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USER MANUAL
COPYRIGHT © 2009
Eagle Technology, Inc.
All rights reserved.
Phone: +1-262-241-3845
In US: +1-800-388-3268
Fax: +1-262-241-5246
www.eaglecmms.com
sales@eaglecmms.com
TRADEMARKS
ProLink III, ProTeus and ProTeus V are trademarks or registered trademarks of
Eagle Technology, Inc. All other trademarks referenced are the property of their
respective owner.
Revision 02/09
INTRODUCTION.............................................................................................17
Registration ...................................................................................................31
Any Comments?............................................................................................33
Installation .....................................................................................................37
System Requirements..................................................................................37
System Response Time...............................................................................38
Installing ProTeus V.....................................................................................38
Upgrading ProTeus V ..................................................................................38
A note about the Microsoft Windows 2000/XP Multilingual User Interface
(MUI) ...........................................................................................................38
Table of Contents 5
Dashboard................................................................................................... 52
Date Fields/ Calendar.................................................................................. 53
Date Field Formats...................................................................................... 53
Description Tab ........................................................................................... 53
Drag and Drop Function .............................................................................. 54
Drop-down Lists .......................................................................................... 54
Fields & Field Labels ................................................................................... 55
Floating Numeric Characters....................................................................... 56
Lists............................................................................................................. 57
Master File .................................................................................................. 57
Query Dialog Box ........................................................................................ 58
Quick List Tab ............................................................................................. 58
Quick Screen............................................................................................... 60
Record ........................................................................................................ 61
Record View................................................................................................ 61
Required Fields ........................................................................................... 61
Sending Data to Microsoft Word.................................................................. 61
Sorting Order............................................................................................... 62
Tabs............................................................................................................ 62
Time Fields/ Clock Icon ............................................................................... 62
User Fields Tab........................................................................................... 62
The Basics..................................................................................................... 71
Overview of the Basics................................................................................ 71
Querying Records......................................................................................... 77
Query Dialog Box ........................................................................................ 77
Exceptions................................................................................................... 78
6 Table of Contents
View Summary/ New Search Buttons ..........................................................79
Radio Buttons ..............................................................................................79
Query from a Quick List ...............................................................................80
Default Query ..............................................................................................81
REFERENCE ..................................................................................................89
Approvals.......................................................................................................91
Overview of Approvals .................................................................................91
Enabling Approvals in the Rights application ...............................................91
Approvals Tab .............................................................................................92
Approving a Work Order ..............................................................................93
Prerequisites to being able to approve.........................................................93
Archive...........................................................................................................95
Overview of Archive.....................................................................................95
Archiving Data .............................................................................................95
View Archived Data .....................................................................................95
Quick Printing Archive Reports ....................................................................96
Purge...........................................................................................................96
Blanket PO .....................................................................................................99
Overview of Blanket PO...............................................................................99
Creating Blanket Purchase Orders...............................................................99
Viewing Releases ......................................................................................100
Deleting Blanket POs................................................................................. 100
Table of Contents 7
Closing Individual Work Orders ................................................................. 104
Closing Multiple Work Orders.................................................................... 104
Overriding Next Scheduled Date ............................................................... 105
Multi-Currency............................................................................................. 159
Overview of Multi-Currency........................................................................ 159
Setting Up Multi-Currency Manager ........................................................... 159
Choosing Client Currencies ....................................................................... 162
Currency History ........................................................................................ 163
Set Local Currency ....................................................................................164
Table of Contents 9
Add an Employee ...................................................................................... 182
Attach/Change/Delete Labor on Multiple Records ..................................... 183
Specify the Tools....................................................................................... 184
Activating a Work Order ............................................................................ 184
10 Table of Contents
Purchasing History Master File .................................................................. 211
Overview of Purchasing History Master File............................................... 211
Purchase Order History Printing ................................................................ 211
Archive a Closed Purchase Order.............................................................. 211
Scheduling................................................................................................... 227
Overview of Scheduling ............................................................................. 227
Functions of Scheduling............................................................................. 227
Tree Navigation ......................................................................................... 227
Color Codes............................................................................................... 228
View by Year ............................................................................................. 229
View by Month ........................................................................................... 229
View by Week............................................................................................ 231
View by Day............................................................................................... 232
View by Job Number.................................................................................. 233
View by Equipment .................................................................................... 234
View by Employee ..................................................................................... 235
View by Customer......................................................................................236
Resource Assignment................................................................................ 236
Rescheduling Work.................................................................................... 239
Skip PM ..................................................................................................... 241
Activate PM ............................................................................................... 241
M-Site........................................................................................................... 277
12 Table of Contents
Overview of M-Site ...................................................................................277
Mobile........................................................................................................... 281
Overview of Mobile ....................................................................................281
Rights........................................................................................................... 307
Overview of Rights..................................................................................... 307
Logging into Rights .................................................................................... 307
Groups and Logins .................................................................................... 307
Adding a User to a Group using MSDE database ...................................... 308
Adding a User to a Group using an Oracle database ................................. 308
Adding a User to a Group using Microsoft SQL Server .............................. 309
Module Rights............................................................................................ 310
History Rights ............................................................................................ 311
Function Rights.......................................................................................... 312
Option Rights............................................................................................. 313
Report Rights............................................................................................. 314
Table of Contents 13
Settings ....................................................................................................... 317
Overview of Settings ................................................................................. 317
Work Orders Tab....................................................................................... 317
Approvals Tab ........................................................................................... 319
Purchasing Tab ......................................................................................... 320
Miscellaneous Tab .................................................................................... 321
Set Non-Working Days Tab....................................................................... 322
Table of Contents 15
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16 Table of Contents
Introduction
Welcome to ProTeus V
ProTeus V Modules
Technical Support
Training Services
Implementation Services
About This Manual
Registration
Any Comments?
Introduction 17
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18 Introduction
Welcome to ProTeus V
Welcome to ProTeus V™ Computerized Maintenance Management Software.
ProTeus V provides efficient and user-friendly asset and maintenance
management. It includes all of the features needed by most maintenance
departments to organize and efficiently manage their operations. For example,
it enables a company to record information on building equipment and vendors,
keep an inventory of parts, issue work orders when the equipment needs repair
or preventive maintenance, and can store and assign maintenance tasks.
ProTeus V also includes a host of informative reports to help meet ISO 9000
Quality Control and Joint Commission Standards.
ProTeus V runs in the Windows® 2000 and XP environments. It is menu-driven
and possesses a toolbar and a record Navigator to make it user friendly.
Extensive computer knowledge is not needed to put ProTeus V to work.
ProTeus V is designed for office buildings, hospitals, universities,
manufacturing plants, warehouses, hotels, schools, and any other organization
where maintenance is vital to the operation.
All ProTeus V information is stored in a fully relational database, which provides
the flexibility, rapid access, and efficiency to accommodate greater amounts of
data as a company’s information level grows.
Introduction 19
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20 Introduction
ProTeus V Modules
ProTeus V contains various modules to provide effective and efficient operation
of any maintenance department.
Module Description
Causes Quickly identify the causes of equipment failure.
Customer Versatile module. Can be used to classify to whom certain
equipment “belongs”.
Demand Plan and create routine, but unscheduled, maintenance work
Maintenance orders.
Template
Demand Create and record maintenance work orders in response to
Maintenance Active service requests, emergency breakdowns, or other non-
routine maintenance requests.
Demand Keep a historical record of all demand maintenance
Maintenance History performed.
Equipment Track the details and costs of equipment.
Inventory Record all parts and supplies.
Labor Craft Develop and store records for grouping and classifying
maintenance personnel by specific craft, skill level, or function.
Employee Maintain up-to-date personal employee information, labor
rates, and labor craft codes for each maintenance worker.
Move Ticket History Contains records for all inventory items which were moved
between stockrooms.
Preventive Develop, assign, and schedule preventive maintenance work
Maintenance Master orders.
Preventive Holds the active preventive maintenance work orders until the
Maintenance Active work has been completed.
Preventive Store the historical records of all preventive maintenance
Maintenance History performed.
Purchasing Create purchase orders/requisitions and reorder stock.
Purchasing History Stores closed purchase orders.
Receiving Accesses a receiving log, which allows the user to record
parts received from a purchase order.
Receiving History Stores closed receiving logs.
Reports Create and print customized or pre-formatted reports and
graphs.
Scheduling View active work orders, labor needed and hours by day,
week, month or year.
Stockroom Add, modify, and delete inventory stockrooms.
Tasks Quickly identify the task that needs to be performed by
scrolling through sets of defined tasks.
Time Card Quickly update labor hours worked, by employee.
Transactions Access a transaction log, which allows the user to adjust
physical inventory quantities.
Transactions History Stores historical transaction logs.
Vendors Record all vendors and cross-reference to equipment,
subassemblies, and parts.
Introduction 21
Module Description
Optional Modules Alarm Interface, Audit Trail, Barcode, ERP Interface,
Equipment Load, PM Tasks, Metasys Interface, M-Site,
Mobile Interface, Standard Service Request, Web Browser
Service Request
22 Introduction
Technical Support
ProTeus V includes 30 days of free technical support. Eagle Technology’s staff
of support specialists will assist you with installation, answer any questions and
resolve problems that may arise in the use of this software. After this
complimentary support has expired, the customer is encouraged to purchase
an annual or multi-year support subscription through Eagle Technology.
Eagle Technology support specialists are available to assist customers with
questions pertaining to the functionality and use of ProTeus V. However, it will
be the customer’s responsibility to secure maintenance services for hardware,
third party software and defective devices.
In order to provide effective support to our customers we ask that they possess
a basic understanding of ProTeus V. A basic understanding of PC operating
systems and Microsoft Windows will also assure customers receive the full
benefit of support from our support specialists.
Eagle Technology support specialists are available by telephone at 1-800-388-
3268 or 1-262-241-3845 Monday through Friday between 8:00 am and 5:00 pm
CST. You can also e-mail us at support@eaglecmms.com and find us on the
Internet at http://www.eaglecmms.com.
Introduction—Technical Support 23
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24 Introduction—Technical Support
Training Services
Knowing how to properly use ProTeus V is the first step in gaining the most
benefit from your CMMS investment. Eagle Technology offers web-based, in-
house and on-site training to teach users how to make the most of their
program. Our instructors will teach your users the best and easiest methods to
run the application, enter data, and create schedules.
Contact an Eagle Technology Sales Representative for training dates, and/or to
schedule on-site training for your facility. Additional information can be found
on our website at www.eaglecmms.com.
Introduction—Training 25
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26 Introduction--Training
Implementation Services
Eagle Technology understands the potential difficulties that may be
encountered when implementing a CMMS product. Therefore, we offer a
complete implementation service called ProStart. As the name states, this is a
fast way to get your system up and running.
ProStart Implementation ensures timely installation, guarantees successful data
population, includes on-site training, and allows for complete testing of the
system before "real world" implementation.
This work is all performed at the customer’s facility for their convenience. The
timeframe will be dependent on the quantity of assistance needed.
Contact an Eagle Technology Sales to schedule on-site implementation
assistance for your facility.
Introduction—Implementation 27
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28 Introduction--Implementation
About this Manual
This manual is a learning and reference guide for the ProTeus V program. It
explains everything necessary for effectively using ProTeus V. It presumes the
user knows the basics of using Microsoft Windows with a mouse, such as
how to execute an application from a window, how to open, close, and resize
windows, and how to use dialog boxes.
This manual is divided into six major sections:
Introduction: Provides an overview of ProTeus V and the organization of this
manual.
Learning the Basics: Defines system requirements, and describes the
primary menus and toolbar items. Introduces maintenance management and
ProTeus V. Explains terms used by ProTeus V and provides recommendations
for entering data. Provides instruction on basic procedures, such as adding
and deleting records.
Reference: Contains instructions and information for all modules and functions
available with ProTeus V. The section is organized alphabetically.
Additional Modules: Contains instructions and information on additional
modules available with ProTeus V.
Database Administrator: Contains instructions and information for the
database administrator.
Appendix: Contains sample worksheets, definition of database fields, and a
glossary.
Introduction- 29
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30 Introduction
Registration
Please fill out the following registration form and mail or fax this form to register
ProTeus V and begin receiving technical support.
ProTeus V
USER REGISTRATION
To take advantage of customer support services for ProTeus V, you must be
enrolled in the Customer Support Plan. Initial, free telephone support is
provided for 30 days. Please fill out this registration form and
Fax to: (262) 241-5248 or
Mail to: Eagle Technology, Inc.
10500 N. Port Washington Road, Mequon, WI 53092
ATTN: Customer Support.
Please print.
-----------------------------------------------------
For Office Use: Date Received: _____/_____/_____
Introduction 31
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32 Introduction
Any Comments?
If you have any comments about this manual or suggestions for how this
manual could be made more useful, please feel free to call us at 1-262-241-
3845, 1-800-388-3268 or send an email to sales@eaglecmms.com.
Introduction 33
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34 Introduction
Learning the Basics
Installation
Maintenance Management Concepts
Getting Started
Terms and Concepts
Gathering Data
The Basics
Hardware PC Platform
Requirements
Recommended = 1 GHz or greater
Memory
Recommended = 512 MB or greater
Hard Disk
100 MB for the program, 100 MB minimum for database (for Expert or
Professional), Enterprise databases require 725 MB minimum on server
Accessories
CD-ROM Drive and Windows compatible printer
Special ProTeus Alarm Interface (PAI) and ProTeus Mobile - requires using Windows
Considerations 2000 Professional or Windows XP Professional. See Technical Information for
list of supported Control Systems.
ProTeus Mobile - requires customer furnish Palm Pilot hardware with Palm OS
3.5 or later.
System The system response time is dependent on the number of active users, the
Response Time processor speed of the Client and Server hardware, the speed and traffic on the
network, the size of the CMMS database, and the complexity of the specific
function being completed.
Installing Installation instructions will vary, depending upon which version of ProTeus V is
ProTeus V being installed. Please refer to the documentation included with the ProTeus V
software CD for complete installation instructions. These instructions can be
found in the /doc directory.
Upgrading Instructions on upgrading the ProTeus V software to a newer version will vary,
ProTeus V depending upon the version and type of database server. Please refer to the
documentation included with the ProTeus V upgrade for complete instructions.
A note about ProTeus V is directly compatible with the Windows 2000 Professional and XP
the Microsoft Professional Multilingual User Interface (MUI) feature. This feature allows each
user of a workstation to store their languages preferences in their Windows
Windows
user profile. When a user logs onto the computer, Windows will open in the
2000/XP user’s preferred language. This was done to allow ProTeus V workstations to
Multilingual be shared by users who speak different languages. When a user logs onto
User Interface ProTeus V, the software looks at a user’s stored language preference (in
(MUI) Regional Options) in the MUI and opens the appropriate language version of
ProTeus V (if installed).
Why is Maintenance management is important for several reasons. The first is the fact
Maintenance of growing building complexity. Today’s buildings are becoming more
automated, and automation adds to complexity. In industrial/commercial
Management
buildings, health care facilities and campus labs, automated HVAC, electrical,
Important? electronic and pneumatic systems, auxiliary power, and special environmental
technologies are becoming more and more common. The potential cost of
breakdowns to these critical systems is becoming an increasing risk to building
management. Reduced staffs are being asked to do more, with increasingly
complex buildings.
The second reason is competition. With competitive marketplace pressures
increasing, building owners and managers are striving to find new and better
ways to contain and control the costs of doing business. As a result of
economic pressures, an area long neglected -- building equipment maintenance
management -- is becoming recognized as another potentially productive,
profitable field of management. Today’s managers are focusing on building
operations with the goal of cutting costs and improving the efficiency of
maintenance and engineering departments.
Third, maintenance management is important because the potential costs for
doing nothing are high. Industry statistics show that of the billions of dollars
spent annually to maintain production plants, commercial buildings, educational
and health care facilities and equipment, over one-third is wasted due to poor or
inadequate maintenance management.
When scheduled maintenance is not followed, premature breakdown is a
certain outcome. The attendant costs of breakdown do not stop with equipment
repair and replacement—there are also the realities of work stoppage,
production downtime, displacement of building occupants, uneven work loads,
overtime, and emergency inventory purchasing.
The fourth and last reason is that the old ways do not work anymore.
Historically, most systems for managing maintenance activities have been
manual, everything from index cards and memo files to wall-mounted log
boards. These methods are cumbersome, incomplete, and ineffective. What’s
At this point, the user must enter his/her login name and password to start the
ProTeus V application.
A unique login name and password should already be set up by the database
administrator for each individual who will be using the program. Please refer to
the Rights section for more information on creating logins.
Users have three chances to login correctly. If the third attempt is incorrect, the
ProTeus V Login window will close.
After the user enters a valid login name and password, the ProTeus V
application is loaded, and the main menu displays.
Main Menu
Main Menu The ProTeus V main menu screen is displayed whenever a Master File is not in
use, or when ProTeus V is first opened. The main menu is comprised of a
menu bar, menu shortcut icons, and a background bitmap or a dashboard
report (if selected).
The menu bar provides access to all ProTeus V options. It is always displayed
at the top of the application window. To select a menu option, position the
mouse pointer (arrow) over the word and click the left mouse button once. The
following options are available from the menu bar: Assets, Maintenance,
Personnel, Purchasing, Other, Reports, Windows, and Help. Each of these
options has its own submenu, which drops down on the screen when that
option is selected.
Shortcuts to the most commonly used main menu options are displayed on the
left side of the screen.
The background bitmap on the right defaults to the ProTeus V screen, but can
be changed. See Background Bitmap or Dashboard in Terms and Concepts
section for more details.
Navigator ProTeus V also includes a Navigator to help the user perform common tasks in
each Master File. The Navigator is located to the right of the Toolbar buttons,
while a Master file is on-screen. This Navigator Toolbar allows the user to
insert, delete, edit, cancel, refresh the data, and save records, as well as move
through a Master File. All buttons include ToolTips to assist the user.
Navigator
Go to first record
Go to prior record
Go to next record
Go to last record
Delete record
Post edit
Refresh
Assets Menu The Assets Menu allows the user to access and edit equipment, inventory,
and transaction information, as well as view transaction history information.
The Exit option quits the program.
Assets Menu
Maintenance Menu
Personnel Menu
Labor Craft Allows the user to add, delete, modify, or view labor codes
and their descriptions.
Employee Allows the user to add, delete, modify, or view employee
information.
Time Card* Allows employees to update labor for PM and DM work
orders.
* not available with ProTeus V Expert
Purchasing The Purchasing Menu allows the user to edit vendor information, reorder parts,
Menu create and print purchase orders, record parts received, and view purchasing
and receiving history.
Purchasing Menu
Other Menu
Options: Query Allows the user to specify the path of saved queries.
Path
Options: Report Allows the user to specify the path of saved reports.
Path
Options: OSHA Allows the user to specify the path of the OSHA (or alternate
Path safety site) website.
** Options: E-mail Allows the user to enter his/her e-mail address and SMTP
Setup* Server Name.
Options: Set Allows the user to change the background image.
Background
** Options: Set Allows the user to specify the path of saved drawings and
Drive for other attachments.
Attachments*
Options: Switch Allows the user to set and switch the local client currency
Currency Rate* rate.
** Select Printer Allows the user to select the local printer.
** Cost Center Allows the user access to the Cost Center Manager module.
Manager*
Barcode* Allows the user to interface with the Bar Code Module, if
installed.
MS Project* Allows the user to interface with the Microsoft Project
Module, if installed.
Import Utility* Allows the user to import data from a tab-delimited file.
Group Rights Allows the user to log into the Group Rights program.
Multi-currency Allows the user to log into and access the Currency
Manager* Manager program.
Reports Menu The Reports Menu allows the user to display and print pre-formatted reports,
graphs, and customized reports.
Note: Crystal Reports XI or greater software is needed for report customization.
Reports Menu
Equipment Reports Allows the user to select, display, and print equipment
related reports.
Inventory Reports Allows the user to select, display, and print inventory related
reports.
Maintenance Allows the user to select, display, and print DM and PM
Reports related reports.
Labor Reports Allows the user to select, display, and print labor related
reports.
Vendor Reports Allows the user to select, display, and print vendor related
reports.
Purchasing Reports Allows the user to select, display, and print purchasing
related reports.
Forms Allows the user to select, display, and print work order
forms.
Custom Reports Allows the user to select, display, and print custom reports
created through Crystal Reports.
