3.0 Equipment

Modified on Wed, 21 Jan at 8:17 AM

Equipment

Overview

The Equipment form is accessed from the General Tab on the Softbase Main Menu. The Equipment form is used to create and track information about Equipment that is owned either by Customer or the Dealer. Equipment records need to be setup in order dealers to perform service work on, rent or sell to their customers.

Equipment Tabs and Fields

The following section will cover the tabs and fields that are used to enter information about Equipment records that are setup and used throughout the Softbase Application.

This section outlines all the fields and definitions for the main header of the Equipment Window. Additional Tabs will be outlined below this.

Serial # - Serial Number of the Equipment record.

Unit # - Unit Number of the Equipment record.

Control # - Control Number of the Equipment record. Used for accounting postings.

Make - Make of the Equipment record. Makes are created from the Setup Button on the Toolbar of the Equipment Window.

Model - Model of the Equipment record. Models are created from the Setup Button on the Toolbar of the Equipment Window

Model Group - Model Group of the Equipment record. Model Groups are created from the Setup Button on the Toolbar of the Equipment Window. These typically are identified as Class I through Class VII but are not limited to that.

Branch - Branch that the Equipment exists in if it is internally owned.

Department - Department that the Equipment exists in if it is internally owned.

Department Inventory Account - This is the GL Account of the Equipment record based on the Inventory Account GL Number from the Department Setup.

Over-ride Inventory Account - This is an override GL Account that the user can assign to the Equipment record if they would like it to be different from the value established in the Department.

Depreciation Account - This is the expense GL Account used when depreciating the Equipment record.

In Transit Account – This field is exclusively for Mexico dealerships. Like an inventory account, when a unit is being imported into Mexico, the value of that unit would be recorded in the In Transit Account along with its control #. Then, once the unit is in Mexico at the dealership, that value would be journaled out of the In Transit Account for that control number and journaled into the appropriate inventory account.

Customer Owned - This checkbox indicates whether the Equipment record is owned by a Customer or owned internally. If it is set to True then the Customer # field is required.

This will be set automatically when the Equipment was owned by the Dealership but then sold to a Customer on a Work Order.

Customer # - This is the Customer Number who owns the unit if it is not internally owned. This will be set automatically when the Equipment was owned by the Dealership but then sold to a Customer on a Work Order.

Forklift Icon – Calls the application to transfer all equipment assigned to the current customer account and assign it to another customer account.

Order Booked – An indicator to identify the PO that the Equipment record was purchased on has been booked

On Order – An indicator to identify that the Equipment record is on order with a vendor.

Field Diversion – This is a flag for the specific scenario of having entered an equipment file that is on order but before it makes it to your dealership it is diverted to another dealership to fill an order.

Attachment Inventory- This is a flag that can be used for reporting purposes in the event you would like to run reports based on what is considered ‘attachment’ inventory.

Re-Rent Inventory – If a unit is being used to fill a rental order but is owned by another company it would be marked as ‘Customer Owned’ and show the appropriate Customer # for the company who owns the equipment and be marked with this Re-Rent Inventory flagged to allow you to rent it to your customer.

Re-Rent At Dealership – As stated on the Re-Rent Inventory flag description this means it is owned by another company but is currently located at your dealership for the purpose of being available for rent.

Specs

This tab documents the specifications of the designated equipment.

Capacity – Capacity of the Equipment record.

@ Load Center – Load Center measurement.

Power – Power Type of the Equipment. The options are; Gas, LPG, Dual Fuel, Diesel, Electric or Natural Gas.

Engine Type – Engine Type of the Equipment record

Transmission – Transmission type of the Equipment record. The options are; Manual, Automatic or Hydrostatic

Upright Stages – Information about the upright stages on the Equipment record. Mast stages such as Single, V, Simplex, FV, Duplex, FSV, Triplex, Triple, QFV, etc

Upright Height – Mast height or MFH

Down Height – Distance from floor to top of lowered mast.

Free Lift – How high a load can be lifted before the mast stages begin to extend.

Battery Voltage – Voltage on the Battery of the Equipment record.

Battery Connector – Type of Battery Connector on the Equipment record.

LBR – Check this flag if there is an LBR installed.

Tire Type – Type of Tire on the Equipment. The Options are, Cushion, Pneumatic, Solid, Dual, Rough Terrain or Dual Solid Pneumatic.

Tire Description – Description of the Tire on the Equipment record.

Tire % - Percentage of wear left on the Tire on the Equipment record.

Tire Size – Size of the Tire on the Equipment.

