Equipment Management System (Machine Installation)

Manual Equipment Entry

You have to add a customer record in address book, like customer name, mailing address, phone, and e-mail and so
on
Refer to Address book Manual

Now you can add a new installation:

Go to CSMS Menu
Operation
Daily
Chose Manual Equipment Master Entry and check the following information:

1. Site number: is a customer account number

2. Customer number : same account number or any account you wish to deal with but normal it's the same
site number
3. County : SA
4. Date Acquired: Date El-ajou delivered the products at customer location.
5. Installation Date: Date El-ajou installed the products at customer site.
6. Date disposed or retired : ( optional blank)
7. in service date : date products in service (optional blank)
8. Unit Number : machine tag number
9. Serial number : products serial number
10. Products parent number : any peripherals with main products
11. Branch : area number (Like central , eastern, western, northern and southern)
12. Inventory item number (there will be unique number for all products model in company)
13. Products model : Model
14. Products family : Supplier
15. parts list : system (blank)
16. More description : free text
17. equipment status AV if equipment available on job site
Note:
Circled fields are mandatory to be entered

Do not forget to tick on the following:

• Allow work order
• Allow meter schedule
• Meter reading required (if there is a meter required)
• Company owned if it's fixed asset See screen no. 1
 Screen No. (1)

Click OK
.Find Products Number which Generated by the system
Select classification 1 tab and enter your required segment starting from category
code 11 up to category code 20 see screen number 2

Screen No. (2)

Select classification 2 tab to enter additional segment classification starting from category code 1up to
category code 10 see screen number 3
 Screen No. (3)

Select accounting table (nothing to do in this screen) see screen number 4

Screen No. (4)

Select Service tab to enter special service provider or technician for this products if
needed see screen number 5

(Screen No. (5

Select attachments tab, to attached any image or PDF file see screen number 6

Screen No. (6)

Parent Child relationship

Here in this screen you can enter a main unit as a parent and link related peripherals as chilled by
Choosing the products that you already entered in the system as a parent
Go to row and Open the folder by pressing on the unit number see screen number (7)
 (Screen No. (7

Go to unit no and enter the parent no, see screen no 8

(Screen No. (8

Open the folder again and enter another child in same way, see screen no 9
 (Screen No. (9

To see the tree of equipment as parent and child, see screens no 10 to 14.

(Screen No. (10

(Screen No. (11

(Screen No. (12

(Screen No. (13

 (Screen No. (14

Equipment Location Inquiry

See screen 15, 16 to create location.

(Screen No. (15

 Screen No. (16)

Equipment Location Transfer

Location is the transfer product from location to another like Riyadh to Jeddah.
See the following screens. 17 up to 45. see transfer by business unit and address
book. It shows how to inquire and change location.

(Screen No. (17

(Screen No. (18

(Screen No. (19

(Screen No. (20

(Screen No. (21

(Screen No. (22

(Screen No. (23

(Screen No. (24

(Screen No. (25

(Screen No. (26

(Screen No. (27

(Screen No. (28

(Screen No. (29

(Screen No. (30

Location Inquiry

(Screen No.(31
 (Screen No. (32

Address book transfer

(Screen No. (33

(Screen No. (34

(Screen No. (35

(Screen No. (36

(Screen No. (37

(Screen No. (38

(Screen No. (39

(Screen No. (40

(Screen No. (41

(Screen No. (42

 (Screen No. (43

Address Book Location Inquiry

(Screen No. (44

(Screen No. (45
CONTRACT MANAGEMENT

CONTRACT ENTRY - WORK WITH CONTRACTS:

(Screen No. (46

(Screen No. (47

CONTRACT HEADER
Create Contract
Press ADD
Enter Following Information in Contract Header:
Description of Contract
Customer Number
Site Number
Bill to
Send to
Contract Start Date
Contract End Date and Press OK to move to contract Details
See screens 48 up to 52

(Screen No. (48

Select Customer Name from Address Book under search type C for customer and
Press FIND.