Windows Menu
Help Menu The Help Menu allows the user to display an on-line version of the ProTeus V
User’s Manual, access Eagle’s Web Site, and display the copyright and version
information for the program.
Help Menu
The Background Image is the image or dashboard report displayed on the right
Background
hand side of the ProTeus V Main Menu. Most bitmaps and reports can be
Image displayed here. To select the background image, choose Options > Set
Background from the Other Menu. Enter the file location of the bitmap or report
to be displayed.
To revert back to the main ProTeus V bitmap, set the bitmap to [drive]:\Program
Files\Eagle\ProTeus V\ProTeusBackground.bmp.
Dashboard The ProTeus Dashboard allows users to view a report of Key Performance
Indicators (KPIs) on the main screen of ProTeus V. The report can be set by
choosing a .rpt file from the Other > Options > Set Background menu. The
default Dashboard report is entitled the Status Report (Dashboard.rpt), and
contains the following information.
Title Criteria
Open Demand Maintenance Work Total count of all active Demand Maintenance work orders.
Orders
Overdue Demand Maintenance Work Total count of all Demand Maintenance work orders where the
Orders date issued is aged over 30 days.
Open Preventive Maintenance Work Total count of all active Preventive Maintenance work orders.
Orders
Overdue Preventive Maintenance Total count of all Preventive Maintenance Active work orders
Work Orders where the Scheduled Date is less than today.
Open Purchase Orders Total count of all open Purchase Orders.
Past Due Purchase Orders Total count of all open Purchase Orders where the Promise
Date is less than today.
Insufficient Inventory Levels Total count of Inventory records that should be ordered where
the On Hand balance is less than the Quantity Allocated for
work orders.
Calendar Pop-Up
2. To quickly choose today’s date, click the calendar button at the end
of the date field.
3. Dates may also be entered manually. However, make sure to type in
the year as a 4-digit number.
Date Field In Windows, confirm the date format by selecting Control Panel and double-
Formats clicking on Regional Options, then the Date tab. In order to run ProTeus V, the
date format must be set to this format: mm/dd/yyyy. This is also the format you
should use within ProTeus V itself, when manually typing in dates.
Description Tab The Description Tab displays a text screen on which miscellaneous information
associated with the record can be entered. It is a “notepad” with which any
relevant information, such as vendor performance, purchasing details,
equipment breakdown history, etc, can be recorded. Data can be typed in
directly, or copied into the description tab by using the keyboard shortcuts
Ctrl+C to copy and Ctrl+V to paste. The window can hold about 400 lines of text
(32 Kb), which should be more than enough to hold any notes. Each new entry
is prefixed with the current date, which can be edited or deleted. Note that if
there were three separate description entries on the same day, each of the
three entries would be prefixed with the same date. All data is saved at
departure from the Description tab, including the date stamp. This automatic
date insertion can be turned off/on through the Settings tab in the Rights
application.
The Description Tab is located in the following Master files: Customer,
Equipment, Inventory, Labor Craft, Employee, Vendors, Purchasing, Blanket
PO (Conditions), PM Master, PM Active, DM Template, DM Active. Please note
that all of the PM and DM Master files contain two description tabs: Work Order
Description and Equipment Description. Work Order Description will typically
Drag and Drop The Drag and Drop function allows the user to easily transfer a record from one
Function area to a list in another. The following lists have the Drag and Drop function
enabled:
Selected Vendor Parts List (Order Detail Tab in Purchasing) Order Detail List
(Order Detail Tab in Purchasing). Description: Inventory items can be dragged
from the Selected Vendor Parts List into the currently selected purchase order.
Reorder List (Order Detail Tab in Purchasing) Order Detail List (Order Detail
Tab in Purchasing). Description: Inventory items can be dragged from the
selected vendor’s Reorder List into the currently selected purchase order.
Available Currencies (Currency Setup Tab in Multi-currency Manager)
Currencies in Database List (Currency Setup Tab in Multi-currency Manager).
Description: Predefined currencies can be dragged from the Available Currency
list into the database of currencies available to ProTeus V clients.
Drop-down Drop-down Lists are selection panels containing a list of choices for the
Lists corresponding field. Drop-down lists are accessed by clicking on the drop-
down arrow to the right of a field.
Drop-down List
There are two types of lists: linked dropdown lists, which refer to a previously
created record in a different master file, and editable drop-down lists. The
remainder of this section focuses on editable drop-down lists.
Fields with editable drop-down lists can be recognized by the Edit Icon
located at the end of the field. Editable drop-down lists are found in the
following modules:
Fields that appear in several different Master Files access the same compiled
list of items. For example, if MECH1 is entered into the Maintenance Code field
in the PM Master File, MECH1 will also appear on the Maintenance Code list
box in PM Active, DM Template, DM Active, PM History, and DM History Master
Files.
All drop-down lists can be searched (filtered) by typing the first few characters
of the item being searched, then pressing the ALT + down-arrow keys
simultaneously.
The process of editing the list of selections through the dialog box will be
dependent on user rights. If the user has been given rights, the user may edit,
as well as add, information to any of the list boxes.
For instructions on adding, modifying, and deleting items on a drop-down list,
please refer to The Basics section of Learning the Basics.
Fields & Field A field is the portion of a database record containing text, logical, or numeric
Labels information. Some fields require data entry by the user, and some fields are
automatically calculated by ProTeus V.
A field label is a heading that describes the value in the corresponding field.
Any field label can be modified by using the Field Name Change application
(not available for ProTeus V Expert).
For instructions on adding, modifying, and deleting items on a list, please refer
to The Basics section of Learning the Basics.
Master File A Master File is a set of information stored in a table, which in turn contains
many individual records. An equipment record in the Equipment Master File is
shown below.
Quick List Tab The Quick List tab displays a listing of all records in the current Master file. The
list is sorted in ASCII sort order by the contents in the first column. The Quick
List can be expanded by right-clicking and choosing Hide Quick Screen. The
following quick list is a complete listing of all equipment records, sorted by
Equipment No.
Each Quick List tab also contains a Search Character box, which can be used
Search Char. to quickly locate a record or group of records. For example, typing the letter F
in the Search Character box moves the record indicator to the first item
beginning with the letter “F”. ASCII order in a Quick List grid is defined as
special characters first, followed by numbers 0-9, then by letters A-Z.
Once a record has been located, by either using the Search Character box or
by scrolling through the list, select the record by clicking on it. Any tabs that are
then chosen will display information for the currently selected record.
Filter by In the PM Active and DM Active Master files, there is an additional query
Employee feature. To see only those work orders for a particular employee, choose
his/her name from the Employee Name drop-down at the top of the QuickList.
Auto Print, Auto Checkboxes for Auto Print and Print Attachments can be found on the PM
Activate, Print Master and DM Template tabs in their respective master files (not available on
Attachments ProTeus V Expert). The PM Master tab also has an additional checkbox for
Checkboxes Auto Activate.
• Checking the Auto Print checkbox for a record enables that work order
to print automatically when it is activated.
• Checking the Print Attachments checkbox will print the files attached to
the work order when Auto Print is also selected.
• Auto Activate will activate all appropriate work orders within the date
cycle or runtime cycle when ProTeus is opened.
On new record creation, Auto Activate will default to checked. Auto Print and
Print Attachments will not be checked.
Right-clicking on a Quick Screen and selecting Hide Quick Screen will hide it
from view. Right-click again to unhide a Quick Screen. This setting will be
retained per Master file, per workstation.
Record View Record View is used to add, delete or modify items on a List. It is accessed by
clicking on the Record View icon in the upper left-hand corner of a list.
Required Fields Required fields are highlighted with blue field labels. Each of these fields
requires data in order to post the current record. The user will not be able to
save a record until all required fields have been filled in. The exception to this
rule is the Completion Date field in PM Active and DM Active, and the
Equipment No. and Equipment Name fields in DM Active. These fields are
required before a work order can be closed.
Sending Data to The Send data to Word option is accessed by right-clicking the mouse button.
Microsoft Word This function can be accessed in most Master files. Choosing this option will
export all data (except for the contents in the Description tabs) from the
currently selected record to a Word document in a list format.
Note: ProTeus V defaults to all upper case letters. It does not sort lower
case letters separately from upper case.
Tabs Each Master file is made up of several tabs, each of which display specific data
that relates to the record selected in the Quick List.
Time Fields/ Times can be added to the time fields in ProTeus V in one of two ways.
Clock Icon
1. Click the clock button at the end of a time field to insert the current time
(as per the settings defined in Regional Options, Time tab in the Control
Panel on the computer).
2. Times may also be entered manually. Use the format HH:MM (AM or PM)
to manually enter times.
User Fields Tab The User Fields tab displays a window which consists of eight extra fields,
labeled User 1 to User 8, into which information not provided on the master file
template can be entered. For example, the condition of a piece of equipment
can be entered in a user field under the Equipment Master File. Each user field
entry can hold up to 30 alphanumeric characters. User Fields can be unique for
each Master file.
The user field label (field name) can be changed by the System Administrator to
fit the company’s needs (not applicable to ProTeus V Expert). Please see
Field Name Change in the Database Administrator section for more information
on changing user field names.
The following Master files have eight unique user fields: Customer, Equipment,
Inventory, PM Master, PM Active, DM Template, DM Active, PM History, DM
History, PM Archive, DM Archive, Employee, Vendors, Purchasing, Purchasing
History and Purchasing Archive. Fields User 1-User 6 are text fields, while
fields User 7 and User 8 contain drop-down list boxes. PM Master and PM
Active share their dropdown lists, and while DM Template and DM Active share
theirs.
After typing in data, either close the Master File window or click on a different
tab. Either of these actions will save any changes.
Note: Keep in mind that Eagle Technology offers the data collection and data
entry services to assist in the gathering and entering of data.
Enter Vendor After gathering the information for vendors, add the vendors to the Vendor
Records Master File. On the Vendor Master File template, fill in all data possible. One
of the required items is a vendor code number. ProTeus V organizes vendors
by this code number. Any code or numbering scheme can be used, as long as
it allows for a meaningful search later. However, if the company’s purchasing
department uses preset numbers to identify vendors, it may be best to use the
same numbers within ProTeus V.
We recommend entering vendor information first, since equipment and
inventory can be easily associated with their vendors, if this information already
exists.
Enter Customer The Customer Master File is used to record information on all remote customer
locations where equipment needs to be maintained. A good example is a
Records
company who owns, or is responsible for maintaining machines at several
different physical customer sites. Each customer record can be linked to
individual equipment records, so it is easy to determine where each piece of
equipment is physically located.
Enter Ship To The Ship To Addresses Master file is used to record addresses for the most
Addresses frequent shipment locations. These addresses may be accessed in the
Purchasing Master file when purchase orders are created.
Enter Inventory After gathering the information on inventory items and recording that
Records information onto the Sample Worksheets found in the Appendix section, create
each item as a new record in the Inventory Master File. The Vendors tab can
be used to associate a list of vendors to each part in inventory. Categorize the
inventory according to the different types, such as electrical, mechanical, or
pneumatic parts. If predefined inventory-numbering schemes already exist,
incorporate those into ProTeus V.
Enter After gathering information on the equipment and recording that information
Equipment onto the Sample Worksheets found in the Appendix section, enter each piece of
equipment as a new record in the Equipment Master File. Equipment may
Records
include:
• CNC machines, presses, conveyors
• Sensors and actuators
• Air handlers, boilers, chillers, fans
• Buildings and grounds
• Vehicles (company cars, vans, trucks, etc.)
Determine some sort of numbering scheme to assign to the equipment. Each
equipment record is required to have a unique Equipment No. If an existing
numbering scheme or system is used by other departments, it may be used
with ProTeus V as long as the numbers do not exceed the 24-character limit. If
an equipment numbering system does not exist, consider developing a logical
numbering system.
When creating a numbering scheme, allow gaps in the numbers to take in
account future growth. For example, separate equipment numbers by 100,
500, or 1,000 for major subgroups. If there is more than one unit of similar
equipment, use a meaningful prefix before a unique suffix as follows:
CHILLER01, CHILLER02, etc.
An existing vendor can be associated to an equipment record by choosing the
vendor from the drop-down list in the Vendor Code field. Likewise, existing
inventory parts can be associated to an equipment record through the BOM (Bill
of Materials) tab.
Enter Labor Labor crafts are used to classify maintenance employees and contractors
Craft Records according to specific craft, skill, or function. These labor crafts can then be
assigned to individual employees and contractors who perform maintenance.
Examples of labor codes are: MECH01, HVAC, MAINT, EL-CON, etc.
Enter Task Tasks are step-by-step instructions that can be attached to Preventive and
Records Demand Maintenance work orders. When assigning Task numbers, we
recommend using a three-digit prefix which designates the type of work being
performed, followed by a unique three-digit number. This will make it easy for
users to locate the proper task(s) when attaching them to a work order.
Prefixes Suffixes
ADJ – Adjustment 001-099 Miscellaneous
CHG – Change 100-199 Mechanical
INS – Inspection 200-299 Electrical
LUB—Lubrication 300-399 HVAC
CAL – Calibration 400-499 Customer
CLN – Cleaning 500-599 Bldg. & Grounds
LOC – Lock out/Tag out 600-699 Facilities
SAF – Safety 700-799 Paint
800-899 Welding
900-999 Plumbing
Examples:
Task No. Description
CHG302 Change air filters if needed
LOC003 Turn off power and lockout machine
INS335 Inspect all belts and hoses for wear
Enter DM The DM Template Master file is used to create templates for commonly
Template occurring breakdowns, repairs, or maintenance that cannot be scheduled.
When a breakdown or repair request occurs, any DM Template record can be
Records
activated by a right-click. The DM Template record is then automatically copied
to the DM Active file.
Please refer to the Reference section for specific informant related to each
module.
The Basics 71
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72 The Basics
Creating, Modifying and Saving
Records
Records Records are the foundation of ProTeus. Make sure that any numbering
schemes take into consideration the ASCII Sort Order. This is vital when
searching for records using the Quick Lists. It is also vital that the information
entered is standardized and accurate. Standardized means that all items are
entered using a predetermined set of rules regarding spaces, periods, dashes,
etc. For example, two users may add the same equipment record with the
same part number, but the system will not recognize that these are duplicates,
because one user entered AH 100, while the other user entered AH-100.
Copying A quick way to create a new record that is similar to an existing record is to use
Records the Copy feature. Records may be copied from within the following Master
files.
Module Copy Checklist
Equipment Equipment Description, BOM, User Fields
Inventory Description, Vendors, Where Used, User Fields
DM Template WO Description, Tasks, Parts, Tools, Labor, User Fields
PM Master WO Description, Tasks, Parts, Tools, Labor, User Fields
Tasks Task
Causes Cause
Vendors Description, User Fields
Customer Description, User Fields
4. A new record containing the copied fields will be displayed. Modify or add
to the record as necessary.
Deleting Follow these steps to permanently delete obsolete or incorrect records from a
Records master file.
Note: Deleted records cannot be restored.
1. Open the appropriate Master file.
2. Once on the record, click the Delete Record button on the Navigator.
The message “Delete record?” appears. Click OK to delete, or Cancel
to stop this operation.
3. If OK is clicked, an additional message may appear, reminding the user that
linked files may also be deleted. Click OK to delete these linked records, or
Cancel to stop this operation.
4. If, upon attempt to delete a record, the message “This record cannot
be deleted. Another file is dependent upon this record”
appears, this means that the record is being used in another master file.
Remove any reference to that record from other areas of the program
before attempting to delete.
On the left side of the Query dialog box is the Fields list box. The fields listed in
this box will vary depending upon which Master file is being used. Two tabs
appear beneath the Fields list. Click on the appropriate tab to toggle between
displaying all of the field names possible for this query and the fields that have
already been added to the query.
Beneath the Fields list box is the Field Order box. Click on the appropriate
radio button to list the fields alphabetically or in their logical (as they appear in
ProTeus V) order.
On the right side of the Query dialog box is a description box. This box will
display the chosen field name at the top, and display one of two search
windows below. These search windows are:
“Search by Value”: (shown above) this window appears when a field is
clicked that requires a single value. A good example of this might be an
equipment number. Beneath the Field Value box is the Search Type box. See
below for an explanation of the Radio Buttons.
“Search by Range”: (shown next) this window appears when a field is clicked
that requires a range of values, for example, active dates.
Some fields are stored as integers in the database. In these cases, the query
Exceptions
filter only works for the integer and not for the displayed value.
Status Field When querying on the Status field (from Equipment Master File), use Exact
Match = “-1” to query on equipment “In Service” and Exact Match = “0” to query
on equipment “Out of Service”.
Distribute Costs When querying on the Distribute Costs field (from PM/DM Files), choose Exact
Field Match = “1” to query on work orders whose costs are distributed and Exact
Match = “0” to query on work orders whose costs are NOT distributed.
Radio Buttons Located on the query screen under Search Type are three radio buttons.
These are used to tell ProTeus V specifically upon which information or group
of information to query.
The radio buttons are:
• Exact Match
• Partial Match at Beginning
• Partial Match Anywhere
Checkbox:
• Show records that do not match
Exact Match Click on Exact Match to select only those records which exactly match the
requested criteria.
Example: User only wants to print work orders for job number JOB01
In Field list, choose: Job Number
In Field Value box, type: JOB01
Select Exact Match radio button.
Results: Only work orders in which JOB No. = JOB01 will be shown.
Partial Match at Click on Partial Match at Beginning to select only those records which begin
Beginning with the letter or number indicated in the Field Value box.
Example: User wants to view equipment numbers that begin with AHU.
In Field list, choose: Equipment No.
In Field Value box, type: AHU
Select Partial Match at Beginning radio button.
Results: Only equipment numbers which start with the letters AHU will be
shown.
Partial Match Click on Partial Match Anywhere to select only those records which have that
Anywhere specific letter(s) or number(s) indicated in the Field Value box somewhere
within their name or number.
Example: User wants to close all work orders for lube jobs.
In Field list, choose: Job Number
In Field Value box, type: LUB
Select Partial Match Anywhere radio button.
Results: Only work orders in which Job No. contains the characters “LUB” will
be shown.
The Basics -- Querying Records 79
Show records Clicking on Show records that do not match shows only records that do not
that do not match match the search criteria that you enter.
Query from a The Query feature is built into the Quick List of most Master files. This allows
Quick List the user to place a filter on the records, so that only records which match the
selected criteria will be displayed. When the Query option is activated from a
Quick List screen, a menu similar to one below displays:
New Query Displays the Query dialog box. Only those records that match the chosen
criteria will be displayed in the template.
Save Query Saves and names a newly defined query.
Load Query Loads a query that has been saved.
Clear Query Clears the current query and displays all records in the current master file.
Edit Query Allows a saved query to be edited.
Save Default Allows users to create a default query, so that any time this module is
Query opened, this saved query is loaded.
Load Default If a default query has been cleared, selecting this option will allow the
Query default query to be reloaded.
Delete Default Deletes the default query.
Query
Query in PM Active
ProTeus V has the ability to save queries for repeated use. Define the location
of shared queries under Other > Options > Query Path. Saved queries are
stored in the query path location as [Module].txt, where [Module] is the name
of the master file the query pertains to. The ability to save queries to a query
path allows the query to be shared on a network drive, so the same queries
can be accessed by other ProTeus V workstations.
Click the Record View button in the upper left-hand corner of a list to access
the Record View window.
The Record View Window includes a Navigator to help the user insert, delete,
and sort, or order, records from the list.
Post edit
Move this record down one line (only appears in a Tasks list)
Adding Items Adding items to a List can be done in one of two ways.
to a List 1. Click the tab which contains the desired list.
2. Click the Record View button in the upper left-hand corner of the list.
The Record View window opens.
3. To add a record to the list from the corresponding Master file, click the
Insert Record button on the Record View Navigator. The screen will
clear, and the user may choose a record from the drop down lists or by
typing the item number or name in the field box.
4. Fill in any other pertinent information.
5. Click OK.
Repeat steps 2 through 5 for each additional item to be added. Each item is
added to the bottom of the list.
6. After all the items have been added, either close the window or click on a
different tab. Either action will save the changes.
Note: Items may also be added to the list manually, bypassing the Record
View function. To manually add an item, select the item directly from the
drop-down list. Use the down-arrow key on the keyboard to insert
another line.
2. Click the Record View button in the upper left-hand corner of the list.
The Record View window opens.
3. Select the record to modify using the Navigator buttons or the drop-down
arrows.
4. Make the changes to the record. Note: Not all fields are editable.
5. Click OK.
6. Close the window or click on a different tab to save the changes.
Items on a list can also be modified by clicking directly in the field on the list.
