EH - Equipment
This is a multi-purpose program that allows you to:
- Search for existing equipment records using specific criteria.
- Produce a list of existing equipment with the ability to drill-down and view or edit equipment details.
- Print a listing of equipment (that was returned based on your search filters).
- Add new equipment records.
Adding New Equipment
Click the 'New' icon at the top of the screen to add a new equipment record.
Viewing and Editing Equipment Records
To view or edit existing equipment records, use the search screen to select records from the database.
You can filter your search to include equipment of a particular status.
The status of an individual piece of equipment could be:
- In Stock.
- On Loan.
- Lost.
- On Hold.
- Retired.
You can also use fields from the equipment master record or a range of purchase dates and amounts as additional filters for your selection.
Click the 'Go' button (or press 'Enter') to execute the search and populate the 'Equipment List' screen.
This list screen will display the equipment matching your search criteria initially sorted by 'Description'.
The records on this screen can be re-sorted by clicking on the heading links in the 'Equipment List'.
Select the 'Print' icon to generate a report on the equipment displayed in the 'Equipment List'. Various sorting and formatting options are displayed and you can select the type of file and layout you wish to use. Click 'Go' to create the report.
Click the 'View' or 'Edit' links in the 'Action' column to access the full equipment record.
Upload Equipment
An alternative to manually keying equipment records is to use the 'Upload Equipment' button at the top of the screen. Data from a Microsoft Excel spreadsheet that has been saved as a CSV file can be uploaded.
Important!
For the equipment upload to be successful, the spreadsheet must conform to the specifications that follow.
The spreadsheet must be saved in comma-delimited (CSV) format exactly 15 fields long (including the optional values), containing the following columns:
Column | Field Name | Field Type/Size | Field Description |
|---|---|---|---|
A | Description | Char(60) | Mandatory. |
B | Serial Number | Char(30) | Optional. |
C | Barcode | Char(30) | Optional. |
D | Category code | Char(4) | Mandatory. Must be a valid code set up in the program Student Admin > Equipment Hire > Setup Information > Equipment Hire Setup on the 'Categories' tab. |
E | Brand Code | Char(4) | Mandatory. Must be a valid code set up in the program Student Admin > Equipment Hire > Setup Information > Equipment Hire Setup on the 'Brands' tab. |
F | Department Code | Char(3) | Optional. Must be a valid code setup in program Student Admin > Student Records > Setup Information > Student Records Setup on the 'Subject Depts' tab. |
G | Hire Charge | Decimal(16,2) | Mandatory. The Hire Charge must be greater than or equal to zero. |
H | Replacement Charge | Decimal(16,2) | Mandatory. The Replacement Charge must be greater than or equal to zero. |
I | Purchase Date | Datetime | Optional. The date format must be either DD/MM/YYYY or YYYY–MM–DD. |
J | Cost Amount | Decimal(16,2) | Mandatory. The Cost Amount must be greater than or equal to zero. |
K | Supplier Code | Char(8) | Optional. Must be a valid Supplier Code in program Finance > Accounts Payable > Supplier Information > Suppliers. |
L | Warranty Flag | Char(1) | Mandatory. Must be 'Y' or 'N'. |
M | Warranty Expiry | Datetime | Optional. The date format must be either DD/MM/YYYY or YYYY–MM–DD. |
N | Load Period Code | Char(4) | Mandatory. Must be a valid code set up in the program Student Admin > Equipment Hire > Setup Information > Equipment Hire Setup on the 'Loan Periods' tab. |
O | Extended Details | Varchar(4000) | Optional. |
After you click the 'Upload Equipment' button, the 'Upload Equipment' screen will be displayed.
Use the 'Browse' button to locate the .csv file that you intend to upload.
Click the 'Go' button.
The system will validate the file to ensure that it meets the format described above.
If validation is unsuccessful, the program will produce an exception report. You will need to address the issues in the .csv file and re-import the data.
