19 Enter Location Information

This chapter contains these topics:

Chapter 19, "Entering Location Information Without Inquiry,"

You create equipment location information so that you can track equipment locations as you physically transfer equipment from one job site or business unit to another. If you have multiple quantities of an equipment item, such as scaffolding, you can also:

• Relocate quantities of the same equipment item to more than one current location

• Relocate quantities of the same equipment item to a single location from more than one current location

The system uses the location information that you enter to update the Location Tracking table (F1204). You can use the following methods to enter location information:

Method	Description
Enter location information without inquiry	Use this method to enter location information without reviewing existing location information first. For example, you might want to use this method if you need to relocate several pieces of equipment and you do not want to review the location information for each piece individually. When you use this method, you enter all the required location information from a blank screen.
Enter location information with inquiry	Use this method to review equipment location information before entering additional location information for a piece of equipment. This method is especially helpful when you need to track relocations for equipment that has a quantity greater than one. For example, before you relocate a certain quantity of scaffolding to a new location, you need to know where that quantity of scaffolding is currently located. You might also want to know of any other planned locations for the scaffolding.

19.1 Entering Location Information Without Inquiry

Navigation

From Equipment/Plan Management (G13), choose Equipment Location Tracking

From Equipment Location Tracking (G1314), choose Transfer Processing

To enter location information without inquiry

1. On Transfer Processing, complete the following fields:

   • To (Location)

   • Equipment Number (Item Number)

   Figure 19-1 Transfer Processing screen

   
   Description of "Figure 19-1 Transfer Processing screen"
   
   

2. Complete the following optional fields:

   • Date

   • Time

   • From (Location)

   • Transfer Number

3. To enter location information, complete the following optional fields:

   • Equipment Status

   • Beginning Date

   • Beginning Time

4. To enter additional location information, choose More Details (F4).

   Figure 19-2 Transfer Processing screen's More Details view

   
   Description of "Figure 19-2 Transfer Processing screen's More Details view"
   
   

To enter location information with inquiry

1. On Transfer Processing, to review the location information for specific equipment, complete any of the following search fields:

   • Equipment Number (Item Number)

   • Location

   • Transfer Number

2. To specify the type of location information you want to review, complete the following field:

   • Location Code

   The system displays the equipment's location information. After you review the location information, you do not have to enter new location information. You can review the location information for another piece of equipment or return to the Equipment Location Tracking menu.

3. To enter new location information for the equipment, complete the following fields:

   • To (Location)

4. To enter more location information for the equipment, complete the following optional fields:

   • From (Location)

   • Transfer Number

   • Date

   • Time

5. Choose Clear Screen (F22).

   The system clears the Beginning Date and Time, Ending Date and Time, Remark fields, and related Equipment/Plant Management billing fields.