Deleting an Deleting items from a List can be done in one of two ways.
Item from a List 1. Click the tab which contains the desired list.
2. Click the Record View button in the upper left-hand corner of the list.
The Record View window opens.
3. Select the record to delete using the Navigator buttons or the drop-down
arrows.
4. Click the Delete Record button on the Record View Navigator. The
message, “Delete Record?” appears. Click Yes to remove this item from
the list or No to cancel this function.
Note: Doing so will not delete the record from the Master file; only from the
current list.
5. Click OK.
6. Close the window or click on a different tab to save the changes.
Items on a list can also be deleted by highlighting the item on the list and
pressing Delete on the keyboard. The message, “Are you sure you want
to delete this item?” appears. Click Yes to permanently delete this item
or No to cancel this function.
Note: Do not use the Delete button on the Main Navigator to delete records
from the list, as this will delete the entire record from the ProTeus
database.
Sorting a List Note: Sorting a list is only applicable to tasks (on the Tasks tabs) in the PM
and DM modules.
Tasks lists are sorted by moving individual records up or down on the list. The
order the records appear on the list will be the order they print.
1. Click the Tasks tab in PM or DM.
2. Select the record to move (up or down) by highlighting the item on the list.
Modify the List Columns on most lists, including the Quick Lists on each Master file, can be
Layout changed so that the settings for column ordering and width will fit the user’s
needs. These settings are retained per module, per user, and are stored in the
ProTeus directory as UserName_Grids.eti. The file can be copied onto another
workstation to obtain the same settings. Default settings can be obtained by
deleting this file.
To sort, click on a column header in a list. Drag the column to a new location on
the list. To modify column width, drag the boundary on the right side of the
column heading until the column is the width you want.
The following lists can be modified:
Drop-down List
Selecting an Click on the arrow to the right of a field providing a drop-down list.
Item from a Choose one of the items from the drop-down box by clicking on the desired
Drop-down List selection. That item will then appear in the field on the Master file screen.
Note: Typing in a letter in the drop-down box and pressing the ALT key + the
Down Arrow key simultaneously will filter the list to items beginning with
that letter. Items in the list above what is being searched will not be
visible again until the filter is cleared by deleting the selected item.
Additionally, this filter is automatically applied when an item already
exists in the field.
Adding an Item 1. Click on the Edit Icon or double-click in the field which contains the drop-
to a Drop-down down list to open the drop-down modification window. This window will only
List appear if the current user has been given the appropriate rights.
Note: The Edit Icon for the Cost Center field is located in the Cost Center
Manager, which is accessed from the Other > Options Menu.
2. Click the Add button and type a new entry in the dialog box. To add another
selection, click Add and type in the next selection. When finished adding
entries, click Close to return to the Master file.
Modifying an 1. Click on the Edit Icon or double-click in the field which contains the drop-
Item in a Drop- down list. The drop-down modification window appears.
down List 2. Select the item to be modified, and click Modify.
3. Type the modification in the dialog box, then click OK.
4. Click Close to return to the Master file.
Deleting an Item 1. Click on the Edit Icon or double-click in the field which contains the drop-
from a Drop- down list. The drop-down modification window appears.
down List 2. Select the item to be deleted, then click Delete.
3. If the message “Other records are dependent on this record.
Dependent records must be removed before this record can
be deleted.” appears, this means that the record is being used in
another record or master file. Remove any reference to that record from
other areas of the program before attempting to delete.
4. Click Close to return to the Master file.
Reference 89
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90 Reference
Approvals
Overview of (not applicable to ProTeus V Expert)
Approvals Approvals is an option which can be enabled or disabled in ProTeus V through
the Rights module. In essence, if Approvals is enabled, all PM and DM work
orders must be approved at a pre-defined level before they can be closed.
4. The close level is the required level at which the work order must be
approved at before closure can occur. The close level, by default, is “2”.
The maximum level a work order can be approved at is “5”.
5. The close number is the number of employees (at the level specified in the
Close Level field) required to approve a work order before it can be closed.
The close number is defaulted to “1”.
Reference—Approvals 91
Approvals Tab Once enabled in Rights, a new tab appears in the PM and DM Files called
Approvals. This tab contains five fields: Originator (the creator of the work
order), Employee No., Employee Name, Approval Date, and Approval Level.
92 Reference—Approvals
Approving a 1. To approve a work order, access the PM Active or DM Active file, and select
Work Order the work order to be approved.
2. Right-click and choose Approve from the shortcut menu.
3. A ProTeus V Login dialog box will then appear, prompting for a login name
and password. If the login name and password matches the user that is
currently logged in, the work order will be approved at the employee’s
defined approval level.
Note: Login is case sensitive.
4. When the work order has been approved at the close level, the following will
occur. First the prompt, “Work order has been approved.” will
display. Once the prompt has been acknowledged, a second prompt will
appear, stating, “Work Order has been approved at the close
level. Do you wish to close it?” Answering ‘Yes’ to this prompt
will immediately close the work order. Answering “no” to the prompt will
cause the work order to remain present in the (PM or DM) Active file.
Prerequisites to There are three steps that must be taken before an employee can approve a
being able to work order. He/she must be set up in Rights with a username and password,
approve have a defined approval level, and his/her password must be reconfirmed in the
Employee Master file.
Establishing an The first step before an employee can approve a work order is making sure
Employee’s he/she is set up in the Rights application with a user login and password. See
Login and the Database Administrator Rights section for detailed instructions.
Password
Setting an Before an employee can approve a work order, he/she must have a defined
Employee’s approval level. This level is set in the Approval Level (W.O.) field under the
Approval Level Employee tab of the Employee Master file. This field can contain a value of
between 1 and 5. Approval Level 1 is a standard approval level, and Approval
5 might be a supervisory approval level, for example.
Reference—Approvals 93
Employee Tab
94 Reference—Approvals
Archive
Overview of (not applicable to ProTeus V Expert)
Archive The Archive option is used to archive history records that are no longer needed.
The Archive files have a similar look and feel as their corresponding History
files, however archived files are not included in any history reports.
One or a group of records may be archived at one time. For example, all PM
History records from last month can be archived. Any archived data can be
viewed through the Other > View Archive option.
The databases that can be archived are:
PM History
DM History
Skip PM History
Transactions History
Move Ticket History
Purchasing History
Receiving History
Archiving Data Important: A backup of the database should always be performed prior to
archiving or purging any data. Interrupting the Archive process could result in
lost data or database corruption.
1. Select the record(s) to archive from the Quick List. Use a query to narrow
the list. Multiple records can be chosen by holding down the Control or Shift
key while selecting.
2. When finished selecting records, right-click and choose Archive from the
right-click menu.
3. A message will appear, asking “Are you sure you want to archive
these items?” Click Yes to send the data to the Archive files.
4. When finished, the message “Archive is Complete” appears. Click
the OK button. The selected files are now archived.
View Archived 1. To view archived data, select Other > View Archive from the main menu.
Data 2. Select the corresponding directory to view (DM, PM, PM Shadow, Skip PM,
Move Ticket, Purchasing, Receiving or Transactions).
Note: The corresponding History file must be closed before accessing the
Archive file.
3. Select OK.
4. The archive files look and act similar to the history files, however archived
files are not included in any history reports.
Reference—Archive 95
Quick Printing While in the DM Archive, PM Archive and Purchase Archive Master Files,
Archive Reports archive reports can be printed simply by clicking on the right mouse button and
selecting the Print menu selection from the popup menu.
1. From the DM, PM or Purchasing Archive file, select the record(s) to print.
Use a query to narrow the list.
2. Right-click and choose Print from the right-click menu.
3. The Print Window appears. Follow the normal Printing guidelines as
outlined in the Print Work Orders section of Reference.
Other archive reports can be printed from within the Reports module. See the
Reports section of Reference for more details.
For additional information on how to use queries, see Query in Learning the
Basics.
96 Reference—Archive
Attachment Files
Overview of (not applicable to ProTeus V Expert)
Attachments Any number of attachments can be associated with a record in ProTeus V, and
printed with a work order. These files may include scanned drawings, AutoCAD
files, PDF files, photographs, MSDS files, etc.
Attachments may be viewed from within the Equipment, Inventory, PM Master,
PM Active, DM Template, DM Active, PM History, and DM History master files.
Set the Before attaching a file, the Attachments File path under Other > Options must
Attachments be set. This will be the drive and path where your attachments are located.
Drive
Attach a File To attach a file to a record, follow these steps:
1. Click on the Attachments tab in the Equipment, Inventory, PM Master, PM
Active, DM Template, DM Active, PM History, or DM History master files.
2. Right-click anywhere in the window to activate the Attachments pop-up
menu.
Reference—Drawing Files 97
Other Options Right-click anywhere in the window to activate the Attachments pop-up menu
Printing Attachments can be printed along with a work order manually or automatically
Attachments when the work order is printed.
with a Work To manually print a work order and associated attachments, choose Print Work
Order Order with Attachments from the right-click popup menu in DM Active, DM
Template, PM Active or PM Master files. The work order and attachments will
print out on the spot.
To set attachments to print automatically, both Auto Print and Print Attachments
must be checked for the work order. These checkboxes are found on PM
Master and DM Template tabs of their respective master files.
It is also possible to set the print attachments function in the Inventory Master
file. On the Attachments tab in the Inventory Master file, click the Print WO
checkbox. This will allow attachments associated with the current part print
when the part is assigned to a work order that has the Auto Print function set.
98 Reference—Drawing Files
Blanket PO
Overview of (not applicable to ProTeus V Expert)
Blanket PO A Blanket Purchase Order is a standing order for a predetermined amount
and/or predetermined time period with a vendor. The Blanket Purchase Order
Master file is used to create and edit blanket purchase orders with vendors.
ProTeus V automatically keeps track of the amount left for each PO. Creating
blanket purchase orders will reduce the amount of paperwork required to place
an order, since multiple purchase orders will not have to be written out every
time an order is placed. The same PO number is issued until that PO reaches
its predetermined amount or expiration date.
Note: BPO records cannot be used with currencies other than that for which
they were created.
To create a new Blanket PO, choose the Blanket PO option under Purchasing
Creating
from the Main Menu. Insert a unique Blanket PO Number, choose the
Blanket appropriate vendor code from the drop-down list, and the vendor name will fill
Purchase in automatically. Enter notes or conditions of the P.O. in the Description field at
Orders the bottom of the Blanket PL tab.
Reference—Blanket PO 99
Viewing To view the open requisitions issued against this Blanket PO, click the
Releases Releases tab. A list showing each requisition issued against the blanket PO is
displayed, showing the Requisition No., P.O. No., Requisition Date, Requested
by, and Parts Total.
A list of closed requisitions issued against this Blanket PO appears at the
bottom of the Releases tab.
Deleting In order to delete a Blanket PO record, there cannot be any open purchase
Blanket POs orders which use this Blanket PO number. If an open purchase order exists in
the Purchasing Master File using this blanket PO number, the message “This
record cannot be deleted. Another file is dependent on
this record” appears.
For further instruction on entering, copying, and deleting records, please refer
to The Basics section of Learning the Basics. Additional information on fields
and tables is located within the Appendix section under Database Fields.
100 Reference—Blanket PO
Causes Master File
Overview of Causes are used to track the reasons for equipment breakdowns and part
Causes Master failures. The Causes Master file categorizes the sources of these breakdowns,
and any other conditions that caused the problem. The Causes option can be
File
used when closing a DM Active work order to record the events or conditions
that caused the maintenance problem. A cause number is assigned to the
record so that the same cause description can be selected from the Causes
database again if necessary. Over time, causes can provide valuable
information on the source of many maintenance problems.
For instructions on adding, modifying and deleting records, please refer to The
Basics section of Learning the Basics. Additional information on fields and
tables is located within the Appendix section under Database Fields.
Reference—Causes 101
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102 Reference—Causes
Closing Work Orders
Overview of When a work order is closed, all data for that work order is transferred from the
Closing Work PM or DM Active Master Files to the appropriate PM or DM History Master File.
In addition, all dates, costs, and inventory levels are updated according to the
Orders
values entered on the completed work order.
When a work order is closed, the following occurs:
1. The work order is transferred from the PM/DM Active File to the PM/DM
History Master File. The PM/DM History Master File shows all closed work
orders since the last time its database was archived.
2. For each part used on the work order, a new Qty on Hand is calculated and
written to the Inventory Master File. Also, the Date Last Used field in
Inventory is updated.
3. The actual material and labor costs are calculated as follows and then
written to the Equipment Master File:
4. Material Cost = Qty Allocated (or Qty Pulled) x Unit Cost
5. Labor Cost = Labor Rate for Appropriate Labor Craft for Each Employee x
Hours Taken to Complete Task
6. All dates are updated in the Preventive Maintenance (Demand
Maintenance) History File.
7. Date Last Used in the Bill of Materials (BOM) of the Equipment Master File
is updated for each part used on the work order.
8. The Next Scheduled Date is updated for PMs.
Note: Work order data cannot be modified after the work order is closed.
Note: If Approvals is turned on, a work order must be approved at the chosen
level before it can be closed. This is true no matter which of the above
3 ways you close a record.
Closing Multiple Multiple records can be selected and closed at one time from the Quick List.
Work Orders Select multiple records by clicking on a record and then clicking the Ctrl or Shift
buttons as additional records are selected.
If Close is chosen, and not all of the required information is entered on even
just one record, an error box will appear. This will list the problems that are
preventing work order(s) from being closed, so that they may be addressed.
To close just the valid work orders, click the Close Valid button. Clicking
Cancel will ignore the request to close any of the work orders.
Company Address
For instructions on adding, modifying and deleting records, please refer to The
Basics section of Learning the Basics. Additional information on fields and
tables is located within the Appendix section under Database Fields.
The actual amount of money used from a budget is displayed in the Actual field.
The Remaining field is the Budget (amount) – Actual (amount). The Total field
is the total of the respective column.
Modify a Cost 1. From the Cost Center Manager, choose a cost center from the drop-down.
Center Cost Centers can be searched using the ‘Search Character’ function.
2. Click in the Budget field for each month and set the appropriate budget
amounts.
3. Click the Save button at the bottom of the screen to save any changes.
4. Choose another Cost Center and repeat the steps above or click the Close
button to close the window.
Note: When trying to delete a cost center that is already used in another area
of ProTeus V, the following message will appear: “Other records
are dependent on this record. Dependent records must
be removed before this record can be deleted.”
For instructions on adding, modifying and deleting items to a Drop-down List,
please refer to The Basics section of Learning the Basics.
Changing the Because the Customer Master file is so versatile, users may want to change the
Customer Field field names to better suit the user’s industry.
Names Please see Field Name Change in the Database Administrator section for more
information on changing user field names.
WO List Tab Click the WO List tab to display a read-only listing of all work orders that are
scheduled for this customer. Work orders can be sorted by clicking on the
column headers.
Equipment List Click the Equipment List tab to display a read-only listing of all equipment that
Tab has been assigned to this customer. This listing can be sorted by clicking on
the column headers.
Note: Customers are assigned to equipment in the Equipment Master file.
Work Order
Numbering Work order numbers in the DM Active File are assigned automatically. The
work order numbers may be either date-coded or sequential. The System
Administrator in the Settings option of the Rights application determines this. If
DM WO No. Date Code is selected; ProTeus V numbers the work orders in a
date-code fashion (YYYYMMDDNNN, with “N” being a sequential number
starting with 001). If the DM WO No. Date Code option is not selected, then
ProTeus V numbers the work orders sequentially. Fill in the starting value and
a minimum and maximum range to establish the numbering sequence.
Note: In ProTeus V Expert, DM WO’s always use the Date Code.
To create a new work order, click on the Insert Record button on the
Creating a DM Navigator. ProTeus V automatically assigns a Demand Maintenance work
Work Order order number as soon as the work order is created.
For instructions on entering, copying, and deleting records, please refer to The
Basics section of Learning the Basics. Additional information on fields and
tables is located within the Appendix section under Database Fields.
Quick List- - The Quick List tab displays a listing of all records in the DM Active file. To see
Filter by only those work orders for a particular employee, choose his/her name from
the Employee Name drop-down, located on the Quick List screen.
Employee
Assign To Window
Note: If the Pull/Restock option is clicked under Settings in Rights, then the
Material cost will only be updated on parts that have been pulled.
Equipment Tab
Notes for a piece of equipment can be entered on the lower half of the
Equipment tab. Any changes made here are reflected in the Description
section of the Equipment Master File.
The Schedule tab is used to specify estimated downtime and requested time
Record DM
and date for maintenance. Follow these steps to record scheduling information
Scheduling associated with a DM job prior to performing the job.
Information
1. Click the Schedule tab.
2. Enter information as necessary, including Estimated Down Time and Date
and Time Required. Actual Down Time, Completion Date, Time Completed,
Date Started and Time Started will be entered AFTER the work order has
been completed.
Note: To enter dates and times, refer to the Date Fields and Time Fields
sections in Learning the Basics.
3. After completing all scheduling operations, either close the file window or
click on a different tab; either action will save any changes.
Schedule Tab
For instructions on entering, copying, and deleting records, please refer to The
Basics section of Learning the Basics. Additional information on fields and
tables is located within the Appendix section under Database Fields.
Select the Task Multiple tasks can be defined per job. Each job is composed of individual tasks
defined in the Task Master file.
To assign a task to a work order:
1. Click on the Tasks tab.
Multiple parts can be added to a work order. To assign a part from the
Select the
Inventory Master file to a work order:
Parts
1. Click on the Parts tab.
Pull Parts: If Pull Parts is disabled (or for ProTeus V Expert users), the Qty On
Hand in Inventory is decreased according to the value in Qty Allocated when
the work order is closed. If Pull Parts is enabled (not applicable to ProTeus V
Expert), the Qty on Hand in Inventory is decreased immediately when a part is
pulled, using the Pull Parts option. For instructions on pulling parts, please refer
to Pull Parts in the Reference section.
Note that if a part is re-stocked back into Inventory after being pulled, the
quantity restocked will reappear under Qty. Allocated for that work order.
However, when the work order is closed, those parts will not be pulled out of
Inventory. Therefore, if items are restocked, be sure to delete the number from
the Qty. Allocated field to avoid erroneous history data.
For instructions on adding items to a list, please refer to Editing Lists in The
Basics section of Learning the Basics. Additional information on fields and
tables is located within the Appendix section under Database Fields.
2. Click the Record View button . The Labor Record View window opens.
3. Choose a Labor Code from the drop-down list.
4. Select the proper Employee No. or Employee Name from the drop-down
list.
Note: Only employees who are attached to the chosen Labor Code will
appear in this list.
5. To assign an employee to a specific task, choose a task from the Tasks No.
drop-down (This is an optional selection).
Labor Tab
To add, delete, or change the order of items on a list, please refer to Editing
Lists in The Basics section of Learning the Basics. Additional information on
fields and tables is located within the Appendix section under Database Fields.
Specify the Tools are anything the employee may need to perform the DM or PM job.
Tools Tools include such things as ladders, wrenches, and voltmeters. Add tools on a
per job basis directly under the Tools tab.
Tools Tab
To add a tool to the list, type directly into the field below Tool Description. To
add another tool, either press the Tab key or the down-arrow key on the
keyboard to add a new line.
Causes Tab
To add, delete, or change the order of items on a list, please refer to Editing
Lists in The Basics section of Learning the Basics. Additional information on
fields and tables is located within the Appendix section under Database Fields.
4. In the To field, enter the email address of the person to whom the work
order should be emailed.
5. Modify the subject line, and if appropriate, files can be attached and a
memo may be included with the work order details.
6. Click the Send E-mail button.
Note: Depending on the size of the work order, it may take a few moments to
open and/or send.
7. An Information box appears stating that the email was successfully sent.
8. Click the Close button to close the Send E-mail window.
9. Emailed work orders will be sent as an ".rtf" attachment.
Viewing a To view a closed Demand Maintenance work order, click on the DM History
option under Maintenance. Find the work order to view using the Navigator bar
Closed DM
or the Quick List.
Work Order
Printing a To print a record from the DM History File, right-click the mouse button and
select Print.
Closed DM
Work Order
(not applicable to ProTeus V Expert)
Archive a
Closed DM To archive DM History records, highlight the records to be archived from the
Work Order Quick List and right-click the mouse. Select Archive from the right-click menu.
Please refer to the Archive section of Reference for further explanation of
archiving files.
