HR: Equipment Tracker

Overview

The Equipment Tracker screen can be accessed from the Human Resources Menu. It can also be accessed directly from an Employee Master File record (from the HR Trackers submenu).

The Equipment Tracker screen is used to enter transactions that relate to equipment items issued to employees and/or Jobs. You can keep track of equipment issued (new/used) and equipment returned and/or discarded. Adjustments and/or write-offs can be made to equipment items.

New records require a Warehouse to be entered with each detail record. Existing details records are not tied to a Warehouse.

When entering the Equipment Tracker screen, the Warehouse Filter defaults to the default Warehouse set up in the Warehouse Locations add/edit list, if one was selected as a default. It also defaults to the Warehouse field in the Equipment Tracker Details grid.

If your existing records were not “tied” to the warehouse, the system does not display any records. If a Warehouse name is not specified in the Warehouse

Security

The HR Equipment Tracker Screen has its own Security Group, HR Equipment Tracker.

The HR Equipment Tracker Screen is part of the HR ALL Security Group.

HR: Equipment Tracker screen

Related Information

Key Functionality

Employee

When the View By field 'Employee', the Employee Lookup field displays.

Enter the Employee Number, or use the Lookup to locate the employee record.

  • Press F4 to display the Lookup screen with the focus in the Number field.
  • Press F5 to display the Lookup screen with the focus in the Last Name field.

The Job field displays the Job name for the record selected in the Equipment Tracker Details grid.

Note:  When you access the Equipment Tracker screen from the Employee Master File screen, the system places the corresponding Employee # in the Employee field.

Job

When View By is 'Job',” the Job Lookup field displays.

Enter the Job Number, or use the Lookup to locate the Job record.

  • Press F4 to display the Lookup screen with the focus in the Number field.
  • Press F5 to display the Lookup screen with the focus in the Description field.

The Employee displays the employee name for the record selected in the Equipment Tracker Details grid.

View By

Select to view Equipment Tracker transactions by Employee or by Job.

  • Select Employee to display all transactions for the selected Employee. Job information is included in the Equipment Tracker Details grid.
  • Select Job to display all transactions for the selected Job. Employee information is included in the Equipment Tracker Details grid.

Show Totals

Select the Show Totals check box to view a summary of transactions details.

When the Show Totals check box is selected and the View By is 'Employee', you can Group By Item or Job/Item.

  • Item
    Displays a summary of the transaction details by Item # for the Employee selected. The Warehouse, Item #, Item Description, Quantity, and Extension columns display in the Equipment Tracker Details grid. This is the default selection.
  • Job/Item
    Displays a summary of the transaction details by Item # for each Job for the Employee selected. The Warehouse, Job #, Job Description, Item #, Item Description, Quantity, and Extension columns display in the Equipment Tracker Details grid.

When the Show Totals check box is selected and the View By is 'Job', you can Group By Item or Employee/Item.

  • Item
    Displays a summary of the transaction details by Item # for the Job selected. The Warehouse, Item #, Item Description, Quantity, and Extension columns display in the Equipment Tracker Details grid. This is the default selection.
  • Employee/Item
    Displays a summary of transaction details by Item # for each Employee for the Job selected. The Warehouse, Employee #,Employee Name, Item #, Item Description, Quantity, and Extension columns display in the Equipment Tracker Details grid.

Filters

From and To

Use the From and To fields to limit the detail records that display by date. Type the From and To dates in MMDDYY format, or use the Date Control to select a date.

Note:  If you enter only the From date, the system displays records starting with this date forward. If you enter only a To date, the system displays records up to and including this date.

Warehouse

Select a Warehouse to filter by.

If you have set a default in the Warehouse Locations add/edit list, it will populate this field. If a default is not set, the field will be blank.

When entering the Equipment Tracker screen, the Warehouse field defaults to the default warehouse set up in the Warehouse Locations add/edit list, if one was selected as a default. If your existing records were not “tied” to this warehouse, the system does not display any records. If a Warehouse name is not specified in the Warehouse field (or populated with the default Warehouse Location, all existing records with no warehouse will display.

Double-click in the Warehouse field to display the Warehouse Locations add/edit list.

Equipment Tracker Details

The Equipment Tracker Details grid has Print/Preview and Excel Export functionality. Right-click within the grid to perform either action.

  • Print/Preview - Allows you to preview and print the grid. The grid will resize to 1 page wide. If you find that the image is too small, you may want to remove some columns of information by using the Field Chooser.
  • Excel Export - Allows you to export the data to save in an .xls format.

Warehouse

This field is required for Transaction Types of Issued New, Issued Used, or Returned AND the Item Master File has both the Track Quantities and Include Eq Tracker check boxes selected.

Enter the Warehouse the item was issued from (or returned) in order to determine the correct Quantity on Hand for the Warehouse. You may specify any Warehouse for an item, without setting up that Warehouse for that item.

Double-click in the Warehouse field to display the Warehouse Locations add/edit list.

Validation exists for Warehouse, if the Item does not exist. System displays a message similar to this:

The Default selection is No. You will be able to add the item if it does not belong to warehouse. (This should be added though for the Physical Count to be correct.)

