equipment permission, along with the View Equipment permission and either Read-Only or Full Access to the Schedule Board. Note: You cannot mark equipment as available for scheduling if it is inactive, disposed of, or already assigned to a route. Additionally, equipment marked as available for scheduling with scheduled visits cannot be made inactive, disposed of, or deleted. |
Branch | Required. Allows you to record the branch that currently has possession of the equipment. |
Property | Allows you to track the property where the equipment is located. |
Division | Allow you to track the division currently in possession of the equipment. |
Route | It allows you to track the route on which the equipment is utilized. Equipment items associated with a route in this manner will be available in Crew Mobile for the crew leader to enter equipment readings. |
Edit Fields | As is true for Aspire contacts and properties, equipment supports the creation of custom fields. You can only add new custom fields with System Admin permission or Manage Custom Fields permission. For additional information, see Custom Fields Area. |
Reading Logs | The grid displayed for the Reading Log tab shows the log entries created to record equipment meter readings by selecting the Add Reading option from the Actions menu. The reading log shows the following columns:
Clicking on a line in the reading log grid displays the read-only Equipment Reading Log Screen for the selected entry. |
Service Logs | The grid displayed for the Service Log tab shows the log entries created to record equipment service activity by selecting the View Services Due or Add Service option from the Actions menu. The service log shows the following columns:
Clicking on a line in the service log grid displays the Equipment Service Log screen for the selected entry. If the entry is the most recent for a given service, you can modify the information associated with the entry. If the entry is not the most recent entry for a given service, the Equipment Service Log screen will be read-only. |
Actions drop-down menu | Hovering over the actions icon displays a context set of actions you can perform for the displayed equipment. See Actions Menu below. |
Save | Clicking this saves the service schedule and returns you to the Model screen. |
Logs Tab
Select the Logs tab to view information about the reading, service, and equipment logs for a specific piece of equipment. The screen elements are described in the following table:
Screen Element | Description |
---|---|
Reading Logs | The grid displayed for the Reading Log shows the log entries created to record equipment meter readings by selecting the Add Reading option from the Actions menu. The reading log shows the following columns:
Selecting a line in the reading log grid displays the read-only Equipment Reading Log Screen for the selected entry. |
Service Logs | The grid displayed for the Service Log shows the log entries created to record equipment service activity by selecting the View Services Due or Add Service option from the Actions menu. The service log shows the following columns:
Clicking on a line in the service log grid displays the Equipment Service Log screen for the selected entry. If the entry is the most recent for a given service, you can modify the information associated with the entry. If the entry is not the most recent entry for a given service, the Equipment Service Log screen will be read-only. |
Schedule Logs | The Scheduling Log grid provides a read-only, detailed view of equipment scheduling activities. This grid is designed to help you efficiently track and manage scheduled visits and associated work tickets for a piece of equipment. Scheduling Log Grid Features The grid displays scheduling information for equipment and visits linked to the Route Scheduling Board. It includes the following columns:
The Scheduling Log grid updates in real-time to reflect changes made to schedules, ensuring that you have the most current information available. Use this grid to manage equipment allocations and optimize scheduling efficiency. |
Additional Information
The Additional Information section is depicted below.
Each of the screen elements on the Additional Information section of the Equipment screen is described in the following table:
Screen Element | Description |
---|---|
Purchased Date | Allows you to specify the date on which the equipment was purchased. Entering the date in this field allows the equipment status to advance to “Purchased” by selecting the Purchase option in the Actions menu if the equipment purchase has been approved. You must have Purchase Equipment or Equipment Admin permission to access this field. |
In Service Date | Allows you to specify the date the equipment was placed into service. You can only enter a value into this field if the Purchase Date has been provided. Entering the date in this field allows the equipment status to advance to “In Service” by selecting the Mark In Service option in the Actions menu if the equipment purchase has been approved. You must have the Mark Equipment in Service or Equipment Admin permission to access this field. |
Attachments | A hyperlink shows the number of file attachments added to the equipment. Clicking on the hyperlink displays a list of the attachments and allows you to view them. Clicking the Add Attachment allows you to attach a file from the computer or mobile device to the equipment. |
Disposal Date | Read-only field that shows the date on which the equipment was disposed of. You will be prompted for the field value when you choose the Dispose option in the Actions menu. You must have the Dispose Equipment or Equipment Admin permission to dispose of equipment assets. |
Disposal Price | Read-only field that shows the disposal price for the equipment. You will be prompted for the field value when you choose the Dispose option in the Actions menu. You must have the Dispose Equipment or Equipment Admin permission to dispose of equipment assets. |
Disposal Reason | Read-only field that shows the reason for disposing of equipment. You will be prompted for the field value when you choose the Dispose option in the Actions menu. You must have the Dispose Equipment or Equipment Admin permission to dispose of equipment assets. Options in the drop-down box are established from the Equipment Disposal Reasons Search List screen. You must have permission to access this field from Dispose Equipment or Equipment Admin. |
Financing Bank | Allows you to specify the institution providing financing for the equipment purchase. |
Plate Number | Allows you to specify a license plate number for the equipment when appropriate. |
Gross Vehicle Weight | Allows you to specify the gross vehicle weight of the equipment. |
Pay Schedule | Allows you to specify the months over which payments will be made for financed equipment. |
Renewal Date | Allows you to specify a renewal date for the equipment license plates. |
Dealer | Allows you to specify the dealer from which the equipment was purchased. |