Customer Assets

This screen allows you to define Customer Assets. These Assets can be created directly or from Item Sales.  The created Asset can then be linked to Service Jobs from which a complete Service History is maintained.

 

Parent-Child relationships can also be defined for Customer Assets. This is done in the Customer Asset Hierarchy screen.

 

Ostendo Freeway can help facilitate the servicing of multiple assets at a customer site. For a full description of how to set this up, please refer to : Freeway Multi Asset Servicing

 

List Tab

 

This panel displays Assets that are owned by Customers.  For more information either double click on the Asset or simply highlight the Asset and then click the ‘Detail’ tab


Display fields

 

Asset Name: Display only field showing the name of the Asset as entered into the ‘Detail’ panel.

 

Asset Number: Display only field showing the unique identity that was given to this Asset

 

Description: Display only field showing a brief description of the Asset.

 

Status: Display only field showing the current status of the Asset.  The available statuses are Active and In-Active.

 

Customer: Display only field showing the owner of this Asset as maintained in the ‘Detail’ panel.

 

Asset Type: Display only field showing the type of Asset as entered into the ‘Detail’ panel.

 

Data Display Options

 

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

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To sort the data in a selected column simply click on the column heading.  Clicking against will sort in descending order.

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Click on the black ‘down arrow’ to the right of your selected column heading and you can either select a specific entry to display all records containing that entry, or you can select (Custom…) to enter detailed selection criteria.

 

Include Inactive Status - If this is checked then the displayed list will include those Assets whose status is ‘Inactive’

 

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.   To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Customer Assets screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up a panel that allows you to create a new Customer Asset ‘from scratch’ or ‘by copy’.  The following fields are available for data entry

Create Asset from scratch - select this ‘Radio Button’ if you are creating a Customer Asset from scratch.  The next field will be available for you to enter the new Asset Name.  Upon clicking the ‘Create’ Button this entry will be checked to ensure that it does not currently exist in Ostendo

New Customer Asset Name - In up to 50 characters enter the identity of the new Customer Asset

Copy Asset from another - select this ‘Radio Button’ if you are creating a Customer Asset by copying details of an existing Asset. 

Customer Asset to be copied - From the drop-down list select the Customer Asset to be copied

New Customer Asset Name - In up to 50 characters enter the identity of the new Customer Asset.  This must not currently exist in Ostendo

Asset Number - Enter the identifying number of the Asset.  This will be copied to the new Customer Asset

Copy the Planned Schedule - ‘Check’ this checkbox if you wish the Servicing Schedule of the current Asset is to be copied to the New Customer Asset.

(Button) Create - Clicking this button will validate the above details before generating the new Customer Asset and taking you to the Customer Asset ‘Detail’ screen

(Button) Cancel - This will ignore any entries and exit this panel

 

Save: Not applicable to the List panel

 

Cancel: Not applicable to the List panel

 

Delete: This removes the current Customer Asset from this table

 

Related: This will bring up a list of functions that are related to the Customer Asset.  You may open and maintain information in those screens whilst still remaining in the Customer Asset screen.

 

Reports: This will bring up a list of Reports that are related to the Customer Asset. You can immediately run the report whilst still remaining in the Customer Asset screen.

 

 

Detail Tab

 

Entry and Display fields

 

Asset Name: Entry is only allowed during an Add transaction.  Enter the name of the new Asset.    Duplicate Asset names are not allowed

               An Asset Name can also represent a collection of assets. For example a customer Site can be treated as an Asset which contains many assets.

 

Status: Select the current status from the drop-down list.  The options are ‘Active’ or ‘Inactive’

 

Description: Enter a brief description of the Asset.  A longer description can be entered into the Notes (see below)

 

Asset Number: This is an open format field where you can enter any unique identifier for this Asset.   No validation checks are carried out.

 

Asset Type: Select the Asset Type from the drop-down list.  Asset Types are user-maintained my either clicking on the icon to the right of this field or selecting Service>Settings>Customer Asset Types.

 

Customer: From the drop-down list select the Customer to which the Asset belongs.  Customers are user-maintained under their own screen under the Sales toolbar.

 

Asset Tracking Information

 

Asset currently at: Display only field that shows where the Asset is located.  The display options are:

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Company Site

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Customer Site

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Supplier Site

 

The Asset’s movement history can be maintained by pressing the adjacent ‘Asset Tracking’ Button.

