PLANT AND EQUIPMENT MANAGEMENT Plant & Equipment Listing

This screen shows an overview of the Plant and Equipment that resides in the organization. Onscreen info includes The current location and the date transferred to this location Days to next service The projected date of next service The Service dates are calculated on average usage from the previous service data.

Service Data Input and Viewing

The service data is generated from the Job Card System and can be viewed on the screen. If external servicing is used the data can be manually punched in. This data is used in the preplanned maintenance scheduling.

Service Meter Reading Capturing and Viewing

SMR readings are captured for each plant item at regular intervals. The system can use both kilometer and hour readings. When a meter is replaced on a plant item the system allows for the tracing of the new and old meter readings and the SMR readings are calculated cumulatively. See the METER NUMBER column in the example. When a meter is replaced or repaired the replacement SMR and date is entered into the system and the system will increment the meter number automatically.

Plant & Equipment Detail

The screen shows the detail of a specific plant item. Onscreen info includes Plant Number and status Name Division allocated to Registration Number Chassis Number Engine Number Purchased Date Purchase Price Operator Name Location Transfer Date Category Rate details

JOB CARD MANAGEMENT Listing Of Job Cards

The screen shows a listing of Job cards for all the workshop divisions in the organization The budget, accrual and actual cost can be seen on screen. From here Job Cards can be added, Job Card detail can be accessed and posting can be done.

Adding a Job Card

Adding a job card is an easy process. Job cards can be made out to: A plant item, A contact, Overheads, The balance sheet Or an external debtor. When the Job Card is posted all the costs are allocated to the correct cost centers. e.g. Job Card to Plant a cost to the plant item and an income for the Workshop division.

Job Card Detail Screen

This screen shows the detail line items that a Job Card consists of. From here line items can be added or edited. A line item represents work that was done or material and parts that were used for the job.

Job Card Badgets

This screen allows the user to add the kilometer and / or the Hour reading before posting of the Job Card. If the Job Card is for a planned service, it will not be possible to post it without entering the service meter reading. This data is then used in the Planned Service Module

On Screen Budget Variances reporting

The expenses on a job can easily be traced by using the on screen budget variance reports This screen shows the budget accruals cost and actual cost bet ledger code with detail and totals

Posting of a Job Card

This screen allows the user to add a budget to the job card The budget item is added against the relevant ledger codes The data will then be used for contoling the spending on a job.

Internal Job Card Printing

Please see the printed internal Job Card on next page. The Job Card is designed as a return form. When the Job Card is created a detail works instruction is added in the

Description. The Job Card is then printed and handed to the technician. He will then fill in the Job Card by detailing the work that he has done on the job. The completed Job Card is then returned to the workshop manager who will check and approve it. The information is then captured on the system. The Job Card can then be reprinted and the process can be repeated.

INTERNAL AND EXTERNAL PLANT HIRE Plant Categories

Plant that is hired out must be allocated to a plant category. The category will determine how the plant item will be costed, how the penalty / minimum hours are calculated and how the utilization is calculated.

Setup of Plant Categories

The setups of each category will determine the way that the plant items that belong to the category will be costed. 5 Rates are available for each category The name and unit of each of the rates can be customized to the customers requirements The calculation of the penalty hours is done in accordance to a user-defined calculation formula and relative to the 5 rates Two formulas must be set up, one to calculate the number of penalty hours, and another, to calculate the cost of the penalty hours The calculation of utilization is done in accordance to the userdefined calculation formula and

relative to the quantity of the 5 rates

Custom Rates
Special rates can be defined for a contract, sub contractor and debtors these rates will override the plant and category rates A plant items custom rates will override the category rates but not the way in which it is calculated. A debtor, subcontractor or contracts custom rates will override the plant and category rates.

This functionality gives the user complete flexibility with regards to rate setup and calculation of the costs.

LIST OF CURRENT PLANT HIRE REQUISITION List of Plant Hire Requisitions

From this screen the plant hire system is managed. From here the user can do the following Add new Plant Hire Requisition Delete any unposted requisitions Do incremental posting of requisitions Print final and pro-forma invoices

Plant Hire Requisitions Details

Shows the plant items that form part of the requisition. Adding a Plant item to the requisition is done from this screen. The total cost of the plant item can be viewed onscreen.

Capturing of Plant Returns

The plant returns is captured and viewed on the same screen as the plant hire requisition details. The screen shows the detail of the 5 rate setup. Details that must be entered when capturing a plant return are: From date To Date Financial period Job cost hours for each of the 5 rates Contract activity that the cost is allocated to The SMR of plant item Date of the SMR reading

The system will calculate the Weekdays and holidays between the From / To Dates according the users setup.

Preparing the Pro-forma invoice

Incremental invoicing and posting of plant hire requisitions are possible from this screen.

The user will select which line item he wants to make out a pro-forma invoice for, by selecting or deselecting the lines to add. When the printing of the invoice is done the lines that were printed will be removed from the screen to prevent the double invoicing of line items.

Pro-forma Invoice
Please see the printed pro-forma invoice on the next page. The pro-forma invoice was designed as a return form. After printing the pro-forma invoice it will be send to the individual contracts managers for approval. After checking the invoice he will sign it and return it to the plant yard. If there are plant returns that he is disputing, the line can be placed on hold at posting stage and the invoice can still be posted. The disputed line will show on the next pro-forma invoice until resolved and posted. After posting the pro-forma invoice a final invoice can be printed and reprinted at any stage.