6. To enter billing information, complete the following optional fields:

   • Begin Date

   • Begin Time

   • Location Code

   • Equipment Status

   • Rate Code

   • Quantity

   • Unit Amount

7. To enter additional location information, choose More Details (F4).

8. To specify different billing information, complete the following optional fields:

   • Action

   • Business Unit

   • Object

   • Subsidiary

9. Choose Transfer for each piece of equipment you want to relocate.

Field	Explanation
Date	The date on which an address, item, transaction, or table becomes active or the date from which you want transactions to display. The system uses this field depending on the program. For example, the date you enter in this field might indicate when a change of address becomes effective, or it could be a lease effective date, a price or cost effective date, a currency effective date, a tax rate effective date, and so on. Screen-specific information Enter the date on which you want to transfer an asset to a new location. If you transfer an asset with location inquiry, the system automatically fills in the date from the asset's location tracking line. You can override this date. If you clear the date in this field, the system uses the date in the Transfer Date field. If you leave the transfer date field blank as well, the system uses the system date. Note: To transfer an asset to a new current location, the beginning date must be greater than the start date of the existing current location.
Time	The time that the asset is transferred to a new location. Screen-specific information Transfer Time: If you leave this field and the Begin Time field blank, the system uses the beginning standard hours you set up for the job on Rental Rules. Begin Time: If you transfer an asset with location inquiry, the system automatically fills in the time from the asset's location tracking line. You can override this time. If you clear the time in this field, the system uses the time in the Transfer Time field. If you leave this field blank, the system uses the beginning standard time you set up on Rental Rules.
Transfer No	A number that identifies a transfer record for an asset or group of assets. You can assign this number to new transfer records. If you leave this field blank when you perform a location transfer, the system assigns the transfer record a number from Next Numbers.
L C	A code that indicates the type of location record. You can enter the following valid values: C – Current. Displays only the current location for an asset. H – Historical. Displays all previous locations for an asset. P – Planned or scheduled. Displays only the planned location dates for an asset. You enter planned locations for an asset in the Equipment/Plant Management system. * – Displays all locations (current, planned, and historical) that meet your search criteria. The default value for this field is C. Note: You cannot change historical (type H) location records. The system automatically updates location records to type H when you change the location and start date of an asset.
Rt Cd	A user-defined code (00/RC) that indicates a billing rate, such as DY for daily, MO for monthly, and WK for weekly. You can set up multiple billing rates for a piece of equipment. If you leave this field blank, the system searches for a valid billing rate in the following sequence: 1. Account Ledger Master (F0901) - This table contains the most detailed rate information. You can assign multiple rates for a job. For example, you can set up separate rates for different equipment working conditions. 2. Job or Business Unit Master (F0006) - This table contains less detailed rate information than the Account Ledger Master. You can only set up a single rate for a job based on this table. 3. Rental Rules (F1302) - This table contains the least detailed rate code information. The system searches this table according to the criteria you establish when setting up the table.
Transfer Action	For Equipment Location Billing clients only. This code indicates whether a piece of equipment was rented or sold to the job to which it was transferred. When you sell equipment to a job, the Location Billings program bills the job one time using the equipment's replacement value as the amount to bill. When you rent equipment to a job, the Location Billings program bills the job continuously using the rental rates defined on the Rental Rates screen (P1301) to determine the amount to bill. Valid codes are: 1 – Rented to the Job 2 – Sold to the Job 3,4 – Future Use Note: This field is used only for Equipment Management. It is not used in Fixed Assets.

What You Should Know About

Location Information	Description
Location dates	When you specify the dates for location information, note the following guidelines: The system does not accept location information if the relocation date is after the equipment's disposal date. Any location information you enter with a date after the system date must have a location code of Planned (P). The date you enter for a current transfer must be greater than the last current transfer date.
Updating fields in the Item Master table (F1201)	When you update the location information for a piece of equipment, the system automatically updates the following fields in the Item Master table (F1201): Equipment Status Location and Start Date (if the current transfer beginning date is greater than the existing location/start date and you have only one current location) You can assign beginning location and start dates to equipment only when you create master information or relocate the equipment. After you create the equipment master, you can make changes to the location and start date fields using the Transfer Processing program only.
Multiple current locations	When the equipment has multiple current locations, the Location and Start Date fields in the equipment master are blank. The system displays the message Multiple Current Locations in the location description line.
Consolidating equipment to one location	The system automatically consolidates locations when you enter location information for multiple pieces of the same equipment with identical billing information. For example, if you enter location information with identical relocation dates, times, and billing information for equipment that is currently in multiple locations, the system creates one location for all of the equipment.
Relocating partial quantities	When you relocate partial quantities of an equipment item, the system modifies the original location to a history location for the full quantity. The system also creates a new current location to show the quantity that remains at the original location and a new current location for the quantity that you relocated.
Entering location information out of sequence	You enter location information out of sequence when you record the relocation of equipment from a location where it does not currently reside. For example, the system indicates Yard as the current location of a truck. You physically transfer the truck to job site B, but due to paperwork delays, you do not enter the transfer date into the system. Meanwhile, you need to relocate the truck from job site B to job site C. If you enter the new location information for the truck indicating the relocation from job site B to job site C, the system creates a history location for job site B and a current location for job site C. The history location for job site B indicates a duration of zero because you did not indicate when the equipment was relocated from the Yard to job site B. When you enter the relocation information regarding the transfer from the Yard to job site B, the system revises the location dates for Yard and job site B. The system also updates the duration that the equipment was actually at job site B.
Parent and component relationships	When you enter location information for equipment that is the parent of components, the system automatically relocates all components that are at the same location as the parent to the new location.

Processing Options

See Section 52.1, "Location Transfer Processing (P12115)"