Reference—Employee 133
(not applicable to ProTeus V Expert)
Approvals
If Approvals are enabled in Rights, make sure to assign each employee a
Purchase Order Approval Level and Work Order Approval Level. These levels
indicate whether an employee can, alone, edit and/or close an order, or if
additional approvals are needed.
These levels are similar to seniority ranking. If an employee has a WO
Approval Level of “1”, but in Rights, it is set up that Work Orders must be
approved at level “2”, someone with a WO Approval Level of “2” must approve
this work order before it can be closed.
Note: To avoid adverse effects, once approval levels are set, do not alter them
until all work orders approved by that employee are closed.
The Employee Master file may also be used to record contractors. Since the
names of the contractor’s employees are usually not known, specify the name
of the contractor in the Employee Name field.
See The Basics section of Learning the Basics for instructions on adding,
modifying, and deleting records. Additional information on fields and tables is
located within the Appendix section under Database Fields.
Information is added to the Employee Master file by filling in the fields located
Quick Screen
on the various tabs (i.e. Address/Phone, Labor Craft, etc) throughout the
Entry Master file. The Employee Quick Screen allow easy access to required or most
frequently accessed fields, preventing the need to jump from tab to tab when
only minimum information is required. While much of the information can be
added via the Employee Quick Screen, the remainder of this chapter
concentrates on adding information tab by tab.
134 Reference—Employee
Address/ Among other information, an employee’s e-mail address can be entered on the
Phone Tab Address/Phone Tab. Click on the e-mail icon to the right of the E-mail Address
field to send an e-mail message to an employee (not applicable to ProTeus V
Expert).
Many functions found throughout ProTeus V, including e-mail service request
(optional), will only work properly if the employee’s e-mail address is entered.
Address/Phone Tab
Reference—Employee 135
Labor Craft The Labor Craft tab is used to specify a labor rate(s) for an employee by labor
craft code.
Tab
There may be up to 5 different labor rates for each employee, such as regular
time, overtime and double time. Or, each rate can be assigned to a particular
shift. For example, use Rate #1 as first shift, Rate #2 as second shift, Rate #3
as third shift, Rate #4 as time and a half, and Rate #5 as double-time or holiday
time.
Each employee may be assigned to multiple labor crafts by code, each having
a separate labor rate table. Each labor code will likely have more than one
employee assigned to it.
To specify a labor rate, click the Labor Craft tab. Choose the appropriate Labor
Code from the drop-down list, and tab across and enter the appropriate rate(s)
for that employee.
Use the down-arrow key to add additional labor crafts.
Preventive and Demand Maintenance work orders use labor rates along with
hours worked to calculate maintenance costs. Labor craft codes are also
assigned to tasks and used to link labor and tasks on a work order. For
generic-type tasks, all employees should be assigned a generic labor craft
code.
136 Reference—Employee
Setting ProTeus V allows the Database Administrator to set employee vacation/days off
Employee Non- so that work cannot be assigned to those employees on that date.
Working Days 1. In the Employee Master file, right-click the mouse button and select Set
Employee Non-Working Days from the menu. Calendar dates which are
highlighted in red are non-working days for the entire company (see
Settings-Set Non-Working Days in the Database Administration section).
2. To specify a non-working day for the selected employee, click on the
appropriate calendar date, then select the Non-Working Day radio button.
3. The calendar date becomes highlighted in red, with a gray circle around it.
4. Work that has already been scheduled for that employee on that day will
need to be adjusted. The easiest way is to use the “Change Start Date”
options. These options adjust the Work Started field within PM/DM Active
labor to an available working day for that employee.
“Next Day”: Any labor scheduled for that employee will be rescheduled to
the next available working day.
“Previous Day”: Any labor scheduled for that employee will be
rescheduled to the previous available working day.
“Ignore”: Any labor scheduled for that employee will remain as scheduled.
Reference—Employee 137
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138 Reference—Employee
Equipment Master File
Overview of The Equipment Master file is used to record in detail all the equipment and
Equipment equipment subassemblies that are the responsibility of the maintenance
department. Equipment may include fans, chillers, presses, forklifts, building
Master File
and grounds, fleet vehicles, and renovation or overhaul projects.
Subassemblies include any subcomponents of equipment that are maintained
separately. Generally speaking, any asset or physical location that must be
maintained on a regular basis, or for which maintenance records are kept, can
be tracked by the Equipment Master File.
Equipment records may be sorted, selected, retrieved, and reported. This will
help to analyze, plan, and manage the equipment maintenance operations.
Each piece of equipment is identified by a unique Equipment Number and is
recorded separately in the Equipment Master File.
If there is not an existing equipment database that can be converted to a
ProTeus V database, each piece of equipment will need to be manually entered
into the Equipment Master File template. The process of entering data is
relatively simple, especially if the worksheets in the Sample Worksheets section
of the Appendix are used. Simply transcribe the information listed on the forms
into the matching screen entry fields.
Reference—Equipment 139
Information is added to an Equipment file by filling in the fields located on the
Quick Screen
various tabs (i.e. Details, Runtime, BOM, etc) throughout the Master file. The
Data Entry Equipment Quick Screen allow easy access to required or most frequently
accessed fields, preventing the need to jump from tab to tab when only
minimum information is required. While much of the information can be added
via the Equipment Quick Screen, the remainder of this chapter concentrates on
adding information tab by tab.
Equipment Tab The Equipment Master File template fields that are required are Equipment No.
and Equipment Name. All other fields are optional. Note, however, that leaving
information fields blank decreases ProTeus V’s effectiveness in building
complete maintenance history records. Therefore, make sure all available
information has been gathered prior to recording. At the very least, enter the
manufacturer, location, and serial number of the equipment (located on the
Details tab), in addition to the other required fields.
Note: Make sure to post the record before modifying a category, as opening
the Category table will clear any information entered on that record.
140 Reference—Equipment
Equipment Tab
All or part of an existing Equipment Master file record may be duplicated. The
Copy function is helpful if there is a group of very similar equipment records to
enter, such as identical air handlers which differ only in equipment number,
serial number, and purchase date. To access the copy function, click the right
mouse button, and select Copy.
For further instructions on adding, copying, modifying and deleting records,
please refer to The Basics section of Learning the Basics. Additional
information on fields and tables is located within the Appendix section under
Database Fields.
Reference—Equipment 141
Out Of Service Equipment can be taken out of service so that no associated PM work orders
will be automatically activated against it. Toggle the Status icon located to
the right of the Status field to designate the equipment Out of Service or In
Service. While work orders from the DM Active and Service Request modules
can be activated against an out-of-service piece of equipment, work orders from
the DM Template and the PM Master files can not until the piece of equipment
is placed back ‘In Service’. Once the equipment is back in service, the PM will
resume its normal schedule.
A history of the dates and times the equipment was taken out of and returned to
service can be found by right-clicking anywhere in the equipment record and
choosing View Status History from the right-click menu.
Note: Status History is only available to those pieces of equipment that were
created in ProTeus III or later and that have been taken out of service at
some point.
142 Reference—Equipment
Runtime Runtime data for the selected equipment appears on the bottom of the
Information Equipment tab. Runtime is the meter reading of the piece of equipment, such
as the odometer on a vehicle. Updating the runtime on a regular basis will
allow PMs with runtime schedules to activate automatically.
To update runtime readings, follow these steps:
1. Click the Equipment tab.
2. Type the new runtime reading in to the Current Usage field. Also type the
units if not already defined. Examples of units are cycles, miles, hours,
days, etc.
3. Daily Runtime is a daily average figure to be used as a reference in record
keeping and for calculating projections on reports.
For more information on runtime scheduling of PMs, refer to PM Master in the
Reference section.
Reference—Equipment 143
Sub-Assembly Click this tab to display a sub-assembly tree, which shows all sub-assembly
levels associated with the selected equipment record.
Tab
Highlighting any item on this list and pressing Enter will jump to that respective
equipment record.
144 Reference—Equipment
Bill of Materials The Equipment Master File allows for the creation of a Bill of Materials. A Bill of
Tab Materials (BOM) is a single-level list of component parts, service items, or
materials linked to the equipment. This can be an entire breakdown of every
part within the equipment or it may be a list of spare parts commonly replaced.
A list of parts can usually be obtained from the literature that comes with the
actual equipment.
Taking time to construct a BOM for the equipment pays off in easier work order
production and better control over parts inventory and reordering. The BOM
gives an immediate view of stocked or non-stocked parts that may be needed
for routine maintenance procedures specific to each piece of equipment. The
BOM also lists the last date each part was replaced on the equipment. This
date is automatically updated by ProTeus V every time a work order that uses
this part is closed.
To add a new item to the BOM, click the down-arrow key on the keyboard to
insert a new line.
The BOM list works in conjunction with the Where Used tab in the Inventory
Master File. If a part is designated to a piece of equipment in the Equipment
Master File (on the BOM List), that equipment will automatically appear on the
Where Used tab in the Inventory file. Also, if a piece of equipment is
designated to a part in the Where Used tab of the Inventory Master File, that
part will automatically appear on the BOM list in the Equipment Master File.
Lastly, parts are added to the BOM automatically when a part is used on a PM
or DM work order that does not exist in the primary (first) equipment’s BOM.
For instructions on adding items to a list, please refer to The Basics section of
Learning the Basics.
Reference—Equipment 145
PM List Tab Click this tab to display a read-only list of PM jobs defined for the selected
equipment record. The Job Number, Cycle Type, Priority, Next Scheduled
Date, and Procedure Description are listed.
PM List Tab
Cost History Click this tab to display the cost history for the selected equipment. This screen
Tab shows the year-to-date and life-to-date costs for Preventive and Demand
Maintenance on this equipment. These figures are based on accumulated
labor and material costs on closed PM and DM work orders. These figures
cannot be edited since they are calculated values.
To zero out the year-to-date costs, use the Zero Fiscal Year Totals option found
under the Other menu.
146 Reference—Equipment
Cost History Tab
The calculations for these fields are derived from the following formulas:
Pull Parts Enabled Pull Parts Disabled
OR ProTeus V
Expert Users
Material Qty Pulled x Unit Cost Qty Allocated x Unit
(if Unit Cost <>0) Cost (if Unit Cost <>0)
Calculated when work Calculated when work
order is closed. order is closed.
Labor Labor rate for each Labor rate for each
employee x Actual employee x Actual
hours for that labor hours for that labor
rate rate
Calculated when work Calculated when work
order is closed. order is closed.
Note: For work orders with multiple equipment, if Distribute Costs is enabled
(“Yes”), then the material costs are divided equally by the number of
pieces of equipment. If Distribute Costs is disabled (“No”), then the
material costs are allocated only to the base equipment. (not applicable
to ProTeus V Expert)
Reference—Equipment 147
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148 Reference—Equipment
Inventory Master File
Overview of The Inventory Master file is typically used to record details on all stocked and
Inventory non-stocked parts that are used in maintenance. Inventory is a complete spare
parts and maintenance supplies management system, which is linked with the
Master File
Equipment, Vendor, Maintenance, and Purchasing modules, allowing extensive
lookup and cross-referencing capabilities throughout the ProTeus V system.
ProTeus V offers extensive display and report features which provide the ability
to sort, select, retrieve, and report inventory information to help analyze, plan,
and manage parts and materials. Within ProTeus V, entering inventory records
into the Inventory Master File is easy (especially if using the worksheet forms in
the Sample Worksheet section of the Appendix). Simply transcribe the
collected information from the forms into the matching template entry fields. If
no forms were used, information may be entered as it becomes available.
Reference—Inventory 149
The Inventory Master File required fields are Part No. and Part Name. All other
Inventory Tab
fields are optional. While Qty on Hand (under the Quantity tab) is not required,
it is a good idea to enter that number immediately after creating a part.
Otherwise, a Transaction will need to be performed to update the Qty on Hand.
150 Reference—Inventory
Quantity Tab The Quantity tab in Inventory contains many quantity fields. All quantities are
drawn from the local stockroom, except for the Total Qty on Hand field, which is
a summary of all stockrooms.
Following is an explanation of those fields.
Quantity Tab
Quantity on Hand Quantity on Hand can only be edited immediately after a part has been added
to the Inventory Master file. When a part is added, the message “You can
enter quantity on hand only for new records, so enter it
now!” appears. Enter the quantity on hand and click OK. After this value has
been entered, it cannot be edited by the user. ProTeus V will automatically
adjust this value when parts are received from a purchase order and when
parts are used on a work order. The only other way to modify this value is to
create a Transaction on this part.
If multiple stockrooms are available for this part, Qty on Hand shows only the
quantity in stock in the local stockroom. See Total Qty on Hand for a total of
this part in all stockrooms.
Reference—Inventory 151
Quantity This is the total number of parts that will be needed for all active PM and DM
Allocated work orders. It is possible that this value may exceed the quantity on hand, but
will never be negative. Qty Allocated is automatically updated to reflect the
total number of parts attached to work orders in the DM Active and PM Active
Master files.
Quantity This value is calculated from the following formula: Qty on Hand – Qty
Available Allocated. It is possible that this value may become negative, based upon part
usage in work orders. This value is used when the system calculates a part’s
reorder point (Qty Available + Qty on Order ≤ Reorder Point).
Reorder Point When the number in the Reorder Point field is equal to (Qty on Hand – Qty
Allocated + Qty on Order), ProTeus V will place this item on the Reorder List.
Quantity on Order This value is calculated according to the quantity of parts on open requisitions
in the Purchasing Master File for the current local stockroom.
Economic Order This value is the number ProTeus will use as a default order quantity in the
Quantity Order Detail tab of the Purchasing Master file.
Maximum Qty Use the value in Maximum Qty to manage inventory levels and avoid
overstocks.
Total Quantity on This value is calculated according to the quantity of parts on open requisitions
Order in the Purchasing Master File for the all stockroom(s) (not applicable to
ProTeus V Expert).
Total Quantity on This value is the total number of parts in all stockroom(s) (not applicable to
Hand ProTeus V Expert).
Physical The Physical Inventory fields provide a place to enter physical inventory
Inventory schedules. Routine physical inventories may be performed to double check the
Qty on Hand.
The Next Physical Inventory field is not editable. ProTeus V calculates this field
as follows:
Last Physical Inv. + Physical Inv. Frequency = Next Physical Inv.
152 Reference—Inventory
Costs The Cost fields in Inventory contain many calculated fields. Last Cost, Total
Cost, Date Last Used, Last Purchase Date, and Last P.O. No. are read-only.
Total Cost is calculated as follows: Qty. on Hand x Unit Cost x (1 + Carrying
Cost)
Unit Cost can be entered by the user, and this value is updated each time this
part is received on a purchase order, according to the following formula: ((Old
Unit Cost x Qty. on Hand) + (Qty. Received x New Unit Cost)) / (Qty. on Hand +
Qty. Received)
Date Last Used is updated when the parts are pulled (if Pull Parts is turned on),
or when the work order is closed (if Pull Parts is off).
Total Cost is calculated, and the value updated each time this part is received
on a purchase order.
Additional information on fields and tables is located within the Appendix
section under Database Fields.
Vendors Tab Vendors from whom this part can be purchased may be assigned to the record
through the Vendors tab. An unlimited number of vendors may be assigned to
one part, but only one default vendor can be assigned. Choose your default
vendor by selecting the checkbox under the Default Vendor column. This
vendor will default onto any Purchase Requisition for this part.
Vendors Tab
For instructions on adding an item to a list, please refer to The Basics section of
Learning the Basics. Additional information on fields and tables is located within
the Appendix section under Database Fields.
Reference—Inventory 153
Where Used To designate and/or view the piece(s) of equipment upon which this part is
Tab used, click the Where Used tab. This list consists of Equipment Number,
Equipment Name, and the number of units to use for each equipment instance.
The Date Last Used field is the last date the part appeared on a maintenance
work order for the specified piece of equipment. ProTeus V fills in this
information after the work order is closed, or the part is pulled for a work order.
This list works in conjunction with the BOM tab in the Equipment Master file. If
a part is designated to a piece of equipment on the Where Used tab of the
Inventory Master file, that part will automatically appear on the BOM list in the
Equipment Master file. Also, if a part is designated to a piece of equipment in
the Equipment Master file (on the BOM list), that equipment will automatically
appear on the Where Used tab in the Inventory Master file.
For instructions on adding items to a list, please refer to The Basics section of
Learning the Basics. Additional information on fields and tables is located within
the Appendix section under Database Fields.
154 Reference—Inventory
Allocated Tab The Allocated tab in Inventory displays a read-only list of all DM and PM work
orders which have this part allocated.
Allocated Tab
Attachments Attachments, such as MSDS files, can be associated with inventory records.
Tab After adding an attachment, check the “Print WO” checkbox next to the
attachment to be printed. These attachments will then print along with the work
order containing this part anytime a user chooses to “Print Attachments with
Work Order”.
For more information, see Attachment Files in the Reference section of this
manual.
Reference—Inventory 155
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156 Reference—Inventory
Labor Craft Master File
Overview of The Labor Craft Master file stores labor craft codes, which are used for
Labor Craft identifying and classifying maintenance personnel by specific craft, skill level, or
function. ProTeus V can store an unlimited number of labor craft codes. Labor
Master File
craft codes are assigned to employees in the Employee Master file.
The Labor Code designates a single craft or skill level. Implement a numbering
scheme that best meets departments’ needs. For example:
MECH01 = Mechanic, entry level
HVAC02 = Heating/Air Conditioning Technician, expert
ELEC03 = Electrician, supervisor
OC01 = Outside Contractor
Setting Up Multi-Currency should be set up before any data is entered into ProTeus V. If it
Multi-Currency is set up after ProTeus has been in use, any history prior to the setup will not be
changed. Setup includes:
Manager
• Setting the Currency Baseline in the ProTeus Database.
• Copying the currency-related reports from the ProTeus V CD to the proper
directory on each workstation that is to connect to the ProTeus V
database. Otherwise, currency-related data on the Reports will not
properly compile.
Multi-Currency The Base Currency is the currency of the server, and the currency in which all
Setup: Setting the transactions will be converted to and saved in the ProTeus V database. All
Base Currency exchange rates are applied to this baseline.
Note: If no Base Currency is set, the software defaults to US dollars.
WARNING: Setting the Base Currency can only be performed one time. If
there is a need to change the Base Currency at a later date, please contact
Eagle Technology for our “Change Base Currency” executable file.
Multi-Currency The standard ProTeus V reports installed with the ProTeus V client do not have
Setup: Setting Up multiple currency capability. To view multiple currencies on ProTeus V reports,
Reports the standard reports must be replaced.
1. Navigate to the Multi Currency Reports\xxx folder (where xxx is your
database; either MSSQL, Oracle or MSDE) on the ProTeus V CD.
2. Copy all of the currency-enabled reports from the Multi Currency
Reports\xxx folder to the directory where the ProTeus V client has been
installed (the default is C:\Program Files\Eagle\ProTeus V).
3. Paste and force the overwrite of the existing reports. Perform this operation
on all client workstations that will be using the Multi-Currency feature of
ProTeus V.
WARNING: The multiple currency reports will overwrite the default reports with
the same filenames. If any custom reports are present in the \ProTeus V
directory, remove or rename them before replacing them with multiple currency
reports.
Please refer to the Reports section of this manual for a listing of multiple
currency enabled reports
Currency Setup
Currency All changes to the currency rates are maintained in the Currency History. To
History view, click the Currency History Tab. Times and dates of each change to a
currency’s exchange rate are maintained.
Currency History
Parts, Labor and Tasks can be assigned to a specific cycle or all cycles. Only
the items assigned to a specific cycle will appear when the work order becomes
active.
On the left-hand side of the Date Schedule tab is the Cycle Type panel. This is
where the cycle type is chosen. Cycles that have been defined have a
checkmark next to them. Cycles that are currently active (in the PM Active
Master File) will have a grayed out checkmark next to them.
Below the Cycle Type checkboxes are three cycle-specific field boxes. The
First Occurrence date is used to determine the start date of the cycle. It defaults
to today’s date and may be changed to a future date. First Occurrence is also
the first date the PM will activate. Thereafter, work orders will activate according
to their cycle.
Example:
Monthly Cycle set to activate on the 1st of every month
Schedule
5/3/2005 Activated
6/1/2005 Activated
7/1/2005 Activated
8/1/2005 Activated
etc…
Work orders can be scheduled to activate based on a span of days (i.e. every
Daily Cycle other day) or on a certain day of the week. In addition, work orders scheduled
Type by day span can be set to activate based on their start date or completion date.