(Screen No. (49

Select customer by pressing Select or duple click on address number

(Screen No. (50

(Screen No. (51

 (Screen No. (52

CONTRACT DETAILS
Enter Following Information:-
• Contract Description: like type of contract
• Contract Line Type : BW for Base warranty, EW for all Extended
Warranty
• Contract Start Date
• Contract End Date
• Unit Number
• Bill From
• Bill Through
• Bill Code Frequency
• Advance Pricing
• Unit Price: contract Price
• Recurring billing Amount

Following Information will pop's up:

• Business unit
• Contract Number
• Contract total amount

See following screen from 53 up to 70

(Screen No. (53

(Screen No. (54

(Screen No. (55

(Screen No. (56

(Screen No. (57

 (Screen No. (58

From Torch select the required contract type

(Screen No. (59

(Screen No. (60

(Screen No. (61

(Screen No. (62

 (Screen No. (63

(Screen No. (64

Press Find

(Screen No. (65

Select Contract bill code Frequency

 (Screen No. (66

(Screen No. (67

Contract Type is always CM

Contract Business Unit
Contract Number
Contract Start and End date
Contract Total Amount

(Screen No. (68

Press find to retrieve the contract by entering contract number

(Screen No. (69

(Screen No. (70

 CONTRACT BILLING

General Information for Contract Billing

In order to start billing the Service contract you have to note the following:
- Warranty Contracts are not billable all Line type BW.
- Extended Contract is billable EW Line types like:
Contract Type 1, Type 2, Type 3, Type 4, & Leased Contracts
Contract Accountant should take in the consideration the following:
Billing frequency codes,
Billing from, & billing through dates In order to setup the billing amounts
accurately.

Contract Billing Steps

1. Periodic
Service Work File Generation
Work File Revision
2. Invoice Processing
Invoice Generation
3. Invoice Accounting
Batch Review
Invoice Journal Review & Post
4. Amortization
Service Contract Amortization Generation
Billing / Amortization Inquiry

(Screen No. (71

(Screen No. (72

Screen No. (73)

(Screen No. (74

(Screen No. (75

(Screen No. (76

(Screen No. (77

(Screen No. (78

(Screen No. (79

Screen No. (80)

Screen No. (81)

Screen No. (82)

Screen No. (83)

Screen No. (84)

INVOICE GENERATION

Screen No. (85)

Screen No. (86)

creen No. (87)

Screen No. (88)

Screen No. (89)

Screen No. (90)

Screen No. (91)

Screen No. (92)

Screen No. (93)

Screen No. (94)

Screen No. (95)

 Screen No. (96)

SERVICE CONTRACT AMORTIZATION

Screen No. (97)

Screen No. (98)

Screen No. (99)

Screen No. (100)

Screen No. (101)

Create Work Order:
Open the application form (SYSTEM):

Screen No. (102)

Press on El-Ajou Holding Company as shown …… Please follow the arrow

Screen No. (103)

Press on El-Ajou Trading Co. as shown

Screen No. (104)

Press on CSMS as shown

Screen No. (105)

Press on Operation

Screen No. (106)

Press on Service Order Cycle as shown

Screen No. (107)

Press on Daily as shown

Screen No. (108)

Press on Service Management Workbench as shown

Screen No. (109)

Press on Add as shown

Screen No. (110)

The screen will appear as show below

Screen No. (111)

Enter unit NO# as shown below

Screen No. (112)

Press Tab from your keyboard

The system will provide you with equipment and customer details automatically
1- Customer Number
2- Site Number
3- Product Model
4- Product Family
5- Customer Details
6- Branch*

Screen No. (113)

Also the system will provide you with the following automatically
1- Service Order Site (Y) on-site Repair (X) workshop Repair
2- Work Order Type (SV) Base Warranty Service
3- Contract Status

Screen No. (114)

Put more description it is a must or system will give you an Error

Also please fill the Failure Description

Screen No. (115)
Press on Save and Continue

Screen No. (116)

The system will provide you with the Work Order

Screen No. (117)