General Tab
| Fields that require detailed information | |
|---|---|
Status | In Stock Indicates that the item of equipment is available to issue to students using program Student Admin > Equipment > Equipment Processing > Equipment Issue & Return. On Loan Indicates that the item of equipment has been issued to a student (or employee) using program Student Admin > Equipment > Equipment Processing > Equipment Issue & Return. The 'Status' field cannot be updated when the equipment has a status of 'On Loan'. Lost Indicates that the item of equipment has been recorded as Lost using program Student Admin > Equipment Hire > Special Processes > Generate Lost Equipment Charges. The 'Status' field cannot be updated when the equipment has a status of 'Lost'. Equipment can be 'Reinstated' from 'Lost' to 'On Loan' using the 'Reinstate' option in the 'Equipment List'. On Hold Placing an item of equipment 'On Hold' will stop it from being issued to students (or employees) using program Student Admin > Equipment > Equipment Processing > Equipment Issue & Return. Retired An item of equipment that has been damaged or that is to be removed from future use can be 'Retired'. Important! Equipment that is currently 'On Loan' or 'Lost' cannot be 'Retired' until it has been returned or reinstated. |
Description | A 40 character field to describe the equipment, e.g. Electric Guitar. |
Brand | Use the dropdown list to select the brand of this item of equipment. |
Serial Number | Use this field to record the serial number of this item of equipment. |
Barcode | If using barcodes to identify equipment, use this field to enter the barcode number of this item of equipment. Barcode numbers must be unique. |
Category | Use the dropdown list to select a category for of this item of equipment. Examples of Categories:
|
Department | Use the dropdown list to select a department for this item of equipment. |
Loan Period | Use the dropdown list to indicate the duration that this item of equipment can be loaned for. |
Hire Charge | This is the amount that will be charged for the hire of this item of equipment. The program Student Admin > Equipment Hire > Special Processes > Post Charges to Parent Accounts is used to transfer the total charges, for all equipment hired, to the respective parent accounts. |
Replacement Charge | This is the amount that will be charged to student's parents for not returning this equipment. The program Student Admin > Equipment Hire > Special Processes > Generate Lost Equipment Charges is used to transfer the total charges for student's lost equipment to the respective parent accounts. |
Date Purchased | Use this field to record the date that this equipment was purchased. |
Cost Amount | This is the amount that the school originally paid for this piece of equipment and is for information purposes only. |
Supplier | Use the 'Lookup' icon to search and select the supplier from whom this item of equipment was purchased. |
Warranty | Use this field to indicate if this item of equipment came with a warranty. |
Warranty Expiry | Use this field to indicate when the warranty for this item of equipment will expire. |
Extended Details Tab
This tab is used to record additional information about this item of equipment.
The 'Details text' field allows for the entry of up to 4000 characters.
Notes Tab
This tab displays notes that relate to the item of equipment currently being viewed.
The 'View', 'Edit' and 'Delete' links allow you to action existing notes individually.
To add a new equipment note, select the 'Add Note' button.
Notes can also be categorised by the school.
TASS.doc is a feature that allows the operator to attach any type of file to a note which can be viewed by all authorised users of the 'Equipment Notes' screen. An attachment is signified by the 'Paperclip' icon. Attachments can be added to the note by clicking the 'Browse' button and selecting the required file to attach from within the school's network. Once the file has been attached the original can be moved or deleted.
Examples of attachments for equipment could be digital photographs of the equipment, authenticity papers or maintenance records.
Select the 'Print' icon at the top of the screen to generate a report on the records in the 'Notes' tab.
'Start Date', 'End Date' and 'Note Category' fields can be used as 'Search Criteria'.
Loan History Tab
This is an information tab only. It displays a history of all student and employee borrowings for this item of equipment.
Click the 'Print' icon at the top of the screen to produce an 'Equipment Loan History' report for this item of equipment.
Reinstating Lost Equipment
Individual copies of equipment that has previously been 'Lost' can be reinstated by clicking the 'Reinstate' option in the Action column in the 'Equipment List'. Doing so will update the status for this item of equipment from 'Lost' to 'On Loan'.
The 'Reinstate' option will only be displayed where the equipment has a status of 'Lost'.
Equipment is flagged as 'Lost' using program Student Admin > Equipment Hire > Special Processes > Generate Lost Equipment Charges.
Important!
When reinstating equipment that has been 'Lost', the system will check whether a Lost Charge to the parent has been processed using program Student Admin > Equipment Hire > Special Processes > Generate Lost Equipment Charges. If a charge has occurred, a message will be displayed.
The Equipment Hire module does not generate credits to parent accounts when 'Lost' equipment is reinstated. If applicable, the credit would need to be processed manually.
Deleting Equipment Records
Items of equipment can only be deleted using the 'Delete' link in the 'Action' column where:
- There is no record of the equipment being loaned to students.
- The equipment record has a status of 'On Hold'.
Equipment that has loan records should be 'Retired' if no longer used by the school.