Equipment represents assets or items that a Customer has that you want to track or create a service history for.
Examples of Equipment includes:
- Air-conditioning Units
- Emergency Lighting
- Machinery
- Pumps and filters
- Pools
Note: Where a Customer has many Locations, the Equipment should be imported against the Site Customer at which the Equipment is physically located.
Importing Customer Equipment
Equipment can be imported via an Excel Workbook downloaded from the Customer List.
1. Click on Customers in the Main Navigation.
2. In the Import/Export menu click Download Import Template.
3. There are 3 tabs in the Import Template:
- Customer – useful for creating additional sites if needed.
- Contacts – enables you to create the Site Supervisors, managers or other Contacts linked to the Customers.
- Equipment – Details of the Equipment or Assets that will be serviced.
See image below showing the import template and one of the sheets is "Equipment" where you need to enter your equipment details for import.
Important Note
Do not change the template sheet names as well as the column names as that will cause the import process to become unsuccessful.
4. Enter the Equipment Details:
Column | Description | Required |
|---|---|---|
Customer Import ID or Name | Name of the Site Customer or Customer where the Equipment is physically located. | Yes |
Equipment Number | Unique number for the Equipment at this Site. E.g. AC1, EML01 | Yes |
Equipment Name | Descriptive Name of the Equipment | No |
Location | Details of where the Equipment is on site. E.g. Near main stairs | No |
Model Number | Model Number of the Equipment | No |
Serial Number | Serial Number of the Equipment | No |
Supplier | Related Supplier | No |
Equipment Type | Represents the Type of Equipment. For example, Emergency Lighting. | Yes |
Installation Date | Date on which the Equipment was installed | No |
Commission Date | Commissioning date of the Equipment if applicable. | No |
Warranty Expiry | Date of Warranty Expiry | No |
Service Period Start | Date of the first service to be done in Ascora | Yes |
Service Period End | End of the Service Period. Note: If specified Ascora will not create services automatically after this date. | No |
Notes | Free text describing the Equipment | No |
Notes:
- The Customer and Equipment Number shall be used to determine if the Equipment already exists in Ascora. If an existing Equipment was found it will be updated rather than creating a duplicate.
- Equipment Type determines the frequency at which the Equipment is serviced.
5. Save the populated Excel workbook, then under the Import/Export menu click the Import option then select the Excel Workbook. Ascora will commence importing the specified details.
Ascora will now process the Customers, Contacts and Equipment from the Excel Workbook and created/update the necessary records.
Enabling Pass/Fail tests
Some Equipment only requires a basic Pass/Fail result with comments. This can be enabled under the Administration menu → Defaults.
1. Under the Administration menu, click on Defaults.
2. Scroll down to the Equipment box on the left and tick the Enable Pass/Fail checkbox.
3. Click Save in the top-right corner.
Not Tested / Pass / Fail will now be displayed on all Job Equipment in the system on both the Ascora Web and Mobile Apps.
Special Templates for Equipment Record or Equipment Defect Record can be created. Any such Templates would be available from the Jobs screen. Both Templates list the Equipment in Equipment Type, then Equipment Number order.
Equipment Record – display the Pass/Fail results and details for all Equipment regardless of Test Status.
Equipment Defect Record – will display only those Equipment who have failed the tests.
Equipment Types
Equipment Types define the Service Intervals for a particular category of Equipment. An Equipment Type can contain many intervals.
For example we can create an Equipment Type of Aircon that has service intervals of Quarterly, Bi-Annual and Annual. When the service is being calculated and if the dates overlap, Ascora will choose the least often one.
Note: Before creating an Equipment Type that has Service Intervals, you will need to create a basic Job Template. This Job Template will be used for creating an Job whether Automatic or Manually created.
When editing an Equipment Type, selecting a Service Interval will display the details below.
Frequency – How often the Interval occurs.
Start – When the Service Interval should start after the Equipment Start Date – generally this should be set to Immediately after Service Start Date.
End – When the last Service should be created or this Interval afte the Start Date. Generally this should be set to Ongoing. If you need to stop the Services for a piece of Equipment this can be done at the Equipment Level.
Create Jobs – Specify whether you want Ascora to automatically create the necessary Jobs based on the Service Interval or if they will be manually created via the Maintenance Planner.
Equipment Grouping – Specify if a Job should be created for each piece of Equipment or if the multiple pieces of Equipment for the Customer that have the same Service Date should be grouped onto a single job.
Automatic Job Creation
Ascora allows you to associate a Stock Location with a User. When they are performing inventory actions, the selected location will then be defaulted to the specified one. For example, you will want to set the Stock Location to the Van driven by a particular tradesman.
1. Navigate to the Users under Administration → Users.
2. Select the related User for which we want to set the Stock Location.
3. In the Details area select the Stock Location for the User.
4. Click Save.
Note: When Jobs are being completed on the Mobile Apps, the Stock used on the Job will automatically be taken out of the default Stock Location.