Drive Tire – Information about the Drive Tire on the Equipment.

Steer Tire – Information about the Steer Tire on the Equipment.

Forks – Information about the Forks on the Equipment.

Weight – Weight of the Equipment.

Status – Current Spec Status of the Equipment. The statuses are setup using the Setup button on the Equipment Window and adding values to the Spec Status Tab.

Location – Location of the Equipment. The locations are setup using the Setup button on the Equipment Window and adding values to the Locations Tab

Warranty – Information about the Warranty on the Equipment.

Short Model – Information about the Model of the Equipment.

Model Year – Model Year of the Equipment.

Valves – Enter the number of valves the forklift has for the hydraulics (i.e. does it have a 4way valve to allow for operation of an attachment?)

Internal Hosing – Indicator identifying if there is internal hosing on the Equipment.

Attachments – Information about attachments that are installed on the Equipment (i.e. S/S, Carton Clamp, S/S F/P, etc)

Battery – Indicator to identify if there is a battery associated with the Equipment.

Charger – Indicator to identify if there is a charger associated with the Equipment.

Attached to Serial # - This is the Serial Number that the Equipment is attached to. (i.e. If you are setting up an attachment, battery, or charger you can attach it to the equipment it is being sold with. When you add the equipment record to the sales document the items that show to be attached to it will be added to the sales document as well.)

Age – This is the age of the Equipment based on the Current Year minus the Model Year.

Group Box 1- This box will display information about the Equipment that it is attached to.

Additional Specs (Wholesale Comments) Group Box – This text box can be used to enter additional comments regarding the Equipment including information about the Wholesale or any additional specs related to the Equipment.

Custom

Custom Fields 1 - 20 – These are 20 different custom fields that can be setup per Model Group for allowing users to identify additional field names and information about the Equipment.

When the Equipment Model Group is selected and there are custom fields, the field name will display based on what the user has setup for the custom field.

Setup Button – This button allows the user to setup the Field names of the 20 custom fields that can be setup per Model Group.

Genset

This tab allows users to track information about Generators if the piece of Equipment they stock or service is a Generator.

Generator End Serial # - Serial Number of the Generator.

Generator End Make – Make of the Generator

Generator End Model – Model of the Generator

Inventory Status – Inventory Status of the Generator. The options include; Coming Soon, Just Arrived, On-Site, Reserved, Sale Pending, Sold

Condition – Condition of the Generator. The options include; New, Used, Surplus, Fair, Poor, Good.

Housing Type – Housing Type of the Generator. The options include; Weatherproof, Sound A, Open, Enclosed, Trailer/SAE, Trailer/Open, Trailer/Enclosed.

Rating – Rating of the Generator. The options include; Standby, Prime, Continuous, Standby/ Continuous, Standby/Prime

Fuel Tank ID – Fuel Tank of the Generator. The options include; DW, DW Base, SW, SW Base

EPA Tier – The EPA Tier of the Generator. The options include; 1, 2, 3, 4

Load Bank Tested – Indicator identifying what load bank was tested.

Load Test Date – Date the Generator was load tested.

Load Test Voltage – Voltage when the Load Test was done at.

Voltage – Voltage of the Generator.

Phase – Phase Type of the Generator. Options include; Single-Phase, Triple-Phase, Both, Voltage Selector Switch.

Fuel Type – Fuel Type of the Generator. The options include; Diesel, Natural Gas, Propane, Gasoline, Duel Fuel, HFO.

Frequency – Frequency of the Generator. The options include 50 and 60.

RPM – RPM of the Generator.

eliftruck

The information entered under this tab can be sent to the elift site but in order for that to work you will need to have set up the username and password for your elift.com account. You can set that up in the Company setup window under the Logins tab.

Include in elifttruck.com Uploads - Mark this flag if you want this equipment file to be included in the elifttruck.com uploads

eMake - Select the appropriate make as it correlates with the requirements on elifttruck.com

eType - Select the appropriate type as it correlates with the requirements on elifttruck.com

eEngine - Select the appropriate engine as it correlates with the requirements on elifttruck.com

eMastType - Select the appropriate mast it correlates with the requirements on elifttruck.com

eOther - Enter any other spec that might correlate with the requirements on elifttruck.com

eState - Select the appropriate state as it correlates with the requirements on elifttruck.com

Upload Button - When you click Upload this will send the specified data to the eliftruck.com site using your account info from the Company setup window

Stock # - This populates based on the Softbase Equipment setup window

Model - This populates based on the Softbase Equipment setup window

Year - This populates based on the Softbase Equipment setup window

Capacity - This populates based on the Softbase Equipment setup window

Mast - This populates based on the Softbase Equipment setup window

Whsl Price - This populates based on the Softbase Equipment setup window

Retail Price - This populates based on the Softbase Equipment setup window

Serial # - This populates based on the Softbase Equipment setup window

Group Box

Meter

Last Primary Meter Reading - The hour meter will display here. The updates to the hour meter field come from work orders.