Daily Cycle
Note: On the first activation of the work order, the First Occurrence date is
used instead of the Last Scheduled Date in the above calculations. On
subsequent activations of the work order, Last Scheduled Date is used
in the calculations above.
Completion Date Completion Date scheduling is queued off the field Completion Date as entered
Scheduling on the previous occurrence of the work order.
The equations used to compute Completion Date Scheduling fields are as
follows:
Next Scheduled Date = Last Completed Date + # Days in cycle
Active Date = Next Scheduled Date – Advance By days
Last Scheduled Date = Next Scheduled Date from previous activation
Example: Last Completed Date = 4/20/2005, Cycle = 5 days, Advance By = 1
day
Weekly Cycle
Monthly Cycle
Quarterly Cycle
The quarterly cycles are defined by the month entered in the First Occurrence
field.
Example:
Quarterly Cycle Setting Panel Parameters: On the 1st Day
First Occurrence: 4/3/05 (month of April)
Next Schedule Date Calculation: April + 3 months = July 1, 2005
Long-Term Schedule: every July 1, October 1, January 1, and April 1
Example:
Quarterly Cycle Setting Panel Parameters: On the 1st Monday
First Occurrence: 4/3/05 (month of April)
Next Schedule Date Calculation: April 2005 + 3 months = July 2005. First
Monday in July of 2005 is July 4.
Long-Term Schedule: the first Monday every July, October, January, and
April.
Semi-Annual Work orders can be scheduled to activate semi-annually. The work order can
Cycle Type be scheduled to activate on a particular day or week of the year.
The activation date is determined by Next Scheduled Date – Advance By days.
Semi-Annual Cycle
The semi-annual cycles are defined by the month entered in the First
Occurrence field.
Example:
Semi-Annual Cycle Setting Panel Parameters: On the 1st Day
First Occurrence: 4/3/05 (month of April)
Next Schedule Date Calculation: April + 6 months = October 1, 2005
Long-Term Schedule: every October 1 and April 1
Annual Cycle Work orders can be scheduled to activate based on a span of years (i.e. every
Type 5 years) or a certain time every year. Further, the work order can be scheduled
to activate on a particular day or week of the year.
The activation date is determined by Next Scheduled Date – Advance By days.
Annual Cycle
Quick Screen The above information is added to a PM work order by filling in the fields
located on the various tabs (i.e. Parts, Labor, etc) throughout the Master file.
Entry
Alternatively, the PM Master Quick Screen can be used. For more information,
see the Quick Screen s section in Learning the Basics. While much of the
information can be added via the Quick Screen, the remainder of this chapter
concentrates on adding information tab by tab.
Attach a Piece A PM work order can be specific to a single piece of equipment or be applied to
of Equipment multiple pieces of equipment. (ProTeus V Expert users can only add a single
piece of equipment to a work order.) PM work orders can be created for a
location by creating an equipment record that represents that area (i.e., create
an equipment record called North Lawn, North Building, or North Entrance).
Equipment Tab
Distribute (not applicable to ProTeus V Expert) The Distribute Costs field determines if
Costs the cost of the work order will be distributed equally among the equipment, or
leveled totally against the base equipment. When a DM or PM work order is
closed, the Cost History tab in the Equipment master file will be updated
appropriately. The calculations for DM/PM Material and Labor are derived from
the following formulas:
If “Yes” If “No”
Material (Qty Pulled x Unit Cost) / Number of Qty Pulled x Unit Cost (if Unit Cost <>0)
equipment (if Unit Cost <> 0) The cost is applied to the base equipment
only.
Calculated when work order is
closed. Calculated when work order is closed.
Labor Labor Rate for each employee x Labor Rate for each employee x Actual
Actual Hours for that labor rate / # of Hours for that labor rate. The cost is
equipment. applied to the base equipment only.
Note: If the Pull/Restock option is clicked under Settings in Rights, then the
material cost will only be updated on parts that have been pulled.
Schedule by To schedule a PM work order according to a date schedule (every week, every
second Tuesday, twice a year, etc.), click on the Date Schedule tab in the PM
Date
Master file. Select a cycle from the Cycle Type panel. Complete the parameters
of the work order.
For more information, please refer to Multi-Cycle Scheduling in the Reference
section.
To remove the runtime schedule from this work order, enter “0” in the Runtime
Cycle field.
Each job is composed of individual tasks defined in the Task Master file.
Select the Task
Multiple tasks can be defined per job.
To assign a task to a work order:
1. Click on the Tasks tab.
Select the Parts Multiple parts can be added to a work order. To assign a part from the
Inventory Master file to a work order:
1. Click on the Parts tab.
If Pull Parts is disabled (or for ProTeus V Expert users), the Qty On Hand in
Inventory is decreased according to the value in Qty Allocated when the work
order is closed. If Pull Parts is enabled (not applicable to ProTeus V Expert),
the Qty on Hand in Inventory is decreased immediately when a part is pulled,
using the Pull Parts option. For instructions on pulling parts, please refer to Pull
Parts in the Reference section.
Note: Parts are not actively allocated until the PM becomes active.
2. Click the Record View button . The Labor Record View window opens.
3. Choose a Labor Code from the drop-down list.
4. Select the proper Employee No. or Employee Name from the drop-down
list.
Note: Only employees who are attached to the chosen Labor Code will
appear in this list.
5. To assign an employee to a specific task, choose a task from the Tasks No.
drop-down (This is an optional selection). The Cycle Type field fills in
automatically from the Tasks tab.
Note: The employee task assignment is not displayed in ProTeus V Mobile
and the Barcode modules.
6. If no Tasks are assigned, the Cycle Type defaults to ‘All’.
To add, delete, or change the order of items on a list, please refer to Editing
Lists in The Basics section of Learning the Basics. Additional information on
fields and tables is located within the Appendix section under Database Fields.
Tools Tab
How a PM Work When a work order from the PM Master file is due, and if the Auto Activate
Order Becomes checkbox is checked for that work order, it is automatically activated and is
copied from the PM Master file to the PM Active File. This occurs when
Active
ProTeus V is opened for the first time each day.
To manually activate all PMs within the date cycle or runtime cycle, right-click
anywhere in the PM Active module and choose Activate PM’s from the right-
click menu. A message will appear asking, “Would you like to activate
all appropriate Preventive Maintenance work orders?”
Choosing YES will search the PM Master records for work orders that are
Quick Screen Information is modified on a PM work order by filling in the fields located on the
Entry various tabs (i.e. Parts, Labor, etc) throughout the Master file. The PM Active
Quick Screen allow easy access to required or most frequently accessed fields,
preventing the need to jump from tab to tab when only minimum information is
required. While much of the information can be added via the PM Active Quick
Screen, the remainder of this chapter concentrates on modifying information via
the tabs.
Modifying a PM All modifications to a PM work order must be made in the PM Active File or the
Work Order PM Master File, since modifications are not allowed in the PM History File.
Please be aware that some of the fields in PM Active cannot be changed.
These values come from the PM Master.
Select a PM Active File, and make any changes necessary to the PM Active
record. After all the necessary information has been completed on the PM
Active File template, the following may need to be performed:
1. If the employee originally assigned to perform the preventive maintenance
work either did not complete the tasks (and a different employee finished
the work) or the total time required to complete the tasks differed (which
affects the pay schedule), the Employee assignment will need to be
modified. Choose the Labor tab in PM Active and make the necessary
adjustments.
Assign To Window
Approvals Tab
4. In the To field, enter the email address of the person to whom the work
order should be emailed.
5. Modify the subject line, and if appropriate, files can be attached and a
memo may be included with the work order details.
6. Click the Send E-mail button.
Note: Depending on the size of the work order, it may take a few moments to
open and/or send.
7. An Information box appears stating that the email was successfully sent.
8. Click the Close button to close the Send E-mail window.
Work orders can also be set to email automatically upon activation. If an e-mail
address is entered in the Send E-mail field of a PM Master record, an e-mail
containing the work order information will be sent to the recipient (the name in
the Send E-mail field) upon activation of the work order.
Skip PM History
When Preventive Maintenance work orders are closed, their labor and material
totals are posted to the Equipment and Inventory Master files to update the
equipment’s cost, the bill of materials usage quantities, and inventory. Then,
the closed work orders are automatically added to the PM History Master File.
Viewing a To view a closed Preventive Maintenance work order, go to the PM History File
Closed PM and choose the work order to review. Changes may not be made.
Work Order
Printing a To print a record from the PM History File, right-click the mouse button and
Closed PM select Print.
Work Order
(not applicable to ProTeus V Expert)
Archive a
Closed PM To archive PM History records, highlight the records to be archived from the
Work Order Quick List and right-click the mouse. Select Archive from the right-click menu.
Please refer to the Archive section of Reference for further explanation of
archiving files.
Printing Multiple Multiple records can be selected and printed at one time from the Quick List.
Work Orders Select multiple records by clicking on a record and then clicking the Ctrl or Shift
buttons as additional records are selected. Right-click the mouse and select
Print from the popup menu. A print preview window will appear, from which the
work orders can be viewed and/or printed. Click the printer icon to begin
printing the work orders.
If the work orders have attachments, right-click the mouse and select Print
Work Order with Attachments from the popup menu. This will send the work
order and attachments directly to the printer.
To select specific work order(s) to print, query the records before printing.
Note: For more information on queries, see Querying Records in the Learning
the Basics section.
Printing Multiple Multiple work orders with attachments can be printed by right-clicking and
Work Order with selecting Print Work Order with Attachments from the popup menu. This will
send the work order and attachments directly to the printer.
Attachments
Before parts can be pulled for a work order, the Qty Allocated field on the Work
Pulling Parts
Order Parts tab must be filled in to reflect the number of parts needed for this
work order. After Qty Allocated has been filled in, select the part to be pulled
and right-click the mouse button to access the Pull Parts screen.
Restocking If more parts were pulled for a work order than were actually used, this option
Parts can be used to reconcile the inventory totals.
1. Select an Employee from the Checked Out To drop-down list.
2. Fill in the number of parts to be restocked in the Adjusting Qty field. The
Adjusting Qty cannot be higher than the value in Qty. Pulled.
3. Select the Restock radio button then click Submit.
4. Click the Close button.
View Pulled If Pull Parts is enabled, a read-only listing of parts that were pulled or restocked
Parts for a particular work order can be displayed. Right-click in the area just below
the Active parts grid in the Parts tab of the DM Active or PM Active file to
choose this option. Note that a Transaction History record will also be created
for each part that is pulled or restocked.
Printing a Pick The Pick List allows the user to print a listing of parts required on the work order
List to the printer of their choice, so the parts may be pulled ahead of time.
Printing a Pick While in the PM Active or DM Active Master Files, a Pick List for an individual
List for an work order can be printed by clicking on the right mouse button while on the
Individual Work appropriate record, and selecting Print Pick List from the popup menu. A print
Order preview window will appear, from which the Pick List can be viewed and/or
printed. Click the printer icon to print the Pick List.
Quick Screen Information is added to a Purchasing file by filling in the fields located on the
various tabs (i.e. Order Detail, Costs, etc) throughout the Master file. The
Data Entry
Purchasing Quick Screen allows easy access to required or most frequently
accessed fields, preventing the need to jump from tab to tab when only
minimum information is required. While much of the information can be added
via the Purchasing Quick Screen, the remainder of this chapter concentrates on
adding information tab by tab.
Creating a Follow these steps to create a new purchase requisition. More details on each
Requisition step are explained in the following sections.
1. Enter vendor, date and other information on the Requisition tab.
2. Add parts to the requisition via the Order Detail tab.
3. Assign a purchase order number.
4. Click the Insert Record button on the Navigator. Note that the
Requisition No. is automatically filled in.
Requisition Tab
5. Do not enter a PO number until after a vendor has been chosen and all data
in the Order Detail tab has been verified. Once a PO number has been
assigned, the selected requisition cannot be deleted, and the data in the
Order Detail tab cannot be modified without amending the PO.
6. Select the vendor with whom the order will be placed by clicking either the
down arrow in the Vendor Code field or the Vendor Name field to access a
drop-down list.
7. Use the calendar icon to enter a date in the PO Date field. If the PO Date
field is empty when the PO is issued (when a PO number is assigned), the
date will automatically be filled in with the current date.
8. Type in any other information necessary for the purchase order. Use the
drop-down lists and calendar buttons to help enter data. Names may be
added and deleted from the Requested By and Buyer fields by clicking the
Edit icon to the right of their respective fields.
Add a Part via the To add a part that is already associated with the selected vendor, click the
Dropdown List drop-down arrow in the Part No., Part Name, or Vendor Part No. field. This
displays a list of all parts in the Inventory Master File that are attached to the
selected vendor. Select which part to order by clicking on its Part No., Part
Name, or Vendor Part No.
Add a part via Alternatively, parts associated with the selected vendor can be dragged from
Drag-and-Drop the bottom half of the Order Detail window. The bottom window of the Order
Detail tab shows both a list of parts by the vendor on the requisition, as well as
a list of parts from the reorder list. These parts can be selected and dragged up
to the Order Detail list for addition to the requisition.
Note: Only the local stockroom’s inventory is listed.
Add a part via To add a part that is in the Inventory Master File, but is not attached to the
Attach Vendor on selected vendor, position the cursor in a Part No. field on the upper half of the
the Fly screen, then double-click. A dialog box, of all parts from the Inventory Master
file, will appear. Select the part to attach to the vendor. Click the Attach
Vendor button. A record view box will appear containing the current vendors
attached to this part. Click the + button in the Record View window and choose
the vendor associated with the current requisition from the drop-down list.
Close and click yes to save changes made to the Record View window. Click
the Refresh button to display the new part on the Selected Vendor Parts List.
Add a part via To add a part that is not in the Inventory Master File, but should be, position
Add Parts on the the cursor in a Part No. field on the upper half of the screen, then double-click.
Fly A dialog box will appear of all parts from the Inventory Master file. Click on the
Add Part button and type the new part information. Enter a quantity and click
OK. This process will add parts directly to the Inventory Master File.
Note: Parts can only be added on the fly to a record that does not have a PO
number already assigned to it.
Note: Remember to assign a cost to the new parts, either in the Inventory
Master file, or within the Order Detail list.
Note: All inventory contained within the Add Parts on the Fly dialog box is from
the local stockroom. However, when adding a new part, it is added to
both the local stockroom and the Main stockroom.
Note: Parts added on the fly will be attached to the vendor on the requisition.
This vendor will become the default vendor.
Add a Non- To add a non-stocked part that is not in the Inventory Master File and does not
Stocked part need to be added to the Inventory Master file, position the cursor in a Part No.
field on the upper half of the screen, then click once. Start typing the part
information. Continue across the list entering information by single-clicking in
each field. Finish by entering a Qty. Ordered.
Note: Remember to assign a cost to the new parts within the Order Detail list.
Note: Non-stocked parts can be received in the Receiving module, but no
quantity, cost or other information regarding the part will be retained in
ProTeus.
Now that parts have been chosen, and a vendor assigned, a PO No. may be
Add a Purchase added. Please remember that once a PO number has been assigned, all fields
Order Number within the selected record become read-only. Therefore, make sure all relevant
information has been added to the record, such as the Shipping location.
To assign a PO number, go back to the Requisition tab. As an alternative to
assigning a PO number, a Blanket PO may be assigned. See Blanket PO
Agreement Tab, next.
Note: The cost of the Purchase Order may not exceed the employee’s
maximum purchase amount, as defined in the Employee Master file.
Additional information on fields and tables is located within the Appendix
section under Database Fields.
Approval Tab
Costs Tab
Ship To The Ship To Location tab is used to designate to which address this order
Location Tab should be delivered. This tab interfaces with the Ship To Addresses Master file
for easy access to shipping addresses.
Follow these steps to designate a ship to address:
1. Click the Ship To Location down arrow to access all shipping locations.
Select which location to which to ship this order. The Address 1 through Zip
Code fields are filled in automatically.
2. Click the Ship Via down arrow to access the list of shipping options. Select
the correct option.
3. Click in the F.O.B. field (Freight on Board) and enter the correct party who
has responsibility for the product during transit. For example, FOB Origin
means the buyer owns and has responsibility for goods in transit. FOB
Destination means the seller owns and has responsibility for goods in
transit.
4. Click the Post Edit option on the Navigator when finished entering
shipping and billing information.
Refer to the Ship To Addresses section for further detail on entering Shipping
Addresses.
After a PO No. has been assigned to the purchase order, data cannot be
PO
modified. The only way to change that information would be to amend the
Amendments purchase order.
To amend a purchase order after the PO No. has been assigned, locate the
purchase order, right-click the mouse, and choose Amend PO from the menu.
Now make any necessary changes to the purchase order. All changes will be
tracked and can be viewed through the PO Amendments tab. After amending a
PO, an amendment number will appear in the Amendment No. field. The ability
to amend a PO function can be controlled through the Function Rights tab of
the Rights application.
Note: To modify a part number or name, the existing part must be deleted and
the new part added.
Note: Do not make modifications to drop-down lists during a PO Amendment,
as it will result in the amendment being closed.
Note: Parts that have already been received against cannot be deleted from a
PO during an amendment.
PO Amendments Tab
4. In the To field, enter the email address of the person to whom the purchase
order should be emailed.
5. Modify the subject line, and if appropriate, files can be attached and a
memo may be included with the purchase order details.
6. Click the Send E-mail button.
7. An Information box appears stating that the email was successfully sent.
8. Click the Close button to close the Send E-mail window.
Closing a To close a purchase order, simply locate the purchase order to close using the
Purchase Order Navigator buttons or the Quick List. Right-click the mouse and select Close
from the drop-down menu. A message appears, asking, “Do you want to
close?” Click Yes to close the PO, and it will be sent to the Purchasing
History Master File. Once in History, the file becomes read-only.
Closing a purchase order can also be done from the Receiving Master file. See
Receiving Log for more details.
Note: A PO cannot be closed until all parts are received, or the PO is
amended to show a quantity of 0 parts still on order.
Purchase Order Right-click on a purchase record to print a Purchase Order History Report.
History Printing
Note: The Quick List/Quick Screen tab is also called the Shipment tab in this
Quick
module.
List/Quick
Screen Information can be added to a Receiving file by filling in the fields on the Recv.
Detail tab OR via the Receiving Quick Screen. The remainder of this chapter
concentrates on adding information via the Recv. Detail tab.
Receiving a Follow these steps to receive parts that are currently on order.
New Shipment 1. From the Main menu, click on Purchasing > Receiving.
2. Select a requisition from the Quick List/Shipment tab.
3. A requisition must have a PO number attached to show up in the Receiving
Master file. Several fields on the Quick Screen fill in automatically, but the
remaining fields, including Invoice No. and Packing Slip No., need to be
filled in, if necessary.
5. Click on the icon in the Qty Received field to specify the quantity
received for the selected part. After the Qty Received has been entered,
the user will be prompted to verify that the quantity is correct.
6. After all the details have been updated, return to the Shipment Tab to
update the Date Received for the Purchase Order.
7. Close the Receiving Master file window.
Closing a If all parts have been received against a purchase order, it may be closed
Purchase Order directly from the Receiving Detail tab. Right-click the mouse and select Close
PO from the menu. A message appears, stating, “The PO has been closed.”
Click OK the PO will then be sent to the Purchasing History Master File.
Note: If a purchase order has only one part, it can be received and closed
directly from the Shipments tab.
Closing a purchase order can also be done from the Purchasing Master file.
See Purchasing Master File for more details.
For example, a part with the following quantities would appear on the reorder
list:
Quantity On Hand = 10
Reorder Point = 5
Qty Allocated = 6
Creating a A requisition can be generated directly from the Reorder List. To create a
Requisition requisition, follow these steps:
1. Select the part(s) to be reordered.
2. Click on the Create Requisition button.
Note: Multiple parts can be chosen by holding down the Shift key while
selecting. Additional parts may be added by holding down the CTRL
key. Keep in mind, however, that all parts selected for a single
requisition must be ordered from the same vendor.
3. Clicking on the Create Requisition button will automatically generate a new
requisition and fill in Requisition No., Vendor Code, Vendor Name, and a
listing of the parts selected. You can then proceed to fill in any other details
for this purchase requisition.
For more information on creating and editing purchase orders, refer to the
Purchasing section.