Transaction Type

The Transaction Type is used to indicate the action that corresponds to this equipment record.

Select one of the following options:

  • Issued New – A new item issued to the Employee or Job.
  • Issued Used – A used item issued to the Employee or Job.
  • Discarded – An item that has been discarded by the Employee or Job.
  • Returned – An item that has been returned by the Employee or Job.
  • Write-Off – An item that has been written off.
  • Adjustment – An adjustment to an item issued to the Employee or Job.

Controlled Items

Items such as weapons or firearms can be designated as controlled items in the Item Master File. Special rules apply to controlled items in the equipment tracker. A controlled item can only be issued once to one employee, and cannot be issued to another employee until a return transaction is entered from the first employee. Transactions for a controlled item can only be entered with a quantity of 1 or -1.

Quantity values for each transaction type:

Issue New: 1

Issue Used: 1

Returned: -1

Write Off: -1

Discarded: -1

Adjustment: 1 or -1

To prevent fraud, the following rules apply to controlled items:

Only the most recent transaction can be deleted

The quantity and item number cannot be changed

A new record cannot be added if the date is prior to the latest date for the controlled item

Transactions with a value of -1 must be followed by transactions with a value of 1 and vice versa

If a controlled item is selected and the transaction type is issue new or used, the quantity defaults to 1

If a controlled item is selected and the transaction type is returned, the quantity defaults to -1

Note:  

There is a security feature called Cannot Update Controlled Items for both the Item Master File and Equipment Tracker windows which allows you to control who can update controlled items. By default, these security features are not enabled, so you need to add them to the security profile for any users who should not have the ability to update controlled items.

When this feature is enabled for the Item Master File window, items where the Controlled Item check box is selected are read-only and cannot be edited. This applies to all tabs of the Item Master File record.

Trans Date

Enter date of the transaction in MMDDYY format, or use the Date Control to select a date.

Job # and Job Description

The Job # and Job Description fields display in the grid when the View By is 'Employee'.

Enter Job # for this transaction, or use the Lookup to locate a Job record.

Double-click in the Job # field to display the Job Master File record.

Employee # and Employee Name

The Employee # and Employee Name fields display in the grid when the View By is 'Job'.

Enter Employee # for this transaction, or use the Lookup to locate a Employee record.

Double-click in the Employee # field to display the Employee Master File record.

Item # and Item Description

Enter the Item # for this record, or use the Lookup to locate the Item record.

Note:  Item #'s are set up on the INV: Item Master File screen. Only Item #'s with the Show in Equipment Tracker check box selected are available for selection in this field.

Double-click in the Item # field to display the Item Master File record.

Quantity

Enter the number of Items corresponding to this record.

Price

Enter the cost of this item.

For new records, the system populates the Price field using the Item #’s Standard Cost or Average Cost from the Item Master File screen. The Price field can be modified, if necessary.

If the item is set up for the warehouse specified, the price will default. If the item is not set up for the warehouse specified, the system will not populate the price field.

Extension

The Extension field displays the result of the Quantity field multiplied by the Price field. You cannot modify this information.

Notes

The Notes field is used to enter or view any notes pertaining to this Equipment Tracker Details record. If you enter more than one line of information, the system automatically wraps the lines of information for you. To start a new line or paragraph, press Ctrl + Enter.

R

Press the R button (when on a detail record) to quickly enter a return for a previously issued Item. The items must have a Transaction Type of “Issued New” or “Issued Used.”

You may modify the new Returned record as necessary.

Total Deduction

When the View By is 'Employee', the system displays the Total Deduction field.

The Total Deduction field displays the total amounts withheld from an employee in exchange for equipment issued to the employee, as designated on the Other Deduction Codes screen. This information may be modified.

Note:  For the selected Employee #, the system totals the activity for all Other Deduction Codes that have the Include in Equipment Tracker Escrow check box selected and displays the amount in the Total Deduction field.

Total Refund

When the View By is 'Employee', the system displays the Total Refund field.

The Total Refund field displays the total of the amounts given to an employee in exchange for equipment returned, as designated on the Other Compensation Codes screen. This is a system-calculated total.

Note:  For the selected Employee #, the system totals the activity for all Other Compensation Codes that have the Include in Equipment Tracker Escrow check box selected and displays this amount in the Total Refund field.

Total Escrow

When the View By is 'Employee', the system displays the Total Escrow field.

The Total Escrow field displays the total amount held in escrow in exchange for equipment issued to the employee. This is a system-calculated total.

Total

The Totals field displays a total count and total dollar amount of all transactions for the selected Job or Employee. This is a system-calculated total. As you add new records or make changes to existing records, the system automatically updates the Total fields based on activity.

The Total Quantity is the net number of equipment Items currently issued to the Employee or Job.

The Total Extension is the net dollar amount of all equipment Items currently issued to the Employee or Job.

Item Type

The Item Type field displays the Item Type corresponding to the Item Number of the currently selected record in the Equipment Tracker Details grid. To modify this information, go to the Item Type field on the Item Master File record.