Last Primary Meter Date - This will display the date of the most recent hour meter reading

Primary Meter History (Prev meter hours) - This will display the previous hour meter reading

Current Primary Meter Start - If you have replaced the hour meter you can enter the current start reading

Current Primary Meter Start Date - If you have replaced the hour meter you can enter the current hour meter start date

Total Running Hours - This will display the total running hours

Replace Button - If you have replaced the hour meter click this button to indicate it has been replaced and to start the meter readings back at zero

Last Secondary Reading - If there is a secondary meter reading or maybe an odometer reading you can enter that reading into this field

Last Secondary Date - If there is a secondary meter reading you can enter the date of the last meter reading here

Secondary History (Prev meter hours) - If there is a secondary meter this field will display the previous meter reading

Current Secondary Start - If there is a secondary meter this field should display the starting reading

Current Secondary Start Date - If there is a secondary meter this field should display the start date

Total Miles - This will display the total running miles or hours depending on what type of meter it is

Replace Button - If you have replaced the hour meter click this button to indicate it has been replaced and to start the meter readings back at zero

Serial #’s

Engine Serial # - Enter the engine serial number here

Engine Make - Enter the engine make here

Engine Model - Enter the engine model here

Transmission Serial # - Enter the transmission serial number here

Steer Axle Serial # - Enter the steer axle serial # here

Upright Serial # - Enter the mast serial number here

Upright Model - Enter the mast model here

Upright Lot - Enter the mast lot here

Additional Serial Numbers Group Box - Enter any additional serial numbers you might want to record here

Part # - You can sell items through the Parts Dept that are serialized, this is where you set up the serial numbers for those parts. Example: manual pallet jack can be parts inventory, and when you sell that "part #" you will identify which serial number you are selling

The list that appears below the Part # field are the serial numbers that have been recorded for that part number.

Dates

This tab contains information about important dates in the lifecycle of the Equipment at the Dealership.

Dealership Information

Order Date – Date that the Equipment was ordered. This will be set when a Purchase Order in Softbase is created with the Equipment record is on it.

Acquisition Date - Date that the Dealership acquired the Equipment. This will be set when a Purchase Order in Softbase is received with the Equipment record is on it.

Receive Date – Date that the Purchase Order was received for the Equipment. This will be set when a Purchase Order in Softbase is received with the Equipment record is on it.

Sale Date – Date that the Equipment was sold by the Dealership to a customer.

Commission Paid? – An indicator to identify if Commission was paid when the Equipment was sold.

Warranty Date – Date that the Warranty is good thru on the Equipment.

Warranty Code – Information about the Warranty code.

ETA Date – ETA Date on the Equipment

Date Paid – Date the Equipment was paid for by the Dealership.

ITA/Paid? – This is an indicator if the Dealer is part of the Industrial Truck Association, they can report the Equipment record as paid.

ITA State - This is the State the Equipment is registered in that the Dealer can report to the Industrial Truck Association.

ITA County – This is the County the Equipment is registered in that the Dealer can report to the Industrial Truck Association.

ITA SIC Code – Enter the appropriate Standard Industrial Classification Code

Customer Information

Order Date – Date that the Customer ordered the Equipment.

Acquisition Date – Date the Customer acquired the Equipment. This will be set when a Work Order is invoiced to a Customer with the Equipment record on the Equipment Tab.

Receive Date – Date the Customer received the Equipment.

Warranty End Date – Date the Warranty expires for the Customer.

Major Component Warr End Date – Date that the Major Components warranty ends.

Extended Warranty End Date – Date the Extended Warranty is good thru.

Extended Warr Application # - Extended Warranty Application Number of the Equipment.

Warranty Code – Information about the Warranty Code of the Equipment.

Required Date – Date that the Customer requires to have the Equipment by.

Enrollment Date – This is a date that can be used by a customer to indicate an enrollment for the piece of Equipment.

PPSA – This is an indicator the Equipment falls under the Canadian Law of Personal Property Security Act.

PPSA # - This is the number given to the Equipment to comply with the Canadian PPSA law.