Equipment Reports
Asset Report (ASSET.rpt)
Equipment Cost History Report (ECH.rpt)
Equipment Location Report (ELR.rpt)
Equipment Report (EQUIP.rpt)
PM Report for Equipment Subassemblies (SUB.rpt)
YTD Subassembly Work Order Cost History Summary (SUBCHY.rpt)
LTD Subassembly Work Order Cost History Summary (SUBCHL.rpt)
Actual vs. Budget (BUDGET.rpt*)
Customer Contact Report (CUST.rpt)
Customer Equipment PM Listing (CUSTEQPM.rpt)
Customer Equipment List (CUSTEQ.rpt)
Mean Time to Repair Graph (MTTR.rpt*)
Mean Time Between Failure Graph (MTBF.rpt*)
Equipment Bill of Materials (BOM.rpt)
Equipment Runtime Report (EQRT.rpt)
†
Equipment Alarm Configuration Report (EQALARM.rpt*)
Inventory Reports
Avery 5262 Inventory Bin Label (BIN5262.rpt)
Inventory Cost Report (ICR.rpt)
Inventory Location Report (ILRL.rpt)
Inventory Location Report by Part Number (ILR.rpt)
Physical Inventory Worksheet (INVWKSHT.rpt)
Price List by Part No (PNPRICE.rpt)
Reorder List, Without Reorder Point (RDRLST0.rpt)
Reorder List, Incl. Min. Qty. of 0 (RDRLST1.rpt)
Inventory Reorder Point Listing (REORDER.rpt)
Transactions History Report (TRANHIST.rpt)
Reference—Reports 219
Stockroom Transfer History (INVM.rpt*)
Transactions History Archive Report (TRANHISTAR.rpt*)
Move Ticket History Archive Report (INVMAR.rpt*)
220 Reference—Reports
Estimated vs. Actual Downtime by Work Order PM Graph (ESTACTPMHGRA.rpt*)
Completed PM History Work Orders by Month Graph (PMHWOGRA.rpt*)
PM History Labor Costs by Equipment Graph (PMHLCGRA.rpt*)
PM History Material Costs by Equipment Graph (PMHMCGRA.rpt*)
PM History Actual Hours by Craft (incl. Labor Costs) Graph (PMHLCSTGRA.rpt*)
Total Cost of Parts Used on PM Work Orders Graph (PMHPRCSTGRA.rpt*)
†
Mobile PM Master Work Orders (MOBILEPMM.rpt*)
†
Mobile PM Active Work Orders (MOBILEPMA.rpt*)
†
PM Alarm History (ALARMPM.rpt*)
PM Invoice Form (PMINV.rpt)
Parts Used on Equipment – PM (INVWUPM.rpt)
Labor Reports
Employee Est. Time on DM Active WO Report (DMEST.rpt)
Employee Est. Time on PM Active WO Report (PMAEST.rpt)
Employee Avery Rolodex Card Report (EMP5385.rpt)
Employee Emergency Report (EMPEMER.rpt)
Employee Labor Rate Report (EMPLBRT.rpt)
Employee Listing Report (EMPLOYEE.rpt)
Labor Code Report (LC.rpt)
Employee Time Projection Report (TIMEPROJ.rpt)
DM Work Order Labor History (DMLH.rpt)
PM Work Order Labor History (PMLH.rpt)
Vendor Reports
Vendor Contact Report (VENDOR.rpt)
Vendor Performance Report (POVP.rpt)
Vendor Purchases Listing (VPL.rpt)
Purchasing Reports
Account Purchase Report (ACTP.rpt)
Purchasing History Report (POH.rpt)
Cost Center Purchases Report (CCP.rpt)
Open Items Listing (OPENITEM.rpt)
Purchase Order Report (POPQ.rpt)
POs Past Due Report (PASTDUE.rpt)
Inventory Purchases Report by Part Name (DIPNAME.rpt)
Inventory Purchases Report by Part No. (DIPNO.rpt)
Receiving History Summary (RECVH.rpt)
Total Purchases Report, by Vendor (VPR.rpt)
Blanket Purchase Order Listing (BPO.rpt*)
Total Cost Parts Purchased Graph (POPTCSTGRA.rpt*)
Receiving History Summary Archive Report (RECVHAR.rpt*)
Reference—Reports 221
Forms
DM Active Work Order Form (USERDMA.rpt)
DM History Work Order Form (USERDMH.rpt)
DM Template Work Order Form (USERDMT.rpt)
PM Active Work Order Form (USERPMA.rpt)
PM History Work Order Form (USERPMH.rpt)
PM Master Work Order Form (USERPMM.rpt)
Purchase Order Form (USERPO.rpt)
Purchase Order History Form (USERPOH.rpt)
Miscellaneous Reports
These reports are not found on the Reports menu. Their locations are identified.
DM Active Pick List (DMAPICK.rpt)
(This report is accessed by right-clicking in the DM Active Master File.)
PMA Pick List Report (PMAPICK.rpt)
(This report is accessed by right-clicking in the PM Active Master File.)
DM History Archive Work Order Form (USERDMHAR.rpt*)
(This report is accessed by right-clicking in the DM Archive File.)
PM History Archive Work Order Form (USERPMHAR.rpt*)
(This report is accessed by right-clicking in the PM Archive File.)
Purchase Order History Archive Form (USERPOHAR.rpt*)
(This report is accessed by right-clicking in the Purchasing Archive File.)
Dashboard Report (DASHBOARD.rpt)
(This report is accessed by choosing Other > Options > Set Background menu)
Advanced Audit Trail Report (ADAUDITTBL.rpt*)
This report can be found within the Audit Trail optional module.
Advanced Audit Trail Archive Report (ADAUDITTBLAR.rpt*)
This report can be found within the Audit Trail optional module.
Audit Trail Report (AUDITTBL.rpt*)
This report can be found within the Audit Trail optional module.
Before attempting to print a report, make sure the printer is attached, ready,
Printing a and on-line. Follow these steps to select and print a report.
Standard
Report 1. Select the Reports option on the Main menu.
2. The Reports drop-down menu will appear, showing several categories of
reports and graphs to choose from.
3. Select the report to print. The Report Dialog Box appears.
Reference—Reports 223
Report Dialog Box
Sample Report
224 Reference—Reports
To print the report, click the printer icon on the report screen.
To exit without printing, click on the exit icon to close. The Main menu will
return.
Reference—Reports 225
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226 Reference—Reports
Scheduling
Overview of (not applicable to ProTeus V Expert)
Scheduling The Scheduling module displays current, overdue and upcoming PM and DM
work orders in calendar-view and tree-view formats. Viewing these active,
overdue, and future work orders allows equipment availability to be planned,
available resources to be identified, and over-scheduling to be eliminated.
Functions of From within the scheduler, many functions can be performed. Each of these
Scheduling functions is explained in detail later in this section.
• Work orders can be viewed by day, week, month, year, , employee,
equipment or customer, or by specific job number.
• Labor can be reassigned.
• Work orders can be rescheduled.
• PM Masters, Overdue and Future PMs can be activated.
• Active work orders can be skipped.
These functions are performed from the “month view” of the scheduler. The
month view is explained later.
Tree Navigation The tree-view of the Scheduling module allows users to drill down to see PM
and DM work orders by year, month, week, day or by specific employee,
equipment or customer. The number of months that display can be changed by
altering the numbers that appear in the display panel on the lower left-hand side
of the screen.
Note: The larger the span of months, the longer ProTeus will take to refresh. It
is recommended that you do not go out more than a couple of months
for optimal refresh times.
Additionally, filters can be placed to show only PMs, DMs, or both PMs and
DMs (the default).
Reference—Scheduling 227
Right-click on the year or month to preview or print all work orders for that time
period.
Color Codes Work orders are color-coded, both on the calendar, and in the tree, as follows:
PM - Active: PM work orders that have reached their Activation Date or
Runtime threshold, and have not yet been closed. PM Active work orders are
placed on the calendar according to their Active Date (field in PM Active). They
are represented in GREEN.
PM - Overdue: PM work orders whose Next Scheduled Date is earlier than
today’s date, but that have not been activated. PM Overdue work orders are
placed on the calendar according to their Next Scheduled Date (field in PM
Master). They are represented in RED. An example of an overdue PM would be
one in which the equipment is out of service, preventing its activation.
PM - Future: PM work orders that are scheduled to activate in the future. Future
PM work orders are placed on the calendar according to ProTeus’ projection of due
dates based on the Next Scheduled Date (field in PM Master). They are
represented in BLUE.
Note: If the Hide/Show PM Future button is set to HIDE, then only PM Masters
due to become active on the Next Scheduled Date will be displayed.
Future scheduled dates will not be shown. This is helpful when
rescheduling work.
Note: PM work orders that are scheduled by runtime are not forecasted, and
therefore, will NOT be displayed as future PMs.
DM - Active: DM work orders that are currently Active, and have not yet been
closed. DM work orders are placed on the calendar according to their Date
Started (field in DM Active). They are represented in PURPLE.
228 Reference—Scheduling
To view all upcoming work orders by year, select and click the year from the
View by Year
Tree View. A list of work orders (separated by PMs and DMs) for that year
appears.
Note: This is the view from which most Scheduling functions are performed.
View by Month
To view all upcoming work orders by month, select and click on a month from
the Tree View. A calendar appears, providing a month-at-a-glance view of the
number (quantity) of upcoming work orders. Numbers appear on each day for which
maintenance activities are scheduled, and represent the number of Active PM’s,
Overdue PM’s, Future PM’s and Active DM’s.
Left-clicking on a number will bring up the associated work orders in Quick List
format below the calendar, showing the work order number, equipment number,
equipment name, next scheduled date and procedure description.
Reference—Scheduling 229
Schedule - View by Month
On the right, there are two show/hide toggle buttons: PM Future and Details.
When future PMs are hidden, then only PM Masters due to become active on
the Next Scheduled Date will be displayed.
The Details button is used to expand and collapse records that appear in the
right pane of the window. By hiding the details, all records will appear as
collapsed. The user can then click on the [+] button next to the record to expand
the record and view the details.
Note: Depending upon the number of PMs and DMs in the ProTeus V
database, selecting the SHOW option on these buttons may affect the
performance (slow down the speed) of the scheduler.
230 Reference—Scheduling
View by Week To view all upcoming work orders for a specific week, click the [+] icon next to
the month. The tree expands, listing each week of the month. Click on the
desired week. A summary of the work orders for the chosen week appears on
the right-hand side of the window.
Click on the [+] button next to any Job No./Work Order No. for additional detail
for that work order.
Right-click anywhere in the right-hand window to preview and print a copy of
the schedule.
Reference—Scheduling 231
To view all upcoming work orders for a specific day, click the [+] icon next to the
View by Day
week. The tree expands, listing each day of the week. Click on the desired day.
A summary of the work orders for the chosen day appears on the right-hand
side of the window.
Click on the [+] button next to any Job No./Work Order No. for additional detail
for that work order.
Right-click anywhere in the right-hand window to preview and print a copy of the
schedule.
232 Reference—Scheduling
View by Job To view all upcoming work orders by Job Number, click the [+] icon next to the
Number day. The tree expands, listing each work order scheduled for that day. Clicking
on a Job Number from the tree, displays the work order in printable format.
Right-click anywhere in the right-hand window to print a copy of the work order.
Reference—Scheduling 233
View by To view upcoming work orders for a piece of equipment, expand the tree to the
Equipment Day level. Click on the word Equipment. A summary of work for the week
appears on the right.
Click the [+] icon next to the word Equipment. The tree expands, listing each
piece of equipment that is scheduled for maintenance that week. Select an
individual piece of equipment by clicking on it. A summary of work orders
containing that equipment item is displayed on the right.
Click on the [+] button next to any Job No./Work Order No. for additional detail
for that work order.
Right-click anywhere in the right-hand window to preview and print a copy of the
schedule.
234 Reference—Scheduling
View by To view upcoming work orders by employee, expand the tree to the Day level.
Employee Click on the word Employee. A summary of work for the week appears on the
right.
Click the [+] icon next to the word Employee. The tree expands, listing each
employee that is scheduled to perform work that week. Select an individual
employee by clicking on his/her name. A summary of work orders scheduled
for that employee is displayed on the right.
Click on the [+] button next to any Job No./Work Order No. for additional detail
for that work order.
Right-click anywhere in the right-hand window to preview and print a copy of the
schedule.
Reference—Scheduling 235
View by To view upcoming work orders by customer, expand the tree to the Day level.
Customer Click on the word Customer. A summary of work for the week appears on the
right, sorted by customer.
Click the [+] icon next to the word Customer. The tree expands, listing each
customer that is scheduled for maintenance that week. Select an individual
customer by clicking on the customer name. A summary of work orders
scheduled for that customer is displayed on the right.
Click on the [+] button next to any Customer for additional detail for that work
order.
Right-click anywhere in the right-hand window to preview and print a copy of the
schedule.
236 Reference—Scheduling
Resource Assignment Window
4. Work orders that are scheduled for that day appear. A work order
number or job number is listed multiple times in the Resource
Assignment grid for each employee that is assigned to the work order.
Note: Work orders can be sorted by clicking on the column headers.
5. Click on a work order (multiple work orders can be selected by holding
down the SHIFT or ALT key while selecting) to select the work order(s)
to reschedule.
6. To add labor, right-click and choose Add Labor.
a. A Labor box appears. Choose an employee to add to the work
order(s), enter in the hours, and click ADD.
Reference—Scheduling 237
Add Labor Screen
238 Reference—Scheduling
Rescheduling Upcoming work orders can be rescheduled to a different date via the calendar if
Work several conditions are met:
1. The work order cycle for the particular Job No. is not active.
2. The work order cycle has a Next Scheduled Date (look in PM Master
under the Date Schedule tab).
3. The work order to be rescheduled must be the next one in the cycle to
be activated.
Clicking the Hide PM Future button guarantees that only reschedulable PMs (those
that meet the conditions above) are visible.
Example: Work order with a Cycle = Weekly; Scheduled for every Monday.
Today’s Date: Tuesday, May 4, 2005
Next Scheduled Date: Monday, May 10, 2005
Future Scheduled Dates: Monday, May 17; Monday, May 24; Monday, May
31, etc.
Only the work order scheduled for Monday, May 10 will be shown on the
calendar, and thus, can be rescheduled.
To Reschedule:
1. Hide the future PM’s by clicking on the Hide/Show PM Future button.
This will guarantee that only reschedulable PMs are visible.
Note: When hiding future PM’s the Hide/Show button should read Show.
2. On the calendar, left-click on a number representing a scheduled work
order.
3. Right-click on the Resource Assignment pop-up menu. The Resource
Assignment window appears.
Reference—Scheduling 239
Resource Assignment Window
4. Work orders that are scheduled for that day appear. In fact, a work order
number or job number will appear multiple times in the Resource
Assignment grid if there are multiple employees assigned to the work
order.
Note: Work orders can be sorted by clicking on the column headers.
5. Click on a work order (multiple work orders can be selected by holding
down the SHIFT or ALT key while selecting) to select the work order(s)
to reschedule.
6. Right-click and choose Reschedule.
7. A date box appears. Choose a date to which to reschedule the work
order(s) from the drop-down calendar.
240 Reference—Scheduling
(not applicable to ProTeus V Expert)
Skip PM
Active PMs can be skipped from the “month view” of the scheduler.
1. Select a month from the Tree navigator.
2. On the calendar that appears, left-click on the number representing the
date of the work order to skip.
3. Work orders that are scheduled for that day appear at the bottom in
Quick List format.
4. Select the work order to skip from the Quick List by clicking on it.
5. Now right-click and choose Skip.
6. The message “Do you want to advance the date schedule to the next
cycle for Job No. xxx?”. Click Yes, if you want to advance the cycle of
the PM Work Order.
7. When the message “The PM Work Order cycle has been skipped
“appears, click OK.
8. The work order will be skipped.
For more information about skipping PMs, please see the PM Active section.
Reference—Scheduling 241
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242 Reference—Scheduling
Ship to Addresses Master File
Overview of The Ship to Addresses Master file is used to designate addresses for frequent
Ship To shipment locations, such as different plant locations or buildings. These
addresses may then be used in the Purchasing Master File when creating
Addresses
purchase orders.
Ship To Window
Reference—Stockroom 245
Set Local Initially, the local stockroom is set to MAIN. To change this:
Stockroom 1. Select Set Local Stockroom from the Assets > Stockroom menu.
2. Click the drop-down arrow and select the stockroom which will be the new
Local stockroom for this computer workstation. Click OK.
Deleting a 1. Select Add Stockroom from the Assets > Stockroom menu.
Stockroom 2. Select the stockroom to delete and click the Delete button.
3. Click Yes to delete this item.
Note: Stockroom “MAIN” cannot be deleted. The following message appears
when trying to delete it: “Cannot delete default stockroom!”
Note: Stockrooms with any inventory quantities cannot be deleted. The
following message appears when trying to delete it: “Other records
are dependent on this record. Dependent records must
be removed before this record can be deleted.”
Modifying the 1. Select Add Stockroom from the Assets > Stockroom menu.
Name of a 2. Select the stockroom to modify and click the Modify button.
Stockroom
3. Modify the stockroom name and click OK.
Note: When modifying a stockroom, the modification will be made throughout
ProTeus V.
Establishing To move parts from one stockroom to another, first that stockroom must be
created (see Add Stockroom) and then the inventory item must be added to the
Multiple
new stockroom.
Stockrooms
for a Part 1. To attach another stockroom to an inventory item, select Inventory from the
Assets Menu.
2. From the Inventory Quick List, click on the inventory item whose parts will
be added to the new stockroom.
Note: To add a new stockroom to multiple inventory items at one time, hold
down the <CTRL> key and click on each item. All selected items must
have the same destination stockroom.
3. Right-click anywhere in the grid and click Add To Another Stockroom.
Stockroom Menu
4. Select a destination stockroom from the drop-down. Click OK.
5. The new stockroom (with a Quantity on Hand defaulting to 0) is added to
the Inventory tab.
246 Reference—Stockroom
Multiple Stockrooms in Inventory
Move Stock Before moving inventory stock, multiple stockrooms must be established for this
From Local part (see Establishing Multiple Stockrooms for a Part).
Stockroom To move parts from the local stockroom to another stockroom:
1. Select Inventory from the Assets Menu.
2. From the Quick List, click on the part to move.
3. Right-click anywhere in the anywhere in the grid and click Move Stock from
Local.
Stockroom Menu
4. Make sure there is enough inventory and then select the Destination
Stockroom.
Note: If there isn’t enough Qty on Hand, the system ignores the transaction.
5. Enter the Transfer Amount. To send an e-mail, go on to Step 6. Otherwise,
skip to step 8.
6. Click the E-mail checkbox to send an e-mail notification of the transfer.
Note: Employee Name and E-mail Address fields will be grayed out until the
E-mail checkbox is checked.
7. Select the employee to whom to send the e-mail. The e-mail address will be
drawn from the Employee Master file.
Reference—Stockroom 247
Note: The e-mail functionality will only work if the information in E-mail Setup
under the Other > Options menu was entered.
8. Click the Submit button. A message appears, stating that the transaction
and/or email message were sent successfully. Click OK.
9. Close the Move Ticket window.
Move Stock to Before moving inventory stock, multiple stockrooms must be established for this
Local part (see Establishing Multiple Stockrooms for a Part).
Stockroom To move parts to the local stockroom from another stockroom:
1. Select Inventory from the Assets Menu.
2. From the Quick List, click on the part to move.
3. Right-click anywhere in the anywhere in the grid and click Move Stock to
Local.
Stockroom Menu
4. Select the Source Stockroom and make sure there is enough inventory on
hand to do the transaction.
Note: If there isn’t enough Qty on Hand, the system ignores the transaction.
248 Reference—Stockroom
Note: Employee Name and E-mail Address fields will be grayed out until the
E-mail checkbox is checked.
7. Select the employee to whom to send the e-mail.
Note: The e-mail functionality will only work if the information in E-mail Setup
under the Other > Options menu was entered, and the employee
chosen to receive the e-mail has an e-mail address entered in the
Employee Master file.
8. Click the Submit button. A message appears, stating that the transaction
and/or email message were sent successfully. Click OK.
9. Close the Move Ticket window.
Move Ticket The Move Ticket History Master file contains records for all inventory items
History Master which were moved between stockrooms. This data is read-only, and is
therefore used for reference purposes only.