 

(Button) Asset Tracking: This brings up a separate screen for maintenance of the Asset’s Location.  See ‘Customer Asset Tracking’ page (below)

 

Asset Origination

 

From: Display only field that shows from where the Asset originated  The display options are:

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Job - Created via the Job Order process

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Sales - Created via the Sales Order process

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Manual - Manually created in this Service Module

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Linked - Created via a Company Asset-Customer Asset link

 

Source Reference: Display only field showing the Job Order Number, Sales Order Number,  or manually entered reference

 

Creation Date: Display only field showing the date that the Asset was created.

 

 

Asset Readings

 

Primary Reading Name: Select the primary Reading Name for this asset. This will be the default Reading Name used for this asset.

 

 

Warranty Info

 

Warranty Expiry: This is a display only field. This shows the latest Warranty Expiry date (if there are multiple valid warranties).

 

Warranty Status: This is a display only field. Possible values are "Out of Warranty", "In Warranty", "N/A" (not applicable - when there are no valid warranties for this asset).

 

 

 

Customer Specific Information Tab

 

Location at Customer Site: This shows where - at the Customer’s Site - the Asset is currently located.  Select the location from the drop-down list of available locations.  Note: A Warehouse can be linked to a Customer (Inventory>Warehouses) and within that Warehouse you can define multiple Locations (Inventory>Locations).  These Locations are visible in this drop-down list.

 

Service Zone: From the drop-down list select the Service Zone in which this Asset is located.  This would then facilitate scheduling of Services for all Assets within the Service Zone.  Service Zones are user-defined (via Service>Settings>Service Zones). 

 

Customer Requires Confirmation of planned servicing: If the Customer requires prior notification of a scheduled service event the ‘check’ this checkbox.  The following three fields will become active for entry of further information.

 

Days Notice required: Enter the number of days prior to a scheduled service event when this Customer requires notification.  If nothing is entered then zero days is assumed.

 

Reminder Style: From the drop-down list select the format by which the reminder will be sent to the Customer.  The options are email, phone or letter

 

Contact: Enter the name of the contact at the Customer site.  You may either manually key in the Contact Name or select the name from the drop-down list of contacts held against this Customer.    Contacts for the Customer are maintained under Sales>Customers>’Related’ Button

 

Confirmation Text: If the ‘Reminder Style’ is Email then - from the drop-down list - select the Confirmation Text that will be used to send the reminder.  Confirmation Texts are maintained via Service>Settings>Confirmation Text

 

 

Linked Company Asset

 

Asset Style: From the dropdown list select either Customer or Company

Company Asset: If Asset Style selected is “Company”, select the linked Company Asset. If the Company Asset is already linked to another Customer Asset, saving this new link will de-link the Company Asset from its previous Customer Asset. A Customer Asset can only be linked to one Company Asset and vice versa.

 

Linked Service Type

 

Service Type: From the dropdown list select one of the Asset Service Types. Linked Service Type is used to group various assets under a common Service Type.

Group Service Asset :  Tick this box to indicate that this asset is a Group Service Asset representing multiple assets.

 

Additional Fields Tab

 

If you have defined Additional Fields against the Customer Asset (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

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Text: Any data format can be entered in a Text field

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Decimal: Allows entry of numbers and decimals

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Integer: Allows entry of whole numbers only

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Currency: Shows Currency symbol and decimals as defined in Regional Settings

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Yes/No: Shows a checkbox which can be checked/unchecked

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Date: Contains a drop-down calendar for selection of a date

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Time: Displays format HH:MM:SS for entry of a time of day

 

 

General Notes: You can enter unlimited amount of General Notes that are related to this Asset.  These notes will be available wherever the Asset is reported.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

Service Notes: You can enter unlimited amount of Service Notes.  For example; any access restrictions to the Asset, or any formal Security processing, etc.

 

Buttons

 

Close: This will close the Customer Asset screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

Add: This will bring up a panel that allows you to create a new Customer Asset ‘from scratch’ or ‘by copy’.  The following fields are available for data entry

Create Asset from scratch - select this ‘Radio Button’ if you are creating a Customer Asset from scratch.  The next field will be available for you to enter the new Asset Name.  Upon clicking the ‘Create’ Button this entry will be checked to ensure that it does not currently exist in Ostendo

New Customer Asset Name - In up to 50 characters enter the identity of the new Customer Asset

Copy Asset from another - select this ‘Radio Button’ if you are creating a Customer Asset by copying details of an existing Asset. 