Printing Work Order:
Press on Service Order Print as shown

Screen No. (118)

The screen will appear as shown below

Screen No. (119)

Tick on Data Selection and press Submit as show

Screen No. (120)

The screen will appear as shown below

Screen No. (121)

1- Open the curser 2- chose Document (Order No,invoice,ect)(F4801)(DOCO)(BC)

Screen No. (122)

1-Open the curser 2- click on is equal to

Screen No. (123)

1-Open the curser 2- click on literal

Screen No. (124)

The screen will appear as shown

Screen No. (125)

1- Enter your work order No that you need to print as shown

Screen No. (126)

The screen will appear as shown

Screen No. (127)

Open the curser and select Order Type (F4801)(DOCO)(BC) as shown

Screen No. (128)

Open the curser and select is equal to

Screen No. (129)

Open the curser and select Literal as shown

Screen No. (130)

The screen will appear as shown

Screen No. (131)

1- Put the type of your work order as shown 2- press OK

Screen No. (132)

1- The screen will appear as shown below 2- press OK

Screen No. (133)

Press on OK

Screen No. (134)

The screen will disappear

Screen No. (135)

Press on View job status

Screen No. (136)

This screen will appear

Screen No. (137)

1- Tick on that application 2- Press Select

Screen No. (138)

The screen will appear as shown

Screen No. (139)

Press Find

Screen No. (140)

1-Tick in your application 2- press on Row

Screen No. (141)

Click on View PDF

Screen No. (142)

Click on Open

Screen No. (143)

Your work order will be printed as shown

Screen No. (144)

1- The Technician will take the work order and visit the customer for inspection
2- The Technician will come back with work order with following Data:

* Updating the labor hours

* Updating the status of the failure analyses
* Updating the customer and customer details
* Put the recommended spare parts if there is any
Let's take an example of Cash Customer Scenario for the same work order which was
generated above (454395) and the technician recommended some spare parts there
Press on Service Management Workbench

Screen No. (145)

1- Put your work order NO# 2- Press Find

Screen No. (146)

1- Tick on work order 2- Press Select

Screen No. (147)

The work order details will appear as shown

Screen No. (148)

Press on Parts

Screen No. (149)

Enter your parts NO# as shown

Screen No. (150)

Go to Estimated Quantity and put how many peace the unit need according to W/O

Screen No. (151)

If you press Tab from the keyboard the screen will shows you the following
Part Description, Quantity, cost, price, pin location and all details recording the item
After you make sure about your parts entry
Press Save Changes

Screen No. (152)

Press labor as shown
Enter your data as follow:
Work Center
Estimated Hours
Estimated Billable Rate

Screen No. (153)

The system will provide you with the rest information

Press on Save Changes Press close

Screen No. (154)

Printing Work Order Quotation:
Press on Service Order Quote

Screen No. (155)

Tick on Data Selection as shown Press Submit

Screen No. (156)

The screen will appear as shown below

Screen No. (157)

1- Open the curser 2- chose Document (Order No,invoice,ect)(F4801)(DOCO)(BC)

Screen No. (158)

1-Open the curser 2- click on is equal to

Screen No. (159)

1-Open the curser 2- click on literal

Screen No. (160)

The screen will appear as shown

Screen No. (161)

1- Enter your work order No that you need to print as shown

Screen No. (162)

The screen will appear as shown

Screen No. (163)

Open the curser and select Order Type (F4801)(DOCO)(BC) as shown

Screen No. (164)

Open the curser and select is equal to

Screen No. (165)

Open the curser and select Literal as shown

Screen No. (166)

The screen will appear as shown

Screen No. (167)

1- Put the type of your work order as shown 2- press OK

Screen No. (168)

1- The screen will appear as shown below 2- press OK

Screen No. (169)

Press on OK

Screen No. (170)

Press on View job status

Screen No. (171)

This screen will appear

Screen No. (172)

1- Tick on that application 2- Press Select

Screen No. (173)

The screen will appear as shown

Screen No. (174)

Press Find

Screen No. (175)