File
1. Select Move Ticket History from the Assets Menu.
2. Select a record from the Quick List to view the details on a transfer.
Reference—Stockroom 249
(not applicable to ProTeus V Expert)
Archive Move
Ticket History To archive Move Ticket History records, highlight the records to be archived
from the Quick List and right-click the mouse. Select Archive from the right-click
menu. Please refer to the Archive section of Reference for further explanation
of archiving files.
250 Reference—Stockroom
Tasks Master File
Overview of The Tasks Master file is used to record various maintenance tasks that are
Tasks Master performed at regular intervals. These tasks can be generic, such as replace,
inspect, or calibrate. They can also be safety-related or machine-specific tasks.
File
Tasks can later be attached to Preventive or Demand Maintenance work
orders.
Important! Devote careful planning to developing the task code library and
task descriptions. The effort spent in devising task codes tailored to the
facility’s operations will result in easier work order production and clear, precise
maintenance procedures.
A Task Number identifies all tasks. Use any numbering scheme that makes
sense. However, it is preferable to number by type of work, or by type of
equipment.
Reference—Tasks 251
Using a logical numbering scheme, tasks can be organized into groups by
prefixes and suffixes like the following examples:
Prefixes: Suffixes:
INS Inspection 000-099 Custodial
LUB Lubrication 100-199 Electrical
SAF Safety 200-299 Mechanical
VIB Vibration 300-399 HVAC
CAL Calibration 400-499 Facilities
CLN Cleaning 500-599 Carpentry
FAB Fabrication 600-699 Painting
FIR Fire Systems 700-799 Plumbing
LOP Lock out/Tag Out 800-899 Bldg/Grounds
Procedure
ADJ Adjust 900-999 Welding
CHG Change TST Test
Tasks can also be assigned a labor code, which will determine which
employees can perform a task, and estimated hours, which can be used in
scheduling labor on a work order.
For instructions on adding, modifying and deleting records, please refer to The
Basics section of Learning the Basics. Additional information on fields and
tables is located within the Appendix section under Database Fields.
252 Reference—Tasks
Time Card
Overview of (not applicable to ProTeus V Expert)
Time Card The Time Card feature allows employees to look up work orders associated
with their name and update labor for PM and DM work orders. It is a one-stop
location to easily update labor hours and dates without accessing the individual
PM and DM work order records.
The Time Card feature is filtered by Employee Name. Both DM Active and PM
Active work orders are listed for each employee.
Update Labor To update hours and dates worked, follow these steps:
Hours to 1. Select Time Card from the Personnel Menu.
Assigned 2. Choose the employee whose labor needs updating from the Employee
PMs/DMs Name or Employee No. drop-down list.
3. Click on the DM Active or PM Active tab for the respective work orders.
Only work orders with the employee’s name attached will appear.
4. Select a work order or job number from the Quick List.
5. Enter the date work was performed in the Completion Date field on the
Quick Screen. Fill in the hours worked on that date in the Hours fields.
10. Click the Post button. The information entered will transfer
automatically to the proper work order records in PM Active and DM Active.
11. Repeat steps 7 through 10 for each additional day work was performed on
this one job by this one employee.
Note: PM and DM work orders cannot be closed using the Time Card function.
Update Labor To update hours and dates worked, follow these steps:
Hours to 1. Select Time Card from the Personnel Menu.
Unassigned 2. Choose the employee whose labor needs updating from the Employee
PMs/DMs Name or Employee No. drop-down list.
3. Click on the DM Active or PM Active tab to choose DMs or PMs.
4. Click the Add button. Select the Job Number that this employee worked
on.
5. Select the Labor Code.
6. Select the date that work was performed from the Completion Date
dropdown on the Quick Screen. Fill in the hours worked on that date in the
Hours fields.
Transactions
For instructions on adding, modifying and deleting records, please refer to The
Basics section of Learning the Basics. Additional information on fields and
tables is located within the Appendix section under Database Fields.
Using the The Transactions log can also serve as a Tool Check In/ Check Out feature.
Transactions For this to work, the user must enter the various tools into the Inventory Master
file. Follow these steps to check tools in or out.
Log for Tool
Tracking 1. From the Main menu, select Assets > Transactions. The Transaction
window displays.
2. Choose a tool from the Part No. or Part Name field.
3. Type in the quantity of that tool to check out/in in the Adjustment Qty. field.
4. Select the type of adjustment to make. Select Subtract when tools are
being checked out. Select Add when tools are being checked in.
5. Select the employee name from the Checked Out To field.
6. Click Submit to submit this information to Transaction History.
Quick Screen Information is added to a Vendor file by filling in the fields located on the
Entry various tabs (i.e. Contact, Purchases, etc) throughout the Master file. The
Vendors Quick Screen allow easy access to required or most frequently
accessed fields, preventing the need to jump from tab to tab when only
minimum information is required. While much of the information can be added
via the Vendors Quick Screen, the remainder of this chapter concentrates on
adding information tab by tab.
Reference—Vendors 259
Vendors Tab Assign each vendor a unique code number. We recommend using the same
vendor codes that the purchasing department uses, so that POs and
requisitions, which may be passed between the two departments, have
consistency.
The Web Page field can be used to enter in the vendor’s home page, if any.
Click on the globe icon to the right of this field to launch the vendor’s home
page using the computer’s default internet browser.
Historical cost data from this vendor can also be found on this tab. This
includes Year-to-Date and Life-to-Date purchasing totals. Payment Terms can
also be added on this tab. This information will automatically appear in the
Payment Terms field under the Costs tab in Purchasing.
For instructions on adding, modifying and deleting records, please refer to The
Basics section of Learning the Basics. Additional information on fields and
tables is located within the Appendix section under Database Fields.
260 Reference—Vendors
Contact Tab Additional information can be added on the Contact tab.
Parts List Tab Click the Parts List tab to view a read-only listing of all the parts that have been,
or may be, purchased from this vendor.
The Parts List tab displays only the parts in the Main stockroom, no matter what
the local stockroom is set to. However, when adding parts, only the local
stockroom’s inventory will be listed. When a vendor is attached to a part from a
local stockroom, the default stockroom, Main, will automatically be updated with
the vendor information. The default vendor checkbox will remain specific to
each stockroom.
Reference—Vendors 261
Equipment List Click the Equipment List tab to display a read-only listing of all equipment that is
Tab associated to this vendor from the Equipment Master file.
262 Reference—Vendors
Zero Fiscal Year Totals
Overview of The Zero Fiscal Year Totals option is used to set all PM and DM year-to-date
Zero Fiscal Year costs that were associated with each piece of equipment to $0.00. The cost
history data that is kept for equipment includes material and labor costs. These
Totals
costs can be viewed by clicking the Cost History tab while displaying an
equipment record in the Equipment Master File.
Zero Fiscal Year Totals also clears out year-to-date purchases for all vendors.
These costs can be viewed under the Vendor Master file.
The zeroing procedure does not affect the life-to-date costs or life-to-date
purchases, which remain intact. The procedure is designed to be used once a
year, at the end of the fiscal year. If it is used at any other time, the cost history
data collected over the period of the current fiscal year will be lost (but will
remain in life-to-date totals). If needed, gather this data before zeroing the
totals.
Note: Only logins with rights to this function can zero fiscal year totals.
Zeroing Fiscal Follow these steps to zero the year-to-date cost history for every piece of
Year Totals equipment.
1. From the Main menu, select Other > Zero Fiscal Year Totals.
2. A verification message, “Are you sure you want to zero out
all Year-to-date totals?” displays to make sure it can clear the
totals.
3. Click OK to clear the totals or click Cancel to exit this operation without
affecting the year-to-date totals.
Please refer to the documentation included with the Audit Trail module for
installation and operation instructions.
Contact Eagle Technology, Inc. for more information on adding the Audit Trail
module.
Please contact Eagle Technology, Inc. for more information on adding the
Barcode module to your ProTeus V application.
Installing the The Equipment Load module is installed during Metasys interface installation.
Equipment
Load Module
Equipment Load
3. From the list box, select which equipment records to transfer to ProTeus V.
4. Click on the Database menu option, and choose Add from the drop-down
menu.
5. A message will then appear, stating how many equipment records were
added to the ProTeus V Equipment Master file. Only equipment records
that do not already exist will be added to the Equipment Master file.
Please refer to the documentation included with the ERP Interface Module for
installation, development and operation instructions.
Contact Eagle Technology, Inc. for more information on adding the ERP
Interface module.
Please refer to the documentation included with the M-Site Module for
installation and operation instructions.
Contact Eagle Technology, Inc. for more information on adding the M-Site
module.
Please refer to the documentation included with the Metasys Interface for
installation and operation instructions.
Please contact Eagle Technology, Inc. for more information on adding the
Metasys Interface module.
Please refer to the documentation included with the MS Project Module for
installation and operation instructions.
Contact Eagle Technology, Inc. for more information on adding the MS Project
module.
Creating a PM 1. Start the PM Tasks program by clicking on its icon in the ProTeus V
Work Order program group. The ProTeus administrator is the one that has access to
this application.
2. Select the proper equipment category from the File drop-down list (only
HVAC is currently defined).
3. The Equipment tab appears. Choose an Equipment Type from the left
panel and a corresponding Equipment Name from the list on the right panel.
PM Tasks—Equipment Tab
4. Next, click on the PM tab and select the correct PM job from the list.
5. Click on the Task tab to view the entire list of tasks that must be completed
for this job. By default, all tasks are checked. To uncheck a task, select the
appropriate tasks and click on UNCHECK.
Please refer to the documentation included with the PM Tasks Module for
installation and operation instructions.
Contact Eagle Technology, Inc. for more information on adding the PM Tasks
module.
ProLink resides on a web server and allows users to access the ProTeus
Overview of
database using a standard web browser. It can be used in plants and facilities
ProLink with multiple buildings, locations or warehouses that are not networked
together, but have access to the Internet.
The ProLink Web Browser Service Request module allows users to access
ProTeus V from remote computers. Users can:
• Submit service requests
• Search work orders
• Review, modify, and approve requests online
• Notify service technicians of work order updates via email or text pager
ProLink Module
Contact Eagle Technology, Inc. for more information on adding the ProLink
module.
Overview of Service Request enables users to access the ProTeus database via LAN or
WAN. It is primarily used in networked warehouses, campuses, and off-site
Service Request
buildings.
The Service Request module allows users to access ProTeus V from remote
computers. Users can:
• Submit service requests
• Search work orders
• Review, modify, and approve requests online
• Notify service technicians of work order updates via email or text pager
Service Request The Service Request module can operate in two modes:
Modes Standard Mode: Service requests must be approved or rejected by a Service
Request Administrator before becoming a work order.
Direct Mode: Service requests immediately become work orders. No
administrator middleman is needed.
Contact Eagle Technology, Inc. for more information on adding the Service
Request module.
DB Name Application
Import File When creating a text (.txt) file to import data, the following specifications apply:
Requirements • Import file names must have .txt file extensions.
• Import files must be in Tab Delimited format.
• Date fields must be in YYYYMMDD format.
• Time fields must be in HHMMSS format.
• All text must be uppercase.
When creating Tab Delimited files using Microsoft programs, i.e. Excel and
Access, strings will be enclosed in quotes. Remove these quotes prior to
inserting data. DO NOT use any quote characters in data for import.
Task Table When importing data into the tasks table, and labor codes associated with each
Requirements task are desired, the labor code data must be imported first and contain all
labor codes to be used with tasks.
Available Fields Each table has its own fields available that can be imported. Field names listed
in bold are required fields. Field Names with * are fields that must be unique.
The available fields with its associated table are listed next:
Equipment
Field Name Field Description Length Field Name Field Description Length
Equipno * Equipment Number 24 Weight Weight 16
Tasks
Field Name Field Description Length Field Name Field Description Length
Taskno * Task No. 10 Laborcode* Labor Code 10
Descript Description 80
Employees
Field Name Field Description Length Field Name Field Description Length
Employee Employee Number 14 Fax Fax Number 27
no *
Employee Employee Name 30 Pager Pager Number 27
name
Startdate Start Date 8 Email E-mail Address 80
Address0 Address 1 40 Department Department 20
Address1 Address 2 40 Division Division 20
City City 20 SSN Social Security No. 11
State State 20 User0 - 7 User Fields 1– 8 30
Zip Zip Code 14 Supervisor Supervisor
Phone Phone Number 27
Note: Supervisor is not added as a separate employee to the Employee
Master file; it will only appear as a name in the Supervisor field of the
Employee Master file.
Causes
Field Name Field Description Length Field Name Field Description Length
Causeno * Cause Number 10 Descript Description 80
Labor
Field Name Field Description Length Field Name Field Description Length
Laborcode * Labor Code 10 Descript Description 60
Important: The selected field names that appear in the Import Fields Order list
must match the exact order of the field names from the text file. The Import field
order must match the field listing below top to bottom, left to right.
Note: Field names with blue text are required fields. These must be defined.
4. Click the “>” button to move the selected field names to the Import Fields
Order list.
5. Verify the path where the information is being imported from and click the
Import button.
6. Each line in the text file is a “Record” for import purposes. For each line
(“Record”) in the Text file, the status of that import “Record” is displayed.
Sample Errors
1. To save a log file of the Import Record, select the ’Save Log’ option under
Saving the Log
the File menu.
2. Name and select the location to save the log to.
Note: The log file can later be viewed in any program capable of displaying a
text format document. (Examples: WordPad, Notepad, etc.)
Clearing the To clear the log, select the ’Clear Log’ option under the File menu.
Log
Note: The log file automatically is cleared when the program is closed and
reopened.
Logging into Users of MSDE must login to Rights using the default MM login.
Rights Users of Oracle must login as the schema owner. The default is MM.
Users of Microsoft SQL Server must have the following database user
properties set prior to accessing the Rights program: db_owner, db-access
admin, db_security admin, public, maintenance manager.
After the Rights application has been launched, the following template is
displayed:
Groups Tab
Groups and When the Groups tab is selected, there are two columns displayed in the Group
Logins Rights window – Group List and Login List. The list of users displayed in the
Login List are members of the group which is selected in the left column.
Program rights are assigned according to groups; therefore, all members of the
same group have the same access rights.
Please note that a single user may belong to only one group.
Adding a User The Database Administrator must create users and assign groups through
to a Group Enterprise Manager.
using Microsoft
SQL Server
Select the appropriate files this group can access by clicking on the appropriate
radio buttons. When satisfied with the selections, click Save to save all changes
and close the window.
The three levels of rights are: Write, Read, and None.
Write: Select to give the group authority to create new records and view or
modify existing ones.
Read: Select to give the group authority to only view existing records.
None: Select to forbid the group’s access to this master file.
When satisfied with the selections, click Save to save all changes.
Select the combination of functions this user group can access by clicking on
the appropriate checkboxes. If the box is checked, the group will have access
to the function. Function Rights include the following:
Single Close DM: Select to give the group authority to close DMs.
Single Close PM: Select to give the group authority to close PMs.
Quick Close DM: Select to give the group authority to quick close a DM work
order.
Quick Close PM: Select to give the group authority to quick close a PM work
order.
Batch Close: Select to give the group authority to batch close work orders.
Batch Print: Select to give the group authority to batch print work orders.
Skip PM: Select to give the group authority to skip the current cycle on PM Active
work orders.
Assign To: Select to give the group authority to assign an employee to a work
order(s).
Delete Records: Select to give the group authority to delete records. Add to
Drop-down Lists and Edit Drop-down Lists must also be checked to delete.
Create PO (Reorder): Select to give the group authority to create requisitions
through the reorder list.
Assign PO No: Select to give the group authority to assign a PO number onto
a purchase requisition.
Option Rights (The Option Rights Tab will not appear in ProTeus V Expert.)
The Option Rights tab allows the supervisor to define to which functions of any
installed Optional Modules the group will have access.
Select the combination of functions this user group can access by clicking on
the appropriate checkboxes. If the box is checked, the group will have access
to the function. Option Rights include the following:
Report Rights Click the Report Rights tab. A reports selection window for this group displays.
The Report Rights matrix defines precisely which reports the group will be able
to display and print.
Work Orders Select the settings for work orders by clicking on the appropriate checkboxes.
Tab
Normal Working Check the appropriate boxes under the Select Work-days panel to specify the
Days normal working days for the organization, i.e. days on which work orders can be
scheduled. Days without a checkbox become highlighted in red, signifying non-
working days for the entire organization.
Work orders that end up being scheduled on a non-working day will need to be
adjusted. The easiest way is to use the “Change Active Date” options below the
Select Work-days panel. These options adjust the Work Started field within
PM/DM Active labor to an available working day.
“Previous Day”: Any work orders scheduled for activation on a non-
working day will be rescheduled to the previous available working day.
“Ignore”: Any work orders scheduled for activation on a non-working day
will remain as scheduled.
“Next Day”: Any work orders scheduled for activation on a non-working day
will be rescheduled to the next available working day.
See the Employee section in Reference for setting individual employee non-
working days.
If the ‘SMTP Authentication Required’ checkbox is checked, then the user must
provide a password before mail can be routed from ProTeus V. The password
can be provided in one of two ways.
1. If the ‘SMTP Authentication Required’ checkbox is checked and a
password is entered on the E-mail Setup screen, then the password will
be stored and will be automatically used when a mail is sent. This
password will be stored even if ProTeus V is closed.
2. If the ‘SMTP Authentication Required’ checkbox is checked and no
password is entered on the E-mail Setup screen, then a Mail Login
Dialog will appear when the user attempts to send a mail. When the
dialog appears, the user must enter a password before the mail can be
routed. The password will be stored while ProTeus V is open and any
subsequent attempts to send mail will not require a password to be
entered.
Appendix 329
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330 Appendix
Sample Worksheets
Following are sample worksheets, which can be used to collect data for each
master file. They can then be easily entered into the ProTeus V databases.
For maximum efficiency, please follow the recommended sequence of data
entry outlined in The Basics.
Abbreviations used:
A/N Alphanumeric characters
Float Floating numeric value
MM/DD/YYYY Month/Day/Year
N Numeric Value
Tools
Tool Name (80 A/N) __________________________________
____________________________
Tool Name (80 A/N) __________________________________
____________________________
Tool Name (80 A/N) __________________________________
____________________________
Description __________________________________
__________________________________
_________________________
Cycle (6 N) ______________________________
Task No. (10 A/N) _______________________________
Description (100 A/N) __________________________________
Line 1 ____________________________
Description (100 A/N) __________________________________
Line 2 ____________________________
Cycle (6 N) ______________________________
Task No. (10 A/N) _______________________________
Description (100 A/N) __________________________________
Line 1 ____________________________
Description (100 A/N) __________________________________
Line 2 ____________________________
Cycle (6 N) ______________________________
Task No. (10 A/N) _______________________________
Description (100 A/N) __________________________________
Line 1 ____________________________
Description (100 A/N) __________________________________
Line 2 ____________________________
Cycle (6 N) ______________________________
Task No. (10 A/N) _______________________________
Description (100 A/N) __________________________________
Line 1 ____________________________
Description (100 A/N) __________________________________
Line 2 ____________________________
Cycle (6 N) ______________________________
Task No. (10 A/N) _______________________________
Description (100 A/N) __________________________________
Line 1 ____________________________
Description (100 A/N) __________________________________
Line 2 ____________________________
Cycle (6 N) ______________________________
Part No. (32 A/N) _______________________________
Part Name (30 A/N) _______________________________
To Use (9 N) _______________________________
Cycle (6 N) ______________________________
Part No. (32 A/N) _______________________________
Part Name (30 A/N) _______________________________
To Use (9 N) _______________________________
Cycle (6 N) ______________________________
Part No. (32 A/N) _______________________________
Part Name (30 A/N) _______________________________
To Use (9 N) _______________________________
Cycle (6 N) ______________________________
Part No. (32 A/N) _______________________________
Part Name (30 A/N) _______________________________
To Use (9 N) _______________________________
Cycle (6 N) ______________________________
Part No. (32 A/N) _______________________________
Part Name (30 A/N) _______________________________
To Use (9 N) _______________________________
Tools
Cycle (6 N) ______________________________
Tool Name (80 A/N) __________________________________
____________________________
Tool Name (80 A/N) __________________________________
____________________________
Tool Name (80 A/N) __________________________________
____________________________
Cycle (6 N) ______________________________
Labor Code (10 A/N) _______________________________
Employee No. (14 A/N) _______________________________
Employee (30 A/N) _______________________________
Name
Est. Hours (15 N) _______________________________
Cycle (6 N) ______________________________
Labor Code (10 A/N) _______________________________
Employee No. (14 A/N) _______________________________
Employee (30 A/N) _______________________________
Name
Est. Hours (15 N) _______________________________
Blanket PO Tab
Definition of
Blanket PO Field Label TableName.FieldName Description Length Type
Master File
BPO No. Purchasingagreement.BP A unique identifying 18 A/N
Fields ONO number assigned to
each Blanket PO
record by the user.