Customer Asset to be copied - From the drop-down list select the Customer Asset to be copied

New Customer Asset Name - In up to 50 characters enter the identity of the new Customer Asset.  This must not currently exist in Ostendo

Asset Number - Enter the identifying number of the Asset.  This will be copied to the new Customer Asset

Copy the Planned Schedule - ‘Check’ this checkbox if you wish the Servicing Schedule of the current Asset is to be copied to the New Customer Asset.

(Button) Create - Clicking this button will validate the above details before generating the new Customer Asset and taking you to the Customer Asset ‘Detail’ screen

(Button) Cancel - This will ignore any entries and exit this panel

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not applicable to the Detail panel

 

Related:     This will bring up a list of functions that are related to the Customer Asset.    You may open and maintain information in those screens whilst still remaining in the Customer Asset screen.

 

Reports:     This will bring up a list of Reports that are related to the Customer Asset.   You can immediately run the report whilst still remaining in the Customer Asset screen.

 

 

Planning and History Tab

 

Display fields

 

This screen shows the full Service History for the selected Customer Asset in addition to the Asset’s current Servicing Schedule, Invoicing Schedule, and Warranty records.

 

Upper Panel

 

Order Type: Display only field showing the Type of Job Order that was used to carry out this service.

 

Order No: Display only field showing the Job Number against which the Service was carried out.  You may 'right mouse' on the Job Number to bring up the Job details

 

Order Date: Display only field showing the date when the Service was carried out

 

Status: Display only field showing the current status of the Job taken from the Job record

 

Planned Cost: Display only field showing the Planned Cost of the Order

 

Invoiced Net Value: Display only field showing the invoiced net value

 

Actual Cost: Display only field showing the Cost of the Order


Current Reading Date: Display only field showing the Current Reading Date capture from the respective Job Order


Current Reading Value: Display only field showing the Current Reading Value captured from the respective Job Order

 


Planned Servicing Tab

 

This shows the current servicing schedule.  It can be created by adding each line individually or by using the ‘Service Plans’ button just above this panel.  If you choose to use the Service Plans then click on the button and select the Service Plan; enter the effective ‘From’ date and click on the ‘Create Lines from the Service Plan’ button.  This will generate a servicing schedule based on the contents of the Plan

 

Planned Date:  The date when the Service is planned.  You can amend the date by over-typing it or selecting the date from the drop-down calendar. 

 

Job Type: The planned Job Type that will be used to carry out the Service.  You can amend this by selecting an alternative Job Type from the drop-down list.  Job Types are maintained via Jobs>Settings>Job Types

 

Template: The planned Job Template that will be used to carry out the Service.  You can amend this by selecting an alternative Job Template from the drop-down list.  Job Templates are maintained via Jobs>Templates

 

Confirmation Status: The current status of this planned Service.  The options are Confirmed or Not-Confirmed.  If you wish to change this status then select the alternative from the drop-down list.

 

Reminder Sent: Display only field showing if the Reminder Notification has been sent or not.    This is automatically updated whenever the Reminder is generated. 

 

Reminder Date: Display only field showing the Date when the Reminder Notification was sent.  This is automatically updated with the system date when the Reminder was generated. 

 

Reminder Contact: Contact can be selected from the drop-down list.

 

Confirmed Date: The date when the Planned Service was scheduled

 


Recurring and Predictive Servicing Tab

 

Recurring and Predictive Servicing is an additional or alternative way to plan servicing schedules. While Planned Servicing is based on a service plan for a defined period, Recurring/Predictive Servicing is open-ended. For an explanation and example of how this works, click here 


The elements that make up Recurring and Predictive Servicing is as follows:

 

Recurring Style:  The recurring style is either Frequency or WeekDay or Fixed.

                       Frequency means the service event is repeated based on a set period of days or weeks or months.

                       WeekDay means the service event needs to occur on a particular weekday (Mondays to Sundays) of the month.

                       Fixed means the service event needs to occur on a particular day (1 - 31) of the month.