1-Tick in your application 2- press on Row

Screen No. (176)

Click on View PDF

Screen No. (177)

Click on Open

Screen No. (178)

The quotation will be generated from the system

Screen No. (179)

Once the customer approved the quotation

Technician will issue the parts needed according to the submitted quotation
Parts Issuing From Store:
Press on Service Order Inventory Issue

Screen No. (180)

Enter your Work Order Select Find

Screen No. (181)

The screen will appear as shown below

Screen No. (182)

Tick on work order NO Press Select

Screen No. (183)

Enter the quantity on Issues Press OK

Screen No. (184)

The screen will appear as shown Press Close

Screen No. (185)

Labor Time Issue:
Press on Labor Time Entry

Screen No. (186)

Press on Service Order Time Entry

Screen No. (187)

Enter your work order NO Press Add

Screen No. (188)

Enter Technician NO Enter Hours

Screen No. (189)

Press OK

Screen No. (190)

Press Close

Screen No. (191)

Actual Labor Hours Update
Press on Update Service Order Actual Amount

Screen No. (192)

Press on OK

Screen No. (193)

Press View Job Status

Screen No. (194)

Tick on your application Press on Row Press on View PDF

Screen No. (195)

Your result will appear on the screen as shown below

Screen No. (196)

Press on Service order Generation

Screen No. (197)

Enter Your work order Enter Order Type as before

Screen No. (198)

The system will provide you with the result

Screen No. (199)

Invoice Generation for the service order

Tick on your application and then press Submit

Screen No. (200)

Enter your work order NO Document type

Screen No. (201)

Press OK

Screen No. (202)

Screen No. (200)

Screen No. (202)

Create New Case:
Open the application form (SYSTEM):

Screen No. (203)

Press on El-Ajou Holding Company as shown …… Please follow the arrow

Screen No. (204)

Press on El-Ajou Trading Co. as shown

Screen No. (205)

Press on CSMS as shown

Screen No. (206)

Press on Operation

Screen No. (207)

Press on Case Management Operation

Screen No. (208)

Press on Daily

Screen No. (209)

Press On Case Entry

Screen No. (210)

The screen will appear as shown below

Screen No. (211)

Press on Add

Screen No. (212)

The screen will appear as shown

Screen No. (213)

Enter Customer NO# Then press Tab

Screen No. (214)

The customer details will appear as shown

Screen No. (215)

In the Box below you can Wright your comments

Screen No. (216)

Enter the problem details

Screen No. (217)

Enter your unit NO# Then press Tab

Screen No. (218)

Enter the Technician NO# and Dept as shown

Screen No. (219)

Please note the contract details if there any as shown

Screen No. (220)

Press on Save and Continue

Screen No. (221)

Complete the case information by pressing Additional Info.

Screen No. (222)

The system will provide you with the Case NO#

Screen No. (223)

The screen will appear as shown

Screen No. (224)

If the case (Problem) not close by phone Covert to Work Order
Press on Related Action

Screen No. (225)

The screen will appear as shown

Screen No. (226)

Press on Select One Select Work Order

Screen No. (227)

Press on Add

Screen No. (228)

The system will convert the call to Work Order as shown

Screen No. (229)

The steps after that will be the same as the Work Order Process
Create Preventive Schedule:
Open the application form (SYSTEM):

Press on El-Ajou Holding Company as shown …… Please follow the arrow

Press on El-Ajou Trading Co. as shown

Press on CSMS as shown

Press on Operation

Press on Set Equipment Maintenance Info

Press on Create Equipment PM Schedule

Enter Your Unit NO# Press on Add

Select your Service Type

Select PM as shown
Press Select

Fill the data as shown

Press OK

Press on
Press on

Tick on Data Selection Press Submit

Select Unit Tag NO# as shown

Press Is Equal To
Press on Literal

Enter Unit NO#

Press OK

The screen will appear as shown Then Press OK

Press OK

Press View Job Status

Select your application and press Select

Press Find
Select your application and Press Row Then Select View PDF

Press On Open
The Update result will appear as shown below