Vendor Code* Purchasingagreement.VE The vendor which 16 A/N
NCODE corresponds to the
Blanket PO which is
being created.
(Chosen from a list of
records from the
Vendors Master File)
Vendor Purchasingagreement.VE Full company name of 50 A/N
Name* NNAME the vendor, which is (Read-only)
automatically filled in
to correspond with the
chosen vendor.
Last Req. Date Purchasingagreement.LA Date of the last time a 8 MM/DD/YYYY
STREQDATE purchase requisition (Read-only)
was assigned to this
Blanket PO.
(Calculated field)
Agreement Purchasingagreement.AG The total amount of 13 Floating
Amount REEMENTAMOUNT allowed purchases
under this agreement.
Expiration Purchasingagreement.EN Date the blanket PO 8 MM/DD/YYYY
Date DINGDATE expires.
Definition of Causes
Causes Master Field Label TableName.FieldName Description Length Type
File Fields Cause No. Cause.CAUSENO A unique identifying 10 A/N
number assigned to
each Cause record by
the user.
Description Cause.DESCRIPT Brief description of what 80 A/N
caused the problem.
Fields listed in bold are required fields
Contact Tab
Field Label TableName.FieldName Description Length Type
(Modules 22-26)
Currency ProTeus Alarm Archive InVue Budget
Maintenance Interface
MODULE 22 23 24 25 26
FIELD1 Currency ProTeus Alarm PM Archive InVue Costs from
Maintenance Interface Work Orders
FIELD2 Baseline Alarm Rights DM Archive Object Tree Costs from
Currency Purchasing
FIELD3 Exchange Alarm PO Archive Work Order Budget
Rates Configuration Details
FIELD4 Currency Alarm Manager Transaction Alarm Details Actual
Setup Archive
FIELD5 Currencies in Alarm Viewer Skip PM Select DM Remaining
Database Archive
FIELD6 Available ProTeus Alarm PM Shadow Select PM Purge Cost
Currencies Viewer Archive Center
FIELD7 Rate Name Viewer Options Move Ticket Auto-Print Start Month -
Archive Year
FIELD8 Symbol Clear Alarms Currency Auto-Activate End Month -
Archive Year
FIELD9 Thousands Clear Alerts Receiving E-Link
Separator Archive
FIELD10 Decimal Refresh Rates Update
Separator
Equipment Tab
Field Label TableName.FieldName Description Length Type
Schedule Tab
Field Label TableName.FieldName Description Length Type
Attachments Tab
Field Label TableName.FieldName Description Length Type
Mobile Tab
Field Label TableName.FieldName Description Length Type
DM History Tab
Definition of
DM History Field Label TableName.FieldName Description Length Type
Master File Work Order Dmhistory.WONO A unique work order 15 N
Fields No. identification number that (Read-only)
is automatically assigned
by ProTeus V.
Job No. Dmhistory.JOBNO A work order identification 30 A/N
number, assigned by the (Read-only)
end user.
Request No. Dmhistory.REQUESTN An additional work order 12 A/N
O identification number, or (Read-only)
the telephone number of
the person requesting the
work order, assigned by
the end user.
Cost Center Dmhistory.COSTCENT The department or 16 A/N
ER accounting code to which (Read-only)
the cost of this work order
will be charged
Equipment Tab
Field Label TableName.FieldName Description Length Type
Schedule Tab
Field Label TableName.FieldName Description Length Type
Attachments Tab
Field Label TableName.FieldName Description Length Type
Approvals Tab
Field Label TableName.FieldName Description Length Type
Definition of
DM History DM History Tab
Archive Field Label TableName.FieldName Description Length Type
Master File Work Order Dmhistoryarchive.WON A unique work order 15 N
Fields (con’t) No. O identification number that (Read-only)
is automatically assigned
by ProTeus V.
Job No. Dmhistoryarchive.JOBN A work order identification 30 A/N
O number, assigned by the (Read-only)
end user.
Request No. Dmhistoryarchive.REQ An additional work order 12 A/N
UESTNO identification number, or (Read-only)
the telephone number of
the person requesting the
work order, assigned by
the end user.
Cost Center Dmhistoryarchive.COS The department or 16 A/N
TCENTER accounting code to which (Read-only)
the cost of this work order
will be charged
Symptom Dmhistoryarchive.DES A description of the 80 A/N
CRIPT problem that needs to be (Read-only)
addressed.
Send Email Dmhistoryarchive.TOE Email address to which 500 A/N
MAIL this work order was sent (Read-Only)
Assign To Dmhistoryarchive.BATC The employee to whom 50 A/N
HASSIGNEMPNAME this work order was (Read-Only)
assigned.
Requested By Dmhistoryarchive.REQ Name of the person or 30 A/N
UESTBY department that requested (Read-only)
the work order.
Priority Dmhistoryarchive.PRIO Ranking of urgency for 10 A/N
RITY this work order. (Read-Only)
Examples:
1, 2, 3 or High, Med., Low
Maintenance Dmhistoryarchive.MAIN User-defined field for 16 A/N
Code TCODE grouping work orders. (Read-only)
Examples:
Elec, HVAC, Mech or In-
house, Contractor
Equipment Tab
Field Label TableName.FieldName Description Length Type
Schedule Tab
Field Label TableName.FieldName Description Length Type
Approvals Tab
Field Label TableName.FieldName Description Length Type
Mobile Tab
Field Label TableName.FieldName Description Length Type
Equipment Tab
Field Label TableName.FieldName Description Length Type
Attachments Tab
Field Label TableName.FieldName Description Length Type
Mobile Tab
Field Label TableName.FieldName Description Length Type
Sub-Assembly Tab
Attachments Tab
Field Label TableName.FieldName Description Length Type
Quantity Tab
Field Label TableName.FieldName Description Length Type
Description Tab
Field Label TableName.FieldName Description Length Type
Attachments Tab
Field Label TableName.FieldName Description Length Type
Definition of
Labor Craft Field Label TableName.FieldName Description Length Type
Master File Labor Code Laborcr.LABORCODE Unique identifier of the 10 A/N
Fields labor craft, assigned by
the end user.
Description Laborcr.DESCRIPT Short explanation of the 60 A/N
qualifications/
specifications of this
labor craft.
Equipment Tab
Field Label TableName.FieldName Description Length Type
Attachments Tab
Field Label TableName.FieldName Description Length Type
Approvals Tab
Field Label TableName.FieldName Description Length Type
Mobile Tab
Field Label TableName.FieldName Description Length Type
Approvals Tab
Field Label TableName.FieldName Description Length Type
Mobile Tab
Field Label TableName.FieldName Description Length Type
Equipment Tab
Field Label TableName.FieldName Description Length Type
Attachments Tab
Field Label TableName.FieldName Description Length Type
Approvals Tab
Field Label TableName.FieldName Description Length Type
Mobile Tab
Field Label TableName.FieldName Description Length Type
Equipment Tab
Field Label TableName.FieldName Description Length Type
Attachments Tab
Field Label TableName.FieldName Description Length Type
Mobile Tab
Field Label TableName.FieldName Description Length Type
Requisition Tab
Definition of
Field Label TableName.FieldName Description Length Type
Purchasing
Master File Requisition Po.REQNO A unique requisition 15 N
No. identification number
Fields that is automatically
(Read-only)
assigned by ProTeus V.
P.O. No. Po.PONO User-defined purchase 21 A/N
order number. This
number will likely come
from the purchasing
department. This could
also be the Blanket
P.O. number.
Amendment Poamendment.AMEND The number of 3 A/N
No. NO amendments made to a (Read-Only)
P.O.
Vendor Code* Po.VENCODE The vendor from whom 16 A/N
the purchase is being
made. (Chosen from a
list of records from the
Vendors Master File)
Vendor Name* Vendors.VENNAME The full vendor name, 50 A/N
which is automatically
filled in according to the
selected Vendor Code.
Description Tab
Field Label TableName.FieldName Description Length Type
PO Amendments Tab
Field Label TableName.FieldName Description Length Type
Costs Tab
Field Label TableName.FieldName Description Length Type
Description Tab
Field Label TableName.FieldName Description Length Type
PO Amendments Tab
Field Label TableName.FieldName Description Length Type
Costs Tab
Field Label TableName.FieldName Description Length Type
Description Tab
Field Label TableName.FieldName Description Length Type
PO Amendments Tab
Field Label TableName.FieldName Description Length Type
Shipment Tab
Definition of
Receiving Field Label TableName.FieldName Description Length Type
History Shipment No. Recvlog.SHIPID A unique shipment no. 9 N
Master File assigned by ProTeus V. (Read-only)
Fields Date Received Recvlog.RECVDATE The date that this order 8 MM/DD/YYYY
is being received, which (Read-only)
is automatically filled in
by ProTeus V
Requisition Recvlog.REQNO The Requisition No. of 15 N
No. the order being (Read-only)
received.
PO No. Recvlog.PONO The purchase order no, 21 A/N
which is automatically (Read-only)
filled in according to the
chosen Requisition No.
Received By Recvlog.RECVDBY The login name of the 30 A/N
user receiving this (Read-only)
order, automatically
filled in by ProTeus V.
Ship Via Po.SHIPVIA The ship via field, which 10 A/N
is automatically filled in (Read-only)
according to the chosen
Requisition No.
Invoice No. Recvlog.INVOICENO The invoice no. on the 21 A/N
received order, filled in (Read-only)
by the end-user.
Packing Slip Recvlog.PACKINGNO The packing slip no. on 21 A/N
No. the received order, filled (Read-only)
in by the end user.
Shipment Tab
Definition of
Receiving Field Label TableName.FieldName Description Length Type
History Shipment No. Recvlogarchive.SHIPID A unique shipment no. 9 N
Archive assigned by ProTeus V. (Read-only)
Master File Date Received Recvlogarchive.RECVD The date that this order 8 MM/DD/YYYY
Fields ATE is being received, which (Read-only)
is automatically filled in
by ProTeus V
Requisition Recvlogarchive.REQN The Requisition No. of 15 N
No. O the order being (Read-only)
received.
PO No. Recvlogarchive.PONO The purchase order no, 21 A/N
which is automatically (Read-only)
filled in according to the
chosen Requisition No.
Received By Recvlogarchive.RECVD The login name of the 30 A/N
BY user receiving this (Read-only)
order, automatically
filled in by ProTeus V.
Ship Via Recvlogarchive.SHIPVI The ship via field, which 10 A/N
A is automatically filled in (Read-only)
according to the chosen
Requisition No.
Invoice No. Recvlogarchive.INVOIC The invoice no. on the 21 A/N
ENO received order, filled in (Read-only)
by the end-user.
Packing Slip Recvlogarchive.PACKI The packing slip no. on 21 A/N
No. NGNO the received order, filled (Read-only)
in by the end user.
Definition of
Transaction Field Label TableName.FieldName Description Length Type
Master File Adjustment Phyadjust.ADJUSTNO A unique Adjustment 12 N
Fields No. No. assigned to each (Read-only)
Transaction by ProTeus
V.
Employee Phyadjust.LOGINNAME Name of employee 30 A/N
Name performing the (Read-only)
transaction,
automatically filled in by
ProTeus V
Part No.* Phyadjust.PARTNO Identification number of 32 A/N
the part which is being
adjusted. (Chosen from
a list of records from the
Inventory Master File)
Part Name* Phyadjust.PARTNAME Part description, which 30 A/N
is automatically filled in
according to the
selected Part No.
Qty. on Hand Inventory.ONHNDQTY The current quantity on 9 N (Read-only)
hand of the selected
part.
Adjustment Phyadjust.QTY The quantity of this part 9 N
Qty. to adjust.
Definition of
Transactions Field Label TableName.FieldName Description Length Type
History Master Adjustment Phyadjust.ADJUSTNO A unique Adjustment 12 N
File Fields No. No. assigned to each (Read-only)
Transaction by ProTeus
V.
Employee Phyadjust.LOGINNAME Name of employee 30 A/N
Name performing the (Read-only)
transaction,
automatically filled in by
ProTeus V
Part No. Phyadjust.PARTNO Identification number of 32 A/N
the part which is being (Read-only)
adjusted. (Chosen from
a list of records from the
Inventory Master File)
Part Name Phyadjust.PARTNAME Part description, which 30 A/N
is automatically filled in (Read-only)
according to the
selected Part No.
Stockroom Phyadjust.STOCKROO The stockroom where 16 A/N
M the adjustment (Read-only)
occurred.
Adjustment Phyadjust.QTY The quantity of this part 9 N
Qty. to adjust. (Read-only)
Cost Center Phyadjust.COSTCENT The department or 16 A/N
ER accounting code to (Read-only)
which the cost of the
parts on this P.O. will be
charged.
Unit Cost Phyadjust.AVGCOST The per-unit cost of the N/A Float
part.
Reason for Phyadjust.REASON The reason that this 30 A/N
Adjustment transaction is being (Read-only)
performed.
Description Tab
Field Label TableName.FieldName Description Length Type
Appendix 481
EMPLABOR Employee - 62 Each labor line on an employee record.
Labor Rates tab
EMPLOYEE Employee 808+bl Add (size * # of lines) of EMPLABOR
Master file ob
EQUIPMENT Equipment 1123+ Add (size * # of lines) of BOM,
Master File blob EQUIPMENTTREE
EQUIPMENTTREE Equipment - 40 Once for each equipment master file record
Sub-Assy Tab
GROUPRIGHTS Rights 102
Application
INVENTORY Inventory 1611+ Add (size * # of lines) of INVENTORYVENDOR
Master File blob
INVENTORYVEND Inventory - 119 Each vendor line on Inventory record
OR Vendors tab
LABORAD DM Active - 182 Each labor line on DM Active record
Labor Tab
LABORAP PM Active - 182 Each labor line on PM Active record
Labor Tab
LABORCR Labor Craft 74+
Master File blob
LABORHD DM History - 234 Each labor line on DM History record
Labor Tab
LABORHP PM History - 234 Each labor line on PM History record
Labor Tab
LABORMD DM Template - 78 Each labor line on DM Template record
Labor tab
LABORMP PM Master - 78 Each labor line on PM Master record
Labor tab
MAINTCODE Maintenance 6 Each entry on Maintenance code drop-down list
Code drop-
down list
PARTSAD DM Active - 95 Each part line on DM Active record
Parts tab
PARTSAP PM Active - 95 Each part line on PM Active record
Parts tab
PARTSHD DM History - 150 Each part line on DM History record
Parts tab
PARTSHP PM History - 150 Each part line on PM History record
Parts tab
PARTSMP PM Master - 78 Each part line on PM Master record
Parts tab
PARTSTD DM Template - 78 Each part line on DM template record
Parts tab
PHYADJUST Transaction 212
History
PMACTIVE PM Master file 1208+ Add (size* # of lines) of TASKAP, PARTSAP,
blob LABORAP, TOOLSAP, PMPULL,
PMAPPROVALS
PMAPPHISTORY PM History - 24 Each Approvals line on PM History
Approvals tab
PMAPPROVALS PM Active - 24 Each approvals line on PM Active
Approvals tab
PMHISTORY PM History 1410+ Add (size* # of lines) of TASKAP, PARTSAP,
master file blob LABORAP, TOOLSAP, PMAPPHISTORY
PMHISTORYEQUIP PM History - 4+ blob Equipment description file in PM History record
Equip. Desc tab
482 Appendix
PMMASTER PM Master file 1186+ Add (size * # of lines) of TASKMP, PARTSMP,
blob LABORMP, TOOLSMP
PMPULL PM Active - 152 Each time a part is pulled for PM Active record
Parts tab
PO Purchasing 694+ Add (size * # of lines) of POPRTS,
master file blob POAPPROVALS
RECVLOG Receiving- 132 Add (size * # of lines) of RECVPARTS
Shipment tab
RECVPARTS Receiving - 208+ Each part line on shipment record
Receive Detail blob
tab
REQUESTBY DM - 30 Each entry on Requested By drop-down list
Requested By
drop-down list
REQWHO Purchasing - 16 Each entry on Requested By drop-down list
Requested By
drop-down list
SHIFT Shift drop-down 6 Each entry on Shift drop-down list
list
SHIPTO Company 219 Each Ship to address entry
Address - Ship
To Tab
SHIPVIA Ship Via drop- 10 Each entry on ship via drop-down list
down list
STATE State drop- 20 Each entry on State drop-down list
down list
STATUS Status drop- 16 Each entry on Status drop-down list
down list
STOCKCLASS Stock Class 16 Each entry on Stock Class drop-down list
drop-down list
TASK Task Master file 162
TASKAD DM Active - 170 Each task line on DM Active record
Task tab
TASKAP PM Active - 170 Each task line on PM Active record
Task tab
TASKHD DM History - 166 Each task line on DM History record
Task tab
TASKHP PM History - 166 Each task line on PM History record
Task tab
TASKMD DM Template - 170 Each task line on DM Template record
Task tab
TASKMP PM Master - 170 Each task line on PM Master record
Task Tab
TAXRATE Tax rate drop- 28 Each entry on tax rate drop-down list
down list
TERMS Terms drop- 16 Each entry on terms drop-down list
down list
TOOLSAD DM Active - 88 Each tool line on DM Active record
Tools Tab
TOOLSAP PM Active - 88 Each tool line on PM Active record
Tools tab
TOOLSHD DM History - 88 Each tool line on DM History record
Tools tab
TOOLSHP PM History - 88 Each tool line on PM History record
Tools tab
TOOLSMD DM Template - 88 Each tool line on DM Template record
Tools tab
Appendix 483
TOOLSMP PM Master - 88 Each tool line on PM Master record
Tools tab
USER7DM DM - User tab 30 Each entry on User 7 drop-down list
USER7PM PM - User tab 30 Each entry on User 7 drop-down list
USER8DM DM - User tab 30 Each entry on User 8 drop-down list
USER8PM PM - User tab 30 Each entry on User 8 drop-down list
VENDORS Vendor Master 1186+
file blob
WORKTYPE Worktype drop- 10 Each entry on work type drop-down list
down list
484 Appendix
Glossary
CMMS Computerized Maintenance Management System
Screen Tabs Tabs appear at the top of Master File windows. When a tab is clicked on with a
mouse, a corresponding screen appears.
Data Entry Fields A data entry field is the space next to the field parameter (name) where data is
entered and subsequently stored into the table.
Drop-Down Menu A Drop-Down Menu appears when a menu selection is clicked upon. The
Drop-Down Menu appears with a list of opens to perform a routine or open a
Master File by clicking on the item with the mouse.
Data Master File Master Files are related tables and records pulled together with tabs to display
all associated information in an organized fashion on the screen.
Navigator Toolbar The Navigator Toolbar is used to perform routines on master files, such as
insert a new record, post (save) a record, delete a record, or to move from
record to record within a master file. The Navigator Toolbar has Tooltips to
assist in the identification of each button’s purpose.
Tooltip Tooltips are small, boxed text which appear when the mouse pointer is placed
over a button on the Navigator toolbar. This tooltip will instruct the user as to
the purpose of the toolbar button, such as Insert, Edit, Next and Prev.
Master File Below the menu bar, is the Master File toolbar. The Master File toolbar allows
Toolbar quick access to many of the commonly used Master Files. When the mouse
pointer is placed over a toolbar button, a tooltip displays the master file name,
such as Equipment, PM Active and Employees.
Mouse Pointers A symbol on the computer screen that shows the position of the mouse or
and Cursors where the next typed character will appear. The mouse pointer appears as an
arrow, a hairline cursor, or an hourglass.
Field A field label or parameter can also be referred to as the field name. It is a label
Label/Parameter to the left of the data entry field describing what is to be entered into the data
entry field.
Master File Quick Within Master Files, the Quick List tab displays a sorted list of records
List Tab contained in the Master File. In certain Master Files, this list can be sorted
various fields, and a search character can be typed in to quickly jump to a
certain record on the list.
Master File A collection of related data that is displayed as a unit, even though the data
Record may be pulled from various tables.
Index 485
Drop-down List Drop-down List Boxes are selection panels (list of choices to be entered into the
Boxes corresponding field) used in data entry. To edit the selection panel, double-
click on the data entry field and a dialog box will appear with the ability to add
and delete items from the list.
486 Index