 

Day of Month:  This is applicable to WeekDay style only. Select from one of the drop-down list. (Example: First Monday of the month; or 3rd Wednesday of the month; etc...)

 

Fixed Day Number:  This is applicable to Fixed style only. Choose from 1 to 31. If a particular month does not have that day (e.g. 31) then it will use the nearest day (for example 28 or 30).

 

Frequency Period:  For Frequency Style, this can be Days or Weeks or Months. For WeekDay and Fixed styles, this will be Months.

 

Recurring Frequency:  Enter a number for the recurring frequency. Recurring Frequency number and Frequency Period together defines the frequency of the recurring service.

 

Predictive Style:  Predictive event can be included with Frequency Style only. For example, the recurring service can be based on every 6 months (Frequency) or 20000KM travelled (Predictive event). Predictive Event is defined by the Reading name and the Reading Cycle.

                   To add predictive event to the Frequency style, select "Include Predictive Event"; else select "No Predictive Event".

 

Reading Name:  Select the applicable Reading Name for the Predictive Event. Reading Names are defined in Customer Asset Details - Related screen.

 

Reading Cycle:  Enter the value of the Reading - example: 20000 km or 50000 copies, etc...

 

Job Type:  The planned Job Type that will be used to carry out the Service.  You can amend this by selecting an alternative Job Type from the drop-down list.  Job Types are maintained via Jobs>Settings>Job Types

 

Template:  The planned Job Template that will be used to carry out the Service.  You can amend this by selecting an alternative Job Template from the drop-down list.  Job Templates are maintained via Jobs>Templates

 

Last Event Date:  Display only field showing the Date when the Last Service event occurred.  This will be automatically updated when the last service is finished.

 

Nearest Working Day:  Tick this box to use the Nearest Working Day to schedule actual date of next recurring service event.

 

 

Recurring Invoices Tab

 

This shows the recurring Service Support Contracts that exist against this Asset.  Support Contracts are created under Sales>Recurring Invoices where the Contract is linked to this Asset.  This is for information only and the following fields are shown

Contract Number: The Service Support Contract Number

Status: Current Status of the Service Support Contract

Contract Start: Date when the Contract begins

Contract End: Date when the Contract ends

Description: Description of the Service Support Contract


Linked Warranties Tab

 

This shows the Warranties that apply to this Asset.  Warranties are maintained under Service>Warranty Definitions and are attached to an Asset when the Asset is sold in the Sales function

This is for information only and the following fields are shown

Warranty Number: The Warranty Reference

Description: Description of the Warranty

Warranty Start: Date when the Warranty begins

Expiry Date: Date when the Warranty ends


 

Equipment Tab

 

This shows the list of equipment that is associated with this Asset. (example list of air-conditioners as a site). This list can be maintained by adding or deleting records to it. The fields are as follows:

       Seq: The sequence number (increase by 10 with each added line).

       Name: The name of the equipment.

       Type: The type of the equipment.

       Serial No: The serial number of the item.

       Manufacture Date: The date of manufacture.

       Refurbish Date: The date refurbished.

       Last Check Date: Date last checked.

       Next Check Date: The next Check Date.

       Expiry Date: The expiry date of the equipment.

       Location: The location of the equipment.

       Model Info: The model information of the equipment.

       Notes: Enter relevant notes here.

       Reading Value: Current reading value.

 

 

Maintenance History Tab

 

This shows the maintenance history of this Asset.

       Maintenance Date: Displays the date of maintenance performed.

       Style Name: Shows the Style Template used.

       Style Description: Shows the Style template description.

       Employee: Shows the Employee name who performed the maintenance work.

       Mobility Sheet ID: Shows the Service Sheet ID generated.

       Maintenance Notes : Shows the notes recorded during maintenance work.

 

 

Buttons

 

Close:     This will close the Customer Asset screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add:     This will bring up the ‘Detail’ tab for entry of a new Customer Asset

 

Save:     Not applicable to the History panel

 

Cancel:     Not applicable to the History panel

 

Delete:     Not applicable to the History panel

 

Related:     This will bring up a list of functions that are related to the Customer Asset.    You may open and maintain information in those screens whilst still remaining in the Customer Asset screen.

 

Reports:     This will bring up a list of Reports that are related to the Customer Asset.   You can immediately run the report whilst still remaining in the Customer Asset screen.