Customer # - This is the Customer Number that is associated with the Equipment to comply with the Canadian PPSA law.

PPSA Expiration Date – This is the date that the PPSA # will expire that is associated with the Equipment that complies with the PPSA in Canada.

Financial

This tab contains financial information about the Equipment.

Acquisition Cost – Cost that the Dealer acquired the Equipment for. When you receive an equipment PO the cost will show in this field. If there was a value here before the equipment PO was received, the PO value will add to it.

Trade In – This is an indicator that identifies whether the Equipment is a trade-in or not.

Selling Price – This is the Selling Price the Dealership wants for the Equipment. This will be updated when the Equipment record is added to a Work Order on the Equipment Tab and invoiced to a customer.

As-Is Wholesale Price – This is the Wholesale Price the Dealership would sell as is.

Publish As Is – Set this value if you want to publish the Equipment with the As Is price

Publish DR – Set this value if you want to publish the Equipment with the D/R Wholesale Price.

D/R Wholesale Price – This is the D/R Wholesale Price the Dealership would sell it for.

Dealer Ready? – This indicator whether the Equipment record that has been built is ready for a Dealer to purchase

Retail Price – This is the retail price of the Equipment.

Retail List – This is the retail list price of the Equipment.

Wholesale List – This is the wholesale list price of the Equipment.

Acquired From – This is information regarding where the Equipment was acquired from.

Road Labor Rate – This is a Labor Rate that could be used for this specific Equipment record on a Work Order that was done in the Service Department. Labor Rates are setup on the Labor Rate Window on the Administration Tab.

Shop Labor Rate – This is a Labor Rate that could be used for this specific Equipment record on a Work Order that was done in the Shop Service Department. Labor Rates are setup on the Labor Rate Window on the Administration Tab.

Service Non Taxable – This indicator can be used to identify an Equipment record that isn’t taxable when performing service.

Unit In Operation – This indicates whether the Equipment is currently in operation.

Internet Rental Equipment – This indicates whether the piece of Equipment can be used for Internet Rentals.

Internet Used Equipment – This indicates whether the piece of Equipment can be used for Used Sales on the Internet.

Rental Rate Code – This is the Rental Rate Code if the Equipment will be used in the Dealership’s Rental Fleet. Rental Rate Codes are setup in the Rental Rate Code Window that can be called from the File Menu Option in the Equipment Window.

Daily Rate – This is the Daily Rate of the Rental Rate Code

Weekly Rate – This is the Weekly Rate of the Rental Rate Code

4 Week Rate – This is the 4 Week Rate of the Rental Rate Code

Monthly Rate – This is the Monthly Rate of the Rental Rate Code

Quarterly Rate – This is the Quarterly Rate of the Rental Rate Code

Rental OT Rate – This is the Overtime Rate of the Rental Code

Insurance Required – This indicates whether Insurance is required to rent the Equipment.

Insurance Coverage – This indicates whether the Equipment has insurance coverage on it or not.

Rental Status – This is the Rental Status of the Equipment.

Status Comment – This is information about the current status of the Equipment.

GL

This tab contains information regarding how the Equipment has been posted to the GL.

GL Cost - This is the total GL Cost of the Equipment. All postings to the unit inventory

Group Box – This box contains information about AR Invoices, AP Invoices and Journal Entries that have been posted to the Equipment that make up the GL Cost.

Depr Expense – This is the depreciated expense of the Equipment.

Net Book Value – This is the net book value of the Equipment.

Group Box – This box contains information regarding transaction posted to the GL for the Equipment based on it being setup to be depreciated.

In-Transit Total – This will display the total in the In Transit Account

Group Box – This will display a list of transactions posted to the In Transit account with the specific control number

GM

This tab contains information about Guaranteed Maintenance if it is setup for the Equipment.

Guaranteed Maintenance – This checkbox indicates whether the Equipment is setup for Guaranteed Maintenance or not.

Start Date – This is the start date of the Guaranteed Maintenance of the Equipment.

Number of Billing Periods – This is how many billing periods the Equipment will be billed for Guaranteed Maintenance.

Periods Billed – This displays how many periods have been billed currently for the Equipment on Guaranteed Maintenance.

Last Income Invoice # - This displays the Last Invoice Number that was billed for Income on the Equipment for Guaranteed Maintenance. This would be the Invoice to the Customer for what they owe for the dealership providing Guaranteed Maintenance, not the internal work done by the dealership.

Hours Allowed – How many hours are allowed on the Equipment during the Guaranteed Maintenance.

