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: Log Date – The date you specified that you logged the entry. Reading Date – The date you specified that the reading was taken. Meter Reading – The value displayed on the equipment meter when the reading was taken. Trouble Code – The trouble code you recorded when creating the meter reading. Often this will be blank. Created User Name – Name of who logged in when the log entry was created. Branch – Branch value displayed on the Equipment screen when the reading was taken. Division – Division value displayed on the Equipment screen when the reading was taken. Route – Route value displayed on the Equipment screen when the reading was taken. 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: Service Tag – Identifies the service performed on the equipment. Service Date – The date on which the service was performed. Technician Name – Name of the technician designated as having performed the service. Cost – Cost recorded for performing the service. Hours – Number of hours recorded for performing the service. Meter Reading – Equipment meter reading recorded at the time of service. Branch – Branch value displayed on the Equipment screen when the service was recorded. Division – Division value displayed on the Equipment screen when the service was recorded. Route – Route value displayed on the Equipment screen when the service was recorded. 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: Log Date: The date you specified that you logged the entry. Reading Date: The date you specified that the reading was taken. Meter Reading: The value displayed on the equipment meter when the reading was taken. Trouble Code: The trouble code you recorded when creating the meter reading. Often this will be blank. Created User Name: Name of who logged in when the log entry was created. Branch: Branch value displayed on the Equipment screen when the reading was taken. Division: Division value displayed on the Equipment screen when the reading was taken. Route: Route value displayed on the Equipment screen when the reading was taken. 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: Service Tag: Identifies the service performed on the equipment. Service Date: The date on which the service was performed. Technician Name: Name of the technician designated as having performed the service. Cost: Cost recorded for performing the service. Hours: Number of hours recorded for performing the service. Meter Reading: Equipment meter reading recorded at the time of service. Branch: Branch value displayed on the Equipment screen when the service was recorded. Division: Division value displayed on the Equipment screen when the service was recorded. Route: Route value displayed on the Equipment screen when the service was recorded. 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: Visit Date: The date on which the visit is scheduled to occur. Route: Route value linked to when the equipment was scheduled. Ticket #: The associated work ticket number linked to the visit. Description: The description of the associated work ticket linked to the visit. Branch: Branch value linked to the visit when the equipment was scheduled. 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.

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:

Log Date: The date you specified that you logged the entry.
Reading Date: The date you specified that the reading was taken.
Meter Reading: The value displayed on the equipment meter when the reading was taken.
Trouble Code: The trouble code you recorded when creating the meter reading. Often this will be blank.
Created User Name: Name of who logged in when the log entry was created.
Branch: Branch value displayed on the Equipment screen when the reading was taken.
Division: Division value displayed on the Equipment screen when the reading was taken.
Route: Route value displayed on the Equipment screen when the reading was taken.

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:

Service Tag: Identifies the service performed on the equipment.
Service Date: The date on which the service was performed.
Technician Name: Name of the technician designated as having performed the service.
Cost: Cost recorded for performing the service.
Hours: Number of hours recorded for performing the service.
Meter Reading: Equipment meter reading recorded at the time of service.
Branch: Branch value displayed on the Equipment screen when the service was recorded.
Division: Division value displayed on the Equipment screen when the service was recorded.
Route: Route value displayed on the Equipment screen when the service was recorded.

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:

Visit Date: The date on which the visit is scheduled to occur.
Route: Route value linked to when the equipment was scheduled.
Ticket #: The associated work ticket number linked to the visit.
Description: The description of the associated work ticket linked to the visit.
Branch: Branch value linked to the visit when the equipment was scheduled.

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.

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