OT Rate Per Hour – This is the Overtime Rate per hour for Guaranteed Maintenance.

Target Cost Per Running Hour – This is a target cost per hour that the Dealer can compare to the Actual Running Cost per Hour to see where they stand.

The below section was created for one specific customer in Mexico to track Delivery and Transportation prior to having the Transportation feature in Softbase.

Delivery # - Delivery Number that is assigned by choosing the next button.

Delivery Date – Date the Equipment would be delivered.

Rental Days – How many days the Equipment plans to be rented.

Transportation Hours – How many hours are involved with transporting the Equipment.

Delivery Charge – The amount that the user would charge to deliver the Equipment.

Return Charge – The amount that the user would charge to return the Equipment.

Delivery Hour Meter – The Hour Meter of the Equipment at the time it was delivered.

Next Delivery # Button – This button will assign the next delivery number tracked on this tab.

Floor/Lease

S.R. # - This number was used by Clark in the past at the factory when building the Equipment. The equivalent of this in Softbase would be the Control Number

Dealership P.O. # - This would be the PO Number that is used by the dealer to order the Equipment.

On Floor Plan – identifies if the unit is on a floor plan agreement

Floor Plan # - floor plan agreement number

Floor Plan Bank – bank that the floor plan is held by

Floor Plan Amount – the amount the unit was originally floored for

Floor Plan Start Date – start date of the floor plan agreement

Floor Plan Date Paid – date the floor plan was paid off

Rental Equipment (RE) # - This was used as part of the ordering system with Clark and would be a value assigned by the Factory.

Financing # - This is an informational field to identify a Financing Number.

Import # - This is an informational field to identify the Import Number.

Import Date – This is an information field to identify the Import Date of the Equipment

Lease Company – if the unit is leased the company that it is leased with

Lease Flag – In cases where you want a list of leases about to expire, or just a list of all current leased equipment, this flag can be used for a report writer to produce those types of reports.

Lease Payment – monthly lease payment amount for the unit

Lease Start Date – start date of the lease

Lease Expiration Date – expiration date of the lease

Lease Term – length of the lease

Lease Residual – residual value at the end of the lease

Lease Amount – the amount the lease was based off of

Lease # - lease contract number

Hours Per Work Day – This is an informational field to indicate the intended hours per work day the Equipment would be leased for.

Days Per Week - This is an informational field to indicate the intended days per week the Equipment would be leased for.

Weeks Per Year - This is an informational field to indicate the intended weeks per year the Equipment would be leased for.

Maintenance Payment - This is an informational field to indicate the expected amount the Equipment would be leased for.

Lease PO # - This is an informational field to identify the PO provide from the Customer to lease the Equipment.

WIP

This tab contains information about current work in process for the Equipment across the Dealership.

Open Work Orders and Quote – This box displays information about any open Work Orders or Quotes for the Equipment.

Open Rental Orders – This box displays information about any open Work Orders that have a Rental Contract for the Equipment.

Open Sales Orders – This box displays information about any open Work Orders that are selling the piece of Equipment to another party.

Purchase Order – This box displays information about the open Purchase Order the Equipment record is on

Trans

This tab will display transportation movement entries for the specified equipment

Photo

This tab allows users to drag and drop documents and images of the Equipment onto the tab and then store with the Equipment.

Add Button – When a document or image is dragged into the Photo Tab of the Equipment the File Name will be populated with the file name and the Add Button will allow the user to add the document or image to the Equipment to display. Once adding a preview image of the document will be displayed.

Delete Button – This button allows users to delete an existing document or image that has been stored on the Equipment.

File Name – This is the file name of the document or image that was dragged in and added to the Equipment.

Comments

This tab contains boxes that allow users to enter comments that will be displayed and printed in specific areas of the Softbase Application when using this Equipment.

Comments to print when selling or Renting – These comments will be displayed on the Work Order Document when selling or renting the equipment. The Equipment record would be on the Equip or Rental Tab of the Work Order.

(Retail List) Comments – Can be used on reports for salesmen

Comments to display when Servicing – Comments entered here will appear in a small window when a service work order is opened for the specific equipment file, the user will then have the option to add those to the work order

Work Order Instructions – Comments will appear when a work order is opened for the specific equipment file

Additional Work Recommended – Comments that appear here are initially generated from Softbase Mobile but can be entered and modified in the invoicing window comments tab as well. The purpose of these comments is to record that you have advised a customer of repairs that need to be made. These comments will stay in the field attached to the serial number until someone modifies them or removes them.